AP Coordination SOP Changes PKT

10 Questions | By Servicedelivery1 | Last updated: Mar 19, 2022 | Total Attempts: 68

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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
2.

If an AP inquiries email is received for an invoice that is $50K or greater, no action is required.
- A.
  
  True
- B.
  
  False
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
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
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
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
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
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
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
10.

The AP HelpDesk Specialist is responsible for releasing quantity blocks for the stock transfer orders between WD and DSD.
- A.
  
  True
- B.
  
  False