Working an Exception Code 12: Items Not Received/Services Incomplete

If an invoice is vouchered and all services or goods have not been received, the agency will deny the voucher back to OSS. AP will delete the voucher and select exception code "12-Items Not Received/Services Incomplete" from the voucher deletion screen. AP will assign the invoice to ECM 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 "12-Items Not Received/Services Incomplete."

  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 "Supplier" or "Agency" for the Returned To dropdown.
  2. Select "Service has not been completed/items not received" checkbox for the Return Reason.
  3. Select "Improper Invoice" from the Type of Return dropdown.
  4. If a valid email address is available, select "Email" from the Returned Method dropdown.
    1. Enter the supplier's email in the Suppler Addresses field.
    2. Click Save.
    3. The system will automatically generate a Invoice Returned Notification and send the notification to the agency and supplier.
  5. If no valid email address is 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. Print the letter.
    4. Close the print page.
  1. Return to the Invoice Return Tracker.
  2. Close the page.
  3. 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.