AP Processing SOP Changes PKT

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AP Processing SOP Changes PKT - Quiz


AP Processing


Questions and Answers
  • 1. 

    Every day I should review the daily pending report and scan my alpha assignments for potential duplicates.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The statement suggests that the person should review the daily pending report and scan their alpha assignments for potential duplicates every day. Therefore, the correct answer is True, indicating that the statement is accurate and should be followed.

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  • 2. 

    Park invoices as "invalid PO" that have a PO number which starts with a “2” and is 8 to 10 digits long.  

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    The statement is false because it states that invoices with a PO number starting with "2" and being 8 to 10 digits long should be parked as "invalid PO." However, the correct answer is false, indicating that this statement is incorrect. Therefore, invoices meeting these criteria should not be parked as "invalid PO."

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  • 3. 

    When receiving an invoice with a PO number that has a 4 digit code that starts with an "8" complete which action to take below.

    • A.

      A. Reject the invoice as missing PO and email [email protected]

    • B.

      B. Use transaction code Z_WO_Contact, enter the code under the Plant Field, execute. Park the invoice for coding and approval and route to the email address that returned via the report.

    • C.

      C. Park the invoice as invalid PO and send AP notification to contact on contact listing.

    • D.

      D. None of the above

    Correct Answer
    B. B. Use transaction code Z_WO_Contact, enter the code under the Plant Field, execute. Park the invoice for coding and approval and route to the email address that returned via the report.
  • 4. 

    If a GSN and buyer name is present on the invoice for a Non PO, the buyer name takes priority over the GSN.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    The explanation for the given answer, False, is that if a GSN (Goods and Services Number) and buyer name are present on the invoice for a Non PO (Non Purchase Order), the GSN takes priority over the buyer name. This means that the GSN will be considered the primary identifier for the transaction, rather than the buyer name.

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  • 5. 

    When receiving an invoice with a GSN, park the invoice for coding and approval and route to the GSN on the invoice.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    When receiving an invoice with a GSN (General Service Number), it is necessary to park the invoice for coding and approval. This means that the invoice is put on hold until it can be properly reviewed and processed. Additionally, the invoice should be routed to the GSN mentioned on the invoice. This ensures that the invoice reaches the appropriate department or individual responsible for handling invoices with that specific GSN. Therefore, the statement "True" is correct as it accurately describes the necessary steps when receiving an invoice with a GSN.

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  • 6. 

      The procure-to-pay compliance policy requires routing information to be present on the vendor’s invoice.  Pick the acceptable routing criteria from the below selection.

    • A.

      A. Purchase Requisition (PR), Purchase Order (PO), Global Short Name (GSN)

    • B.

      B. Purchase Requisition (PR), Purchase Order (PO), Global Short Name (GSN), Fleet Work Order (WO)

    • C.

      C. Purchase Requisition (PR), Purchase Order (PO), Global Short Name (GSN), Fleet Work Order (WO), Fleet Plant Code

    • D.

      D. Purchase Requisition (PR), Purchase Order (PO), Global Short Name (GSN), Fleet Work Order (WO), Fleet Plant Code, Buyer Name and Contact Number

    • E.

      E. Purchase Order (PO), Global Short Name (GSN), Fleet Work Order (WO), Fleet Plant Code, Buyer Name and Contact Number

    Correct Answer
    D. D. Purchase Requisition (PR), Purchase Order (PO), Global Short Name (GSN), Fleet Work Order (WO), Fleet Plant Code, Buyer Name and Contact Number
    Explanation
    The correct answer is D because the procure-to-pay compliance policy requires all of these routing criteria to be present on the vendor's invoice. This ensures that the invoice is properly processed and approved according to the company's purchasing procedures. Including the purchase requisition, purchase order, global short name, fleet work order, fleet plant code, and buyer name and contact number on the invoice helps to accurately identify and track the transaction, ensuring compliance with the policy.

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  • 7. 

    There are several reasons to reject an invoice.  The APAY codes include the following:  PO Invoice Not From Vendor, Missing PO, Invoice (Non PO) Not from Vendor, Missing GSN (Non PO Inv), Valid Invoice, Invalid/Delete (Not an Invoice, Duplicate, Not a Valid Bill To Company), Non Compliant, Vendor Maintenance Required and Rescan.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The given statement is true. The APAY codes mentioned in the explanation are the reasons for rejecting an invoice. These codes represent different scenarios such as invoices not from the correct vendor, missing purchase order, non-compliant invoices, invalid or duplicate invoices, and invoices that require vendor maintenance or rescanning. By using these codes, the organization can effectively categorize and reject invoices that do not meet the necessary criteria.

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  • 8. 

       If an invoice in the amount of $563.98 comes in from a Dr Pepper Snapple employee email (dpsg domain), contains a PO on the invoice and shows “EO” email other in the source destination field, the invoice should be:

    • A.

      A. processed if the goods receipt matches the PO

    • B.

      B. rejected as "PO Invoice Not From Vendor" and sent to [email protected]

    • C.

      C. rejected as "PO Invoice Not From Vendor" and sent back to DPS employee's email

    • D.

