Expediting

Match Exception Process

University Goal: Match Exception resolution within 30 days of voucher entry.

It is the responsibility of both the department and the Expediting Office to collaborate as necessary for resolution of Match Exceptions and to prevent any match exceptions from carrying over into a new fiscal year unresolved.
What is a Match Exception?

A Match Exception is a warning indicator that occurs during the daily Matching Process that identifies when the voucher and the Purchase Order are in conflict with each other, thus preventing payment to the supplier (until resolved).

Match exceptions generally occur when:

  • Supplier ID doesn't match
  • Unit price is exceeded
  • Insufficient funds on PO
  • PO is in an invalid status

Tip! Checks to suppliers are issued twice each week (Tuesdays and Thursdays) through Accounts Payable (see Financial System Tips & Tools to look up a payment).
What is the Matching Process?

The Matching Process is an automated process which runs every evening in the Financials system. The process applies the matching rules against the voucher and its associated purchase order. When the Matching Process occurs without exception, payment is issued to the supplier (see image below of the normal order to payment process).

However, when system matching fails, a match exception occurs and manual intervention is required before the voucher will be paid.

Why do we use the Matching Process?

The benefit of the Matching Process is to permit timely and accurate payments to suppliers, resulting in financial savings for the university.

The Matching process also:

  • Limits payment to the quoted price.
  • Limits payment to the quantity ordered.
  • Maintains controls to verify and approve any discrepancies before paying Suppliers.

How to resolve Match Exceptions?
Department Responsibilities

  • Verify that goods/services ordered from supplier match what is received.
  • Communicate directly with the Supplier as the university's point of contact.
  • Monitor your area's PO lifecycle in the Financials system (See Financial System Tips & Tools and Purchase Order Report)
  • Routinely run/review Match Exception Report to identify match exception(s) for department/college area.
    • Issue Change Order Requisition as necessary.
    • Contact an Expediting associate for assistance.

Expediting Responsibilities

  • Enter corrections to vouchers in order to resolve outstanding match exception issues and encumbrance problems in the Financials system.
  • Advise appropriate resolution steps between department and applicable parties.

Key Terms

Matching Process - An automated process which runs every evening in the Financials system. The process applies the matching rules against the voucher and its associated purchase order.

Matching Rules - A matching rule specifies how attribute values (quantity, status and amounts) are to be matched in the Financials system between the voucher and the PO.

Voucher - Supplier's invoice after entry in the Financials system