After an invoice has been assigned an accepted voucher number, it is electronically routed to the Accepted But Not Received in AP queue. The processor should drop off the original invoices and back-up documentation into one of the five AP/CAR drop boxes located around the University.

After the paper documentation arrives in Accounts Payable, an Audit & Review Specialist opens an approval view from the Accepted But Not Received in AP queue.

A read-only inquiry window opens, identical to the approval view described earlier, except that the actions available to the A&R Specialist are Accept (approve for payment), Hold, and Reject.

If all the details of the voucher are in order, the A&R Specialist approves it for payment by pushing the Accept button. A history event will be recorded. The voucher will proceed to the nightly batch check writing process and a check will be produced the following business day.

Note: When Check Pickup has been selected no phone call will be made. Once the batch check writing process produces the check, the item will appear in the processor’s Checks Ready for Pickup queue.

If the A&R Specialist has questions or concerns about an item, he or she may temporarily halt progress of the voucher by pressing the Hold button. A history event will be recorded and the Specialist will be prompted to enter an explanation for the hold. The item will then be electronically routed to the processor’s Returned by AP for Correction queue.

To reject payment of a voucher, the A&R Specialist pushes the Reject button. A window will appear prompting the A&R Specialist to enter an explanation for the rejection.

Two history events will be recorded, one showing the payment rejection ("Audit approval denied"), and the second ("Invoice rejected by AP; automatic credit memo generated") showing that the AP/CAR system automatically generated a credit memo to reverse the FAS account charges.

The voucher will be routed to the processor’s Rejected by AP queue where the processor may view the various history events by highlighting the event in Invoice History and clicking Review.

Note: A rejected voucher will automatically disappear from the processor’s queue after twenty business days.

THE RETURNED BY AP FOR CORRECTION QUEUE

If an A & R Specialist places a voucher on hold, it will be routed to the processor’s Returned By AP for Correction queue. Consequently, the processor must routinely monitor his or her Returned By AP for Correction queue. When a number appears in the queue, the processor can click on the Total box, highlight an item in the drop down box in the lower part of the screen, click on the Correct Invoice button, and view the A&R Specialist’s explanation.

Note: After a processor electronically submits an item to Accounts Payable, he or she should immediately drop off the paper back-up documentation in an AP/CAR drop Box. After twenty business days, if AP still hasn’t received the back-up documentation, the item will be put on “HOLD” and routed to the processor’s Returned by AP for Correction queue, with a message requesting submission of the back-up documentation.

Read the text message entered by an Audit & Review Specialist in Accounts Payable. Click OK, then Enter Reply.

Enter a text response to the Audit & Review Specialist’s message. You must enter at least ten characters to enable Accept.

Click Accept.

Click Close.

To the question, Save Changes?, click Yes. This voucher will now appear in your Correction Returned to AP queue where the Audit & Review Specialist will access it and either Approve, Hold or Reject it.

Need more help? 

Contact us: AP Service Center, AP Staff Directory.