Match Exception Queues & Spend Analytics
Work receipt-matching problems in five queues, each owned by the people who have to act, and read procurement spend, cycle times and savings one currency at a time.
The Five Queues
Open Receipt matching from the Purchase Orders list and press Exception queues (/purchase-orders/matching/queues). Each row names the order, the vendor, what is wrong and since when.
- Price variance — a billed price outside the price match tolerance. The buyer’s call.
- Quantity variance — received or billed quantities outside the quantity tolerance.
- Missing invoice — goods received with no supplier bill after the set number of days. Accounts payable’s chase.
- Late delivery — past the delivery date, after any grace days, and not all in.
- Receiving damage — units recorded in the Damaged column when the delivery was received. A claim to follow up.
Setting The Thresholds
In Settings → Procurement Defaults, under Receipt and bill matching: Quantity match tolerance, Price match tolerance, Missing invoice after (14 days unless changed) and Late delivery grace (0 days unless changed).
How Rows Appear And Clear
- Rows are written whenever an order is opened or re-checked. A daily sweep adds the two that appear with time alone: an order becoming late, and a bill that never arrives.
- Re-check one order, or Re-check all, after correcting an order.
- Resolve asks Why is this acceptable?, such as Supplier credited the difference on the next bill, and needs the permission to approve purchase orders.
- A resolved row stays resolved while its facts are unchanged. A new bill price, another short delivery or a moved delivery date reopens it.
- A problem that goes away by itself is marked cleared, so the trail shows nobody had to decide it.
Procurement Spend Analytics
In the system reports under Procurement (/reports/sys/procurement-spend), with CSV and PDF exports:
- Ordered spend by supplier, item category, department, requestor and budget.
- Cycle times from request to order to receipt.
- Negotiated savings from sourcing awards: each supplier’s round-one total minus the awarded total.
The report shows one currency at a time. An order is in its quotation’s currency, and unlabelled orders count as your base currency. Currencies are never added together or converted; choose the currency at the top.
Good To Know
- Late delivery is measured against the order’s delivery date. Measuring it against the date the supplier promised when acknowledging is more we can add to your workspace.
- Billed quantity and price are compared only where supplier invoice lines are captured.
Related
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