AP Coordinator PKT - Q2 2013

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  • 1/50 Questions

    If the vendor is setup with both a PO Box and a street address, by default you should always send the payment to the street address.

    • True
    • False
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About This Quiz

The AP Coordinator PKT - Q2 2013 quiz assesses knowledge in specific accounting procedures, focusing on vendor payment protocols, invoice processing, and tax considerations for different regions. It is designed to enhance precision and compliance in financial operations.

AP Coordinator PKT - Q2 2013 - Quiz

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  • 2. 

    When posting a parked invoice you should always change the date to the current date.

    • True

    • False

    Correct Answer
    A. True
    Explanation
    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using the current date helps to prevent any potential errors or discrepancies that may arise from using an outdated date.

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  • 3. 

    ARI invoices should only be billed in USD.

    • True

    • False

    Correct Answer
    A. False
    Explanation
    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.

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  • 4. 

    There is no Threshold for future dated invoices.

    • False

    • True

    Correct Answer
    A. True
    Explanation
    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.

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  • 5. 

    For company code 2240, vendors located in Canada - British Columbia, taxes would be posted to general ledger code 1350015 (HST) 

    • True

    • False

    Correct Answer
    A. False
  • 6. 

    While processing a Fleet charge invoice, what date on the invoice should be considered the invoice date when entering in the basic data tab?

    • Delivery date

    • Update allocation ship date

    • Bill date

    Correct Answer
    A. Bill date
    Explanation
    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.

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  • 7. 

    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, what is the Coordinator required to do?

    • Coordinator must re-park and send out a new exception email stating they are required to update the PO.

    • Post the invoice

    • Reverse the invoice and reprocess it as a non PO invoice.

    Correct Answer
    A. Coordinator must re-park and send out a new exception email stating they are required to update the PO.
    Explanation
    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.

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  • 8. 

    An escalation is required if no response is received within how many calendar days from the exception email?

    • 3 calendar days

    • 2 calendar days

    • 7 calendar days

    Correct Answer
    A. 7 calendar days
    Explanation
    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.

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  • 9. 

    How often should the AP coordinator work sweeps to make sure all invoices that have GRs are worked?

    • Every 2 days

    • Every day

    • Every 3 days

    Correct Answer
    A. Every day
    Explanation
    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.

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  • 10. 

    Before processing any Non PO invoice, the processor must check the Grant of Authority. What is the only exception to the rule?

    • Approvers printed name is not nessasary as long as the invoice is approved.

    • Approver's title, this can be verified in the HR file

    • Without a broad band level and title.This can be validated from the HR file.

    Correct Answer
    A. Without a broad band level and title.This can be validated from the HR file.
    Explanation
    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.

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  • 11. 

    What report is executed daily to determine if goods receipts have been created within a specific date range?

    • Me23N

    • MB51

    • ZV2P_PO

    Correct Answer
    A. MB51
    Explanation
    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.

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  • 12. 

    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

    • True

    • False

    Correct Answer
    A. True
    Explanation
    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.

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  • 13. 

    APAY Sync report is only run in APAY daily.

    • True

    • False

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

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  • 14. 

    How many business days in advance should the Parked and Blocked report be sent out to location attendees before the scheduled plant calls?

    • 1 business day

    • 3 busniess days

    • 2 business days

    Correct Answer
    A. 2 business days
    Explanation
    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.

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  • 15. 

    After seven additional business days from the 2nd escalation and you have not received a response, what should you do?

    • Follow-up with a phone call to the contact where the first escalation email was sent

    • Send a follow- up email to the contact

    • Send a follow-up email to the contact and CC the manager and make a phone call to both contact and their manager with an APAY note

    Correct Answer
    A. Send a follow-up email to the contact and CC the manager and make a phone call to both contact and their manager with an APAY note
    Explanation
    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.

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  • 16. 

    While reviewing the quality audit, if an auditor finds any errors or needs clarification what should they do to the document?

    • Reverse the document and add noted as to why it is being reversed

    • Email the processor for clarification

    • Put the document on A block while researching

    Correct Answer
    A. Put the document on A block while researching
    Explanation
    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.

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  • 17. 

    The AP Coordinator is responsible for actioning inquiries for their alpha assignments within how many hours of receiving an email?

    • 72 hours

    • 24 hours

    • 48 hours

    Correct Answer
    A. 48 hours
    Explanation
    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.

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  • 18. 

