AP Coordination SOP Changes PKT

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| By Servicedelivery1
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AP Coordination SOP Changes PKT - Quiz


AP Processing


Questions and Answers
  • 1. 

    When receiving an invoice response for coding and approval, look to see if the invoice contains a work order, if yes, then the order number field should be entered when keying. 

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    When receiving an invoice response for coding and approval, it is important to check if the invoice contains a work order. If it does, then the order number field should be entered when keying. This is because the work order number is necessary for accurate tracking and record-keeping purposes. Therefore, the statement "True" is correct as it accurately reflects the importance of entering the order number when a work order is present on the invoice.

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  • 2. 

    If an AP inquiries email is received for an invoice that is $50K or greater, no action is required. 

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    If an AP inquiries email is received for an invoice that is $50K or greater, action is required. This means that if a large invoice is being questioned or disputed, it cannot be ignored and needs to be addressed by the accounts payable department.

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  • 3. 

    If an AP inquiries email is received that has been rejected for Missing GSN and the amount is $50K or greater, the coordinator should do which of the following actions?

    • A.

      A. Send to AP Help Desk Specialist to provide a rejection letter to the vendor (Non Compliance Reject)

    • B.

      B. Call the vendor to get a dpsg contact and work with the contact to gain proper approval. Restart invoice or if dpsg contact rejects invoice, attach image. Respond to [email protected] email with resolution.

    • C.

      C. Send to AP Help Desk Specialist to provide a rejection letter to the vendor and send a vendor master request to inactivate the vendor for future use

    • D.

      D. None of the above

    Correct Answer
    B. B. Call the vendor to get a dpsg contact and work with the contact to gain proper approval. Restart invoice or if dpsg contact rejects invoice, attach image. Respond to [email protected] email with resolution.
  • 4. 

     If an AP inquiries email is received that has been rejected for Missing PO and the amount is less than $50K, the coordinator should do which of the following actions?

    • A.

      A. Send to the AP Help Desk Specialist to provide a rejection letter to the vendor (Non Compliance Reject)

    • B.

      B. Use tools to research for GR/POs for the vendor and/or call the vendor to get a dpsg contact. Work with the contact to gain proper approval or proper PO. Restart the invoice or if dpsg contact reject invoice, attach image. Respond to [email protected] email with resolution.

    • C.

      C.Send to AP Help Desk Specialist to provide a rejection letter to the vendor and send vendor master request to inactivate vendor for future use

    • D.

      D. None of the above

    • E.

      E. Purchase Order (PO), Global Short Name (GSN), Fleet Work Order (WO), Fleet Plant Code, Buyer Name and Contact Number

    Correct Answer
    A. A. Send to the AP Help Desk Specialist to provide a rejection letter to the vendor (Non Compliance Reject)
    Explanation
    The correct answer is A because if an AP inquiries email is rejected for Missing PO and the amount is less than $50K, the coordinator should send it to the AP Help Desk Specialist to provide a rejection letter to the vendor. This is done to inform the vendor that their inquiry has been rejected due to non-compliance.

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  • 5. 

    The AP Helpdesk Specialist should do the following when an invoice is rejected for Missing GSN or Missing PO and the amount is under $50K     

    • A.

      A. Place into the Alpha Coordinator’s email box to research

    • B.

      B. Send an email to [email protected] that the invoice was rejected

    • C.

      C. Look up the Contact List by Branch and send email to DPSG main contact at the branch

    • D.

      D. Look up vendor information to see if there is a valid email in the vendor master and send rejection letter and copy of invoice or if no email exists, print copy of invoice with standard vendor non-compliance letter and mail to vendor

    Correct Answer
    D. D. Look up vendor information to see if there is a valid email in the vendor master and send rejection letter and copy of invoice or if no email exists, print copy of invoice with standard vendor non-compliance letter and mail to vendor
    Explanation
    The AP Helpdesk Specialist should look up the vendor information to see if there is a valid email in the vendor master. If a valid email exists, they should send a rejection letter and a copy of the invoice to the vendor. If there is no valid email, they should print a copy of the invoice and send it along with a standard vendor non-compliance letter through mail to the vendor. This process ensures that the vendor is informed about the rejection and the necessary documentation is provided to them.

