Invoices Approve

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					                                                                                               Page 1                                                                               Hold 411 07.07.08




General Tips for Avoiding Invoice Holds:                                                       AP Worklist v. E-Mail

1. Verify that all information is legible and the invoice has been approved by an individual
that is a START Disbursement Approver.                                                         If a unit is using the AP Worklist application and the invoice is routed to the Worklist, the invoice
2. Validate all PTAEOs using the PTAEO Validator                                               should be processed by the unit through the application. However, not all invoices that require
http://www.yale.edu/oboe/bigpic/lookup/lookup_frset.html                                       action by a department are routed to that department's Worklist. On all correspondence with AP
3. Do not submit future dated invoices to AP.                                                  Holds, the department should identify the vendor name and the invoice number. If verification of
                                                                                               receipt of goods or services is required, the unit should e-mail the name of the individual who
4. Verify status of transactions and vendors using Procurement Inquiry. To learn more,         received the goods or verified that the services were used. If approval is required, the e-mail must
follow this link: http://learn.med.yale.edu/procurement/ip/courses.asp                         identify an individual who is a disbursement approver in START and, if that person is not the e-mail
                                                                                               sender that approver must be copied on the e-mail. For more information, click the link below:

                                                                                               www.yale.edu/procurement/apworklist/faqs.html
Invoice Holds and How to Clear Them


The following documentation is intended to assistance departments in understanding why
invoices go on hold, what a department is expected to do to release the hold, and the
actions a department may take to prevent the hold. Refer to University Policies or
Procedures for additional information:
http://www.yale.edu/ppdev/Procedures/ap/InvoiceSubmission/InvoiceSubmission.pdf
Action
Owner         Hold Lookup Code            Why is this hold invoked?                            How is this hold cleared?                            How can a department prevent this hold?
                                          Treasury Services issues travelers checks to
                                          an employee and associates a TEAR number
                                          with the transaction. Subsequently, Treasury
                                          Services enters the TEAR in Oracle. If the
                                          employee's Expense Reimbursement                     AP is responsible for clearing this hold. It
                                          referencing the TEAR is processed before the         monitors the Oracle system. Once the TEAR has Accounts Payable is responsible for clearing this
                                          TEAR itself, this hold is invokded.                  been entered by Treasury Services, AP will    hold. No preventative action may be taken by
AP            Advance not in System                                                            release the hold and apply the payment.       the department.
                                          The AP Workflow Holds are not technically
                                          holds. They are the mechanism used by the
                                          AP Worklist application to route an invoice to
                                          the appropriate routing group. It does,
                                          however, indicate which routing group is
                                          currently responsible for clearing the invoice
AP            AP Workflow Hold - AP       hold.                                            No action is necessary.                                  N/A
                                                                                           AP reviews the record and determines whether it
                                                                                           is a data error that may be corrected by AP or
                                                                                           whether the invoice does in fact require approval
                                             This hold is invoked by the Oracle system for by the department. If the invoice does require
                                             a variety of reasons and does not necessarily approval by an authorizer in the START                   Verify that the individual approving the invoice
                                             mean the individual who approved the invoice Disbursement Approver list, the invoice is placed         for payment is on the START Disbursement
                                             for payment is not on the START               on the "AUTHORIZER NEEDED" hold and is                   Approvers list and that his or her name is clearly
AP            Authorizer not in START        Disbursement Approvers list.                  routed to the department's AP Worklist.                  printed underneath the signature.