    For Ardagh glass P&B issues, AP should send all emails for price realated issues to the Procurement Department for resolution since it is an EDI vendor.

    • True

    • False

    Correct Answer
    A. False
    Explanation
    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.

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  • 19. 

    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.

    • True

    • False

    Correct Answer
    A. True
    Explanation
    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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  • 20. 

    When reversing a PO related document that has been R blocked for price variance (PR), in the MR8M screen, what reversal reason code is required in the ‘Reversal Reason’ field?

    • 01 – Reversal in current period

    • 02 – Reversal in closed period

    • 04 – Actual reversal in closed period

    Correct Answer
    A. 04 – Actual reversal in closed period
    Explanation
    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.

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  • 21. 

    AP Coordinator is required to call the internal stakeholders to resolve the parked and blocked invoices.  There may be some situations such as Non Compliance and Inquiries where they may need to call the vendor. 

    • True

    • False

    Correct Answer
    A. True
    Explanation
    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.

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  • 22. 

    When receiving an inquiry requesting a copy of an invoice in SAP, the Coordinator will do the following: - Display the copy, save to computer as PDF and attach in email response from [email protected] - Add a note in APAY -If sent directly from IXOS, send on behalf of [email protected] and add a note in APAY 

    • True

    • False

    Correct Answer
    A. True
    Explanation
    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 [email protected]. They will also add a note in APAY. If the copy is sent directly from IXOS, they will send it on behalf of [email protected] 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.

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  • 23. 

    When running the SAP Parked and Blocked report in cornerstone, what vendor number range should you use?

    • 1000000 to 1999999

    • 100000 to 1999999

    Correct Answer
    A. 100000 to 1999999
    Explanation
    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.

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  • 24. 

    The transaction to run the AP SYNC report in BC/Probe is ZNK_SYNC? 

    • True

    • False

    Correct Answer
    A. False
    Explanation
    The transaction to run the AP SYNC report in BC/Probe is not ZNK_SYNC.

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  • 25. 

    Address changes requires what type of supporting documentation:

    • Letter from vendor with company letterhead

    • Email from vendor (explicitly), no personal emails (yahoo, gmail etc)

    • Invoice

    • W9 or DPSG Vendor Form

    • All of the above

    • One of the four answers

    Correct Answer
    A. One of the four answers
    Explanation
    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.

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  • 26. 

    Email inquiries for all the business units should be received in which inquiry email box?

    Correct Answer
    Explanation
    The correct answer is [email protected]. This email address is specified for receiving inquiries for all the business units. The other email addresses mentioned are not relevant for this purpose.

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  • 27. 

    What company code(s) have a check sequence of 5xxx?

    • DP01 and DP04

    • 2240

    • DP10

    Correct Answer
    A. DP10
    Explanation
    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.

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  • 28. 

    In cornerstone, for what type of PO starts with 43XX?

    • Indirect PO

    • Contract Release PO

    • Framework for IT

    Correct Answer
    A. Contract Release PO
    Explanation
    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.

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  • 29. 

    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...

    • Purchase Order

    • Goods Receipt/Service Entry

    • Invoice

    • Contract

    Correct Answer
    A. Goods Receipt/Service Entry
    Explanation
    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.

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  • 30. 

    What refers to materials purchased independently (for example stationary or computer, etc.) These materials are not necessarily in the production process.

    • Direct Materials

    • Indirect Materials

    Correct Answer
    A. Indirect Materials
    Explanation
    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.

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  • 31. 

    Which vendors are catagorized as critical vendors? Select all that are relevant.

    • Anchor Glass

    • Crown Cork & Seal

    • Com Data

    • Fiji Water

    • PlastiPak

    Correct Answer(s)
    A. Anchor Glass
    A. Com Data
    A. Fiji Water
    Explanation
    The vendors categorized as critical vendors are Anchor Glass, Com Data, and Fiji Water.

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  • 32. 

    Select the transaction codes that can be used to search for a PO by material.

    • ME2N

    • ME23N

    • ME2M

    • ME2L

    Correct Answer(s)
    A. ME2N
    A. ME2M
    A. ME2L
    Explanation
    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.

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  • 33. 

    If there is a PO number on the invoice and there is also a GL coding and cost center, always process the invoice using the GL coding and cost center first.

    • True

    • False

    Correct Answer
    A. False
    Explanation
    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.

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  • 34. 

    For canadian invoices, if the invocie approver codes the entire invoice to expense, the processor should do the following:

    • Reject for non - compliant

    • Process the GST,HST or QST to the correct tax receivable GL number.

