Invoice Investigation
“What is the best way to search for invoices that can be matched if auto‑match ran early in the morning?”
What is....
Filtering for no RNI, no errors, receipts = yes, and messages = no
“What should be done when an invoice is received with tax?”
"Make sure invoice amount is adjusted to not included tax, provide the vendor with the hospital’s tax‑exemption form so future invoices are billed correctly.”
“What is the difference between a ‘No’ and ‘Yes’ status in the "Closed Buyer Message”?
What is...
NO indicating the invoice should be paid at the invoiced price, and YES signaling that the discrepancy must be worked in Smart Recon and processed as a chargeback or short pay
AP received a credit for product, List the step on how to handle.
What is...
Reviewing to ensure the original bill was processed, checking the vendor return file in SharePoint to see if Purchasing has updated it—or using the Supply Management Viewer Vendor Return list for the same information—and once the return is noted, matching the lines and processing
“What is the procedure for handling invoices with invalid/closed POs in IPS?”
What is...
The AP processor should remove the PO number from the invoice using a dash symbol; document the issue directly in the description field, and route the item to Infor.
AP staff can review further once in the system.”
“What should be reviewed daily in the Unsubmitted queue?”
What is....
What is that everything should be reviewed daily in the unsubmitted queue
What approver level can approve an invoice for $25,500?
What is...
Manager and Director
What should be done if you receive an invoice for tuition? What steps should be taken before processing?
What is...
AP should send bill to Tiffani for review before processing.
"AP receives a bill that the department requested to cancel due to dispute, at a later date it's decided that bill should be processed. What steps are needed to process?"
“Reinstate the invoice, click the Reinstated link, and follow steps to route invoice back to the appropriate party for approval?”
AP received a message to work an invoice in Smart Recon and create a short pay. What suffix is referenced for these items.
What is
A suffix 111 which creates a short pay or chargeback."
"How do you process service/amount invoices?"
What is...
Drill into the PO and route to the appropriate approver
"An invoice shows Released status, but there are multiple buyer messages, and one message remains open. What happens to the invoice?
"Payment will not release until all buyer messages are closed by the buyer."
"AP needs a copy of the exemption form or w9 where can you locate these documents?"
"What is Sharepoint/Gen Accounting/Payables/AP Knowledge Base/Policies and Procudures/Form."
This step is required before AP can match receipts when Supply Chain requests that a prepayment invoice be processed for a partial payment.
What is:
Wait for all invoices to be fully processed and all receipts to appear in the system; then go to the Prepayment tab, move the invoice(s), create the set, and match—never match a prepayment until all receipts are entered
What is...
Factor the invoice to XYZ company.
"What step should be taken if AP receives a tariff invoices?"
What is....
What is
Reviewing the tariff spreadsheet, placing invoices on hold (using tariff code) if not approved, copying Jeff, Kim Hazlett, and Tiffani, and processing once approved
“What information is displayed on the Payment tab when a check has been reconciled?”
"What is check number, date issued, date cleared, and payment type."
"What should AP do if a department (on behalf of the vendor) wants to pick up a check in the office with the intent to cash that same day?
"What is notify Sarah S to submit a positive pay file. Positive pay must be run before the check can be cashed by vendor. If not, the funds would be available the next business day.
How do you handle an invoice received for a contract that has zero dollars remaining on the line.
"What is
Email SCMcontracts@akronchildrens.org to have additional funds added. NOTE: system will not create a message for zero funds remaining".
You need to find a report showing all your unreleased credit memo, what options should you select?
Under manage invoices, select status=unreleased, invoice type=credit memo and add your processor name or id.
“What steps are required to create a buyer message for a service contract that is short on funds?”
What is...
Confirming the invoice is in Approved status, moving it to Smart Recon, selecting the Contracts tab, choosing the correct line, moving it up using the arrow, and matching to generate a message to the buyer—provided at least one cent remains on the line; otherwise, AP must email the buyer directly for assistance
"What can cause an invoice to get stuck in the approved unreleased?"
What is...
1. Invoice is routed to department before all receipts are received
2. Not enough funds remaining;
3. Duplicate distribution added when bill was routed for approval.
"This procedure is required when reclassing a match PO against line 2?"
"What is
Change the current date in pop up box, select reverse original distribution and add new distribution plus line number (2) and dollar amount, hit amend. This information is required for any match reclass".
You receive a request for a hospital staff's registration. What should you do?
What is...
Return the request and direct them to request reimbursement through Chrome River.
Large group registrations can be processed by AP with proper approvals
"AP receive an invoice in IPS made payable to Smith Manufacturing but the PO is linked to Smith Construction. What should be done? "
What is...
AP should reach out to the buyer to correct the vendor linked to the PO before the bill is processed and pushed into Infor.
This is considered a mismatch vendor.