Account Manager
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      Triaging AP issues

      The below AP issues will be triaged by the individuals listed under the issue in the below screenshot, which is also explained further down in the article.

      AP Questions

      No PO# / Incorrect PO on Vendor Invoice:

      1. AP Team will send the vendor invoice to Cris Munoz to be investigated. 
      2. Cris will research the invoice received from the vendor to try and find the purchase order the AP team can match against. 
        1. If he is able to find the order, he will contact AP with the Purchase Order that can be used to voucher the invoice. 
        2. If he is unable to find the order, he will contact the appropriate people for help. This includes, Area Account Managers, Account Managers, and Sales Reps. 
      3. Area Account Managers, Account Managers, and Sales Reps will work together to get a correct PO# sent to or created for the AP Team to voucher against. 

      Small Order / Minimum Order Fees:

      This process is for when AP receives an invoice for Small Order/Minimum Fees that need to go against the sales rep. 

      1. AP Team will tag the Account Manager in AP Invoice Tracker for the AM to enter a new order and create a new PO for this fee.
      2. Run Order Entry using the customer's account. 
      3. Start a CUSTOM order. 
      4. Rep ID should remain as the sales rep of the order we were charged said fee on. 
      5. Set Customer PO to "AP Tracking, Do not send Inv".
      6. Set Description to "Vendor Fee on PO ______", using the PO# from the invoice AP tagged you on. 
      7. Add the correct C-Item for the vendor that invoiced us this fee and apply the correct cost on the invoice. 
      8. Zero out all item and freight pricing. 
      9. Add an order comment with the original order and PO that this links to. 
      10. Review and Complete the order. 
      11. Collect the PO at the end of the order and tag on the AP tracker. 

      ONLY USE C-ITEMS FOR THESE, DO NOT USE FDM4 ITEM NUMBERS!

      This will work for EDI vendors as well since the C-item will be used for creating the order/PO. 

      CUSTOM Discrepancies between Vendor Invoice and PO:

      1. AP Team will send tag the Account Manager on the Invoice Issue Tracker to have this investigated. 
      2. The Account Manager will search the PO in Review Purchase Orders to find the order this matches to, or look at the Order number field on the AP Issue. 
      3. Search that order number in Review Customer Orders.
        1. If the order is in a FDM4 to D/C warehouse status, go into Purchase Order Entry to match what is on the vendor invoice to the Purchase Order.
          1. Edit the order as well to match what is on the invoice. This edit to the order may include; pricing to the customer, style number changes, size discrepancies , etc. 
        2. If the order is Partially Shipped, or Shipped:
          1. Overage would need a new order and PO created in FDM4 to voucher correctly.
          2. Shortages and Mis-Ships will likely need a new order/PO depending on when the issue get's reported. Work with your Area Account Manager on the best process. 

      Stock Pricing Discrepancies:

      1. AP Team will tag Roger Reece on the Invoice Issue Tracker. 
      2. Roger Reece will work with the items team to get the pricing adjusted in FDM4 at the item level. 

      Duplicate Vendor Invoice using the same PO#:

      1. AP Team will tag the Account Manager on the Invoice Issue Tracker to have this investigated. 
      2. The Account Manager will search the PO in Review Purchase Orders to find the order this matches to, or look at the Order number field on the AP Issue.
      3. View any comments that might be on the PO stating a reason as to why this happened or if there is any indication of a second order being placed. 
      4. Take the order number and search Review Customer Orders. 
      5. Look for any comments, search the reference number to see if there was another order tied to the same reference number. The wrong PO may have just been used. 
      6. If it truly a duplicated order, whether that be because of EDI, Promo Standards, or human error, you will need to key a new order using the appropriate Sales ID. 
        1. Rep Duplication:
          1. Place a new order for the duplication under the customers account, using the sales reps NORMAL sales ID number.
          2. Provide that new order number and PO number to the AP team by commenting back on the Tracker and tagging them by typing @ and their name. 
          3. If the order meets the returns policy, contact GO returns to get an RA for the items to be returned back to the vendor.
          4. If the RA is approved, enter a claim against the order you entered under step "i" and follow the Game One return teams direction to have the product returned back. Do not contact the vendor yourself, this is against company policy. 
          1. If the product can't be returned, place a REPCHARGE order for the 70% COGS hit that Game One took on the duplication. Use the rep NORMAL Sales ID number for the REPCHARGE order. The rep was costed 30% already for the duplication, but since they made the error they need to be costed 100% of the COGS.
        2. Account Manager Duplication:
          1. Obtain approval from Trinity Preslar to use the non-sales ID 4443. 
          2. Once approval is received, place a new order under the customers account, using 4443 as the sales ID. Makes sure to update the Sales ID on the Main tab, not the order information screen.
          3. Provide that new order number and PO number to the AP team by commenting back on the Tracker and tagging them by typing @ and their name. 
          4. Work with Game One returns team to return anything to the vendor or stock that we are able to, if it meets the Game One return policy or if that team will allow the exception. 
          5. If the return is approved, enter the claim against the order you placed against 4443, so that order is credited back. 
        3. System Duplication (Promo Standard & EDI):
          1. Obtain approval from Lukas Eswein-Peterson to use the non-sales ID 4447.
          2. Once approval is received, place a new order under the customers account, using 4447 as the sales ID. Makes sure to update the Sales ID on the Main tab, not the order information screen.
          3. Provide that new order number and PO number to the AP team by commenting back on the Tracker and tagging them by typing @ and their name. 
          4. Work with Game One returns team to return anything to the vendor or stock that we are able to, if it meets the Game One return policy or if that team will allow the exception. Explain to them that this is a system duplication.
          5. If the return is approved, enter the claim against the order you placed against 4447, so that order is credited back. 
        4. Vendor Duplication:
          1. Obtain approval from Amanda Unger to use the non-sales ID 4449.
          2. Once approval is received, place a new order under the customers account, using 4449 as the sales ID. Makes sure to update the Sales ID on the Main tab, not the order information screen.
          3. Provide that new order number and PO number to the AP team by commenting back on the Tracker and tagging them by typing @ and their name. 
          4. Work with Game One returns team to return anything to the vendor or stock that we are able to, if it meets the Game One return policy or if that team will allow the exception. Explain to them that this is a system duplication.
          5. If the return is approved, enter the claim against the order you placed against 4449, so that order is credited back.