{"revision":"c10276e953456835cdbb1f3a60d58ae1980be353","document":{"id":49818,"path":"source-to-pay-operations/accounts-payable-operations/work-with-invoice-exceptions.md","title":"Invoice exceptions","bundle":null,"doc_type":null,"release":"australia","body":"\n# Invoice exceptions\n\nInvoice exceptions are discrepancies during invoice processing that must be resolved before payment, such as missing data, tax variances, or supplier issues.\n\nThe Accounts Payable Operations exception engine automatically identifies discrepancies in invoices and lists them as invoice exceptions in the Source-to-Pay Workspace workspace. The Accounts Payable Specialist can analyze the identified invoice exceptions and take appropriate action to resolve them.\n\nThe Accounts Payable Operations exception engine is run for the PO invoices that are in either the PO matching completed or Exceptions found state.\n\nThe Accounts Payable Operations exception engine is run for Non-PO invoices that are in the Accepted or Exceptions found state.\n\nThe Accounts Payable Operations exception engine identifies invoice exceptions of the following types.\n\n\n
\n\nInvoice exception\n\n\n\nDescription\n\n\n\nDo these steps to resolve the invoice exception\n\n\n\nApplicable to\n\n
\n\nInvalid or blocked supplier\n\n\n\nThis exception occurs in one of the following scenarios:- The supplier information is missing on the invoice.\n- The supplier information on the invoice doesn’t match the information on the purchase order if invoice is of type PO.\n- The Supplier Legal Entity Mapping \\(sn\\_fin\\_supplier\\_detail\\) table doesn’t have a record with a combination of Invoice.supplier and Invoice.legal\\_entity fields\n- In the Supplier Legal Entity Mapping \\(sn\\_fin\\_supplier\\_detail\\) table, the supplier has one of the following attributes set to true:\n - Hold Payment: Indicates that the invoice payment is put on hold for the supplier\n - Hold Posting: Indicates that the invoice posting is put on hold for the supplier\n\nThis exception is a header-level exception.\n\n\n\nTo resolve this invoice exception, do the following:- If the supplier information is missing on the invoice, do the following:\n 1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n 2. Populate a valid supplier and legal entity.\n- If the supplier information on the invoice doesn’t match with that on the purchase order, do the following:\n 1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n 2. Update the supplier information on the invoice to match with that on the purchase order.\n- If the Supplier Legal Entity Mapping \\(sn\\_fin\\_supplier\\_detail\\) table, doesn’t have a record with a combination of Invoice.supplier and Invoice.legal\\_entity, do the following:\n 1. Log in with the Supplier Enablement Manager \\(sn\\_fin.supplier\\_payment\\_info\\_write\\) role.\n\n 2. Add a record with the combination of Invoice.Supplier – Invoice.LegalEntity fields in the Supplier Legal Entity Mapping \\(sn\\_fin\\_supplier\\_detail\\) table.\n- If the supplier's Hold Payment and Hold Posting attributes are set to true in the Supplier Legal Entity Mapping table, do the following:\n 1. Log in with the Supplier Enablement Manager \\(sn\\_fin.supplier\\_payment\\_info\\_write\\) role.\n\n 2. Take the necessary actions to remove holds from invoices to enable payment and posting of the invoices.\n\n\n\nPO invoice and Non-PO invoice\n\n
\n\nInsufficient Funds \\(Quantity variance\\)\n\n\n\nThis exception occurs when the total quantity of previously billed invoices and the current invoice, which is in-process becomes more than the respective purchase order line quantity.This exception is a line-level exception.\n\nTo resolve this invoice exception, you must edit the purchase order. For more information, see [Edit a purchase for an Insufficient Funds invoice exception](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/edit-purchase-insufficient-funds.md).\n\n\n\nTo resolve this invoice exception, you must edit the purchase order. For more information, see [Edit a purchase for an Insufficient Funds invoice exception](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/edit-purchase-insufficient-funds.md).\n\n\n\nPO invoice\n\n
\n\nInsufficient Funds \\(Line amount variance\\)\n\n\n\nThis exception occurs when purchase order lines don't have sufficient funds left to process the current invoice, which is in-process.This exception is a line-level exception.\n\n\n\nTo resolve this invoice exception, you must edit the purchase order. For more information, see [Edit a purchase for an Insufficient Funds invoice exception](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/edit-purchase-insufficient-funds.md).\n\n\n\nPO invoice\n\n