                                             This hold is invoked under the following                                                            For all OK2Pay invoices, it is strongly
                                             conditions: 1) The total invoice amount is                                                          recommended that the department validate the
                                             $100 or more; 2) The PTAEO is invalid either      AP will review the invoice and correct the PTAEO  PTAEO prior to submitting the invoice for
                                             due to a data entry error or because the          if a data entry issue is involved. If the PTAEO ispayment. (PTAEOs may be validated by using
                                             invoice identifies an invalid PTAEO; and 3)       invalid, AP will invoke the "PTAEO NEEDED"        the validator at
                                             The correct org can be identified. The invoice    hold. The invoice will be routed to the           http://www.yale.edu/oboe/bigpic/lookup/lookup_f
AP            Default Acct > 100             is placed in the department's hold account.       department's AP Worklist.                         rset.html)
                                                                                                                                                 AP will need to identify the department that
                                                                                                                                                 placed the order from the information provided
                                                                                                                                                 by the vendor on the invoice. This will enable
                                                                                                                                                 AP to route the invoice to the appropriate
                                             This hold is invoked under the following                                                            department for approval. A department should
                                             conditions: 1) The total invoice amount is     AP will research the invoice. Once it identifies the ask the vendor to clearly identify the department
                                             $100 or more; 2) The invoice does not identify owning department, it will place the invoice in the on the invoice. That identifier could be, in order
                                             a PTAEO; and 3) The org is not readily         department's hold account and will invoke the        of preference: 1) The name of the person who
                                             identifiable. The invoice is placed into the   "PTAEO NEEDED" hold. The invoice will be             placed the order; or 2) The name of the
AP            Default Acct Bad Org           hold account for AP under org 527004.          routed to the department's AP Worklist.              department.
                                             The total of the distribution line(s) does not
                                             equal the invoice total amount. This could be                                                       Accounts Payable is responsible for clearing this
                                             due to an invoice being submitted in a foreign AP will review the invoice and will correct the      hold. No preventative action may be taken by
AP            DIST VARIANCE                  currency or a data entry error.                variance.                                            the department.
                                             The system will invoke this hold if there are
                                             similarities between two invoices in invoice
                                             date, or invoice number or total invoice       AP will research the invoices and determine if they
                                             amount. The system will err on the side of     are in fact duplicates. AP may contact a             As this is a control measure performed by the
                                             caution in order to prevent duplicate          department via e-mail in order to obtain additional system, no preventative action may be taken by
AP            Duplicate Invoice              payments.                                      information or clarification.                        the departments.

                                                                                               EID holds present a variety of issues for Accounts
                                                                                               Payable, Purchasing, Grants and Contracts and
                                                                                               the Departments. Because of their complexity,
                                                                                               especially when the invoice has been matched to
                                                                                               a PO, AP will cancel the invoice in Oracle and
                                             The Expenditure Item Date ("EID") is outside      create a new invoice. The new invoice will be
                                             the valid timeframe for a segment of the          placed in the department's hold account and the
                                             PTAEO, most often the Award on an invoice         PTATEO NEEDED hold will be invoked. The
                                             matched to a PO. The EID default is the           invoice will be routed to the department's Worklist Please see information regarding how to avoid
AP            EID Automatic Hold             invoice date.                                     for valid charging instructions.                    PO related holds.




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Action
Owner    Hold Lookup Code           Why is this hold invoked?                         How is this hold cleared?                              How can a department prevent this hold?

                                                                                      EID holds present a variety of issues for Accounts
                                                                                      Payable, Purchasing, Grants and Contracts and
                                                                                      the Departments. Because of their complexity,
                                                                                      especially when the invoice has been matched to        For all OK2Pay invoices, it is strongly
                                                                                      a PO, AP will cancel the invoice in Oracle and         recommended that the department validate the
                                                                                      create a new invoice. The new invoice will be          PTAEO prior to submitting the invoice for
                                    The Expenditure Item Date ("EID") is outside      placed in the department's hold account and the        payment. (PTAEOs may be validated by using
                                    the valid timeframe for a segment of the          PTATEO NEEDED hold will be invoked. The                the validator at
                                    PTAEO, most often the Award. The EID              invoice will be routed to the department's Worklist    http://www.yale.edu/oboe/bigpic/lookup/lookup_f
AP       EID Hold                   default is the invoice date.                      for valid charging instructions.                       rset.html.)

