Understanding Invoice Match Exceptions
RPT – Supplier Invoice Lines in Match Exception (UAMS) is a report that can be
used to identify invoices in match exception.
What does invoice matching mean?
Before UAMS pays an invoice, it must be verified that the quantity and cost
information matches across the PO, Invoice, and Receipt.
Invoice Matching is when Workday compares a supplier invoice with supporting documents (purchase orders and receipts) to verify that the information is correct prior to issuing payment to a supplier for that invoice.
When does an invoice go through matching?
The Supplier Accounts Match Process is initiated if the invoice is procurement-related and does not have a Match Status of Override. In other words, any invoice that is created against a purchase order will run through the matching process.
What causes match exceptions?
A match exception occurs when:
- The quantity or price on a supplier invoice line is higher than the quantity ordered on the purchase order line.
- The quantity on a supplier invoice line is greater than the quantity received on the purchase order line.
- There is an additional line on a supplier invoice that is not found on the purchase order.
How do I resolve match exceptions?
The table below summarizes the most commonly-occurring match exceptions at UAMS and their respective solutions.
| Match Exception Type (Supplier Accounts Match Rule) | Routed to __ for Resolution | Instructions for Resolution* *see note below table |
|---|---|---|
| Supplier Invoice Line Missing a Receipt | Requisition Requester | Create a receipt for the items that were provided by the supplier |
| Total Invoiced Quantity is greater than the Total Receipt Quantity | Requisition Requester | Create a receipt for the additional items that were provided by the supplier |
| Additional Invoice Lines Not on PO | Purchase Order Buyer (Procurement Specialist) | Change order to add the additional line |
| Amount Variance between Invoice line Extended Amount and PO line Amount exceeds $100 or IF UAMS and dollar amount exceeds 5% on line or $50 | Purchase Order Buyer (Procurement Specialist) | Change order to adjust the PO line unit cost / line extended amount. |
| Percent Variance between Sum of Invoice Line and PO Line Extended Amounts is greater than 10% | Purchase Order Buyer (Procurement Specialist) | Change order to adjust the PO line unit cost / line extended amount. |
If UAMS had the correct pricing on the purchase order but the Supplier overcharged on the invoice, then you or your Buyer will need to work with the supplier to dispute the pricing and obtain a credit memo for the difference.