AP Coordinator PKT - Q2 2013

When posting a parked invoice, it is important to change the date to the current date because it ensures that the invoice reflects the most accurate and up-to-date financial information. By using the current date, the invoice will be recorded in the correct accounting period, allowing for accurate financial reporting and analysis. Additionally, using the current date helps to prevent any potential errors or discrepancies that may arise from using an outdated date.

The correct answer is IT because the question is asking who is responsible for batch uploading data for BC. In this context, IT is typically the department or team that handles technical tasks such as data management and uploading. AP, on the other hand, usually refers to accounts payable, which is unrelated to batch uploading data. Therefore, IT is the most logical and appropriate choice for this question.

When the goods received (GR) quantity is less than the quantity mentioned in the invoice, it indicates a quantity variance. In such cases, the invoice can be parked to address this discrepancy. Parking the invoice allows for further investigation and resolution of the variance before finalizing the payment. Therefore, the statement that an invoice can be parked for a quantity variance when the GR quantity is less than the invoice quantity is true.

When an invoice has a line that is not included on the PO or there are no open lines to the PO that the vendor references, you should park the invoice because there are missing lines. This means that the invoice does not match the purchase order, and it needs to be reviewed and resolved before it can be processed further. Parking the invoice allows for further investigation and clarification to ensure that the correct items and quantities are being billed.

When processing a PO related invoice with "Account Maintenance," you cannot post the invoice as a subsequent debit even if the quantity is received.

The correct answer is "There is no limit for unplanned delivery" because the other options, $750.00 and 5%, suggest specific dollar amounts or percentages as limits for unplanned delivery, which contradicts the statement that there is no limit.

The coordinator should execute the record ID and review the response and post the document. The processor may handle other tasks related to processing the reply, but the coordinator is responsible for executing the record ID and reviewing the response before posting the document.

The correct answer is "Location Code"." "Reason Code". " PO "Number".Contact if available." This is the required text string because it includes the location code, reason code, PO number, and contact information if available. It is important to have all this information in the text string for proper documentation and communication purposes.

The correct answer is to leave the terms as net 30 days. This is because the terms on the invoice are more favorable than the terms in SAP. Changing the terms to net 45 days or submitting a Master Data change request to change the vendor's terms would not be necessary in this case. Contacting Procurement to update the Vendor's Master Records is also not required as the terms on the invoice are already more favorable.

The correct answer is "41XXX". This answer is likely referring to a specific section or category within the framework PO for IT. Without further context, it is difficult to determine the exact meaning of "41XXX", but it could represent a set of guidelines, procedures, or standards that are relevant to IT projects.

Processing an invoice using the GL coding and cost center first, even if there is a PO number on the invoice, is not always the correct approach. The PO number indicates that the purchase has been authorized and approved, so it is important to prioritize processing invoices with PO numbers to ensure that the goods or services have been received as per the purchase order. This helps to prevent any discrepancies or errors in the payment process. Therefore, the correct answer is False.

The vendors categorized as critical vendors are Anchor Glass, Com Data, and Fiji Water.

Indirect materials refer to materials that are purchased independently and are not necessarily used in the production process. This can include items such as stationary or computers that are not directly involved in the manufacturing of a product. These materials are typically used to support the production process or for general operations and maintenance purposes.

The correct answer is Contract Release PO. A Contract Release PO is a type of purchase order that is used to release a specific quantity of goods or services against an existing contract. In the context of the question, it is stated that a PO starting with 43XX is of this type, indicating that any purchase order number beginning with 43XX would be a Contract Release PO.

The question asks for the company code(s) that have a check sequence of 5xxx. The given options are DP01, DP04, and DP10. However, only DP10 matches the criteria as it ends with "10" which is equivalent to 5xxx. Therefore, DP10 is the correct answer.

The transaction to run the AP SYNC report in BC/Probe is not ZNK_SYNC.

The statement is true because it states that based on the status date, the AP Coordinator will follow the escalation process by calling, sending the follow-up email from APAY, and recording the call in APAY notes. This implies that the AP Coordinator has a specific protocol to follow when dealing with certain situations, and they use APAY as a tool to document and track their actions. Therefore, the given statement is correct.

This statement is false because ARI invoices can be billed in currencies other than USD. The statement suggests that only USD is accepted for billing, which is not correct. ARI invoices can be billed in various currencies depending on the agreement or preference of the parties involved.

