Accounts Payable FAQs

The AP Worklist is an online tool for Yale business offices to electronically view, process and approve invoices on hold.

  • Easy-to-use interface routes invoices on hold directly to the unit that is required to take action prior to payment
  • Invoices are routed to an individual’s Worklist based on the organization segment of the PTAEO
  • Users take action on an invoice and directly update Oracle. This eliminates Accounts Payable intervention and improves invoice payment time to Yale suppliers!

All invoices on hold are routed to one of the five (5) routing groups. The AP Workflow Hold or routing hold is the mechanism used to route the invoice through the AP Worklist application. It is also used to capture the routing information and information about the action taken. However, it is not a hold which requires action. The AP Workflow Hold will always be linked to the hold that identifies the issue with the invoice, i.e., “AUTHORIZER NEEDED ” or “PTAEO NEEDED ”. By taking the action required to release the “PTAEO NEEDED” hold, the AP Workflow Hold will be released as well.

Departmental Business Managers or their designees arrange for Yale Staff to access the AP Worklist by contacting Rob Bores, Yale University Procurement, at 203.432.5974.

Departmental Business Manager or designees:
To request access for yourself and others, please provide Rob Bores, Yale University Procurement with the following data:

  • The names and NetIDs of the individuals requiring access to the application.
    This should be the individuals who currently process the invoice holds for the unit.
  • The portion(s) of the University Oversight Hierarchy the individuals will need access to.
    Access may be granted at any branch of the hierarchy, from the Officer level to the Organization level. The larger the branch the easier the access will be to maintain for the unit. View the Organizational Hierarchy Viewer:

Staff:

Individuals awaiting access will be copied on all e-mails regarding their access request. Once access is granted to the AP Worklist, all pending holds will be routed to your Worklist and the email process will cease.

Within the AP Worklist application an individual is either an “approver” or a “submitter”. The role the individual is assigned is determined by whether or not she is a disbursement approver in START. If she is a disbursement approver, then she is an approver within the application. If she is not, then she is a submitter.

Please note, the orgs an individual is able to approve invoices for within the AP Worklist application are not linked to the orgs identified within the disbursement approvers list in START. If an approver, the individual will be able to approve all invoices that she has been given access to within the AP Worklist application and are, therefore, routed to her Worklist.

Also note that no dollar limits may be imposed on approval authority through the AP Worklist application.

An individual’s role will be readily apparent upon opening the detail screen for an invoice. The button on the bottom left corner of the screen is dynamic and will identify the role – Approve or Submit.

Screenshot
Screenshot

Because this role is determined by the disbursement approvers list in START, the only way to change an approver to a submitter or a submitter to an approver is by changing the disbursement approvers list in START. This may be accomplished through the Maintain Lists responsibility in Oracle’s E-Business Suite.

This could be due to an access issue:

  • Two access requests are necessary and both must be completed in order for an individual to use this application.
    1. Access to the Oracle responsibility titled “Invoice Approval Worklist”. If this responsibility is listed on the Oracle E-Business Suite then, this request has been processed.
    2. Screenshot
    3. Access to the appropriate org(s) for the unit. If this request has not been completed the individual will receive an error message when he opens the AP Worklist.
    4. Screenshot
  • If both access requests have been processed, then most likely your AP Worklist is empty because you have no invoices on hold currently requiring action by the department. In this instance the message will be “No Worklist Records Found.”

Contact Rob Bores, Yale University Procurement at 203-432-5974 for assistance.

Access requests may be processed by business managers through a START list.

This depends on how many invoice holds the individual routinely receives. The router is run two times a day. After this occurs, invoices are routed as required. Therefore, checking the Worklist twice a day would be the most an individual would need to do. For a department with fewer invoice holds, once a week may be sufficient.

The best business practice for a business office to follow is to release holds within 5 business days of the Worklist Date. As it may take a few days for the business office to do the necessary research to release the hold, the Worklist should be checked at least once a week.

Yes. The email notification will identify the number of invoices, the length of time the invoices have been on the Worklist and whether the invoices are New or Submitted.

Through a profile option, individuals are able to select the frequency of the email notifications:

  • Daily
  • Weekly (Monday afternoon)
  • Reminders Only

Regardless of the profile setting however, individuals will receive an e-mail notification if an invoice has been on his or her Worklist for two weeks or more. This email will be sent to all individuals who have access to the routing org of the invoice at issue.

No. E-mail notifications are only sent when the invoice is initially routed to the Worklist. The department will need to set up an internal process to notify the approver when there is an invoice ready for his or her approval.

Not all invoices on hold that require input from the department are routed to the department via the AP Worklist. This is either due to the complexity of the hold issue, as with the EID holds, or the complexity of the invoice, as with multi-department invoices. Under these circumstances, an email exchange with the AP Holds team is still necessary.