\n\nInsufficient Goods Receipt\n\n\n\nThis exception occurs when one or more lines of an invoice don’t have sufficient receipts to process the invoice.This exception is a line-level exception.\n\n\n\n- **Resolving the Insufficient Goods Receipt exception when PSM is installed**\n\nIf Sourcing and Procurement Operations \\(PSM\\) is installed and no receipt task exists for the purchase order line, Accounts Payable Invoice Processing creates a receipt task. The task appears in the **Related tasks** tab of the exception form. For more information, see [Invoice exception form](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/exception-form-fields.md).\n\nThe receipt task is assigned to the user specified in the **Recipient** field on the PO line. The recipient must have the sn\\_shop.acknowledgement\\_task\\_owner role to complete the receipt task from Employee Center.\n\nFor more information, see [Confirm receipt of your order from Employee Center](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/confirm-receipt-task.md).\n\n- **Resolving the Insufficient Goods Receipt exception when PSM isn’t installed**\n\nIf Sourcing and Procurement Operations isn’t installed, then the Accounts Payable Specialist must manually create an exception task, which is assigned to the business owner. The business owner must mark this task as complete in Employee Center. For more information, see [Mark an exception task as complete from Employee Center](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/complete-exception-task-ec.md).\n\n\n\n\nPO invoice\n\n
\n\nValid coding required\n\n\n\nThis exception occurs when one or more lines of an invoice cost is distributed across multiple cost centers or general ledger accounts. When the cost is split across multiple cost centers, the cost center field on the invoice line is read-only and allows one type of allocation type in the cost. This exception is a line-level exception and applies for general ledger account.\n\n\n\nTo resolve this invoice line exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Populate the ledger account and enter the information for invoice lines or cost allocations. For example, enter a ledger account in the invoice lines and add multiple cost allocations on the allocations page. Alternatively, enter a cost center in the invoice lines and add general ledger account allocations on the cost allocations page. You can also enter both a general ledger account and a cost center in the invoice line.\n\n\n\nPO Invoice and Non-PO invoice\n\n
\n\nMissing required information\n\n\n\nThis exception occurs when one or more fields of the following are missing on the invoice:- Payment terms\n- Invoice type\n- Supplier\n- Invoice amount\n- Invoice date\n- Legal entity\n\nThis exception is a header-level exception.\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Populate the following fields on the invoice:\n - Payment terms\n - Invoice type\n - Supplier\n - Invoice amount\n - Invoice date\n - Legal entity\n\n\n\nPO Invoice and Non-PO invoice\n\n
\n\nMissing or Invalid Business Owner\n\n\n\nThis exception occurs when the business owner of the invoice is missing or inactive or is different from the business owner mentioned in the purchase order \\(if invoice is of type PO\\).This exception is a header-level exception.\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Update the valid business owner field in the invoice line.\n\n\n\nPO Invoice and Non-PO invoice\n\n
\n\nOver tax amount variance\n\n\n\nThis exception occurs when the supplier tax amount is greater than the system tax amount.\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Make necessary corrections to the supplier tax, system tax on all the invoice lines.\n3. You can choose to either accept system tax or supplier tax.\n\n\n\nPO Invoice, Non-PO invoice, and Credit memo\n\n
\n\nUnder tax amount variance\n\n\n\nThis exception occurs when the supplier tax amount is lesser than the system tax amount.\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Make necessary corrections to the supplier tax, system tax on all the invoice lines.\n3. You can choose to either accept system tax or supplier tax.\n\n\n\nPO Invoice, Non-PO invoice, and Credit memo\n\n
\n\nTax validation failed\n\n\n\nThis exception occurs when the tax is not validated due to integration error\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) or Tax specialist role.\n2. The system restarts the tax execution\n\n\n\n \n\n