                                                                                                                                         When submitting an invoice or a CR to AP,
                                    Payee may be an active Yale employee                                                                 ensure that the individual is not an active
                                    receiving wages through payroll. Further          AP is responsible for clearing this hold. The      employee of another department at Yale
                                    review is required to determine if payee should   department will receive an email from AP if action University. If that person is a Yale employee,
AP       Employee of Yale           be paid through payroll rather than AP.           or further documentation is required.              please contact your HR generalist for guidance.
                                    The invoice references a PO that has been
                                    "finally closed" by Purchasing at the             Accounts Payable is responsible for clearing this      Please see information regarding how to avoid
AP       FINAL MATCHING             department's request.                             hold. No action is required by the department          PO related holds.

                                                                                      Procurement will consult with the vendor to
                                                                                      determine if the vendor has merged with or been
                                    The invoice "remit to" name and the Purchase acquired by another company. If so, no further
                                    Order name are not the same and therefore, action is required by department. If no merger or
                                    may not share the same Tax ID. This can be acquisition has occurred, the invoice will be               Accounts Payable is responsible for clearing this
                                    due to vendor merges, acquisitions and buy- placed on the "AUTHORIZER NEEDED" hold and hold. No preventative action may be taken by
AP       Incorrect Vendor Name      outs, or vendor drop ships.                       routed to the department's AP Worklist.              the department.
                                                                                                                                           The issue often arises because the vendor has
                                                                                      AP will review the invoice and attempt to identify misidentified a PO number on the invoice. If the
                                    The PO referenced on the invoice is invalid       the correct PO. If it is unable to, the invoice will invoice is submitted to the department, the
                                    and AP was unable to identify the correct PO be placed on a hold that requires action by the           department should verify the PO number prior to
AP       INVALID PO                 for matching.                                     department.                                          submitting it to AP.
                                                                                      AP will review the invoice and will place the
                                    The vendor incorrectly bills an item that was     additional line item into the department's hold
                                    not originally included on the PO; or a line item account. A hold requiring department action will
                                    is added to an order by the department after be invoked and the invoice will be routed to the          Please see information regarding how to avoid
AP       Line Item Not on PO        the PO was created. .                             department's AP Worklist.                            PO related holds.

                                                                                AP will review the invoice and make a correction if
                                                                                applicable. If it is not able to make a correction,
                                                                                the portion of the invoice which exceeds the PO
                                                                                will be placed into the department's hold account.
                                    The dollar amount invoiced by the vendor    A hold requiring department action will be invoked
                                    exceeds the dollar amount of the PO by $100 and the invoice will be routed to the department's Please see information regarding how to avoid
AP       MAX SHIP AMOUNT            or more on one or more PO lines.            AP Worklist.                                        PO related holds.

                                    This hold may be invoked for a variety of
                                    reasons: 1) For freight & transportation
                                    vendors, a VIP may not have been provided;                                                             Based on the reasons the hold may be invoked
                                    2) An invalid PO is referenced on an invoice;                                                          that were identified herein, a department may do
                                    3) A data entry error regarding the PTAEO; 4)     AP will review the invoice and make a correction if the following: 1) Use Accuship for freight and
                                    A closed PO is referenced on the invoice; 5) A    applicable. If it is not able to make a correction,  transportation vendors; 2-5) No specific
                                    discount distribution line was included on the    the portion of the invoice which is at issue will be preventative action may be taken; and 6) See
                                    invoice and was entered incorrectly by data       placed into the department's hold account and the http://www.yale.edu/procurement/eprocurement/
                                    processing; or 6) A SciQuest non-catalog          invoice will be placed on a hold that requires       documentation.htm for tips on placing SciQuest
AP       Missing VIP Number         order was created with zero dollars.              action by the department.                            orders.

                                                                                      AP will e-mail the department to resolve the issue.
                                                                                      The department should e-mail AP
                                    The vendor has submitted an invoice for           (ap.holds@yale.edu) a valid PTAEO and identify
                                    charges incurred by more than one                 an approver that is a START disbursement
                                    department and the invoice may require action     approver. *Please note that invoices on this hold
                                    by more than one department in order to           will not be routed via the AP Worklist.
                                    release the hold. Usually these are Fed Ex,       Departments must run the Invoice Holds report on Ensure that the PTAEO is valid at the time the
AP       MULTI-DEPT INVOICE         UPS, DHL or Shred-It invoices.                    a regular basis to identify these issues.           order is placed.