The following hold codes will not be routed via the Worklist due to the complexity of the issues involved:

  • EID Automatic Hold
  • EID Hold
  • MULTI-DEPT INVOICE

Invoices from the following vendors are excluded from routing:

  • DHL WORLDWIDE EXPRESS
    Vendor #101347
  • FEDERAL EXPRESS CORP (FEDEX)
    Vendor #101634
  • UNITED PARCEL SERVICE (UPS)
    Vendor #104239
  • SHRED IT CONNECTICUT INC
    Vendor #116167

These vendors typically submit a comprehensive invoice to the University, rather than separate invoices for each University unit. If this invoice were routed to a department’s Worklist, the system would require the department to correct each invalid PTAEO on the invoice, not just those belonging to the department.

Fully posted invoices. In very rare and anomalous situations, an invoice may be fully posted and on hold. These invoices will not be routed via the AP Worklist.

There may be other circumstances that require an e-mail exchange between AP and the department in order to release the invoice hold. These instances should be rare, and will be avoided if at all possible. The best business practice is for the invoice to be routed to the department’s Worklist.

Because of these exceptions, it is the best practice for departments to monitor the Invoice Hold Report at least on a monthly basis, preferably weekly, depending on the hold volume for the unit.

If you are experiencing technical difficulties, please contact the ITS Help Desk at 203-432-9000.

If you have a question about a business process such as why is this invoice on hold or how do I release this invoice from hold, please contact the Yale Shared Services Contact Center or 203-432-5394.

Rejecting an invoice indicates that the submitter or the approver has determined that the invoice should not be paid by his or her organization. Once rejected, the invoice is removed from the user’s Worklist and is routed to AP and is not available to the user for further editing.

Learn more about rejecting invoices

Currently, bounces are not being routed via the AP Worklist application. However, Yale University Procurement plans to begin routing bounces through the application in fiscal year 2009.

The AP Worklist is designed to route invoices that are on hold. Bounces are not invoices that are on hold. Rather, they are invoices where the organization that incurred the expense can be identified and the invoice amount is less than $100. Under these circumstances the invoice is paid to the unit’s bounce account. It is not placed on hold. Because the invoice is not on hold, it is not recognized by the router.

Not all invoices are imaged and loaded into the Oracle database. However, an individual may reject the invoice back to Accounts Payable through the AP Worklist and request that an image be attached.

If an image can not be obtained from Accounts Payable, the individual should contact the vendor for assistance.

If both access requests have been processed, it could be for one of the following reasons:

  • The invoice is not yet live for department action. The individual should view the invoice in Procurement Inquiry to determine which AP Workflow Hold is currently on the invoice. This will identify which routing group is currently responsible for the invoice:
    • AP Workflow Hold – AP
    • AP Workflow Hold – Dept
    • AP Workflow Hold – G&C
    • AP Workflow Hold – AP Director
    • AP Workflow Hold – Controller

Only invoices on the “AP Workflow Hold - Dept” will appear on an individuals’s Worklist.

If the invoice is currently on the “AP Workflow Hold – Dept” then contact the AP Help Desk for assistance. The AP Help Desk will check the following:

  • Current routing org for the invoice.
  • Verify that the individual has access to the routing org and that the org access is enabled. The individual will have access to all branches of the hierarchy under the “parent” branch identified in the setup.
  • If the individual does not have access to the current “routing org” then the invoice will not appear on his Worklist.
  • If the routing org belongs to another department and it is a multi-department invoice also containing the individual’s org, then the department identified by the routing org is currently responsible for rectifying the issue with the invoice.
  • If it is not a multi-department invoice and the individual is certain that the invoice was misdirected to the department identified by the routing org, she should contact the AP Holds Team to request that the invoice be rerouted to the appropriate org.

Assuming there are no other holds on the invoice, and depending on the time of day the invoice was approved, the check will be cut either that day or the next day.

If a distribution line should be split across multiple PTAEOs, the user may click the “Split” button on that distribution line. If the distribution line does not contain a Split button, that distribution is not “open”. It has been locked from editing and may not be split.

Screenshot

Upon clicking the Split button, the split window opens allowing the end user to enter up to ten (10) new PTAEOs for that distribution. Delete and Copy buttons are provided for each split distribution. VIPs may be used and the expenditure type locator is available. Split distribution dollar amounts may be entered either by a specific dollar amount or by a percentage.

Screenshot

The individual may click the “Split” button to view the SPLIT attachment. Revisions to this document may be made in the Split Distribution window and saved by clicking the “Save Splits ” button.

After the invoice has been approved and the detail screen closed, the individual may go to Procurement Inquiry to view the SPLIT document.

Screenshot

Training is recommended but not required. To arrange for training, departmental business managers should contact Rob Bores, Yale University Procurement at 203-432-5974. Training may consist of a hands-on session at the unit, a demonstration in an auditorium setting or the use of on-line training. The style of training used will depend on the needs of the unit and the individuals involved.