\n\nTax validation expired\n\n\n\nTax information is changed after the invoice execution, then Tax validation expired failed exception is raised.\n\n\n\n1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) or Tax specialist role.\n2. Make necessary corrections to the invoice and selects **Validate tax** to re-calculate the tax\n\n\n\n \n\n
\n\nUnder tax amount variance \\(Invoice line\\)\n\n\n\nTax amount on an invoice line is lesser than the tax response received for the line item through tax engine\n\n\n\n1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) or Tax specialist role.\n2. Make necessary corrections to the invoice line item and select either **Accept Supplier tax** or **Accept System tax**\n\n\n\n \n\n
\n\nUnder tax amount variance \\(Invoice header\\)\n\n\n\nTotal tax amount on the invoice header is lesser than the total tax for the invoice received through tax engine\n\n\n\n1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) or Tax specialist role.\n2. Make necessary corrections to the invoice header and select either **Accept Supplier tax** or **Accept System tax**\n\n\n\n \n\n
\n\nOver tax amount variance \\(Invoice header\\)\n\n\n\nTotal tax amount on the invoice header is greater than the total tax of the invoice received through tax engine\n\n\n\n1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) or Tax specialist role.\n2. Make necessary corrections to the invoice header and select either **Accept Supplier tax** or **Accept System tax**\n\n\n\n \n\n
\n\nOver tax amount variance \\(Invoice line\\)\n\n\n\nTax amount on the invoice line is greater than the tax of the invoice line item of the invoice received through tax engine\n\n\n\n1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) or Tax specialist role.\n2. Make necessary corrections to the invoice line item and select either **Accept Supplier tax** or **Accept System tax**\n\n\n\n \n\n
\n\nInvoice isn’t balanced\n\n\n\nThis exception occurs when sum of the subtotals of the invoice lines must match the sub total amount in the header.\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Make necessary corrections to the sub total so that the sum of sub totals of invoice lines match with the invoice header amount.\n\n\n\nPO Invoice, Non-PO invoice, and Credit memo\n\n
\n\nInsufficient Funds \\(Header amount variance\\)\n\n\n\nThis exception occurs when purchase order doesn’t have sufficient balance left to process the invoice.\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Correct the invoice amount so that the total of all invoices related to the PO \\(in progress or paid\\) is less than the total PO amount.\n\n\n\nPO invoice\n\n
\n\nLine unit price variance\n\n\n\nThis exception occurs due to difference in unit price of invoice line and PO.\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Make necessary corrections to unit price on invoice line so that it’s equal to unit price of PO line.\n\n\n\nPO invoice, Credit memo\n\n
\n\nIncomplete credit memo\n\n\n\nThis exception occurs when any of the following are missing on a credit memo invoice:- Original invoice number\n- Original invoice\n- Purchase order\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Make necessary corrections on the invoice by populating the Original invoice number, Original invoice, and purchase order fields.\n\n\n\nCredit memo\n\n
\n\nInsufficient billing amount on purchase order\n\n\n\nThis exception occurs when purchase order doesn't have sufficient billing quantity or amount to process the credit memo invoice.\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Correct the invoice line amount.\n3. Verify that the line amount doesn’t exceed the sum of PO line amount and other credit memo \\(approved or pending approval\\) related to the PO line.\n\n\n\nCredit memo\n\n
\n\nMissing tax information\n\n\n\nThis exception occurs when tax line information is missing in an invoice. This is a header level exception.\n\n\n\nTo resolve this invoice exception, do the following:1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Add tax lines details to the invoice using the **Add tax** button.\n\n**Note:** The under tax amount variance and over tax amount variance are dependent on the Missing tax information exception.\n\n\n\n\nPO Invoice, Non-PO invoice, and Credit memo\n\n
\n\nMissing tax code details\n\n\n\nThis exception occurs when tax code details are missing in one or more invoice lines. This exception applies to PO invoice, non-PO invoice and credit memo. This is a line level exception.\n\n\n\nTo resolve this invoice exception, do the following: 1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Populate the tax code details.\n\n\n\nPO Invoice, Non-PO invoice, and Credit memo\n\n