                                                                                      AP will e-mail the department identifying the
                                                                                      documentation that is needed. Once the file is
                                                                                      complete, AP will review and determine if an
                                    Pursuant to Yale Policy 3415, payments to         additional review by the Tax Department is
                                    international payees require additional           necessary. If it is necessary, AP will send the
                                    documentation depending on VISA status            transaction and supporting documentation to the        Refer to the Tax Dept website on international
                                    and/or where services are performed. See          Tax Department and will place the transaction on       payees at www.yale.edu/tax/int before payment
                                    the Tax Dept website at www.yale.edu/tax/int      the "Yale Tax Hold". If it is not necessary, AP will   requests for non-US vendors/individuals are
AP       Need International Docu.   for additional information.                       release the "Need International Docu." hold.           submitted to AP.
                                                                                                                                             EMS users and approvers should verify
                                                                                      AP researches available prepayments for the            prepayment TEAR numbers when referencing
                                    The EMS expense report references a               employee and applies it to the EMS record as           them on EMS expense reports. This may be
                                    prepayment (TEAR). However, the                   appropriate. If necessary, AP contacts the             done in Procurement Inquiry by performing a
                                    prepayment TEAR number is not found in            department to clarify intent before applying           search in Invoice Inquiry using the TEAR
AP       Outtask TEAR not found     Oracle.                                           prepayment.                                            number as the invoice number.




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Action
Owner         Hold Lookup Code           Why is this hold invoked?                       How is this hold cleared?                              How can a department prevent this hold?

                                                                                    AP will review the invoice and make a correction if
                                                                                    applicable. If it is not able to make a correction,
                                                                                    the portion of the invoice which is at issue will be
                                                                                    placed into the department's hold account and the
                                         An issue arose when an attempt was made to invoice will be placed on a hold that requires              Please see information regarding how to avoid
AP            PO Invoice Process Hold    match the invoice to the PO.               action by the department.                                   PO related holds.
                                         This invoice has been matched to a PO that AP will contact Purchasing to obtain the                    Please see information regarding how to avoid
AP            PO NOT APPROVED            has not yet been approved.                 necessary approval.                                         PO related holds.

                                                                                           AP will review the invoice and make a correction if
                                                                                           applicable. If it is not able to make a correction,
                                                                                           the portion of the invoice which is at issue will be
                                         The unit price for at least one of the items on placed into the department's hold account and the
                                         the invoice is greater than the unit price on the invoice will be placed on a hold that requires       Please see information regarding how to avoid
AP            PRICE                      PO.                                               action by the department.                            PO related holds.

                                                                                         AP will review the invoice and make a correction if
                                                                                         applicable. If it is not able to make a correction,
                                         The quantity identified on the invoice is       the portion of the invoice which exceeds the PO
                                         greater than the quantity identified on the PO. will be placed into the department's hold account.
                                         In this circumstance, the hold will be invoked A hold requiring department action will be invoked
                                         even if the dollar amount remaining on the PO and the invoice will be routed to the department's       Please see information regarding how to avoid
AP            QTY ORD                    has not been fully matched.                     AP Worklist.                                           PO related holds.
                                                                                         AP will review the invoice to determine if a data
                                                                                         entry issue was involved and make appropriate
                                         If either a Subcontact Number or the            corrects as possible. If no corrections are
                                         Subcontact Expenditure Type (833410) is         possible, another Subcontract releatead hold will      When submitting a Subcontract invoice to
                                         present on an invoice, both must be present be invoked and the invoice will be routed to               GCFA, write the valid Subcontract Number for
AP            Subcontract Custom Hold    or this hold will be invoked.                   Grants and Contracts for further action.               that vendor on the invoice.

                                         EMS expense report references a prepayment AP researches the issue and corrects the data               As this is often the result of a data processing
                                         (TEAR), but the TEAR does not have an      error. Typically, no departmental action is                 error, no preventative action by the department
AP            TEAR not a prepayment      invoice type of Prepayment.                required.                                                   may be taken by a department.

