AP Coordination SOP Changes PKT

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.

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.

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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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.

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.

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.

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.

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.

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.