Montgomery County, MarylandDepartment of Finance, Division of Controller

MCG QUICK MATCH APPLICATION

MAY 2017Laleh Shabani

Accounts Payable Manager

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We will cover…

MONTGOMERY COUNTY GOVERNMENT

1. Department of Liquor Control’s New Warehouse Management System

2. Challenges in processing invoices using Oracle Invoice Workbench

3. MCG Quick Match Application

4. Future initiatives

5. Questions

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Department of Liquor Control (DLC)

MONTGOMERY COUNTY GOVERNMENT

New Warehouse Management System – February 2015

Implemented new warehouse management system using the same Oracle platform as the rest of the County ERP initiatives

Modernized all warehouse processes including pricing, purchasing, ordering, receiving and storage of inventory, routing and delivery

Integration of all the warehouse functions with the County’s accounting and financial systems

Enhanced data collection and reporting capabilities

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Challenges we faced…

MONTGOMERY COUNTY GOVERNMENT

Prior to Oracle System:

Warehouse purchase order and inventory data were not linked with the financial data

Invoice processed as Direct Invoice

No PO matching

1 to 5 distribution lines maximum per invoice

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Challenges we faced…

MONTGOMERY COUNTY GOVERNMENT

After New Warehouse Management System:

Three-way matching between purchase orders, inventory, and payments.

Invoice matched to inventory PO

Each PO may contain 100’s of lines by different product and different store location

In calendar year 2016, AP processed:

300 DLC suppliers; 24,686 invoices; 366,955 lines

Invoice with the most lines = 658 lines

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Challenges we faced…

MONTGOMERY COUNTY GOVERNMENT 6

Challenges we faced…

MONTGOMERY COUNTY GOVERNMENT

Oracle Invoice Workbench Limitations:

QuickMatch feature is not a good option for large orders

Oracle QuickMatch feature will match to all open PO lines using the ordered QTY and ordered unit price

Some items are short, back ordered, damaged or returned at the time of delivery

Frequent unit pricing variances

Not easy to override or alter after matched – must discard the line and re-match

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Challenges we faced…

MONTGOMERY COUNTY GOVERNMENT

Oracle Invoice Workbench Limitations (Continued):

PO Match screen does not give too much flexibility

Cannot change the default sort order

Cannot see how many are received on each line until you click on the line to see

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Challenges we faced…

MONTGOMERY COUNTY GOVERNMENT 9

MCG Quick Match Application

MONTGOMERY COUNTY GOVERNMENT

MCG custom .NET application developed by DTS/ERP team. SSO enabled and fully integrated with Oracle system.

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MCG Quick Match Application

MONTGOMERY COUNTY GOVERNMENT

PO data refreshed daily and able to search and see the PO summary information up-front.

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MCG Quick Match Application

MONTGOMERY COUNTY GOVERNMENT

Three different ways to match:

1. Match All - match to the received QTY only2. Match Unreceived All - match to the ordered QTY3. Match (Single) - match 1 line only

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MCG Quick Match Application

MONTGOMERY COUNTY GOVERNMENT

Sort by any column ascending/descend order by clicking on the column heading

Ability to override matched information or clear a line

Can use Page# column to help with the reconciliation

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MCG Quick Match Application

MONTGOMERY COUNTY GOVERNMENT

Ability to add direct lines with pre-populated list of code combinations to choose from

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MCG Quick Match Application

MONTGOMERY COUNTY GOVERNMENT

Application will flag a line with red warning message if there’s a pricing variance or receiving/order QTY holds

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MCG Quick Match Application

MONTGOMERY COUNTY GOVERNMENT

Ability to interface an invoice to Oracle on demand

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MCG Quick Match Application

MONTGOMERY COUNTY GOVERNMENT 17

Future Initiatives

MONTGOMERY COUNTY GOVERNMENT

OCR/FlexiCapture integration

Electronic Data Interchange (EDI) for big vendors

Supplier item code clean-up

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