                                         ER is paid to employee with one or more                                                                While this is a control measure, departments
                                         outstanding prepayments. EMS record does                                                               may assist in preventing this hold by verifying
                                         not reference any prepayment to apply. To                                                              that there are no open prepayments affiliated
                                         analyze whether applying a hold is              AP researches available prepayments for the            with the ER. This may be done in Procurement
                                         appropriate, invoice is placed on hold for      employee and contacts the department to clarify        Inquiry by performing a search in Invoice Inquiry
AP            TEAR not specified on ER   TEAR Not Specified on ER.                       intent before applying prepayment.                     using the TEAR number as the invoice number.

                                                                                                                                                Verify that the TEAR number provided is
                                                                                                                                                associated with the employee being reimbursed.
                                         EMS expense report identifies a prepayment AP researches available prepayments for the                 This may be done in Procurement Inquiry by
                                         (TEAR) to apply. However, specified TEAR is employee and contacts the department to clarify            performing a search in Invoice Inquiry using the
AP            TEAR vendor mismatch       for a different employee from the EMS record. intent before applying prepayment.                       TEAR number as the invoice number.

                                                                                                                                                Verify that the vendor and the vendor site both
                                                                                                                                                exist in Oracle prior to sending the transaction to
                                         This hold is invoked for a variety of reasons                                                          AP for processing. Procurement Inquiry
                                         that are related to the vendor's record within                                                         provides access to this information, under
                                         the Oracle system. The following are a few                                                             Supplier Inquiry. If neither the vendor nor the
                                         examples: 1) The vendor has not been set up                                                            vendor site exists in Oracle, and the transaction
                                         yet by VCU in Oracle; 2) The "remit to"                                                                is a Check Request, the top portion of the check
                                         address on the invoice has not been set up                                                             request form (3401 FR.02) serves as the vendor
                                         yet by VCU as a vendor site in Oracle; 3) An                                                           setup request and an additional request is not
                                         issue with the Tax ID Number exists -- such                                                            necessary. However, if the transaction is not a
                                         as no TIN has been provided or the Internal    AP and the VCU are responsible for clearing this        check request, Form 3205 FR.01, Vendor Setup
                                         Revenue Service lists a different TIN for that hold. However, the department may be called             Request, should be completed and sent to AP
AP            VENDOR                     vendor or a different vendor for that TIN.     upon to provide additional documentation.               prior to sending the invoice.

                                                                                         The department will receive an email outlining the
                                                                                         documentation needed and instructions regarding        Verify compliance with University policies 3401,
                                                                                         providing same to AP. If the department identifies     General Payment, 3301, and Travel on
                                         Additional information or documentation must    the invoice on hold prior to the e-mail from AP, the   University Business; and verify that all relevant
                                         be provided by the department prior to          department should contact AP to find out what          documentation is provided with each
AP            Yale Approval Hold         payment of the invoice.                         documentation is needed.                               transaction.
                                                                                         The Tax Department will review all the
                                                                                         documentation provided by to AP by the
                                         Certain transactions involving international    department. Once the review has been
                                         payees require review by the Yale Tax           completed the file will be returned to AP and the   As this hold is invoked for policy reasons, no
AP            Yale Tax Hold              Department before payment may be made.          hold will be released.                              preventative action may be taken.
                                                                                                                                             Yale Policy 3201, General Purchasing, defines
                                                                                                                                             when a Purchase Requisition is required. Under
                                                                                                                                             those circumstances, the department should
                                   Pursuant to policy 3401, General Payment,             The AP Director is responsible for clearing this    submit a Purchase Requisition to Purchasing
                                   the AP Director must approve all invoices             hold. The transaction is reviewed to insure that it and a Purchase Order will then be created.
                                   greater than $10,000 that are not matched to          is within the guidelines of the University payment Following this process will alleviate the need for
AP Director   AP DIRECTOR APPROVAL a PO.                                                 policy.                                             the hold.