      D. rejected as “Non Compliant”

    Correct Answer
    C. C. rejected as "PO Invoice Not From Vendor" and sent back to DPS employee's email
    Explanation
    The correct answer is C. rejected as "PO Invoice Not From Vendor" and sent back to DPS employee's email. This is because the invoice is coming from a Dr Pepper Snapple employee email (dpsg domain) and not from a vendor. Therefore, it does not meet the criteria of being a valid invoice from a vendor and should be rejected and sent back to the employee's email.

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  • 9. 

    If an invoice in the amount of $345,830.94 comes in from a Dr Pepper Snapple employee email (dpsg domain), contains a GSN on the invoice and shows “EO” email other in the source destination field, the invoice should be:

    • A.

      A. processed if the receipt matches the PO

    • B.

      B. rejected as "Invoice (Non PO) Not From Vendor" and sent to [email protected]

    • C.

      C. rejected as "Invoice (Non PO) Not From Vendor" and sent back to the DPS employee's email

    • D.

      D. rejected as "Non Compliant"

    Correct Answer
    B. B. rejected as "Invoice (Non PO) Not From Vendor" and sent to [email protected]
    Explanation
    If an invoice in the amount of $345,830.94 comes in from a Dr Pepper Snapple employee email (dpsg domain), contains a GSN on the invoice and shows "EO" email other in the source destination field, the invoice should be rejected as "Invoice (Non PO) Not From Vendor" and sent to [email protected]. This means that the invoice does not match a purchase order, is not from a vendor, and should be sent to the designated email address for further processing.

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  • 10. 

    If an invoice in the amount of $ 45, 839.34 comes in from a Dr Pepper Snapple employee email (dpsg domain), does not contain a PO, PR, GSN, Fleet Work Order, Fleet Plant Code or buyer name, the invoice should be:

    • A.

      A. rejected as "Missing GSN (Non PO Inv)" if scanned as Non PO or "Missing PO" if scanned as a PO back to [email protected]

    • B.

      B. rejected as "PO Invoice Not From Vendor' and sent to [email protected]

    • C.

      C. rejected as "Invoice (Non PO) Not From Vendor" and sent to [email protected]

    • D.

      D. rejected as "Invoice (Non PO) Not From Vendor" if scanned as Non PO or rejected as "PO Invoice Not from Vendor" if scanned as PO ans sent back to the DPS employee's email.

    • E.

      E. Rejected as "Non Compliant"

    Correct Answer
    D. D. rejected as "Invoice (Non PO) Not From Vendor" if scanned as Non PO or rejected as "PO Invoice Not from Vendor" if scanned as PO ans sent back to the DPS employee's email.
    Explanation
    The correct answer is D because if the invoice does not contain a PO, PR, GSN, Fleet Work Order, Fleet Plant Code, or buyer name, it should be rejected as "Invoice (Non PO) Not From Vendor" if scanned as Non PO. If it is scanned as a PO, it should be rejected as "PO Invoice Not from Vendor" and sent back to the DPS employee's email. This ensures that invoices without the necessary information are not processed and are returned for correction or clarification.

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  • 11. 

    If there is something that needs to be added to the face of the check such as a Department number the processor should do the following:

    • A.

      A. In the header text field, add an “@” and the preceding value such as department number

    • B.

      B. In the header text field, add an "@" and the preceding value such as department number and change the payment method to "M"

    • C.

      C. In the header text field, add an "@" and the proceeding value such as department number and another "@" and change the payment method to "M"

    • D.

      D. None of the above

    Correct Answer
    B. B. In the header text field, add an "@" and the preceding value such as department number and change the payment method to "M"
    Explanation
    The correct answer is B because it states that in the header text field, an "@" symbol should be added along with the preceding value (such as department number) and also change the payment method to "M". This option fulfills both requirements mentioned in the question. Option A only adds an "@" symbol without changing the payment method, while option C adds two "@" symbols which is not mentioned in the question. Option D states that none of the above options are correct.

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  • 12. 

    When processing an invoice in which the vendor is set-up in one company code and the GL coding is for a different company code, enter the invoice in the company code in which the vendor is created and switch at the line item level.  (Example –vendor in 3180 but invoice for GL coding is in 3620). 

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    When processing an invoice, if the vendor is set up in one company code and the GL coding is for a different company code, it is correct to enter the invoice in the company code in which the vendor is created and then switch at the line item level. This means that even though the GL coding is for a different company code, the invoice is still entered in the company code where the vendor is set up. This allows for proper tracking and recording of the invoice and ensures that the correct company code is used for reporting and accounting purposes.

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  • 13. 

    ACH/Wire have their own forms and should not be processed on a payment request form.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    ACH/Wire should not be processed on a payment request form because they have their own specific forms. This means that ACH and Wire transactions require separate forms and should not be included on a general payment request form. Therefore, the statement is false.

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  • 14. 

    Special Handling instructions must be added to the excel shared drive log by 1:30 pm CST each day for instructions to go to the disbursement team. 

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    Special handling instructions must be added to the excel shared drive log by 1:30 pm CST each day for instructions to go to the disbursement team. This means that it is necessary to add the instructions before the specified time in order for them to be sent to the disbursement team. Therefore, the statement "True" is correct.

