Procurement Services utilizes a purchase order (PO)-to-invoice matching process to ensure the University’s suppliers are paid the correct amount and only for the goods/services provided. This process compares important information on each University purchase order, such as item quantity and price, against the corresponding information on the supplier’s invoice. For larger-dollar purchases, this information also is compared against an acknowledgment by the purchaser that the goods/services have actually been received.
If all of the information matches, then the invoice is paid.
If there is a discrepancy, such as a difference in item quantities or the purchaser has not acknowledged receiving the item ordered, then a match exception (identified by a match-rule ID) occurs. When a match exception occurs, requisition creators receive an email notification outlining all current match exceptions. These are sent out twice per week, on Tuesday and Friday. In addition, match exceptions can be found on the FIN039 Payables Summary and FIN041 Payables Details reports.
Timely resolution of match exceptions is important, as each discrepancy must be resolved before the associated invoice can be paid. The resolution steps vary depending upon the exception. For example, a mismatch between the quantity ordered and the quantity invoiced may require a PO change request.