Using Match Workbench

Purpose:  The Match Workbench is a tool that allows users to review match information, access match exceptions, and initiate the matching process. Use this as a guide to utilize the match workbench functionality in ctcLink.

Audience:   Accounts Payable staff.

You must have at least one of these local college managed security roles:

  • ZZ Voucher Processing

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

The matching process compares invoices with purchase orders and receipts to ensure that the correct items are being paid for. The matching process can create a debit memo adjustment voucher to resolve matching exceptions.

Using the Match Workbench

Navigation: Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench

OR

Accounts Payable WorkCenter > Links > Match Workbench

  1. The Match Workbench dashboard displays. Enter or lookup Business unit.
  2. Once your Business Unit is set, users can review, dive into voucher details, make corrections, and initiate the matching process by selecting a Match Status. For example:
    • Matched - review match information.
    • Match Exceptions Exist - review exceptions and correct errors.
    • To Be Matched - review and initiate the matching process.

The 'Max Rows to Retrieve' field defaults to 300 items. Optional to override max rows up to 99999.

match workbench example
Matched
  1. Use the drop down menu to select the Match Status = Matched.
  2. Select Search to populate results below. Update the Max Rows to Retrieve to 99999 to populate all values.
  3. Review the Matched Inquiry Type results using various links:
    • Voucher ID link - quickly navigate to view the Voucher ID details.
    • Matched link - select a voucher ID matched link to open the line details and line document details.
  4. Select the Save Search Criteria to save this search for future use.
Matched results
Match Exceptions Exist
  1. Use the drop down menu to select the Match Status = Matched.
  2. Select Search to populate results below. Update the Max Rows to Retrieve to 99999 to populate all values.
  3. Review the Matched Exceptions Exist Inquiry Type results using various links:
    • Match Exceptions Exist link - to open to review the exceptions.
    • Voucher ID link - select the voucher ID link to open the voucher on the Regular Entry page and review details.
  4. Use the Voucher Match Action box to select Matching (if error has been resolved) or Send Notification to be corrected.
  5. Select the Save Search Criteria to save this search for future use.
Match Exceptions Exist results
To Be Matched
  1. Use the drop down menu to select the Match Status = Matched.
  2. Select Search to populate results below. Update the Max Rows to Retrieve to 99999 to populate all values.
  3. Review the To Be Matched Inquiry Type results using various links:
    • Match in Batch - Select multiple voucher checkboxes and select the Action drop down box to Matching. Select Run to initiate the Matching process.
    • Voucher ID link - select the voucher ID link to open the voucher on the Regular Entry page and review details.
  4. Select the Save Search Criteria to save this search for future use.
To Be Matched results

Save (or Delete) searches by selecting the Save Search Criteria / Delete Saved Search links.

  1. Select the Save Search Criteria link. The Save Search As window displays.
  2. Enter a Description for your Search and select the Apply button.
  3. Use the Drop-down 'Use Save Search' menu option to quickly access your list of saved searches.
Select Save search criteria

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Using Match Workbench. This link will open in a new tab/window.

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