• Detailed data should be entered at the earliest possible point in the Procure to Pay process
  • Multiple POs can be created from a Contract
  • Multiple POs can be created from a Contract
  • There should be a 1 to 1 relationship from the Receipt to the Voucher
  • There should be a 1 to 1 relationship from the Voucher to the Invoice
  • Receipts should only be entered for the actual Amounts/Quantities received
  • Users should not create a single “dummy” Receipt and copy multiple Vouchers from the Receipt



The best practice is to create Receipts for the actual quantities/amounts received and to copy the Vouchers from the Receipt


Receipt and Voucher Processing - Prevent "Overmatching"

How does "overmatching" impact me?

Symptoms can include the following:
Cannot voucher

Cannot enter additional receipts

Cannot create reductive PO change orders
Must close the PO to liquidate the remaining encumbrance
Contract balance understated since a reductive change order could not be executed and the PO must be closed to liquidate encumbrance


What is voucher "overmatching"?

The matched receipt amount or quantity is greater than the vouchered amount or quantity.


To identify a PO with an overmatched line -
1.  Navigate to Purchasing > Purchase Orders > Add/Update POs > Activity Summary.
2.  Compare the invoice quantity (invoice amount for amount only) with the matched quantity (matched amount for amount only).
3.  If the quantity/amount matched is greater than the quantity/amount invoiced, then the PO line is overmatched.


To identify a voucher with an overmatched line -
1.  Navigate to Accounts Payable > Vouchers > Add/Update > Regular Entry

2.  Open the Invoice Information tab.
3.  In the line section, click the Associate Receivers hyperlink.
4.  Compare the invoice line's quantity (unit price for amount only) with the associated receipt line's quantity to match (unit price for amount only).
5.  If the quantity/unit price for the associated receiver is greater than the quantity/unit price for the invoice line, then the voucher line is overmatched.



What can I do to prevent receipt "overmatching"?


Receive accurately. A receipt is an official record of goods or services that the City has received from a supplier. Do not enter a receipt for goods or services that have not been received yet.


Copy voucher from receipt carefully. If the supplier actually provided more goods or services than they invoiced for, then reach out to the supplier to confirm the voucher is accurate. If the voucher is accurate, reduce the quantity or amount appropriately on the Copy page prior to copying the lines to the voucher.


Confirm matching information when entering vouchers. Before leaving the voucher page, check Associate Receiver information by line or on the Related Documents tab to make sure the match amount does not exceed your voucher line amount. This can be updated until the voucher is matched.


As a Best Practice:
• Receipts should only be entered for actual Amounts/Quantities received
• There should be a 1 to 1 relationship from the Receipt to the Voucher
• There should be a 1 to 1 relationship from the Voucher to the Invoice


What if I already "overmatched"?
If your overmatched voucher has already been paid, the transactions cannot be corrected and the PO must be closed. Work with your department's PO admin to close your PO.
If your overmatched voucher has not been paid yet, unmatch the voucher. Then, correct the associated receiver amount or quantity and match again.


PO and Voucher Processing - Prevent Overexpensing


How does "overexpensing" impact me?
•  Inability to demonstrate that encumbrance was established for the appropriate amount prior to invoicing.
•  In some cases, overexpensing will not liquidate the PO encumbrance as desired, which leaves an overstated encumbrance balance on the PO. An overstated encumbrance balance      minimizes the available budget balance.



What is "overexpensing"?
When the total vouchered (expense) amount exceeds the PO distribution line (encumbrance) amount.


To identify a PO with an overexpensed distribution line -
1. Navigate to Purchasing > Purchase Orders > Review PO Information > Purchase Orders.
2. Click the Schedule icon to open the line's shipping schedule.
3. Click the Distributions/Chartfields icon to open the shipping schedule's accounting distributions.
4. Compare the Merchandise Amount on the Chartfields tab with the Expensed to Date amount on the Budget Information tab. If the Expensed to Date amount exceeds the Merchandise Amount, then the PO distribution line is overexpensed.


What can I do to prevent "overexpensing"?


Currently, there is no way to tell what the PO distribution line's encumbrance balance is from the voucher processing pages. There is a delivered Document Tolerance functionality that can identify if a voucher line is exceeding the original PO encumbrance. This is currently logged as enhancement request #188 and is being analyzed.


For now, when entering vouchers you can check the PO distribution line's encumbrance balances using the Purchase Order Encumbrances BI dashboard. The associated voucher distribution lines should not exceed the remaining encumbrance balance of the PO distribution line.


Supplier Contracts and PO Releases

Contract Revisions and the Importance of Creating New Versions


As a best practice users should always click the New Version button on the Contract Entry page when changes are made to Supplier Contracts. User should never select Open in the Status field and then proceed to make changes. Users should also include comments that include a summary of the changes. Detailed steps are included in the following job aid: Create Amendment for Contract


Creating a New Version updates the Version Status of the contract to Draft
The Version Status of approved and executed contract is Current
The Version Status of the previous versions of the contract is History

Following this best practice allows the system to maintain a history of each version of the contract and allows users to review the contract change history. Following this best practice also allows User Support and the Functional Teams to resolve contract related issues more quickly.


As a Best Practice:
Do not Change Order PO Releases if you need any additional goods/services.
Issue a new PO Release if you need any additional goods/services.

Creating change orders to PO Releases isn't a Best Practice because it is very difficult for other users to understand the change order history.


The best practice for creating PO Releases is to copy the PO from the Contract. This reduces duplicative data entry and the impacts of delivered Oracle contract release bugs. This also prevents the Contract ID from not being included on PO lines which causes workflow issues. Please refer to Topic 1 of the Create PO Job Aid


DocuSign

When you use the Import option in PeopleSoft Document Management for documents that will be DocuSigned always import Word files. Don’t import PDF files!

If you import PDF files, the files may become corrupted when the system prepares the files for routing and e-Signature