New Hire PKT - Coordinator
Coordinator - Team Consolidation PKT
Questions and Answers
- 1.
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.
- A.
True
- B.
False
Correct Answer
B. FalseExplanation
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 choice of address to send the payment would depend on various factors such as the vendor's preference, the payment method, and any specific instructions provided by the vendor. Therefore, the statement that by default the payment should always be sent to the street address is incorrect.Rate this question:
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- 2.
When posting a parked invoice you should always change the posting date to the current date.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
When posting a parked invoice, it is important to change the posting date to the current date to ensure accurate financial reporting. This ensures that the invoice is recorded in the correct accounting period and reflects the current financial position of the company. Failing to update the posting date may result in incorrect financial statements and misrepresentation of the company's financial performance. Therefore, it is necessary to always change the posting date to the current date when posting a parked invoice.Rate this question:
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- 3.
After receiving a response to post a document and more details are required, what is the next step to take?
- A.
Repark the document and send an exception email with specific details on what is needed to post the document.
- B.
Reverse the invoice and repark for another reason.
- C.
Reject the invoice and get specific instruction before reparking.
Correct Answer
A. Repark the document and send an exception email with specific details on what is needed to post the document.Explanation
The next step to take after receiving a response to post a document and more details are required is to repark the document and send an exception email with specific details on what is needed to post the document. This ensures that the necessary information is provided and allows for the document to be properly posted.Rate this question:
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- 4.
How often should you work your P&B responses received in Outlook?
- A.
3 day TAT
- B.
Same day TAT
- C.
2 day TAT
Correct Answer
B. Same day TATExplanation
The correct answer is "Same day TAT." TAT stands for Turnaround Time, which refers to the amount of time it takes to complete a task or respond to a request. In this context, it is asking how often you should work on your P&B (Planning and Budgeting) responses received in Outlook. The answer "Same day TAT" suggests that you should aim to work on these responses and provide a timely reply on the same day they are received.Rate this question:
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- 5.
When short paying an invoice per instructions from the plant, what additional information is required in the text field?
- A.
Type the amount the invoice is being short paid.
- B.
Type the name of the person instructing you to short pay invoice
- C.
Remove the parking text and indicate the reason for the short pay proceeding with an asterisk*
Correct Answer
C. Remove the parking text and indicate the reason for the short pay proceeding with an asterisk*Explanation
When short paying an invoice per instructions from the plant, the additional information required in the text field is to remove the parking text and indicate the reason for the short pay proceeding with an asterisk*. This means that the reason for the short pay should be mentioned and marked with an asterisk to ensure clarity and proper documentation.Rate this question:
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- 6.
Once you receive a response to post a parked document with multiple line items for no GR, what must you click in order to see if all the lines of the PO are received and ready to post?
- A.
Header
- B.
Update allocation
Correct Answer
B. Update allocationExplanation
To see if all the lines of the purchase order (PO) are received and ready to post, you must click on "Update allocation." This action will allow you to update the allocation of goods or services received against the PO. By doing so, you can ensure that all line items are accounted for and ready for posting.Rate this question:
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- 7.
What information below must the coordinator revalidate if the header details or PO numbers change based on the response.
- A.
Validate the basic data tab
- B.
Match the vendor address with the invoice remit address
- C.
Validate the tax
- D.
Validate the payment terms
- E.
All of the above
Correct Answer
E. All of the aboveExplanation
The coordinator must revalidate all of the above information if the header details or PO numbers change based on the response. This includes validating the basic data tab, matching the vendor address with the invoice remit address, validating the tax, and validating the payment terms.Rate this question:
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- 8.
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?
- A.
Coordinator must re-park and send out a new exception email stating they are required to update the PO.
- B.
Post the invoice
- C.
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 coordinator is required to 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 purchase order (PO) line item but is not missing on the invoice, the coordinator needs to notify the appropriate parties and update the PO accordingly. This ensures that the correct information is recorded and processed accurately.Rate this question:
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- 9.
The AP Coordinator is responsible for reviewing the GR search report by their alpha assignments and try to post the parked invoices?
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
The AP Coordinator is responsible for reviewing the GR search report by their alpha assignments and trying to post the parked invoices. This implies that the AP Coordinator has the duty to carefully examine the GR search report based on their assigned alphabetical categories and make an effort to post the invoices that have been parked. Therefore, the statement "True" accurately reflects this responsibility of the AP Coordinator.Rate this question:
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- 10.
