Purpose: In this article, you will learn about using the Matching process to compare vouchers with purchase orders and receiving documents. That way, you can ensure that you pay for only the goods and services that you order and receive.
In This Article
- Matching Types
- Matching Process Flow
- Matching Tolerances
- Matching Workflow
The system automatically performs the required matching based on the document characteristics. Users simply select a match rule; the system handles all of the comparison. You can use the matching exceptions workflow within PeopleSoft Payables, to route match exceptions to specified users. PeopleSoft eSettlements also uses the Matching process to compare invoices with purchase orders and receipts.
The system performs several types of matching:
- Two-way matching compares vouchers and purchase orders if the Receiving required option for the purchase order is Do Not Receive or Optional
- Three-way matching compares vouchers, purchase orders, and receipts if the Receiving required option is required and the Inspection required option is not selected for the receiver
- Four-way matching compares vouchers, purchase orders, receivers, and inspections if receiving is required and inspection is required
- Receipt-only matching compares vouchers to non-purchase order receipts
This flowchart provides an example of the three-way matching process, illustrating how the Matching process compares the entered voucher to the purchase order and receiving documents
- Specify the matching run control options and run the process on the Match Request page, from the Action field on the Invoice Information page in the Voucher component (VCHR_EXPRESS), or from the Match Workbench
- If vouchers match successfully, the system sets the status of these vouchers to Matched and the voucher is available for payment
- If vouchers do not pass the Matching process, the system flags them as exceptions
The system logs each match rule exception for the voucher in a voucher match exception log table that you can view using the Match Workbench. You can access the Match Workbench from the Match Request page, by clicking the Exceptions link on the Voucher Summary page in the Voucher component, or through general navigation.
- View the exceptions on the Match Exception Workbench Details page, where you can set the vouchers that have match exceptions to Credit Note, Match Dispute, or Override
You can also select a match rule action of Debit Memo if you specified it as an action on the Match Rule Type page and associated it to the match rule. The Matching process creates a debit memo adjustment voucher to resolve the matching exception.
- Vouchers with a match status of Match Dispute are not paid and remain in an un-payable state until you delete or correct them
- The next time that the Matching process runs, the system bypasses the individual match rules that you override
- Overridden vouchers are available for payment and are paid the next time the pay cycle is run
- PeopleSoft Workflow notifies the appropriate user about the match exception, based on the route that you specify for the exception on the Match Rule Type page or the Match Rules - Workflow page
- Correct the errors and rerun the Matching process
- (Optional) You can undo selected matched vouchers after you run the Matching process
When you undo a matched voucher, you reset the match status of any purchase orders and receivers that are associated with and matched to a voucher. This enables you to match these purchase orders and receivers to other vouchers.
- You can undo a matched voucher only if you have not yet paid or posted it
- You cannot undo a credit or exchange return to vendor (RTV) matched voucher
- You cannot undo a matched voucher if the related purchase order is closed