AP Phase 3

eSAP AP Transformation Team

Payment Status Reports for Services

Booklet
Contents
Introduction.................................................................................................................................................2
Payment Status Reports..............................................................................................................................2
Invoice Received Report..........................................................................................................................2
Common Rejection Reasons................................................................................................................3
Processing Status Report.........................................................................................................................4
Common Payment Block Reasons.......................................................................................................5
Ready to Pay Report................................................................................................................................6
Payment Sent Report...............................................................................................................................6

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eSAP AP Transformation Team

Introduction
The Accounts Payable Portal provides robust reports help you manage your invoices and payments. This
Quick Reference Guide will provide an overview of the reports available.

Payment Status Reports

easy to use payment status reports are on the home page of the Accounts Payable Portal, which may be
used to easily follow invoices through every step of the process - from receipt to payment.
 Invoice Received
 Processing Status
 Ready to Pay
 Payment Sent

Invoice Received Report

The Invoice Received report includes invoices received by GM, but not yet
accepted. After an invoice is submitted through the AP portal, it takes 24-48
hours to appear on the Invoice Received report.

Best Practice: Run the Invoice Received report 2 days after invoice submission to determine if the
invoice has been accepted or if there are issues preventing the invoice from being posted for payment. If
the invoice doesn’t appear on the report after 2 days, select Need Help and submit a Help Desk ticket
with the invoice number and purchase order number included.

Invoice Statuses on the Invoice Received Report:

 Evaluation In Progress – The invoice is pending manual review. Invoices submitted via email or
PDF Upload require manual review, which may take up to 2 weeks.
o Invoices submitted via PO Flip method bypass most manual review flags.
 PO Not Released – PO on supplier invoice is incomplete. Contact your buyer to complete the PO.
 Not Accepted – Obsoleted by AP Operations
 Rejected – Invoice was rejected by the approver; reason notated in “Invoice Evaluation Reason”
field. See grid for common reasons.
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eSAP AP Transformation Team

Common Rejection Reasons

Rejection Reason Description Corrective Actions

ERS or Invoice Invoice was submitted for an ERS Do not submit invoices against ERS or Invoicing
Plan or Invoice Plan PO. Plan purchase orders. Payments for ERS Purchase
Orders are initiated when the goods are receipted at
the receiving location. Payment for Invoicing Plan
Purchase Orders are generated based on the
payment schedule.

Multiple PO Supplier invoice references multiple Resubmit the invoice with a single, valid PO number.
Numbers PO numbers. GM will only accept Remove references to blanket POs.
an invoice against a single PO

Not an Invoice Attached document does not Amend the invoice to comply with the Invoicing
contain required data elements to guidelines and resubmit. Customer statements, past
constitute a valid invoice (e.g. due reminders, and release orders do not meet
Invoice number, amount, or date) invoice requirements.

Invalid PO PO number on invoice is not found Contact the buyer for the correct PO number.
in GM records. Resubmit invoice with the corrected PO number.

Duplicate Invoice has already been submitted No action needed. Do not resubmit an invoice until
Document the original invoice is rejected; which may be verified
on the Invoice Processing report.

Missing Mandatory Mandatory information is missing Resubmit invoice with all mandatory information
Information (e.g. Invoice amount, date, bill of lading, vendor
data).

Document Already Document was already paid No action needed. View payment data for the
Processed through another GM Accounts processed invoice in eDACOR / GEPARA.
Payable system

Rejection reason is not possible when Create Invoice from PO button (PO Flip)
in the AP Portal is used to submit the invoice.

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Processing Status Report

The Processing Status Report includes invoices accepted by GM, but not yet
approved for payment. Run report regularly so you may address issues in a timely
manner.

Invoice Statuses in the Processing Status report:

 Approval Pending – The invoice is pending approval for payment.
 Price / Quantity Discrepancy: Invoice quantity / amount exceeds PO balances.
o This block does not occur when using PO Flip in the Accounts Payable Portal because the
system provides and error and stops the invoice from being submitted.
 Adjusted: A credit memo was issued to cancel or adjust the original invoice.
 Vendor Payment Block: A problem exists with the supplier master record email the vendor
master team OPSVendorMaster@conduent.com
 Invoice Block – Invoice was blocked; see reason in Payment Block Description field

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eSAP AP Transformation Team

Common Payment Block Reasons

Payment
Block Reason Description Corrective Actions

Duplicate Invoice has been flagged as a potential No action necessary. The invoice will be
Check duplicate of another invoice in GM’s reviewed by the audit team and block lifted
Accounts Payable systems. if not a true duplicate. Invoices confirmed as
duplicate will be rejected.

OOR (Out of Invoice amount exceeds the maximum
Range) Audit payment amount over the last six
Block months for this supplier/plant
combination for ERS Purchase Orders.
 
No action necessary. The audit team will
contact the receiving location to confirm the
quantity receipted and will either 1) release
the block for payment or 2) correct the
goods receipt quantity.

Invoice Invoice is waiting to be reviewed and If the invoice is getting close or past the
Verification approved. payment due date, contact the Approver.
From the processing status report, select the
- OR - Approver link to open an email t with the
Invoice Approver’s email address. Provide the
Approval invoice number in question to accelerate the
process.

Miscellaneou Miscellaneous request from a GM Send an email with the SAP Invoice Number
s Requested business unit to block the payment (starts with 510) to the vendor master team
Block (e.g. garnishment) opsvendormaster@conduent.com

Debit Bal There is an outstanding debit balance Email debit.balance@conduent.com if you

Requested on the supplier account against which believe the debit balance is in error. Please
Block the payment is being applied. include vendor number / DUNS number in
the email for faster processing.

Vendor Block The vendor is blocked for payment. Email vnaaddlink@conduent.com to ask
Various possible reasons, such as about the block. Please provide your
incorrect bank information or routing vendor / DUNS number in the email for
number faster processing.

Holdback Retention amount of holdback invoice Submit documentation (e.g. release of lien)
which is held until documentation is to request payment of retained amounts at
received by GM to release the the conclusion of the project
payment

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Ready to Pay Report

Ready to Pay report displays invoices that have been cleared to pay when due.

Invoice Statuses on the Ready to Pay report:

 Ready to Pay

Fields Provided on the Report:

 Payment Due Date:
o Calculated based on payment terms in the purchase order and the invoice receipt date.
o ERS payments are calculated based on payment term and goods receipt date.
 Bill of Lading: Use to reconcile the ERS payments to your records.
 Clearing Date: The date the weekly payment file is sent from the payable system to GEPARA.
 Payment Number: Available when the clearing date is populated, click Payment Number link to
view payment details.

Payment Sent Report

Payment Sent report displays invoices that have been paid.

Invoice Status on the Invoice Status report include:

• Paid and Closed

Fields provided on the Report:

• Payment Number: Provides payment details
• Clearing Date: The date the weekly payment file is sent from the payable system to GEPARA.