Invoice Investigation
“What is the best way to search for invoices that can be matched if auto‑match ran early in the morning?”
“This is the most effective way to identify invoices that can be matched. Unsubmitted filtering for items that show No RNI, No Errors, Receipts Yes, and Message no. You can now hit match for these items, and they will move to released status. ”
“What should be done when an invoice is received with tax?”
“These steps must be taken when an invoice is received that includes tax, requiring AP to ensure the tax amount is not included in the invoice total and to 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?”
“This explains what action the AP processor must take when the Closed Buyer Message displays either ‘No’ or ‘Yes’—where NO indicates that the invoice should be paid at the invoiced price, and YES signals the need to work the discrepancy in Smart Recon and process it as a chargeback or short pay.”
"AP received a credit for product, explains the step on how to handle."
"What is review to make sure original bill was processed, check vendor return file in Sharepoint to see if Purchasing has updated the file or you can check the Supply Mgmt Viewer, Vendor Return list to pull the same information. Once, return is noted, match lines and process."
“What is the procedure for handling invoices with invalid/closed POs in IPS?”
“The AP processor is to remove the PO 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?”
“These items must be reviewed each day in the Unsubmitted queue to ensure timely processing—including service contracts, expense invoices that need to be routed, noting accounts daily for pending receipt or other issues."
"AP receives an invoice that has been routed to a department, can you explain how bills escalate based on routing category for a 25,500.00 bill.
“This describes how an invoice escalates through workflow after AP routes it to a department—where each routing category follows a dollar‑based approval structure, causing the bill to move automatically to the next required approver once it crosses the assigned dollar threshold.” This will go to the (editor no dollar authority) if supervisor first up to 5000 then move to manager up to 25,000, last to director who has authority up to 100,000.
"What should AP do if you receive 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 a later date it's decided that bill should be processed. What steps are needed to process?"
“What is: reinstate the invoice, click the Reinstated link, and follow step to route invoice back to the 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."
"What is the best way to handle service/amount invoices?"
"What is review invoice for appropriate staff and route invoice to department for approval."
"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 Purchasing 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?”
“These are the steps AP must follow when a vendor sends a refund check, ensuring proper documentation, tracking, and clearing of the refund? "
“What is: document the original invoice number, invoice date, and distribution code on the check along with your initials and date; place the check in an envelope in Tiffani’s office; and have Amy/Gina process an AP entry for tracking and complete it with a zero to clear?”
"What step should be taken if AP receives a tariff invoices?"
Put invoice on hold using Tariff code, copy to Jeff, Kim Hazlett, Tiffani, Ron for review. Once, ok process according to Jeff's/Kim spreadsheet notification.
“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 vendor wants to pick up check today and cash?"
"What is notify Sarah S 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."
"What if you receive an invoice 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".
“What is the allocation invoice processing workflow?”
“This is the multi‑step process in which an AP processor receives allocation invoice information, manually enters invoice details, coordinates with Amy for upload and charge spreading, and routes the invoice for approval.”
“What steps are required to create a buyer message for a service contract that is short on funds?”
“This is the process AP must follow to create a buyer message when a service contract invoice is short on funds. It involves confirming that the invoice is in Approved status, moving it into Smart Recon, selecting the correct line, using the arrow to move it up, and matching —this generates a message to the buyer.
**The process also requires that there be at least one cent remaining on the line; otherwise, AP must email the buyer directly for assistance.”
"What can cause an invoice to get stuck in the approved unreleased?"
"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".
"What is the best way to handle an individual registration payment request for hospital staff member."
"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 and leadership staff."
"AP receive an invoice in IPS made payable to Smith Manufacturing but the po is link 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 bill is processed and pushed to Infor, this is considered a mismatch vendor."