Working an Exception Code 06: PO/Invoice Supplier Doesn't Match

If an invoice appears that the PO supplier (in OAKS FIN) and the supplier listed on the invoice do not match, the process for completing the item depends on the amount of the invoice. To correctly process these types of items, follow the steps below.

• Zip code information (only the first 5 digits) must match between the invoice and the supplier maintenance table to continue the voucher process.
• If the invoice total is $2,500.00 or below, set up the voucher with default coding using the supplier listed on the invoice. Agency will receive the voucher on their worklist and may deny back to FSS with correct PO information. Associate that created the voucher will receive an email with correct information and should take action accordingly.
• If the invoice total is more than $2,500.00, follow the Exception Code 06 processing instructions below.
• Critical: If supplier/PO supplier name mismatch is due to a change to Federal Tax ID or name to supplier, a new supplier ID is needed. Refer to section "Working an Exception Code 05: Supplier not in OAKS." To confirm mismatch is due to change to tax ID or name, review OAKS to confirm supplier exists with a different tax ID or if current Supplier ID is marked “obsolete.”
• If the purchase order references an obsolete supplier in OAKS FIN AND the PO is for the current fiscal year, refer to the “PO supplier ID is obsolete” section below. If a prior fiscal year PO is being associated with the payment, create the voucher and ensure that the correct active supplier ID is used on the Payments tab of the voucher.”

Exception Code 06 Processing Instructions

1. 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 .
2. Complete any other fields that are provided on the invoice image.
3. Click Reassign.

• The Reassign pop-up window displays.

4. Select the appropriate Work Group based on the instructions in the "AP Exception Codes Quick Reference Table" topic.
5. Click the Exception Category lookup icon and select the appropriate Exception Category.
6. Enter the FSS Comment based on the standards found in the "AP Exception Codes Quick Reference Table" topic.
7. Click OK.

• The VOLT work item is routed to the selected Work Group.