Unsubmitted
What is the best way to search for items that can be match, Automatch has not processed for the day.
What is move to the unsubmitted tab, sort by external po, No RNI, No Errors, No Messages and Receipts Yes.
Invoice is received with tax. What steps should be taken?
What is make sure tax is excluded from invoice and send a copy of the hospital tax exemption form to vendor, or add to enclosure folder to mail with payment, along with selecting the enclosure option under pay schedule.
What is the difference between a buyer message showing as adjust vs accept work in smart recon?
Adjust mean to pay the invoice price and Smart Recon means to short pay or chargeback.
AP received bills in IPS with an invalid po. What steps should be taken to remove po?
What is to move to the PO field in IPS and select the dash, note account the po is closed/invalid and move Pend to Infor for further review.
AP processes checks on Thursday. What is the starting digit for each check range? System, Refunds, ACH?
What is System check 7, Refunds 8 and ACH 3.
What items should be reviewed daily in the unsubmitted?
Noting of accounts, Service contracts, Basics, Match items.
AP receives an invoice that have been routed to a departments, can you explain how bills escalate base on routing category?
What are bills move based on dollar thresholds, ex: Supervisor has 5000, if bill is for 10,000 it will move to the manager to review and give final approval.
AP receives a tuition invoice, what steps should be taken, before processing?
AP should send bill to Tiffani for review before processing.
AP received bill that department request to cancel due to dispute, at later date state this really needs paid. What steps are need to process?
What is reinstate the invoice, click on reinstated link and route to appropriate party for approval.
AP received a message to work 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.
AP receives a service quantity invoice, steps to process.
What is to review service qty amount against the po line. If items is an exact match to po line, you can approve and match the invoice.
What happens to an invoice when there are multiple buyer messages, and one is not closed but invoice shows released status?
What is payment will not release until all messages have been closed.
AP receives and honorarium payment for a vendor who presented conference. What needs to be done with the invoice for year end?
What is send a copy of invoice to Tiffani for documentation for year end tax purposes.
AP receives request from Purchasing to process a prepayment invoices for a partial payment. What step should be taken before matching receipts.
What is wait for all invoices to be fully processed and received in system. Once, all receipts are in system you can move to prepayment tab move, create set and match. Do not match prepayment until all receipts are in the system.
AP receives a refund check from a vendor what are the steps to handle?
What is document the original invoice number, Invoice Date, Distribution code with you initial and date. Put in envelope in Tiffani's office. Amy/Gina will process an entry in AP for tracking and complete with a zero to clear.
Tariff invoices received in AP, how should these be handled?
Put invoice on hold using Tarf code, copy to Jeff, Kim Hazlett, Tiffani, Ron for review. Once, ok process according to Jeff's spreadsheet notification.
What information does the payment tab show when check has been reconciled?
What is check number, date issued, date cleared and payment type.
If checks are picked up by the vendor on the same day as issued, what information should be provided to vendor.
What is notify Mikki W to add a positive pay file. Positive pay must be run before payment can be cashed by vendor. If not, funds will be available the next business day.
Invoice received for a contract that has zero dollars remaining on the line. How do you handle?
What is reach out to SCMcontracts@akronchildrens.org to have additional funds added. Please note system will not create a message for zero funds remaining.
AP receives an invoice in IPS with a continuous failure message in the questions queue. Ex: not invoice number listed but vendor uses another name convention. What can be done to stop these from landing in the queue?
What is give Amy an example and ask for a new rule to be add for vendor in IPS.
Unsubmitted you received a service contract that is short funds. How do you create a message?
You will need to make sure your invoice is in approved status, move to smart recon, select your line and use the arrow to move up and match.
How many business days does each approver have in the routing category.
What is 5 days.
When processing a reclass for a match po against line two, what is needed before you can amend the entry?
What is several reverse distribution, change to current date in pop up box, select reverse original distribution and add the line number (2) and dollar amount, hit amend. This information is required for any match reclass.
AP received an individual registration payment request for hospital staff member. Steps on how to handle each.
What is AP should not process. Staff will need to request an advance or pay upfront and request reimbursement through Chrome River. Large group registration is still processed by AP with approvals. Exclusion are also leadership staff.
If you have a service contract and need to create a buyer message. What is the process?
You will need to make sure your invoice is in approved status, move to smart recon, select your line and use the arrow to move up and match.