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AP_050_010 Using the Match Workbench

By Beatrice Jackson,2014-11-25 17:37
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AP_050_010 Using the Match Workbench

    Business Process Document

    Accounts Payable - Vouchers AP.050.010 Using the Match Workbench

    BOR_AP_MATCH_PRC Security Role

    Payables 8.9 Responsibility/Role

    AP_050_010 Using the Match File Name Workbench_BUSPROC

     Version

    4/16/2008 Document Generation Date

    11/25/2010 Date Modified

     Last Changed by

     Status

AP.050.010 Using the Match Workbench

    Trigger:

Concept

This topic demonstrates how to use the Match Workbench. The Match Workbench component

    is comprised of various associated pages that enable you to query match information, override

    exceptions, correct errors, put vouchers on a match hold, and initiate the Matching process on

    demand.

    You can configure the Match Workbench according to your business requirements: • Specify what match actions are allowed on the Match Workbench on the Match Rule Type

    page.

    • Define the workbench details for each match rule on the Match Rules - Workbench page.

    • Define the match rule processing order on the Match Rule Control page which is the order

    match rules are displayed on the Match Workbench.

    • Create personalized search parameters that you can use to query match information.

Topic Objectives:

    Upon completion of this topic, you will be able to:

    - Access the Match Workbench.

    - Review Match Exceptions based on your search criteria.

    - Perform various Matching functions based on your user preferences.

Key Term:

    Below is a key term used in this topic:

    - Match Workbench - The Match Workbench is comprised of various associated pages that enable you to query match information, override exceptions, correct errors, create debit memos,

    put vouchers on a match hold, and initiate the Matching process on demand.

     ? 2008 Board of Regents of the University System of Georgia. All Rights Reserved. Published: 11/25/2010 Page 1

Business Process Document

    Accounts Payable - VouchersAP.050.010 Using the Match Workbench

Assumptions

Dependencies/Constraints

    Security controls access to associated inquiry pages.

Additional Information

     ? 2008 Board of Regents of the University System of Georgia. All Rights Reserved.

    Page 2 Published: 11/25/2010

    Business Process Document

    Accounts Payable - Vouchers AP.050.010 Using the Match Workbench

    Procedure

    In this topic, you will use the Match Workbench page to search for and review matched vouchers.

Other related Matching business processes are:

AP.030.010 - Running Matching (Batch Process)

    AP.070.035 - Match Exceptions Report (APY1090)

    Step Action

    1. Begin by navigating to the Match Workbench page.

    Click the vertical scrollbar.

    2. Click the Accounts Payable link.

    3. Click the Review Accounts Payable Info link.

    4. Click the Vouchers link.

    5. Click the Match Workbench link.

    6. Use the Match Workbench page to view a list of vouchers and match

    information, according to specified search criteria. This page and the pages

    accessible from it enable you to override exceptions, correct errors, put vouchers

    on a match hold, initiate the Matching process, undo matched vouchers, and send

    notifications.

    7. Enter "US001" in the Business Unit field.

    8. Click the Match Status list.

    9. Select a match status to include only vouchers with that status in the search

    results. Match statuses include Manually Overridden, Match Dispute, Match

    Exceptions Exist, Matched, Overridden - Credit Note, and To Be Matched.

    The search results appear in different formats depending on the match status you

    select.

    Click the relevant entry in the list.

    10. Click the Personalize Search link to access search fields that you can select for

    display on the Match Workbench page. Warnings appear if you select fields that

    have other field dependencies that have not been selected. You can save your

    search criteria and use it again by selecting it from the saved search list.

    11. Click the Search button.

    12. The Search Results grid displays voucher information for selected vouchers that

    have gone through the Matching process.

     ? 2008 Board of Regents of the University System of Georgia. All Rights Reserved. Published: 11/25/2010 Page 3

    Business Process Document

    Accounts Payable - VouchersAP.050.010 Using the Match Workbench

    Step Action

    13. Select the Undo Match check box to mark the voucher to be unmatched. This

    option appears only for Matched vouchers.

    When you select the check box to undo a matched voucher, the system verifies

    whether the voucher is available to be unmatched. If the voucher is not available

    to undo a match, an error message appears. Because the verification occurs

    when you select the check box, you may need to wait a few seconds before

    proceeding. Undoing a matched voucher resets all statuses on the voucher,

    receiver, and purchase order.

    14. The Match column displays the match status of the voucher. Match statuses

    include:

    Manually Overridden: You manually assign this status on the Match

    Exception Workbench Details page to indicate that the match exception has

    been overridden. Click the link to access the Match Overridden Workbench

    Details page.

    Match Dispute: You manually assign the Match Dispute status to vouchers on

    the Match Exception Workbench Details page. No further match processing is

    done on these vouchers until you change the match status. Click the link to

    access the Match Exception Workbench Details page.

    Match Exceptions Exist: Exceptions occurred when applying the match rules to

    the voucher. Click the link to access the Match Exception Workbench Details

    page.

    Matched: The voucher is successfully matched. Click the link to access the

    Matched Vouchers page.

    Overridden - Credit Note: You manually assign this status on the Match

    Exception Workbench Details page to indicate that the voucher has been

    matched with a credit memo adjustment voucher. Click the link to access the

    Match Overridden Workbench Details page.

    To Be Matched: Vouchers have not gone through the Matching process or

    vouchers have been unmatched.

    15. Click a Matched link for a match type of Auto - Matched to view match

    information for associated vouchers, purchase orders, and receipts. You can

    initiate the Matching process to undo a matched voucher.

    Click the Matched link.

16. Review the information on the Matched Vouchers page and close the window

    when done.

    Click the Close button.

17. Click a Matched link for a match type of Matched with Override, Matched with

    Debit Memo, or Matched with Credit Note to view match override information for

    associated vouchers, purchase orders, and receipts.

    Click the Matched link.

     ? 2008 Board of Regents of the University System of Georgia. All Rights Reserved.

    Page 4 Published: 11/25/2010

    Business Process Document

    Accounts Payable - Vouchers AP.050.010 Using the Match Workbench

    Step Action

    18. Review the information on the Match Overridden Workbench Details page and

    close the window when done.

    Note that the voucher displayed on this page has gone through the Matching

    process and resulted in a successful match.

    Click the Close button.

    19. The Match Type column displays further details of the match status. Match types

    include Auto - Matched, Matched with Debit Memo, Matched with Override,

    Matched with Credit Note.

    20. Click the Vouchers link to access the Voucher component.

    Click the Vouchers link.

21. Review the voucher information and close the window when done.

    Click the Close button.

22. Click the View Related Links icon to access the Vendor Information page, the

    Conversations page, or the Contact page.

    Click the View Related Links button.

23. Click the Cancel button.

24. Click the More Details tab.

25. Review the detailed information.

    26. Congratulations. You have just completed the Using the Match Workbench

    topic. Below is a summary of the key concepts of this lesson:

    - The Match Workbench is delivered as a model to meet USG business

    requirements.

    - A user can override Match Exceptions only if it is enabled on their User

    Preferences.

    - The View Document link on the Details tab allows a user to drill down to the

    Purchase Order in order to analyze exceptions.

    End of Procedure.

     ? 2008 Board of Regents of the University System of Georgia. All Rights Reserved.

    Published: 11/25/2010 Page 5

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