Accounts Payable 2: Voucher Entry and Maintenance Maintenance (Error Correction) Overview

1. Accounts Payable 2: Voucher Entry and MaintenanceMaintenance (Error Correction) Overview

2. Objectives • Define terms • Provide a general flow of the Accounts Payable lifecycle and where error correction occurs • Share general facts about error correction • Explore the Match Exception matrix

3. Definitions • Voucher Build: a process that receives information submitted to AP from agency AP subsystems and constructs a SWIFT voucher • Quick Invoice: a voucher created from Voucher Build Process • Match Workbench: a SWIFT page and processes that support matching error troubleshooting • Unmatch: required for error correction if a PO-based voucher • Unpost: required for all voucher error correction if the Voucher Post process has completed and accounting entries are prepared for the GL

4. Definitions (cont’d) • Deleting a voucher: allowed if voucher is unpaid; requires no involvement of vendor • Closing a voucher: only recourse if voucher has been paid and an error occurred. Offline agreement with vendor required around handling funds paid if one-time only payment. Also the method used to write off the payment

5. Accounts Payable Lifecycle – Error Correction Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Quick Invoice Voucher Build Process Find Error? Resolve via Match Workbench Yes No Find Error? No Budget Checking Submit for Approval Voucher PostingProcess Matching VoucherCreation** Yes No **from PO/ Receipt or Direct Entry Find Error? UnPost Voucher Find Error? Update Voucher UnMatch Voucher Yes Yes No Approve Voucher Legend Manual SWIFT process Only if PO-based AP Lifecycle

6. AP Error Correction Facts • If errors occur, the payment will not be made. • Errors must be corrected before the voucher moves to the next step of the Voucher Lifecycle. • Check with your SWIFT Project Manager or Readiness Coordinator to see who has access to the Match Workbench. Or navigate to the Workbench to see if you can get in. • Only those with supervisory-level access can unpost a voucher. • Only a few MMB staff can perform budget overrides.

7. AP Error Correction Facts (cont’d) • Match Exceptions to Route to Buyers: • No receipt found • PO dates not matching • A Match Exception matrix is available to inform: • How to resolve common errors • Who is responsible -- Voucher Entry or Buyer • The 2 most common ways to correct a budget error: • Route it to a different Chartfield string • Add more money to the budget

8. Match Exception Matrix page 1

9. Match Exception Matrix page 2

10. Match Exception Matrix page 3

11. Next… • It’s time to see how to correct errors on vouchers.