An escalation is required if no response is received within how many days from the exception email?
- A.
3 days
- B.
2 days
- C.
7 days
Correct Answer
C. 7 daysExplanation
An escalation is required if no response is received within 7 days from the exception email. This means that if someone does not respond to the exception email within a week, the issue needs to be escalated to a higher authority or level of management. This ensures that problems or concerns are addressed in a timely manner and not left unanswered for an extended period of time.Rate this question:
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- 11.
How often should the AP coordinator work sweeps to make sure all invoices that have GRs are worked?
- A.
Every 2 days
- B.
Every day
- C.
Every 3 days
Correct Answer
B. Every dayExplanation
The AP coordinator should work sweeps every day to ensure that all invoices with GRs are properly addressed. This frequency ensures that any discrepancies or issues with invoices can be promptly identified and resolved, preventing any delays or errors in the payment process. Regular daily sweeps also help maintain an efficient and organized accounts payable system, allowing for better financial management and accurate record-keeping.Rate this question:
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- 12.
Once the Coordinator reviews and researches a rejected vendor statement, what note is required in APAY?
- A.
Type the date the statement was researched
- B.
Type “Reviewed and Actioned”
- C.
Type your initials and “Statement reviewed and actioned”
Correct Answer
B. Type “Reviewed and Actioned”Explanation
In APAY, when the Coordinator reviews and researches a rejected vendor statement, they are required to type "Reviewed and Actioned" in the note section. This note indicates that the statement has been reviewed and appropriate actions have been taken based on the findings.Rate this question:
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- 13.
When statements are received in APAY, who is responsible for validating which are valid and / or approved to be processed as an invoice?
- A.
Processor
- B.
Coordinator
Correct Answer
A. ProcessorExplanation
The processor is responsible for validating the statements received in APAY and determining which ones are valid and approved to be processed as an invoice. They review the statements, compare them with the established criteria, and ensure that all necessary information is present. The processor plays a crucial role in ensuring that only accurate and approved statements are processed, which helps maintain the integrity of the invoicing system.Rate this question:
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- 14.
What report is executed daily to determine if goods receipts have been created within a specific date range?
- A.
Me23N
- B.
MB51
- C.
ZV2P_PO
Correct Answer
B. MB51Explanation
MB51 is the correct answer because it is a report that is executed daily to determine if goods receipts have been created within a specific date range. The other options, ME23N and ZV2P_PO, are not relevant to this specific task. ME23N is a transaction code used to display a purchase order, while ZV2P_PO is not a valid transaction code in SAP. Therefore, MB51 is the most appropriate option for this scenario.Rate this question:
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- 15.
When running the sweeps tool MB51 in Probe, what number is considered a return goods movement?
- A.
161
- B.
122
- C.
101
Correct Answer
B. 122Explanation
In the sweeps tool MB51 in Probe, the number 122 is considered a return goods movement.Rate this question:
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- 16.
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
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
The statement is true because it states that the AP Coordinator will follow the escalation process based on the status date. This means that if the status date indicates that further action is required, the AP Coordinator will call the appropriate person, send a follow-up email from APAY, and record the call in APAY notes. This shows that the AP Coordinator is proactive in addressing any issues or concerns that may arise.Rate this question:
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- 17.
Coordinators will work by alpha assignment.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
The statement "Coordinators will work by alpha assignment" means that coordinators will be assigned tasks or responsibilities based on alphabetical order. This suggests that the organization or team has a system in place where each coordinator is assigned duties in a sequential manner according to the alphabetical order of their names. Therefore, the correct answer is True.Rate this question:
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- 18.
APAY Sync report is only run in APAY daily.
- A.
True
- B.
False
Correct Answer
B. FalseExplanation
The APAY Sync report is not only run in APAY daily. It can be run at any time and is not limited to a daily schedule. Therefore, the given statement is false.Rate this question:
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- 19.
After seven additional calendar days from the 2nd escalation and you have not received a response, what should you do?
- A.
Follow-up with a phone call to the contact where the first escalation email was sent
- B.
Send a follow- up email to the contact
- C.
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
C. 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 noteExplanation
If you have not received a response after seven additional calendar days from the 2nd escalation, the best course of action is 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, including an APAY note. This approach ensures that both the contact and their manager are aware of the situation and the urgency of a response.Rate this question:
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- 20.
One of the functions of transaction code ZNKAPC is to retrieve P&B responses.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
The transaction code ZNKAPC is capable of retrieving P&B responses.Rate this question:
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- 21.
While reviewing the quality audit, if an auditor finds any errors or needs clarification what should they do to the document?
- A.
Reverse the document and add noted as to why it is being reversed
- B.
Email the processor for clarification
- C.
Put the document on A block while researching
Correct Answer
C. Put the document on A block while researchingExplanation
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 temporarily set aside the document and conduct further investigation or research to address the errors or seek clarification. This allows the auditor to ensure the accuracy and completeness of the document before proceeding with the audit process.Rate this question:
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- 22.
The AP Coordinator is responsible for resolving inquiries for their alpha assignments within how many hours of receiving an email?
- A.
72 hours
- B.
24 hours
- C.
48 hours
Correct Answer
C. 48 hoursExplanation
The AP Coordinator is responsible for resolving inquiries for their alpha assignments within 48 hours of receiving an email. This means that they should aim to respond to any inquiries or issues within this time frame to ensure timely resolution and effective communication with the concerned parties. This prompt response time helps maintain efficiency and keeps the workflow smooth, ensuring that any problems or questions are addressed promptly.Rate this question:
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- 23.
For Ardagh glass P&B issue, AP should send all emails to the Procurement Department for resolution since it is an EDI vendor.
- A.
True
- B.
False
Correct Answer
B. FalseExplanation
The explanation for the given answer is that AP should not send all emails to the Procurement Department for resolution in the Ardagh glass P&B issue. The statement mentions that it is an EDI vendor, which stands for Electronic Data Interchange. In EDI, business documents are exchanged electronically between different companies using a standardized format. Since it is an EDI vendor, AP should instead communicate with the vendor directly through the EDI system for issue resolution, rather than involving the Procurement Department.Rate this question:
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- 24.
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.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
If a vendor already has the PO Box address setup but does not have the street address, it is necessary to continue with the Vendor Maintenance request. This implies that the vendor can still be contacted and their information can be updated or modified, even if the street address is missing. Therefore, the statement is true.Rate this question:
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- 25.
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?
- A.
01 – Reversal in current period
- B.
02 – Reversal in closed period
- C.
04 – Actual reversal in closed period
Correct Answer
C. 04 – Actual reversal in closed periodExplanation
The correct answer is 04 – Actual reversal in closed period. This is because when reversing a PO related document that has been R blocked for price variance in the MR8M screen, the reversal reason code required in the 'Reversal Reason' field is 04, which indicates an actual reversal in a closed period. Reversing in a closed period ensures that the reversal is recorded accurately and does not affect the current period's financials.Rate this question:
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- 26.
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.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
The AP Coordinator is responsible for resolving parked and blocked invoices, which may require calling internal stakeholders. Additionally, there may be situations such as non-compliance and inquiries where the AP Coordinator may need to call the vendor. Therefore, the statement is true.Rate this question:
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- 27.
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
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
The statement is explaining the actions that the Coordinator will take when receiving an inquiry requesting a copy of an invoice in SAP. These actions include displaying the copy, saving it as a PDF, attaching it in an email response from [email protected], adding a note in APAY, and if sent directly from IXOS, sending it on behalf of [email protected] and adding a note in APAY. Therefore, the answer "True" indicates that the statement accurately describes the actions the Coordinator will take.Rate this question:
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- 28.
If the AP Coordinator is working their work items and finds the partial GR while working on the sweeps report (invoice parked as entire PO is not received), who should send the first exception email from APAY and then follow the regular parked and blocked process?
- A.
Processor
- B.
Coordinator
Correct Answer
B. CoordinatorExplanation
The correct answer is Coordinator. The AP Coordinator is responsible for managing work items and handling exceptions in the APAY system. If they come across a partial GR while working on the sweeps report, they should be the one to send the first exception email. They will then follow the regular parked and blocked process to resolve the issue.Rate this question:
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- 29.
The transaction to run the AP SYNC report in BC/Probe is ZNK_SYNC?
- A.
True
- B.
False
Correct Answer
B. FalseExplanation
The transaction to run the AP SYNC report in BC/Probe is not ZNK_SYNC.Rate this question:
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- 30.
Address changes requires what type of supporting documentation:
- A.
Letter from vendor with company letterhead
- B.
Email from vendor (explicitly), no personal emails (yahoo, gmail etc)
- C.
Invoice
- D.
W9 or DPSG Vendor Form
- E.
All of the above
- F.
One of the four answers
Correct Answer
F. One of the four answersExplanation
The correct answer is "All of the above". This is because address changes require supporting documentation such as a letter from the vendor with company letterhead, an email from the vendor (explicitly) excluding personal emails, an invoice, or a W9 or DPSG Vendor Form. Therefore, any of these documents can be used as supporting documentation for address changes.Rate this question:
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- 31.
Who is responsible for validating that Non Compliant is the proper parking reason and to call the vendor to obtain the required information (PO, Contact Name, GSN, Ship To location, etc).
- A.
Processor
- B.
Coordinator
Correct Answer
B. CoordinatorExplanation
The coordinator is responsible for validating that Non Compliant is the proper parking reason and for calling the vendor to obtain the required information such as PO, Contact Name, GSN, Ship To location, etc.Rate this question:
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- 32.
Email inquiries for all the business units should be received in which inquiry email box?
- A.
- B.
- C.
Explanation
All email inquiries for all the business units should be received in the [email protected] email box.Rate this question:
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- 33.
What company code(s) have a check sequence of 5xxx?
- A.
DP01 and DP04
- B.
2240
- C.
DP10
Correct Answer
C. DP10Explanation
The company code(s) with a check sequence of 5xxx is DP10.Rate this question:
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- 34.
An invoice can be parked for a quantity variance when the GR quantity is less than the invoice quantity.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
When the goods receipt (GR) quantity is less than the invoice quantity, it indicates a quantity variance. In such cases, the invoice can be parked to resolve the discrepancy and allow further investigation or adjustment. Parking the invoice temporarily suspends the payment process until the variance is resolved. Therefore, the statement "An invoice can be parked for a quantity variance when the GR quantity is less than the invoice quantity" is true.Rate this question:
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- 35.
The AP coordinator is required to work code 1110 and 2190 once it is equal to or less than 5 days from the invoice date.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
The statement is true because the AP coordinator is required to work with code 1110 and 2190 when the invoice date is within 5 days or less. This suggests that there are specific actions or processes that need to be carried out when the invoice date is approaching or has already passed.Rate this question:
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- 36.
Plant calls are required for reviewing parked and blocked documents with business stakeholders to obtain resolution. How many days in advance should the parked and blocked reports be sent before the calls?
- A.
3 business days
- B.
1 business day
- C.
2 business days
Correct Answer
C. 2 business daysExplanation
The parked and blocked reports should be sent 2 business days in advance before the calls. This allows sufficient time for the business stakeholders to review the documents and provide their input or resolution before the scheduled plant calls. Sending the reports earlier than this timeframe may result in stakeholders not having enough time to review them, while sending them later may cause delays in obtaining the necessary resolution.Rate this question:
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- 37.
How often should the AP Coordinator work QA corrections / resolutions?
- A.
3 day TAT
- B.
2 day TAT
- C.
Same day TAT
Correct Answer
C. Same day TATExplanation
The AP Coordinator should work on QA corrections/resolutions on the same day. This means that any issues or errors identified during quality assurance should be addressed and resolved promptly, without delay. Working on the same day ensures that any necessary adjustments or fixes are made in a timely manner, minimizing any potential impact or disruptions.Rate this question:
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- 38.
When posting a document in FB60, what should always be typed in the 'RefKey 3' field in the 'Details' tab?
- A.
First and last name of the approver
- B.
Invoice number
- C.
Approvers first initial and last name in all caps
Correct Answer
C. Approvers first initial and last name in all capsExplanation
In the 'Details' tab of FB60, the 'RefKey 3' field should always be typed with the approver's first initial and last name in all caps. This ensures that the correct approver is identified and associated with the document being posted. By using the approver's initials and last name in all caps, it helps to maintain consistency and clarity in the system.Rate this question:
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- 39.
If the price on an invoice is not the same as the price on the PO, and the difference is >5% or 500, the invoice will block.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
If the price on an invoice is not the same as the price on the PO and the difference is greater than 5% or 500, the invoice will block. This means that if there is a significant difference in price between the invoice and the purchase order, the invoice will be stopped or held until the discrepancy is resolved. This is done to ensure that the correct prices are being charged and to prevent any potential errors or discrepancies in invoicing.Rate this question:
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