Working an Exception Code 31: Statements

There can be numerous situations when the image on the AP VOLT page is not a valid invoice. Accurate processing of these items depends on the situation. The below scenarios outline some of the more comment situations that might fall under exception category "31 - Statements."

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Statements and Other Documents (e.g., quote, order summary, etc.)

Statements and Other Documents (e.g., quote, order summary, etc.)

If a separate invoice/folio is not attached for each invoice/folio listed on the Summary Statement / Statement Invoice, follow the steps below.

Check each individual invoice/folio listed on the statement to ensure they were not already paid. Only list the invoices/folios that haven't been paid in the FSS Standard Comment.

If the document is a Time Sheet and is not accompanies by an invoice, click herehere.

Before proceeding to the steps below, review (at a minimum) the Image before and after the Image ID of the time sheet on the AP Sorter Page (e.g., if the time sheet is Image ID 782729, review Image ID 782728 and Image ID 782730 to confirm that the invoice and time sheet were not scanned separately in error.

myOhio.gov > MY WORKSPACE > Financials Globe > NavBar > Menu > Accounts Payable > Batch Processes > Extracts and Loads > VOLT Landing Page

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.