Voucher Matching (30.3.2)
  • 15 Jul 2024
  • 6 Minutes to read
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Voucher Matching (30.3.2)

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Article summary

Business Process Overview

The Voucher Matching business process outlines the process of Voucher approval, error resolution, and dispute handling in a financial system. It begins with a voucher matching step to ensure alignment with purchase orders, with exceptions requiring correction. Errors can be resolved by updating the voucher or deleting it, depending on the source of the error. In cases of persistent disputes, program managers may be involved to address issues, potentially requiring corrected invoices. If disputes remain unresolved, vouchers may be deleted.

Business Process Diagram

Business Process Diagram for 30.3.2 Voucher Matching

Business Roles

The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, are representative of an external entity or system. The swim lanes may change from page to page within a single business subprocess as more or fewer roles are required to execute sections of the business subprocess.

  • Agency AP Processor: agency role responsible for entering invoices, voucher corrections and issuing and maintaining disbursements in Florida PALM 
  • AP Reporter Role responsible for viewing AP Reports (role not shown as a swim lane on flow diagram)
  • Confidential AP Viewer: Role responsible for viewing confidential data in AP Reports (role not shown as a swim lane on flow diagram)

Business Process Flows Details

The tables below describe steps in each business subprocess as reflected on the Business Process Flow Diagrams. The tables also reflect information associated with each step describing the intent of the specific process. Florida PALM screenshots are included within the sections to allow connections to be made from specific business subprocess steps to screens within Florida PALM. This information should be read in conjunction with the Business Process Flow Diagrams.

Process Step ID

Process Step Title

Description of Process

1

Run Matching Process

Prior to initiating voucher approval, if the voucher is subject to matching, the match edit compares the voucher to the PO/Encumbrance information and verifies that payment is made only for the goods and services that were requested. The below screenshot of Voucher Matching, Summary Tab shown provides the status of the Voucher Match. Match rules specify transaction characteristics that are being matched (Supplier, amount) and users must delete or correct the exception to move forward with voucher processing. Vouchers with match exceptions are listed on the APR004 Voucher Match Exceptions Report. The match exceptions must be resolved, or the invoice be returned to the supplier for correction.


2

Resolve Voucher Match Error

To update a Voucher, return to Enter/Update Vouchers. The Agency AP Processor may resolve vouchers that failed the voucher match edit. The voucher may be updated in the Enter/Update Voucher step if the voucher source was Florida PALM.


If the match exception is due to an error on the voucher from data in the inbound file, and the file is from an Agency Business System (ABS), the Agency AP Processor has the option based on your agency policy to update the Voucher within Florida PALM or to delete the voucher, requiring the transaction to be sent again with the corrected data in a subsequent file. If the correction is made in Florida PALM, your ABS will also need to be updated with the correct information. Agencies are responsible for managing errors and keeping their business systems reconciled with Florida PALM for financial information.


If it is from an enterprise system (MFMP, Works, STMS) any changes to vouchers for enterprise systems should be deleted and changes should be made in source system, and transactions resent back to Florida PALM with the corrected data in a subsequent file.


If a voucher error cannot be resolved, it may be necessary to delete the voucher in the Delete Voucher step on the Process Vouchers business subprocess.


3

Notify Program for Dispute Resolution

The Agency AP Processor may notify the responsible program manager to dispute the invoice with the supplier. For example, a corrected invoice may be required. If a corrected invoice is received the Agency AP Processor returns to Receive Approved Invoice with Three Date Stamp and updates the voucher. If the dispute cannot be resolved the Agency AP Processor may choose to delete the voucher.


Reporting, Summary Tab

Reporting, Summary Tab

Accounting Events

Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control ledgers, and the General ledger (Actuals).

  • Source Module accounting entries require user input (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
  • The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., Appropriations, spendable cash) if the transaction passes the budget check process.
  • After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actuals Ledger.

The table below provides the most common accounting events applicable to this business process.

Acct Event ID 

Accounting Event

Commitment Control Ledger(s) Impact

Source Module Accounting Entry

General Ledger (Actuals) Entry

N/A





Reports

Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.

Report Number

Report RICEFW ID

Report Description

Report Source

Report Frequency

Audience

R10

APR004

Voucher Match Exceptions Report – an aging schedule of vouchers pending agency approval 

Data Warehouse

Daily, Monthly

Agency


Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Conversion Number

Conversion Description

Source

N/A




Interfaces

The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.

Interface Number

Interface Description

Interface Frequency

Source

Target

N/A






Forms

The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.

Form Number

Form Description

Audience

N/A



Workflows

The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.

Workflow Number

Workflow Description

Audience

N/A



Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Configuration Number

Configuration Description

Configuration Maintainer

N/A



Version History

DateRevision Description

12/01/2023

Original Version

07/02/2024

Added roles: 

  • AP Reporter Role responsible for viewing AP Reports (role not shown as a swim lane on flow diagram)
  • Confidential AP Viewer: Role responsible for viewing confidential data in AP Reports (role not shown as a swim lane on flow diagram)

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