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The Unmatched exceptions queue contains invoice events that MSPortal could not allocate fully and automatic matches that a user moved aside for review. Resolve the queue to make each locked budget line’s actual spend complete and explainable.

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Prerequisites

  • An Approved or Archived budget with access to the Actuals tab
  • Permission to edit budgets for allocating, removing, moving, or restoring reconciliation decisions
  • Synchronized invoice data in the same currency as the locked budget
Users without budget write permission can review exceptions, matched evidence, and active allocation details but cannot change them.

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Getting Started

1

Open Unmatched exceptions

Open the locked budget in View mode, select Actuals, and scroll to Unmatched exceptions.
2

Review the reason

Check the provider, invoice details, source amount, remaining amount, currency, and exception reason before selecting a line.
3

Select a budget line

Choose the eligible budget line that should receive the spend. Rejected lines are not available because they are outside the approved baseline.
4

Enter the allocation

Enter a non-zero amount with up to four decimal places, using the same sign as the remaining amount. Its magnitude cannot exceed the remainder. The remaining amount is filled in by default; keep credit allocations negative.
5

Allocate and verify

Click Allocate, then confirm that the summary, line outcome, and remaining exception amount update.

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Understand Exception Reasons

Currency mismatch and unknown-currency events cannot be manually allocated. MSPortal does not perform foreign-exchange conversion against a locked baseline.

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Split Spend Across Budget Lines

You can allocate one invoice event across more than one eligible budget line.
1

Allocate the first portion

Select the first line, replace the default amount with that line’s share, and click Allocate.
2

Review the remaining amount

The event stays in Unmatched exceptions as Partially allocated and shows the amount still unallocated.
3

Allocate the remainder

Select another eligible line and allocate all or part of the remaining signed amount. Repeat until the event is fully allocated.
Manual allocation suppresses automatic matching for the entire source event. This prevents the same invoice spend from being counted both automatically and manually.

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Correct an Automatic Match

If an invoice event matched the wrong line, move it to exceptions so you can allocate it yourself or correct the source and retry automatic matching.
1

Open the matched evidence

In Line outcomes, click the Review button showing the event count on the incorrectly matched line.
2

Move the event to exceptions

Click Move to exceptions. The event is removed from the line and automatic matching is paused. Its amount still contributes to overall Actual spend and becomes unallocated; this does not exclude the invoice from spending totals.
3

Choose how to correct it

To override the match, select the correct line in Unmatched exceptions, enter the amount, and click Allocate. You can split it across lines without restoring the original match first.To retry automatic matching instead, correct the reference, project, PO, product, or other source detail in the PSA, allow it to synchronize, then click Restore match. MSPortal reconsiders the current source data.
4

Verify the new result

Confirm the amount moved to the intended line and review any remaining exception. If automatic matching is still ambiguous, allocate the event manually.

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Manage Manual Allocations

The Manual allocations table records the source, destination line, allocated amount, operator, time, and source status for every active manual decision.

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Remove a Manual Allocation

1

Find the allocation

In Manual allocations, locate the invoice event and budget line.
2

Review its source status

Pay particular attention to Source changed, which means the synchronized amount or details changed after allocation.
3

Click Remove

Remove the allocation. If it was the event’s last manual allocation, MSPortal may resume automatic matching using current source data.
4

Review the updated result

Check Line outcomes and Unmatched exceptions. Reallocate the current amount if necessary.
Removing an allocation does not edit the approved budget or the source invoice. It removes the active reconciliation decision while preserving its audit record. The Manual allocations table shows active decisions, not a complete list of removed decisions.

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Common Tasks

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Resolve an Ambiguous Product Match

Compare the invoice description and SKU with the candidate budget lines. Allocate the event to the intended line, then clean up duplicate or inconsistent product identities before the next budget is approved.

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Handle a Changed Invoice

If a PSA update changes an invoice amount or detail, MSPortal flags the old manual decision instead of silently applying it to the new source. Remove the stale allocation, review the updated remaining amount, and allocate it again if automatic matching does not resolve it.

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Restore an Excluded Event

Use Restore match when the automatic match should be allowed again. Correct the PSA reference or relationship first if restoring the event would otherwise repeat the same incorrect match.

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Troubleshooting

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Best Practices

  • Resolve the oldest and largest exceptions first
  • Investigate source and mapping problems before creating recurring manual work
  • Allocate the exact signed remaining amount, including negative credit amounts
  • Use a single exact budget reference whenever the PSA workflow supports it
  • Review Source changed warnings promptly
  • Keep manual allocations limited to genuine exceptions so the audit trail stays meaningful
  • Review both Unallocated and the exception queue before presenting results; currency exceptions can remain even when Unallocated is zero