Working an Exception Code 05: Supplier Not in OAKS

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.

 

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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 "05-Supplier not in OAKS."

  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" or "Supplier" from the Returned To dropdown.
  2. Select "Supplier is not set up in State of Ohio supplier database" checkbox for the Return Reason.
  3. Select "Supplier not in OAKS" from the Type of Return dropdown.
  4. If there is a valid email address available, select "Email" from the Returned Method dropdown.
    1. Enter the supplier's email in the Supplier Addresses field.
    2. Click Save.
    3. The system will automatically generate an Invoice Return Notification to the agency.
  5. If there is no valid email address available, select "USPS" from the Returned Method dropdown.

 

    1. Enter the Supplier Street Address.
    2. Enter the Supplier City.
    3. Select the Supplier State.
    4. Enter the Supplier Zip Code.
    5. Click PRINT LETTER button.
    1. Click Create PDF.
    2. Click Print to print the letter.
    3. Close the print page.
    4. Return to the Invoice Return Tracker.
    5. Mail the Invoice Return Notification to the supplier.  

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.