    Correct Answer
    A. Process the GST,HST or QST to the correct tax receivable GL number.
    Explanation
    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.

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  • 35. 

    A framework PO for IT begins with…

    • 41XXX

    • 43XXX

    • 45XXX

    Correct Answer
    A. 41XXX
    Explanation
    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.

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  • 36. 

    If the terms on the invoice show net 45 days and the terms in SAP show net 30, you should do which of the following:

    • Change the terms to net 45 days

    • Leave the terms as net 30 days

    • Change the terms to net 45 days and submit a Master Data change request to have the Vendors terms changed to net 45 days

    • Contact Procurement and inform them that the terms on the invoice are more favorable than the terms in SAP so that they can update the Vendors Master Records

    Correct Answer
    A. Leave the terms as net 30 days
    Explanation
    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.

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  • 37. 

    Unplanned delivery costs are Incidental costs created during transport and can be ascertained during the time of PO creation

    • True

    • False

    Correct Answer
    A. False
    Explanation
    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.

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  • 38. 

    What fields are required for approval when processing Non PO invoices?  (Grant of Authority)

    • Approvers printed name

    • Approval signature or approval from the approver’s email box

    • Approver Title

    • Approver Broad Band

    • Spend Category

    Correct Answer(s)
    A. Approvers printed name
    A. Approval signature or approval from the approver’s email box
    A. Approver Title
    A. Approver Broad Band
    A. Spend Category
    Explanation
    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.

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  • 39. 

    If the invoice has a Price Variance and the PO is for Indirect Materials, what is required in the text string:

    • ”Location Code”.” “Reason Code”. “Contact”. “BOL”.”Processor initials“

    • ”Location Code”.” “Reason Code”. “PO Number ”. “BOL”.”Coordinator Initials”

    • ”Location Code”.” “Reason Code”. “ PO “Number”.Contact if available.

    • ”Location Code”.” “Reason Code”. “PO Number”. “BOL”.”Processor initials“

    Correct Answer
    A. ”Location Code”.” “Reason Code”. “ PO “Number”.Contact if available.
    Explanation
    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.

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  • 40. 

    Once a reply is received, who should execute the record ID and review the response and post the document?

    • Processor

    • Coordinator

    Correct Answer
    A. Coordinator
    Explanation
    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.

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  • 41. 

    What is the dollar limit for unplanned delivery?

    • There is no limit for unplanned delivery

    • $750.00

    • 5%

    Correct Answer
    A. There is no limit for unplanned delivery
    Explanation
    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.

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  • 42. 

    When processing a PO related invoice with “Account Maintenance,” you can post the invoice as a subsequent debit as long as the quantity is received.

    • True

    • False

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

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  • 43. 

    An invoice is parked for non-compliance when the following information is missing on the invoice.

    • Vendor name & Remit to Address is not on the invoice

    • There is not an invoice total/amount is zero

    • Ship – to – address is not available on the invoice

    • All

    Correct Answer
    A. All
    Explanation
    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.

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  • 44. 

    When processing an invoice to a valid PO, and the vendor is not setup in the system, the invoice needs to be rejected for a VMR.

    • True

    • False

    Correct Answer
    A. False
    Explanation
    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.

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  • 45. 

    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 for what reason?

    • No GR

    • LM (Missing Lines

    • IPO

    Correct Answer
    A. LM (Missing Lines
    Explanation
    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.

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  • 46. 

    An invoice can be parked for a quantity variance when the GR quantity is less than the invoice quantity.

    • True

    • False

    Correct Answer
    A. True
    Explanation
    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.

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  • 47. 

    What type of document below should not be rejected as "Not an invoice"?

    • Packing Slips

    • Statements

    • Quotes

    • Duplicate invoice

    Correct Answer
    A. Duplicate invoice
    Explanation
    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.

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  • 48. 

    All Ardagh Glass invoices should be posted to vendor number 1011738 in Cornerstone.

    • True

    • False

    Correct Answer
    A. True
    Explanation
    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.

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  • 49. 

    What time should all special handling forms be forwarded to disbursements each day?

    • 10:00 am CST

    • 1:00 pm CST

    • 2:00 pm CST

    Correct Answer
    A. 2:00 pm CST
    Explanation
    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.

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  • Current Version
  • Jun 12, 2024
    Quiz Edited by
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  • Jul 22, 2013
    Quiz Created by
    Servicedelivery1

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