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  • 15. 

    Existing Vendor Based Exceptions include ARI Payment Terms, ERS vendors such as Crown Cork and Seal and Vendor Uploads such as Data2Logistics. 

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The statement is true because it states that there are existing vendor-based exceptions such as ARI Payment Terms, ERS vendors like Crown Cork and Seal, and Vendor Uploads like Data2Logistics. This implies that there are indeed exceptions in the vendor system that are based on specific vendors or their payment terms, and these exceptions are already in place.

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  • 16. 

    If an invoice in the amount of $8,234.23 comes in from a vendor and does not contain a PO, PR, GSN, Fleet Work Order, Fleet Plant Code or buyer name, the invoice should be:

    • A.

      A. rejected as “Missing GSN (Non PO Inv)” if scanned as Non PO or “Missing PO” if scanned as a PO back to [email protected]

    • B.

      B. rejected as “Missing GSN (Non PO Inv)” if scanned as Non PO or “Missing PO” if scanned as a PO back to [email protected]

    • C.

      C. rejected as “Non Compliant”

    • D.

      D. rejected as “PO Invoice Not From Vendor” and sent to [email protected]

    Correct Answer
    A. A. rejected as “Missing GSN (Non PO Inv)” if scanned as Non PO or “Missing PO” if scanned as a PO back to [email protected]
    Explanation
    The correct answer is A because if the invoice does not contain a PO, PR, GSN, Fleet Work Order, Fleet Plant Code, or buyer name, it should be rejected as "Missing GSN (Non PO Inv)" if scanned as Non PO or "Missing PO" if scanned as a PO. The invoice should be sent back to [email protected] for further action.

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  • 17. 

    If an invoice in the amount of $78,234.23 comes in from a vendor and does not contain a PO, PR, GSN, Fleet Work Order, Fleet Plant Code or buyer name, the invoice should be:

    • A.

      A. rejected as “Missing GSN (Non PO Inv)” if scanned as Non PO or “Missing PO” if scanned as a PO back to [email protected]

    • B.

      B. rejected as “Missing GSN (Non PO Inv)” if scanned as Non PO or “Missing PO” if scanned as a PO back to [email protected]

    • C.

      C. rejected as “Non Compliant”

    • D.

      D. rejected as “PO Invoice Not From Vendor” and sent to [email protected]

    Correct Answer
    B. B. rejected as “Missing GSN (Non PO Inv)” if scanned as Non PO or “Missing PO” if scanned as a PO back to [email protected]
    Explanation
    The correct answer is B because it states that the invoice should be rejected as "Missing GSN (Non PO Inv)" if it is scanned as Non PO or "Missing PO" if it is scanned as a PO. It also provides the correct email address ([email protected]) to send the rejected invoice back to. This option addresses the specific issue of missing GSN or PO, which are important requirements for processing the invoice.

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  • 18. 

    If an invoice in the amount of $9,335.22 comes in from a Dr Pepper Snapple employee email (dpsg domain), does not contain a PO, PR, GSN, Fleet Work Order, Fleet Plant Code or buyer name, but does contain an AP Exception approved form signed by the VP of Financial Services, the invoice should be:

    • A.

      A. rejected as “Missing GSN (Non PO Inv)” if scanned as Non PO or “Missing PO” if scanned as a PO back to [email protected]

    • B.

      B. rejected as “Invoice (Non PO) Not From Vendor” if scanned as Non PO or rejected as “PO Invoice Not from Vendor” if scanned as PO and sent back to the DPS employee’s email

    • C.

      C. processed if coding and approval is included and parked for coding and approval and routed to the DPS employee’s email if coding and approval is not provided

    • D.

      D. rejected as “Non Compliant”

    Correct Answer
    C. C. processed if coding and approval is included and parked for coding and approval and routed to the DPS employee’s email if coding and approval is not provided
    Explanation
    The correct answer is C because it states that the invoice should be processed if coding and approval are included. It also mentions that if coding and approval are not provided, the invoice should be parked for coding and approval and routed to the DPS employee's email. This suggests that the invoice can still be processed if the necessary information is provided, but if it is missing, further action is required to obtain the required coding and approval.

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  • 19. 

    All Foreign Exchange (Forex) invoices are parked. 

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The statement suggests that all foreign exchange (Forex) invoices are parked, indicating that this is a common practice or requirement. Therefore, the correct answer is "True," implying that all Forex invoices are indeed parked.

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  • 20. 

    All Foreign Exchange (Forex) invoices should have a spreadsheet completed and an email sent to [email protected], do not address anyone in the email, email subject line should contain FX invoice(s) – VNAME and V# MM/DD/YY - # of invoices with the text of please submit for payment. 

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The given correct answer is "True". This means that it is true that all Foreign Exchange (Forex) invoices should have a spreadsheet completed and an email sent to [email protected]. The email should not address anyone specifically, and the subject line should contain FX invoice(s) - VNAME and V# MM/DD/YY - # of invoices with the text of please submit for payment. This indicates that there is a specific process in place for handling Forex invoices, and it is important to follow these instructions for proper payment submission.

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