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XII.4.E.4
Addressing Electronic Invoices that Fail Voucher Build


SECTION OVERVIEW AND POLICIES

This section provides guidance to agencies regarding identifying and addressing electronic invoices that fail in the Voucher Build process.

Process and Transaction Preparation:

Once a vendor submits an electronic invoice to the eSettlements module and the invoice passes validations within the module, it reaches the Voucher Build process. Agencies should refer to Section 4.E.2 – Electronic Invoicing Process of this Chapter, for more information about the electronic invoicing steps that lead up to the Voucher Build process.

 

Errors in the Voucher Build Process

The Voucher Build process creates vouchers in the Accounts Payable module from electronic invoices. However, in some instances, electronic invoices will experience errors in the Voucher Build process:

 

Deleting Failed Invoices and Vouchers and Notifying Vendors

 

SFS will delete invoices that fail the pre-edit process on a regular basis. Agencies should delete vouchers in Recycle status when the vendor failed to submit a proper invoice.

 

When an invoice or voucher is deleted, agencies must notify the vendor and provide the vendor with guidance on subsequent action required to rectify the problem. For example, the agency should instruct the vendor to resubmit a proper invoice (including fields that must be corrected) or instruct the vendor not to resubmit an invoice because the moneys are not due and owing to the vendor.

 

Correcting Vouchers in Recycle Status

 

When a voucher is built in Recycle status and the vendor submitted a proper invoice, agencies should correct the errors and enter the voucher into its normal approval process. For example, assume the following:

 

  1. An agency instructs a vendor to provide goods or services via a purchase order

  2. The agency closes the purchase order in the SFS without contacting the vendor

  3. The vendor submits an electronic invoice that references the closed purchase order

  4. The vendor submitted a proper invoice

  5. The proper Invoice Received Date was assigned to the voucher in eSettlements

 

This invoice will experience errors in the Voucher Build process. It is important that the agency correct the errors and enter the voucher into its normal approval process to preserve the proper Invoice Received Date.

 

Submitting Corrected Vouchers into Workflow


When an agency corrects the errors on a voucher, or an invoice successfully completes the Voucher Build process, the agency must enter an appropriate value into the Obligation Date field on the voucher. Once the voucher is successfully saved, the user must submit the voucher into workflow. Agencies should refer to Section 4.E.5 – Identifying and Processing Vouchers of this Chapter, for more information about processing vouchers from electronic invoices that successfully complete the Voucher Build process. The diagram shown below depicts the process for vouchers that experience errors in the Voucher Build process.

 

 

 

Guide to Financial Operations
REV. 04/01/2017