01: PPF Policy

Working an Exception Code 01: PPF Policy

If the PPF contains errors such as miskeyed information (i.e., $100.00 and the invoice is $1,000) the invoice should be used as the primary document to follow. As long as enough information is provided to create a valid voucher based on the PPF AND the primary invoice documentation, a voucher should be created.

If a Purchase Order Number is provided on the Invoice AND on the Pre-Processing Form, use the Purchase Order Number provided on the Pre-Processing Form.

As agreed upon with FSS and its partner agencies, processing instructions from the PPF should be followed unless it is invalid information or does not follow standard processing procedures.

Payment Message instructions on PPF.

If requested, enter the invoice number in the payment message.

Do not enter a phone number (even if requested).

If the agency requests that the payment be made by check even though there is a EFT established, the processor should follow the PPF instructions.

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Verify all required fields are completed (i.e., Business Unit, Origin Code, Supplier ID, Location, Address, Invoice Number, Invoice Date, Invoice Received, and Last Receipt Date).
Complete any other fields that are provided on the invoice image.
Click Reassign.

The Reassign pop-up window displays.

Select the appropriate Work Group based on the instructions in the "AP Exception Codes Quick Reference Table" topic.
Click the Exception Category lookup icon and select the appropriate Exception Category.
Enter the OSS Comment based on the standards found in the "AP Exception Codes Quick Reference Table" topic.
Click OK.
The VOLT work item is routed to the selected Work Group.