Step

​Invoices requiring attention (either "pending approval" or "rejected” or “invoices on hold” or “instalments on hold”)
Regularly review the payables infolet/dashboard and undertake regular maintenance and monitoring.

Responsible Party

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Explanatory Notes

The invoices includes both unpaid and paid.  The paid invoicess are generally those where a manual payment was made outside Quantum and subsequently linked to an invoice. 

Complementary information can be found in the link section on Quantum Financial Closure Instructions.
 

Step

Review the invoices and take the following action as required:
For unpaid invoices
Consider whether a manual payment was made outside Quantum and, if so, link the manual payment to the invoice, approve and fund-check so that the invoice is considered complete;
If the invoice is no longer needed, cancelit after Validation has been attempted. (There is no need to set the accounting date when deleting invoices since accounting has not yet been generated. The expense will be reversed in Budget Control according to the budget year the invoice was originally recorded in.)
For unpaid and paid invoices
if the invoice is for goods or services receipted on or before the closing date, ensure that the invoice is approved and fund-checked with an accounting date on or before the closing date

Responsible Party

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Explanatory Notes

OFM will take the following course of action for invoices that are still not approved after the monthly closure of the General Ledger
Paid invoices. Management of each CO remains accountable for ensuring that payments made against these invoices were made in strict compliance with UNDP rules and regulations;
Unpaid invoices. OFM will move the invoices that are not under approved status to next accounting period by the end of the monthly closure of the General Ledger. The list of such invoices will be extracted before they are deleted or cancelled, for future references and for audit trail. If payments still need to be made for any of these invoices, a new invoice must be created by the respective CO or HQ Unit.

Step

Invoices with match exceptions

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Explanatory Notes

​Matching can be "two-way" or "three-way". Matching links POs with receipts and invoices, to help ensure that suppliers are not overpaid.  
The invoices includes both unpaid and paid.  The paid invoices are those where a manual payment was made outside Quantum and subsequently linked to the invoice. 
In addition to actions described, refer to Overview of Matching Process, a guide for Quantum users, for help on the appropriate actions required to clear matching exceptions

Step

Review the invoices with "pending approval" status and take the following actions:
For approver

Go to the requiring my approval tab under the invoices requiring attention dashboard, click on the item, review with the document attached and approve or reject if wrong Chart Fields or information have been input.
For non-approver
Go to the pending approval from others tab under the invoices requiring attention dashboard, check who is the approver and notify the approver to review and approve before the AP closure date.

If you are unable to clear the exception, contact UNAll for further assistance.  For IT support, please use the "Create Incident" service in the UNall service management portal
 

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Explanatory Notes

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Review the invoices with “Rejected” status. 

Go to the rejected tab under the invoices requiring attention dashboard, check the reason of the rejection, amend/make correction accordingly and send for approval again.

If you are unable to clear the exception, contact UNAll for further assistance. For IT support, please use the “Create Incident” service in the UNall service management portal

Responsible Party

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Explanatory Notes

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Review the invoices with “Invoices on hold” status. 

Go to the invoices on hold tab under the invoices requiring attention dashboard and take one of the following actions:

For cases where funds could not be reserved for invoice line, check the budget set up in the budget control. Under such circumstance, the following actions must be taken.

Confirm with the Project Manager if the Chart Field combination provided is correct;

If it is correct and there is not sufficient funding for that particular Chart Field combination, the Project Manager should be informed and the Project Manager should conduct the appropriate project budget revision to ensure funding availability.

For cases where total of invoice distributions/lines does not equal invoice amount, re-check the amount input and make correction. 

For the project cost attributes which failed business rule and transaction control validations, check the validation rule that stops the process and make correction on the attribute.

For billed quantity exceeds ordered or received quantity; amount billed exceeds amount ordered; Invoice price exceeds purchase order price for PO or receipt matched invoice line and exceeds consumption advice price for consumption advice matched invoice line, adjust the purchase order, the invoice or the receipt accordingly.
 

For Potential Duplicate Invoice for the supplier, invoice date and Invoice amount combination is identified, verify that this is not a duplicate.
 

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Explanatory Notes

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Review the invoices with "System Hold" or "Instalments on hold" status.

For instalment on hold, Go to the instalments on hold tab under the invoices requiring attention dashboard, check the reason of the payment hold and release payment once the issue stated in the reason resolved.

For system hold, first identify the reason of hold on the invoice status, then go to the invoice actions and select Manage Holds. Release hold once the issue stated on the reason resolved.
 

Responsible Party

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Explanatory Notes