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Action
Owner         Hold Lookup Code            Why is this hold invoked?                         How is this hold cleared?                         How can a department prevent this hold?
                                          The AP Workflow Holds are not technically
                                          holds. They are the mechanism used by the
                                          AP Worklist application to route an invoice to
                                          the appropriate routing group. It does,
                                          however, indicate which routing group is
                                          currently responsible for clearing the invoice
AP Director   AP Workflow Hold - Direct   hold.                                             No action is necessary.                           N/A
                                          The AP Workflow Holds are not technically
                                          holds. They are the mechanism used by the
                                          AP Worklist application to route an invoice to
                                          the appropriate routing group. It does,
                                          however, indicate which routing group is
                                          currently responsible for clearing the invoice
Controller    AP Workflow Hold - Cont     hold.                                             No action is necessary.                           N/A
                                          Pursuant to Yale Policy 3401, General             With the assistance of AP, the Controller is      In those rare instances when an exception is
                                          Payment, if an invoice is not in compliance       responsible for clearing this hold. However, a    needed, the department should provide
                                          with a Yale Policy or Procedure, the Controller   department may be called upon to provide          documentation in support of granting the
                                          must grant an exception before the                documentation in support of granting the          exception when the transaction is initially sent to
Controller    Exception to Policy         transaction may be paid.                          exception.                                        AP for processing.
                                          All invoices that are matched to a PO with a
                                          "K" in the prefix (YKP, DKP) require the          Verify that the goods or services were received
                                          department's approval before payment is           and in satisfactory condition. If so, approve     As this hold is invoked for policy reasons, no
Department    "K" PO - Dept Appr Requ     made.                                             invoice.                                          preventative action may be taken.
                                          The AP Workflow Holds are not technically
                                          holds. They are the mechanism used by the
                                          AP Worklist application to route an invoice to
                                          the appropriate routing group. It does,
                                          however, indicate which routing group is
                                          currently responsible for clearing the invoice
Department    AP Workflow Hold - Dept     hold.                                             No action is necessary.                           N/A
                                                                                                                                              The approver should clearly print his or her full
                                                                                                                                              name underneath the signature. Using a stamp
                                                                                                                                              of the approver's printed name (not signature) is
                                                                                                                                              highly recommended. Many of the invoices are
                                                                                                                                              sent to an outside data processing company for
                                          The invoice approver's name and net ID are       An individual listed as a disbursement approver in the data entry and those individuals do not know
                                          not printed on the invoice and the signature is START is required to approve the invoice for        the community well enough to recognize
Department    Authorizer illegible        not legible.                                     payment.                                           signatures.
                                          Department approval is required before the       A START Disbursement Approver is required to       As this hold is invoked for policy reasons, no
Department    AUTHORIZER NEEDED           invoice may be paid.                             approve the invoice for payment.                   preventative action may be taken.
                                          Invoice references a contract purchase order                                                        Rather than placing orders against a contract,
                                          and neither the PO nor the invoice contains      Provide a valid PTAEO and approve the invoice      use SciQuest to place individual orders with
Department    DNP Invoice No Charging     any charging instructions.                       for payment.                                       charging instructions.
                                          Pursuant to University Policy 3240, Receipt of
                                          Goods and Services, a department must            Identify the person who can verify that the goods
                                          verify receipt of goods or services for all      or services were received and satisfactory; and    As this hold is invoked for policy reasons, no
Department    Electronic Invoice > $5K    invoices over $5,000.00.                         approve payment.                                   preventative action may be taken.
                                                                                                                                              When a Business Office makes a VIP number
                                                                                                                                              inactive, it should immediately inform the VIP
                                          The vendor identified an invalid or inactive VIP Provide a valid PTAEO and approve the invoice      owner and instruct the Owner to discontinue its
Department    Inactive VIP                number on the invoice.                           for payment.                                       use.