The invoice date that should be considered when entering the basic data tab of a Fleet charge invoice is the bill date. This is because the bill date represents the date on which the invoice was generated and sent to the customer. It indicates the date when the charges for the fleet services were officially billed to the customer.

An escalation is required if no response is received within 7 calendar days from the exception email. This means that if there is no reply within a week, the issue needs to be escalated to ensure it is addressed in a timely manner.

The AP coordinator should work sweeps every day to ensure that all invoices that have GRs are properly handled. This frequency allows for timely and efficient processing of invoices, ensuring that any issues or discrepancies are addressed promptly. By conducting daily sweeps, the AP coordinator can stay on top of the invoice workflow and prevent any delays or errors in the payment process.

The APAY Sync report is not only run in APAY daily. It can be run at any time, not necessarily on a daily basis.

The Parked and Blocked report should be sent out to location attendees 2 business days in advance before the scheduled plant calls. This allows the attendees enough time to review the report and make any necessary preparations or adjustments before the scheduled calls. Sending the report earlier than 2 business days may result in attendees not having enough time to review the report, while sending it later may not leave enough time for them to make any necessary changes.

If after seven additional business days from the 2nd escalation, you have not received a response, the best course of action would be to send a follow-up email to the contact and CC the manager. Additionally, it is recommended to make a phone call to both the contact and their manager, and include an APAY note. This approach ensures that the issue is brought to the attention of both the contact and their superior, increasing the chances of a prompt response and resolution.

The AP Coordinator is responsible for actioning inquiries for their alpha assignments within 48 hours of receiving an email. This means that they should respond to any inquiries or requests related to their assigned tasks within that timeframe. This ensures that there is a timely response to any issues or concerns that may arise, allowing for efficient communication and resolution.

If an auditor finds any errors or needs clarification while reviewing the quality audit, they should put the document on A block while researching. This means that they should set the document aside and conduct further investigation or research to address the errors or seek clarification. This allows the auditor to ensure the accuracy and quality of the document before proceeding with any further actions.

The only exception to the rule of checking the Grant of Authority before processing any Non PO invoice is when the invoice does not have a broad band level and title. This information can be verified from the HR file, and in this case, the approver's printed name is not necessary as long as the invoice is approved.

The correct answer is "All" because it encompasses all the conditions mentioned in the question. If any of the mentioned information is missing on the invoice, it will be parked for non-compliance. This includes the vendor name and remit to address, invoice total/amount being zero, and the ship-to-address not being available on the invoice. Therefore, "All" is the correct answer as it covers all the possible missing information.

The statement suggests that all invoices from Ardagh Glass should be posted to vendor number 1011738 in Cornerstone. This implies that any invoices received from Ardagh Glass should be associated with this specific vendor number in the Cornerstone system. Therefore, the correct answer is true.

All special handling forms should be forwarded to disbursements each day at 2:00 pm CST. This is the designated time for submitting these forms to ensure timely processing and handling.

When reversing a PO related document that has been R blocked for price variance (PR) in the MR8M screen, the reversal reason code required in the 'Reversal Reason' field is 04 – Actual reversal in closed period. This indicates that the reversal is being done in a closed period and is considered an actual reversal rather than a reversal in the current period or a general reversal in a closed period.

Unplanned delivery costs are not incidental costs created during transport and cannot be ascertained during the time of PO creation. Unplanned delivery costs refer to unexpected expenses that arise during the transportation process, such as additional fees or charges that were not initially accounted for. These costs are unforeseen and cannot be accurately determined at the time of purchase order creation. Therefore, the correct answer is false.

The statement is true because an AP Coordinator is responsible for resolving parked and blocked invoices, which may require them to call internal stakeholders for assistance. Additionally, situations such as non-compliance and inquiries may also require the AP Coordinator to contact vendors for further clarification or resolution. Therefore, it is necessary for an AP Coordinator to make calls to both internal stakeholders and vendors to ensure timely and accurate invoice processing.

The correct answer is "All of the above." This is because address changes require supporting documentation in the form of a letter from the vendor with company letterhead, an email from the vendor (explicitly), an invoice, or a W9 or DPSG Vendor Form. Therefore, any of these documents can be used as supporting documentation for address changes.

