Workday - Match Exception Help Document

Workday - Match Exception Help Document

Match exceptions are part of the 3-Way Match process noted in this P2P Process Summary Document.   
 
The match is calculated on the (1) Purchase Order, (2) Receipt and (3) Invoice per line item.   If the receipt is missing and / or if there is a variance of 50.00 or more between the Purchase Order, Receipt or Invoice, the system will trigger the match exception which will not allow the invoice to pay out until the issue(s) are resolved.  

The two main triggers for Match Exceptions are as follows:
  1. "No Receipt"
    1. This means that Workday does not see an approved receipt present on the Purchase Order for the item or items on the invoices. 
  2. "Supplier Invoice Exceeds Receipt Line Extended Amount by $50  Supplier Invoice Line Exceeds PO Line Extended Amount by $50" 
    1. This typically means that there is a variance greater than 50.00 between the PO, Receipt and or invoice on the line item.  
    2. This is also triggered
      1. If the same line item on a Purchase Order is linked to multiple invoices
      2. If a Purchase Order line item is duplicated on an invoice
 
Here are some general steps to take to review, research and clear match exceptions. 

*****Note that there are many moving parts in the P2P process.  Some match exceptions require more research and troubleshooting.  The steps below are general steps that should address the bulk of match exceptions across the company.  For additional help and support concerning match exceptions, please attend the Open Office Support sessions as needed.  Here is the link to the shared P2P Training Calendar that has all the details and meeting links for the Open Office Sessions*****

To find invoices for your company that are in match exception, search for the report, "Find Supplier Invoices by Received Date and/or Match Status" and use the Match Status filter to select, "Exception" as noted below:  



The report will provide a list of invoices.  To see the details of the invoice and match exception, right click on the magnifying glass in the Supplier Invoice column on the left and then click, "See in New Tab"  This will load the invoice in a new tab in full screen:  
1.

2.


The "Line Match Exception" column will tell you the reason the line item is in exception status. 

In this case, this invoice is in exception due to "No Receipt" on the line item noted below:



To clear "No Receipt" exception:
  1. Confirm that the product has physically been received at the property.  
  2. Then navigate to the Purchase Order and review the receipt on the line item. 
  3. For help with this process, please see the "Create Receipt" help document in the knowledge base.  
For this example, PO-10046974, there are two receipts on the line item in question, but they are both in "Draft" status which means a user started to process the receipt but did not finish the process.  


I have canceled one of the draft receipts and edited and completed the other draft receipt and now the invoice is in Approved and Matched status.  For more on this process, please see the knowledge base help document for "Workday - Cancel /Adjust Receipt."






To clear "Supplier Invoice Exceeds Receipt Line Extended Amount by $50" exception due to a draft receipt issue:  
  1. Navigate to the invoice to view in full screen as described above in the no receipt example.  
  2. In this example, the invoice has two match exceptions on the line item.  No Receipt and Supplier Invoice Exceeds Receipt Line Extended Amount by $50. 
  3. Scroll down to the invoice line items to view the Line Match Exception column and then click on the number under "Matching" in the Business Document column as noted below:
    1.   
  4. Expand the Matching window using the bottom right corner so that you can see the data:


    3. In this screen, you can see the Purchase Order, Receipt, Invoice and Requisition data for this line item.  The three way match is calculated on the Purchase Order, Receipt and Invoice only so those are the three we need to compare to find the exception issue. 

    5. You can see in the screenshot above that the receipt is in draft status with 0 quantity so the dollar amount on the receipt is 0.00 which is causing the exception.  To fix this, navigate to the Purchase Order, find the draft receipt and complete the receipt process.  Here is the help doc for more details on completing the receipt.
    6. Now that the receipt is completed, the invoice is now Matched and Approved:




To clear "Supplier Invoice Exceeds Receipt Line Extended Amount by $50" exception that requires a change order on the Purchase Order
  1. Navigate to the invoice to view in full screen as described above in the no receipt example.  
  2. In this example, the invoice has two match exceptions on each line item.  Supplier Invoice Exceeds Receipt Line Extended Amount by $50 and Supplier Invoice Line Exceeds PO Line Extended Amount by $50
  3. Scroll down to the invoice line items to view the Line Match Exception column and then click on the number under "Matching" in the Business Document column as noted below:

  5. Click on the number under "Matching" noted above to view the line items and amounts associated with Purchase Order, Receipt and Invoice:

  7. Above you can see the Purchase Order and Receipt show 9 cases at 94.99 but the invoice price is 118.75.  This requires a change order to be processed on the Purchase Order to update the price to the amount invoiced.  
    1. Side note, it would be a best practice to contact the supplier about a price discrepancy like this as well.  This is a Punchout Supplier so the pricing should not vary from PO to Invoice.  If the supplier finds an issue on their end, they will issue a credit for the difference.  
  8. The same pricing issue is on the other two line items on this invoice so we will need to process the change order to update the price on each line item to reflect the invoice price.  
  10. Navigate to the Purchase Order and cancel the receipt.  Here is the help document for cancel receipt.  


  13. Now create the change order by navigating the View Purchase Order screen for the specific PO.  In this case, PO-10093406


  16. Now update each line item to the updated unit cost for each per the invoice:  

  18. When you have each line item updated to the new cost, click submit.  This will route the change order through approval.  

  20. Once the change order is approved and issued, reprocess the receipt so the price updates and this should move the invoice from Exception to Approved and Matched.  


  23. Now navigate to your invoice that was in exception to check to make sure it is Approved and Matched: