During the AP voucher creation process in OAKS FIN, if an item is missing information needed for processing, has pre-processing information requesting non-matching address and location [payment] fields, and/or does not fall into another exception category (e.g., invoice with amount due but no reference to goods or services that were provided), AP will assign the invoice to ECM as an exception code "16-Improper Invoice" 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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Select Exception from the Status dropdown.
Select ECM from the Work Group dropdown.
Verify assigned Exception Category displays "16: Improper Invoice."
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.