What is voucher “overmatching”?

The matched receipt amount or quantity is greater than the vouchered amount or quantity.


To identify a PO with an overmatched line:
  • Go to Purchasing > Purchase Orders > Add/Update POs > Activity Summary.
  • Compare invoice quantity (invoice amount for amount only) with matched quantity (matched amount for amount only).
  • If quantity/amount matched is greater than quantity/amount invoiced, then PO line is overmatched.

 How can I tell when a PO is overmatched?
  • Cannot voucher
  • Cannot enter additional receipts
  • Cannot create reductive PO change orders
  • Must close PO to liquidate remaining encumbrance
  • Contract balance understated since a reductive change order could not be executed and PO must be closed to liquidate encumbrance
To identify a voucher with an overmatched line (Option 1):
  1. Go to Accounts Payable > Vouchers > Add/Update > Regular Entry.
  2. Open the Invoice Information tab.
  3. In the line section, click the Associate Receivers hyperlink.
  4. Compare invoice line’s quantity (unit price for amount only) with associated receipt line’s quantity to match (unit price for amount only).
  5. If quantity/unit price for associated receiver is greater than quantity/unit price for invoice line, then voucher line is overmatched.

How can I prevent receipt “overmatching”?

  • Receive accurately. Do not enter a receipt for goods or services that have not yet been received.
  • Copy voucher from receipt carefully. If the supplier provided more goods or services than they invoiced for, reach out to the supplier to confirm voucher is accurate. If voucher is accurate, reduce the quantity or amount appropriately on the Copy page before copying lines to the voucher.
  • Confirm matching information when entering vouchers. Before leaving the voucher page, check Associate Receiver information by line or on the Related Documents tab to make sure match amount does not exceed voucher line amount. This can be updated until the voucher is matched.
To identify a voucher with an overmatched line (Option 2):
  1. Go to Accounts Payable > Vouchers > Add/Update > Regular Entry.
  2. Open the Related Documents tab.
  3. Expand the Voucher Line – Receiver Information section.
  4. Compare invoice line’s quantity (unit price for amount only) with associated receipt line’s quantity entered (applied receiver merchandise amount for amount only).
  5. If quantity/applied receiver merchandise amount for associated receiver is greater than quantity/unit price for invoice line, then voucher line is overmatched.

What if I already “overmatched”?

  • If your overmatched voucher has already been paid, the transactions cannot be corrected and the PO must be closed. Work with your department’s PO Admin to close your PO.
  • If your overmatched voucher has not yet been paid, unmatch voucher. Correct the receiver amount/quantity and match again.