\n\nCurrency mismatch\n\n\n\nThis exception occurs when the invoice currency does not match the purchase order currency. This applies when purchase order mapping is disabled and the invoice is in draft state. Cost allocation data is preserved when purchase order mapping is turned off.\n\n\n\nTo resolve this invoice exception, do the following: 1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Correct the currency details to match the invoice and purchase order.\n\n\n\nPO invoice, Credit memo\n\n
\n\nUnverified sender source\n\n\n\nThis exception occurs when the sender's email address or domain cannot be recognized. The system adds an audit log entry each time the unverified sender source exception is evaluated. This is a header level exception.\n\n\n\nTo resolve this invoice exception, do the following: 1. Log in to the application with the Accounts Payable Specialist \\(sn\\_ap\\_apm.accounts\\_payable\\_specialist\\) role.\n2. Verify the exception, and add the sender as a new supplier contact or reject the invoice.\n\n\n\n \n\n
By default, the exception engine is configured to run once every 5 minutes through the **Exception Monitoring Job**. This is a scheduled job, which is inactive in the state by default. For information on how to activate the scheduled job, see [Activate the Exceptions Monitoring Scheduler](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/activate-exception-flow.md).\n\nHowever, you can also run the exception engine manually. For more information, see [Check for invoice exceptions on a single invoice](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/identify-exceptions-manually.md).\n\nWhen you run the exception engine manually on a single invoice, it checks for exceptions only on that invoice. The automated exception engine checks for exceptions on all invoices that are valid for exception check.\n\nYou can bypass an exception in situations where that exception is not applicable to an invoice. For more information, see [Bypass an invoice exception](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/bypass-invoice-exception.md).\n\nThe Accounts Payable Operations exception engine finds exceptions and lists them in the list page of the Source-to-Pay Workspace. View the list of exceptions by navigating to **All** > **Accounts Payable Operations** > **Accounts Payable Workspace**.\n\nIn the workspace, select the list icon \\(\\[Omitted image \"cases-list-icon.png\"\\] Alt text: List icon\\) and do one of the following:\n\n- Navigate to **Lists** > **My Work** > **My open invoice exceptions**.\n- Navigate to **Lists** > **All Work** > **All open invoice exceptions**.\n\nThe Accounts Payable Specialist can analyze the invoice exceptions, create exception tasks, and assign these tasks to the relevant individuals to fix the exceptions and resolve the case. For more information, see [Work on an invoice exception](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/work-invoice-exception-case.md).\n\n- **[Activate the Exceptions Monitoring Scheduler](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/activate-exception-flow.md)** \nActivate the **Exception Monitoring Scheduler** to run the exception engine on a regular schedule to identify invoice exceptions.\n- **[Work on an invoice exception](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/work-invoice-exception-case.md)** \nAnalyze the invoice exceptions, create exception tasks, and assign them to the relevant individuals to resolve the invoice exceptions.\n- **[View invoice line details for a line-level invoice exception](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/view-igr-exception-lines.md)** \nView details about invoice lines to understand why a line-level invoice exception has been created.\n- **[View tasks for an Insufficient Goods Receipt exception](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/view-psm-task-inv-exception.md)** \nView purchase order tasks in Accounts Payable Operations to understand why an Insufficient Goods Receipt invoice exception has been raised.\n- **[Create an invoice exception definition](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/define-new-invoice-exception.md)** \nCreate invoice exception definitions to flag PO, Non-PO, and credit memo invoices based on defined conditions.\n\n**Parent Topic:**[Using Accounts Payable Invoice Processing](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/source-to-pay-operations/accounts-payable-operations/use-ap-invoice-processing.md)\n\n**Related topics** \n\n\n[Invoice ingestion using the AP Invoice API]()\n\n[Rules based engine]()\n\n[Invoice processing]()\n\n[Invoice processing cases]()\n\n[Tolerance rules and variances for invoices]()\n\n[Invoice approvals]()\n\n[View invoice documents in the Source-to-Pay Workspace]()\n\n"}}