Working an Exception Code 01: PPF Policy

When an agency submits an invoice that does not comply with the PPF Policy, AP will assign the invoice to ECM as an exception code "01-PPF Policy" for return processing. ECM will return the Invoice Return Notification to the agency via email.

 

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Navigate to item on AP Sorter Page

Update the Invoice Return Tracker

Update the AP Sorter Page

 

Navigate to item on AP Sorter Page

 

  1. Select Exception from the Status dropdown.

  2. Select ECM from the Work Group dropdown.

  3. Click search.    

  4. Verify assigned Exception Category displays "01-PPF Policy."

  5. Ensure all fields are complete and accurate. Return image to AP Associate if fields are not complete or there are any discrepancies such as spelling and/or grammatical errors.

  6. After reviewing the Sorter page and ensuring all fields are complete and accurate, follow the steps below.

Update the Invoice Return Tracker

Navigate to SharePoint to access the New Invoice Return Tracker (see Appendix B).

 

  1. Click Add New Tracker button.

 

  1. Enter the Supplier Name from the Sorter page.

  2. Enter Supplier ID from the Sorter page.

  3. Enter Business Unit from the Sorter page.

  4. Enter Origin Code from the Sorter page.

  5. Enter Invoice # from the Sorter page.

  6. Enter Invoice Amount from the Sorter page.

  7. Enter the Image ID from the Sorter page.

  8. Enter the OSS Comment from the Sorter page in the Additional Notes field.

  1. Select "Agency" for the Returned To dropdown.
  2. Select "PPF Policy" checkbox for the Return Reason.
  3. Select "Improper Invoice" from the Type of Return dropdown.
  4. Select "Agency Contact Only" from the Returned Method dropdown.
  5. Click Save.
  6. The system will automatically generate an Invoice Return Notification and email the notification to the agency.

Update the AP Sorter Page

 

  1. Locate item on AP Sorter page.
  2. Select checkbox next to desired line item.
  3. Select Sort Status "Rejected."
  4. Click Save.