During the AP voucher creation process in OAKS FIN, if it appears that the supplier listed on the invoice is not in OAKS, AP will assign the invoice to ECM as an exception code "05-Supplier not in OAKS" for return processing. ECM will return the Invoice Return Notification to the supplier by email or mail. The agency is emailed a copy of the Invoice Return Notification.
If the invoice does not contain supplier contact information, AP will assign the invoice to the agency, not ECM.
If the ECM associate has a question concerning AP's assignment of the exception code, contact the AP associate.
Do not return tuition reimbursement invoices. If processing a tuition reimbursement invoice, assign the item back to AP "TEAM 1." Supplier Operations will be emailed to setup employee as a supplier in OAKS for tuition reimbursement.
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Select Exception from the Status dropdown.
Select ECM from the Work Group dropdown.
Verify assigned Exception Category displays "05-Supplier not in OAKS."
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.
After reviewing the sorter page and ensuring all fields are complete and accurate, follow the steps below.
Navigate to SharePoint to access the New Invoice Return Tracker (see Appendix B).
Click Add New Tracker button.
The Invoice Return Tracker page displays.
Enter the Supplier Name from the Sorter page.
Enter Supplier ID from the Sorter page.
Enter Business Unit from the Sorter page.
Enter Origin Code from the Sorter page.
Enter Invoice # from the Sorter page.
Enter Invoice Amount from the Sorter page.
Enter the Image ID from the Sorter page.
Enter the OSS Comment from the Sorter page in the Additional Notes field.
Fix any grammatical issues, remove initials, and remove date from Return Reason.
If the comment is unclear, return the item to the AP associate.