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  • 6. 

    The AP Helpdesk Specialist should do the following when an invoice is rejected for Missing GSN or Missing PO and the amount is $50K or greater

    • A.

      A. Place into the Alpha Coordinator’s email box to research

    • B.

      B. Send an email to [email protected] that the invoice was rejected

    • C.

      C. Look up the Contact List by Branch and send email to DPSG main contact at the branch

    • D.

      D. Look up vendor information to see if there is a valid email in the vendor master and send rejection letter and copy of invoice or if no email exists, print copy of invoice with standard vendor non-compliance letter and mail to vendor

    Correct Answer
    A. A. Place into the Alpha Coordinator’s email box to research
    Explanation
    The correct answer is A because when an invoice is rejected for Missing GSN or Missing PO and the amount is $50K or greater, it is necessary to place the invoice into the Alpha Coordinator's email box for further research. This allows the Alpha Coordinator to investigate the issue and determine the appropriate next steps to resolve the problem.

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  • 7. 

    The AP Helpdesk Specialist should first, review the image to ensure there is no contact or PR, PO, Plant Code, Fleet Workorder anywhere within the invoice prior to sending a rejection notice to the vendor either via email or mail.  True or False?

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The AP Helpdesk Specialist should review the image to ensure there is no contact or PR, PO, Plant Code, Fleet Workorder anywhere within the invoice before sending a rejection notice to the vendor. This is important to ensure that all necessary information is included in the invoice and to avoid any potential issues or discrepancies. By reviewing the image first, the specialist can identify any missing or incorrect information and communicate this to the vendor for correction. This helps to maintain accuracy and efficiency in the accounts payable process.

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  • 8. 

    If the AP Helpdesk Specialist finds a contact, PR, PO, Plant Code, Fleet Workorder or GSN anywhere within a rejected invoice for Missing GSN or Missing PO they should take which action?

    • A.

      A. Forward the email to [email protected] stating that the rejection should be restarted as the required information is included and move the new email to the proper vendor alpha assigned coordinator folder

    • B.

      B. Forward the email to [email protected] stating that the rejection should be restarted as the required information is included

    • C.

      C. Go into APAY and restart the invoice for processing or park and send AP notification email

    • D.

      D. Look up vendor information to see if there is a valid email in the vendor master and send rejection letter and copy of invoice or if no email exists, print copy of invoice with standard vendor non-compliance letter and mail to vendor

    Correct Answer
    A. A. Forward the email to [email protected] stating that the rejection should be restarted as the required information is included and move the new email to the proper vendor alpha assigned coordinator folder
    Explanation
    If the AP Helpdesk Specialist finds any of the specified information (contact, PR, PO, Plant Code, Fleet Workorder, or GSN) within a rejected invoice for Missing GSN or Missing PO, they should forward the email to [email protected] stating that the rejection should be restarted as the required information is included. They should also move the new email to the proper vendor alpha assigned coordinator folder. This action ensures that the necessary information is included and the invoice can be processed correctly.

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  • 9. 

    The international group sends the Bill of Lading (BOL) to [email protected] with “Mott’s International” in the subject line.  This should be moved to “Shonda Hall’s” box regardless of Alpha. 

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The explanation for the given correct answer is that the Bill of Lading (BOL) is being sent to [email protected] with "Mott's International" in the subject line. The instruction states that regardless of Alpha, the BOL should be moved to "Shonda Hall's" box. Therefore, the statement "This should be moved to 'Shonda Hall's' box regardless of Alpha" is true.

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  • 10. 

    The AP HelpDesk Specialist is responsible for releasing quantity blocks for the stock transfer orders between WD and DSD.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    The given statement is false because the AP HelpDesk Specialist is not responsible for releasing quantity blocks for stock transfer orders between WD and DSD.

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