AP Coordination SOP Changes PKT
AP Processing
- 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].com 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
Questions: 38 | Attempts: 1126 | Last updated: Jan 31, 2018
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