If an invoice is received that has no agency identifying information and unable to determine Business Unit or Origin, complete the steps below.
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Update the required fields on the AP Sorter page to locate assigned work Items.
Reference Accessing Assigned Work Items.
Verify assigned Exception Category displays "23: Unable to Determine BU/Origin Codes."
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 or use of non-standard comment.
Click invoice image.
Save invoice image to desktop as "first three letters of supplier name_mm/dd/yyyy."
Click Comments tab.
Copy OSS Standard Comments from the OSS Comments field.
After saving the invoice image and copying the OSS Standard Comment in OAKS FIN, complete the following steps in the Invoice Return Tracker.
Log invoice in Invoice Return Tracker in SharePoint for customer service inquiries and research (see Appendix B).
Complete Invoice Return Notification in the Access Database (see Appendix A) with the details of the missing/invalid information needed to process the invoice. Determine method invoice was submitted to OSS (i.e., mail or email). Return invoice and completed Invoice Return Notification to supplier in the method invoice was submitted to OSS.
Follow the steps below to return the invoice to the supplier via email (and copy the agency) using the "OSS Invoice Returns" email account.
Follow the steps below to return the invoice to the agency via email (using the "OSS Invoice Returns" email account) and return the invoice to the supplier via mail.