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 and the Invoice Return Notification to the supplier in the same method the invoice was submitted to OSS and email a copy to the agency and the Supplier Operations team.
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 an AP Captain.
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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Update the required fields on the AP Sorter page to locate assigned work Items.
Reference Accessing Assigned Work Items.
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 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.