Frequently Asked Questions

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Where can I find information about a voucher?

Voucher information can be viewed in the Financials system in real time (see the Financials System Tips & Tools for navigation instructions). Alternatively, users may refer to the Unpaid Voucher Report (go to eReports).

How do I resolve a match exception?

  Verify that goods/services ordered from supplier match what is received.

    ▪    Communicate directly with the Supplier as the university's point of contact.

    ▪    Monitor your area's PO lifecycle in the Financials system (See Financials System Tips & Tools and Purchase Order Report).

    ▪    Routinely run/review Match Exception Report to identify match exception(s) for department/college area.

    ◦    Issue Change Order Requisition as necessary.

    ◦    Contact an Expediting associate for assistance.

How do I expediate a report?

Match Exceptions Report (APB100OS) 
Match Exceptions Report provides current match exception detail for a selected business unit based upon a specific date range. The report provides a rule description to assist users with the match exception cause. Departments can use this report to sort out POs associated with their ORG, in order to resolve an outstanding match exception. 

Purchase Order Report (POB101DW) 
Purchase Order Report provides detail for POs associated with a selected business unit, VP/College area and department based upon search criteria. The report can assist departments with monitoring the lifecycle of POs associated with their ORG. 

Unpaid Voucher Report (POB113DW) 
The Unpaid Voucher Report provides detail regarding unpaid invoices (vouchers) that have been entered against a PO for designated area. The report is a useful resource to verify the status of a voucher and indicate problems that may be holding the voucher from processing. 

How do I close a purchase order?

Before requesting PO Closure, authorized college or departmental personnel must complete the following steps:

    1    Issue change orders in the Financials system.

    2    Enter receipts in the Financials system.

    3    Validate total amount matched equals total amount vouchered.

    4    Validate voucher activity has occurred on the purchase order.

    5    Submit request via P.O. Closure.

Note: When PO Closure is requested, no further activity can be processed against the purchase order (including: change orders, credits, vouchers or receivers).