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PO Invoice Holds and Notifications In order for trust invoices to be paid by SBS all invoices must pass the 3-way match. This means that the order, receipt and invoice must match (i.e ordered 1, receipted 1 and Invoiced 1). A PO Invoice Hold is applied to an invoice when the 3-way match fails. The following are examples of PO invoice holds: - Quantity Received Quantity Ordered Price Variance Maximum Shipment Amount Freight Invoices in Dispute o Additional lines on invoice not on order o Credit note required You will be alerted to the fact you have PO Invoice Hold by a notification email from “WY PROD Workflow Mailer [mailto:email@example.com]”. However, in order to resolve the query and release the hold you must log in to SBS Oracle and locate the notification within the “My Notifications” section of your iProc homepage. As a requisitioner / approver you will receive the following two types of notification holds. Hold Description Action Needed Removal of Hold Quantity This hold is generated by the If your department has Once you have Received system when an invoice has physically received the receipted the been received but the goods you should receipt goods on iProc goods/services have not via iProc. If you have not the hold will be been receipted. received the goods you released. can call the Purchasing and Supply Department (Ext 5959 Option 2) who will progress the order for you. Quantity This hold is generated when If the billed quantity is Once the order Ordered the invoice quantity exceeds correct and you have has been the purchase order quantity. received more goods than amended to (i.e Billed 2, Ordered 1) originally ordered you need cover the billed to advise the Purchasing quantity the and Supply Department hold will be what action to take: - released. The If you are keeping buyer will the goods you need advise the to email the buyer requisitioner with a copy to your that the order approver (This has been person must have a amended, the sufficient approval requisitioner limit) requesting should now the order be receipt the amended. goods. If the If you want to requisitioner return the goods or does not receipt have done so the goods then already you need to the system will email the buyer apply a quantity requesting they received hold arrange a return or and send a advise the supplier notification to the goods have the been returned. requisitioner. If the billed quantity is incorrect and you have not received an additional delivery please advise the Purchasing and Supply Department who will liaise with the supplier to resolve. In addition to the notifications above you may receive emails from the Purchasing and Supply Department requesting information so they can clear notifications which are with them. Hold Description Action Needed Removal of Hold Price This hold is generated when If the invoice price is The hold is the invoice price exceeds the correct the buyer will released once order price. email the requisitioner to the buyer has confirm acceptance of the actioned the new price. The notification. requisitioner should email the buyer with a copy to their approver (This person must have a sufficient approval limit) confirming the departments acceptance of the new price. Purchase This hold is generated when The buyer will email the The hold is Order there is a query on the requisitioner requesting released once Matching purchase order which they submit a requisition the buyer has requires lines to be added to to cover the additional added the the order. items. The requisitioner requisition to must ensure they record the original the original order number order and the in the note to buyer field requisitioner has during checkout. Failure receipted the to do this will result in new line. a new order being sent to the supplier. Once the buyer has amended the order he/she will notify the requisitioner so they can receipt the new line. Important Note to Requisitioners / Approvers It is important that the requisitioner deals with any notifications during a 7 day period or the notification will escalate to the requisitioners supervisor. If the notification escalates the supervisor should reassign (you must log on to Oracle to reassign) the notification back to the requisitioner requesting they action immediately. If the requisitioner is on leave the supervisor should either action the notification or reassign to someone who can action. Below is an explanation of why it is important that you action notifications promptly:- Trust is obliged to adhere to the national “Better Payment Practice Policy” which requires invoices to be paid on time. “Late Payment of Commercial Debts Act” allows suppliers to charge interest for late payments. If you are responsible for the late payment the interest will be charged directly to your budget. Failure to pay invoice on time could result in suppliers putting a hold on our account meaning no further deliveries.
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