                                                                                                                                             Every VIP has one Owner. The Owner is the
                                                                                                                                             Yale employee assigned to the VIP when the
                                                                                                                                             VIP is originally generated in Oracle. The VIP
                                                                                                                                             Owner should be the sole user of the VIP.
                                                                                                                                             Therefore, VIPs should not be shared among
                                                                                                                                             staff members in a department. Once a VIP has
                                                                                                                                             been created, the Owner can not be changed.
                                                                                                                                             If the Owner leaves the department, the VIP
                                          The vendor identified a VIP that has an          Provide a valid PTAEO and approve the invoice     should be cancelled and, if needed, a new one
Department    Inactive VIP Owner          inactive VIP Owner.                              for payment.                                      should be generated with a new Owner.
                                                                                                                                             On all OK to Pay invoices, specify the Initiator's
                                                                                                                                             name and NetID. When creating a purchase
                                          Certain transactions require the Initiator to be Provide the Initiator for whom the goods or       requisition, be sure to include the Initiator to
                                          identified and this invoice does not contain     services were ordered and approve the invoice for avoid invoice problems when the associated PO
Department    Invalid Initiator           that information.                                payment.                                          is matched to the invoice.
                                                                                                                                             1) Verify that the PTAEO is written correctly and
                                                                                                                                             legibly on the invoice. 2) Use the OBOE
                                                                                                                                             PTAEO validator to verify that the PTAEO is
                                                                                                                                             valid as of the invoice date --
                                                                                                                                             http://www.yale.edu/oboe/bigpic/lookup/lookup_f
                                          An Ok2Pay invoice was submitted to AP with Provide a valid PTAEO and approve the invoice           rset.html 3) Print PTAEO labels to affix to the
Department    PTAEO Invalid               an invalid PTAEO.                                for payment.                                      invoice.
                                                                                                                                             Verify that a valid PTAEO is written correctly
                                                                                                                                             and legibly on the invoice. In many instances the
                                          Either a PTAEO was not supplied on an                                                              invoice was originally on a PO related hold.
                                          Ok2Pay invoice; there is an issue with the PO Provide a valid PTAEO and approve the invoice        Please see the information on preventing PO
Department    PTAEO NEEDED                match or a PTAEO on the PO is invalid.           for payment.                                      related holds.
                                          The AP Workflow Holds are not technically
                                          holds. They are the mechanism used by the
                                          AP Worklist application to route an invoice to
                                          the appropriate routing group. It does,
                                          however, indicate which routing group is
                                          currently responsible for clearing the invoice
G&C           AP Workflow Hold - G&C      hold.                                            No action is necessary.                           N/A




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Action
Owner        Hold Lookup Code             Why is this hold invoked?                         How is this hold cleared?                             How can a department prevent this hold?

                                          Invoice requires Grants and Contracts             Grants & Contracts will review the invoice and
                                          approval. Examples may be due to foreign          approve as appropriate. This may require that
                                          travel on a grant fund or a subcontract invoice   they contact the department for additional            Obtain GCFA approval before the invoice is
G&C          G&C Approval Hold            that has not yet been reviewed by GCFA.           information.                                          submitted to AP.
                                                                                                                                                  Monitor subcontract spending. If you believe
                                                                                                                                                  that the vendor has invoiced the university for
                                                                                      Grants & Contracts will review the invoice and              more than agreed upon in the subcontract,
                                          The Invoice Amount exceeds the available    subcontract setup details to determine corrective           resolve the issue with the vendor before
G&C          Subcontract Balance          Subcontract balance.                        action and approve as appropriate.                          submitting the invoice to GCFA.
                                                                                      Grants & Contracts will review the invoice and
                                                                                      determine whether it is associated with the
                                                                                      specified subcontract. If so, GCFA will update the
                                                                                      Expenditure Type to 833410 and approve it.                  For all Subcontract invoices, always specify
                                          The invoice references a Subcontract Number Otherwise, they will reject the invoice and it will be      Expenditure Type 833410 and the appropriate
                                          but provides an Expenditure Type other than routed to departments to provide the proper                 Subcontract Number. No other Expenditure
G&C          Subcontract ET Invalid       833410.                                     PTAEO.                                                      Type is valid for Subcontract invoices.

