1. Q: Since Suppliers can’t edit invoices after submitting them, are departments responsible for fixing all errors? 

A: Yes, departments are responsible for corrections.


2. Q: How do we address erroneous submissions by Suppliers?  

A: The PeopleSoft functionality checks for duplicate invoices.


3. Q: Is there a "send back" button that a city department can click so that every time a Supplier makes a mistake or is missing documents, we can just send it back for them to address?

A: Sorry, there is no send back button. Once a Supplier creates an invoice via eSettlements, they cannot make any adjustments. Departments must make adjustments.


4. Q: What happens if a Supplier uses the wrong PO to enter another department, and accounting approves it because it matched?

A: If a PO is for professional Services or construction and it is fully matched, the internal control for Approval should be a review of all the data. If the PO is a standard purchasing contract for goods and the Supplier chooses the incorrect PO, then when matches runs it will fail as there is no receipt.


5. Q: Who is the "buyer" with the City that can assist with invoice corrections?

A: The “buyer” can work with the department’s AP Processor to correct invoices submitted by Suppliers because the “buyer” does not have the access to correct invoices.


6. Q: What happens if the Supplier does not provide the right attachments, either in content or quantity?

A: Departments can request additional attachments from Suppliers.


7. Q: What happens if a Supplier associates with the wrong invoice number, wrong purchase order, wrong purchase order line, or wrong amount? Can departments modify or delete the wrong invoice?

A: Once a voucher is in the system, it follows the same capability that AP Processors have today. AP Processors can change the voucher, put it on hold, etc. To delete the voucher, AP Processors must submit a request to their Fund Accountant.


8. Q: What happens if a Supplier submits an invoice that doesn’t match the receipt?

A: It will fail the AP matching process.


9. Q: Will eSettlements prevent Suppliers from submitting an invoice amount higher than the PO available balance? There was one of the issues we identified after SF Procurement went live. 

A: Should a Supplier submit an invoice for a higher amount than the available PO balance, a voucher would be created. However, it will fail in the AP Matching process.


10. Q: Since Tech Marketplace Suppliers can be affiliated with multiple departments, what happens if they choose the incorrect department and auto-generate the voucher?

A: Within eSettlements, Suppliers choose a Receipt or Purchase Order and they cannot choose an incorrect department.


11. Q: If a Supplier doesn’t submit all required documents, can we "reject" the invoice, similar to employee expenses?  If so, what do we have in place to ensure that payment isn't delayed?

A: The Systems does not check for attachments whether online, voucher uploader or eSettlements, so departments need to review vouchers daily to ensure all department attachment requirements have been met.


12. Q: If there is a discrepancy with the supply order and you are correcting it, but the Supplier inputs the receipt for payment, how do you stop it? We can't pay until an order for services or supplies is completed. How do we ensure everything is final before supplier starts the payment process? A lot of times the sales team is different than a Supplier’s billing team and there is a disconnect. 

A: Suppliers do not input receipts for payment. Departments should be providing the receipt number to Suppliers, so all discrepancies should be resolved by the time the receipt is created within PeopleSoft. 


13. Q: If eSettlements does not automatically generate a voucher in the event it doesn’t match the five criteria, will this be handled through the regular payment process? How can this be resolved in the eSettlements system?

A: eSettlements is similar to a voucher spreadsheet uploader. A voucher created could fail matching, at which time the department would need to correct before the voucher could be posted to AP and a payment could be issued. Matching errors are not handled through eSettlements. Instead, they are handled within Accounts Payable by the departments working in conjunction with their Fund Accountants.


14. Q: Can we make payments be approved by departments for a certain time until we are sure that Supplier or departments are comfortable?

A: Additional workflow can be added, but we will need a centralized decision to add it. 


15. Q: If an invoice is submitted incorrectly, how do we remove the voucher/invoice?

A: You work with your fund accountant on deleting any voucher.


16. Q: What sort of voucher errors occur when Suppliers invoice in eSettlements from a receipt versus a PO line?

A: There has not been any errors, that I have seen, when a supplier submits and invoice from a receipt. 


17. Q: Can you please provide a troubleshooting guide or matrix to all the match exceptions that may be encountered when eSettlements invoices are uploaded?  We have experienced match exceptions due to differences in pay terms and locations.

A: The February 23 presentation deck for Correcting eSettlements Invoices contains a link to our inventory of match exceptions.


18. Q: Does eSettlements allow the submission of a duplicate invoice number? If it does, can a system control be set up to prevent this from happening?

A: When the voucher build runs, it will catch the duplicate invoice and will follow today’s process to fix duplicate invoices.


19. Q: How can we guarantee that a Supplier is not duplicating an invoice? A Supplier could initiate an invoice in eSettlements for unpaid invoices they already issued before eSettlements.

A: When the voucher build runs, it will catch the duplicate invoice and will follow today’s process to fix duplicate invoices.



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