Hubbell Policies

A. 3-way Match Procedure Steps

Step

Action

1 A Purchase Order (PO) is created via system (MRP process) or manually (HUBB Supply catalog or non-catalog).

2

Supplier receives and accepts/confirms the Purchase Order.

3 Supplier provides Goods and sends an invoice to Accounts Payable.

4 Goods are received by central receiving or the designated personnel against designated Purchase Order.

5 AP receives the invoice from the supplier requesting payment for goods ordered.

6 Invoice can be entered into accounts payable module either 1) automatically via e invoicing or 2) manually by data entry personnel. Invoice is posted into the accounts payable module against the corresponding PO.

7 Requestor will request the Goods Receipt (GR) information be entered by the central receiving departments.

8 Once PO, GR, and Invoice Receipt (IR) information is available the system automatically triggers the matching process. Validation checks include matching Invoice, PO, and Goods Receipt quantities and price. Matching is also subjected to the preset tolerances 1 in the system. 9 If differences are : Then:

Less than tolerances

No block/hold is placed on the invoice and the invoice is available for payment. A block/hold is placed on the invoice and the invoice is not available for payment. See next step.

Greater than tolerances

10 The reason for block/hold must be resolved or a manual release of the block/hold must be processed by the Invoice Resolution Team.

11 Once the block/hold is resolved or released, the invoice is available for payment.

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