                                                                                            Grants & Contracts will review the invoice to
                                                                                            determine whether services were provided within
                                                                                            the Subcontract's start and end dates. As
                                                                                            appropriate, they will work with Accounts Payable
                                                                                            to modify the Expenditure Item Date to
                                                                                            correspond with the service date and approve for      If the invoice date is not within the Subcontract's
                                                                                            payment. It may also require changes to the           start and end dates, inform GCFA when you
                                                                                            Subcontract status or dates. If the invoice is        submit the invoice to them the date(s) the
                                          The invoice date is not within the                inappropriate for the subcontract, GCFA will reject   services were provided. In many cases, the
                                          Subcontract's start and end dates, or the         the invoice and it will be routed to departments to   invoice will specify dates of service that you may
G&C          Subcontract Inactive         Subcontract is Inactive or Pending.               provide the proper PTAEO.                             highlight.
                                          The Subcontract Number provided on the
                                          invoice is not associated with the invoice's
                                          Vendor. This may be due to the Subcontract  Grants & Contracts will review the invoice and
                                                                                      determine the appropriate Subcontract Number
                                          Number specified not being in the Subcontract
                                          table, or the number is associated with a   and Vendor. This may require obtaining additional           When submitting a Subcontract invoice to
                                                                                      information from the department or modifying the
                                          different vendor from the vendor who sent the                                                           GCFA, write the valid Subcontract Number for
G&C          Subcontract Num Invalid      invoice.                                    Subcontract table data.                                     that vendor on the invoice.
                                                                                      Grants & Contracts will review the invoice and
                                          The invoice specifies a Subcontract         determine the appropriate Subcontract Number.               When submitting a Subcontract invoice to
                                          Expenditure Type (833410), but there is no  This may require obtaining additional information           GCFA, write the valid Subcontract Number for
G&C          Subcontract Num Missing      Subcontract Number specified.               from the department.                                        that vendor on the invoice.
                                                                                      Grants & Contracts will work with departments to            Ensure that the Principal Investigator (PI) signs
                                          The Subcontract invoice has not been signed obtain the PI's signature and approve the invoice           all Subcontract invoices before submitting them
G&C          Subcontract PI Approval      by the Principal Investigator (PI).         for payment.                                                to GCFA.

                                          The invoice specifies a Subcontract Number,       Grants & Contracts will review the invoice and
                                          but the PTAEO provided is not valid for that      determine the appropriate PTAEO. This may
                                          Subcontract. (A Subcontract table maintained      require obtaining additional information from the     When submitting a Subcontract invoice to
                                          by the university identifies one or more valid    department and/or making adjustments to the           GCFA, ensure that the Subcontract Number and
G&C          Subcontract PTAEO Invalid    PTAEOs for each subcontract.)                     Subcontract setup data.                               PTAEO provided are valid for the invoice.




The following Hold Codes are rarely, if
ever invoked. If you have a question
regarding one of the following, please
contact the AP Help Desk.
Action
Owner        Hold Lookup Code
AP           "UNP" PO - Charging Requ
AP           AWAIT_PAY_APP
AP           AWT ACCT INVALID
AP           AWT ERROR
AP           CANCEL
AP           CANT CLOSE PO
AP           CANT FUNDS CHECK
AP           CANT TRY PO CLOSE
AP           CURRENCY DIFFERENCE
AP           EMS Balance Failure
AP           EMS Invalid Personal Emp
AP           EMS Source Failure
AP           ERV ACCT INVALID
AP           FUTURE PERIOD
AP           INSUFFICIENT FUNDS
AP           LIAB ACCT INVALID
AP           MAX QTY ORD
AP           MAX QTY REC
AP           MAX TOTAL AMOUNT
AP           More than one Prepayment
AP           NATURAL ACCOUNT TAX
AP           NO RATE
AP           PAY_OVER_LIMIT
AP           PREPAID AMOUNT
AP           QTY REC
AP           REC EXCEPTION




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Action
Owner         Hold Lookup Code            Why is this hold invoked?                 How is this hold cleared?              How can a department prevent this hold?
AP            TAX AMOUNT RANGE
AP            TAX DIFFERENCE
AP            TAX VARIANCE
AP Director   AWAIT_SEC_APP
Department    AMOUNT
Department    Dept Approval Required
Department    DIST ACCT INVALID
Department    Invalid Project Org Combo
Department    PSOO ve PTAEO




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DOCUMENT INFO
Description: Invoices Approve document sample