If the invoice approver codes the entire Canadian invoice to expense, the processor should process the GST, HST, or QST (Goods and Services Tax, Harmonized Sales Tax, or Quebec Sales Tax) to the correct tax receivable GL (General Ledger) number. This means that the processor should allocate the appropriate tax amount to the correct account for tax receivables, ensuring compliance with tax regulations.

MB51 is the correct answer because it is a report in SAP that provides a list of material documents, including goods receipts, within a specific date range. This report is executed daily to determine if goods receipts have been created within the specified timeframe.

The transaction codes ME2N, ME2M, and ME2L can be used to search for a purchase order (PO) by material. ME2N is used to display purchase orders by vendor, ME2M is used to display purchase orders by material, and ME2L is used to display purchase orders by vendor and material. These transaction codes provide different search criteria options to retrieve specific purchase orders based on the material.

The explanation for the given correct answer is that when receiving an inquiry requesting a copy of an invoice in SAP, the Coordinator will display the copy, save it as a PDF on the computer, and attach it in an email response from AP.Inquiries@dpsg.com. They will also add a note in APAY. If the copy is sent directly from IXOS, they will send it on behalf of AP.Inquiries@dpsg.com and add a note in APAY. Therefore, the statement "When receiving an inquiry requesting a copy of an invoice in SAP, the Coordinator will do the following..." is true.

The document in SAP used to tell the system you have received the full or partial amounts of the expected material delivery or service delivery is the Goods Receipt/Service Entry. This document is created to confirm the receipt of goods or services and update the inventory or service entry sheet in the system. It helps in keeping track of the quantities received and ensures accurate inventory management. The Goods Receipt/Service Entry document is an essential part of the procurement process in SAP.

The correct answer is 100000 to 1999999. This vendor number range should be used when running the SAP Parked and Blocked report in cornerstone. This range ensures that all relevant vendors are included in the report.

The correct answer is AP.Inquiries@dpsg.com. This email address is specified for receiving inquiries for all the business units. The other email addresses mentioned are not relevant for this purpose.

The fields that are required for approval when processing Non PO invoices are the approver's printed name, approval signature or approval from the approver's email box, approver title, approver broad band, and spend category. These fields ensure that the approval process is properly documented and that the appropriate person with the necessary authority has reviewed and approved the invoice.

The correct answer is that the Coordinator must re-park and send out a new exception email stating they are required to update the PO. This means that if a service or material item is missing on a PO line item but is not missing on the invoice and the business provided coding and GOA Approval, the Coordinator is responsible for re-parking the invoice and sending a new exception email to inform the relevant parties that the PO needs to be updated.

A duplicate invoice should not be rejected as "Not an invoice" because it is a copy of an original invoice that has already been issued. Although it is a duplicate, it still contains all the necessary information and serves as a valid proof of a transaction. Therefore, it should be considered as an invoice and not rejected.

If the vendor is setup with both a PO Box and a street address, it is not always necessary to send the payment to the street address by default. The decision of where to send the payment should depend on the specific instructions provided by the vendor. If the vendor explicitly requests the payment to be sent to the street address, then it should be followed. However, if no specific instructions are given, it is generally acceptable to send the payment to the PO Box as it is a secure and reliable method of delivery.

If the vendor is not set up in the system when processing an invoice to a valid purchase order (PO), the invoice does not necessarily need to be rejected for a Vendor Master Record (VMR). There could be alternate processes or actions that can be taken, such as creating a new vendor record, contacting the vendor for additional information, or seeking approval from a higher authority to proceed with the invoice. Therefore, the statement is false.

The explanation for the answer "False" is that AP should not send all emails for price-related issues to the Procurement Department for resolution just because Ardagh glass is an EDI vendor. The fact that Ardagh glass is an EDI vendor does not determine the appropriate department to handle price-related issues. Therefore, the statement is incorrect.

If a vendor already has the PO Box address setup but does not have the street address, it means that the vendor has provided a valid mailing address but has not provided a physical location address. In this case, it is still possible to proceed with the Vendor Maintenance request as the PO Box address can be used for correspondence and communication purposes. Therefore, the statement "If a vendor already has the PO Box address setup but does not have the street address, you need to continue with the Vendor Maintenance request" is true.

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The statement "There is no Threshold for future dated invoices" is false. A threshold refers to a minimum amount that needs to be reached in order for a certain action to be taken. In this case, the threshold would refer to a minimum amount that needs to be reached for future dated invoices to be considered valid or processed. Since the statement is false, it means that there is indeed a threshold for future dated invoices.