Match Exceptions

Nobody likes them, but they have to be dealt with.

A match exception is an invoice status that occurs when there is a discrepancy between the purchase order and what is on the invoice being matched against the purchase order.

Match exceptions can be simplified into three common situations: 

1. Any extended amount discrepancy on the line or header level equal to or exceeding 10% or $100, whichever is lower, will go into a match exception. 
2. Any quantity discrepancy on the line level equal to or over 10% will go into a match exception. 
3. Any invoice item without a corresponding PO line to match will go into a match exception.

So what do you do when you have a match exception?  It depends on the nature of the exception!

Is the invoice incorrect? 

• Reach out to the supplier
• Request a new Invoice
• Submit an Invoice Correction Form to remove the already matched invoice.

Is the PO Incorrect?  (Quantity)

• Initiate a Change Order in Workday
• Submit the Change Order
• The Match rules will run again and, if the change order is accurate, release the match exception.

Is the PO Incorrect? (Extended Amount)

• Submit an invoice correct form asking to un-match the invoice from the purchase order
• Initiate and submit a change order
• Respond back to your salesforce case asking to rematch the invoice

Central finance does not override match exceptions. Addressing match exceptions is the responsibility of the department and requisitioner.  We're always happy to help navigate any necessary changes, though, so feel free to reach out to us via askfinance@virginia.edu.  

More Resources: 

• Match Exception Investigation and Correction (QRG)
• Match Exception FAQ
• View Addie Coe's slides from the March 6 Fiscal Administrators' Meeting
• View Addie Coe's presentation from the March 6 Fiscal Administrators' Meeting (under Fiscal Administrators)