PROCUREMENT CYCLE

1
PROCUREMENT CYCLE EDI WITH CSX
2
CSX AP Process

• If the invoices pass our front end edits, it is
  imported to our Oracle Procurement system.
• In Oracle, the matching of the invoice to the PO
  occurs. At this point one of four things can
  happen to the invoice
• 1. Process to Payment!
• 2. Process to a Hold.
• 3. Process to Work Price Variance.
• 4. Reject due to bad data quality.

3

4
Pre-Edits

• Missing Stock Control Number
• PO Number Too Long
• Missing PO Number
• Invalid Invoice Type i.e. credit memo
• Duplicate
• Invalid PO Number

5
Top Invoice Rejection Reasons

• Duplicate Invoice numbers - 25
• Inactive Purchase Order -(confirming PO) - 19
• UOM does not match PO - 13
• Invalid Item/Product number - 10
• Invoice amount is incorrect - 8
• Multiple errors - 8
• Invalid PO line number - 7
• Inconsistent supplier site info - 6
• PO is not approved - 2

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Supplier Group

• Centralized Group
• Dianne Adams - Manager
• Covers all new setups- AP and PO
• Coordinate Company name changes
• Updates Banking information for EFT

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EDI Invoice process
Supplier
VAN or EPIRA
CSX
EDI Utility
EDI Invoice
810
810
997
997
997
Electronic Invoice
PASS FAIL
Front End Edits
Oracle Edits
A
PASS
FAIL (824)
B
PASS, HOLD or FAIL
Printed Reject to be faxed to Supplier
Reported to EDI Error queue for fax or email
delivery to Supplier
C
FAIL (824)
A
PASS
HOLD
AP Hold Cleared
B
AP Hold Purchasing Hold
Payment per Terms
ACCEPT
A
WPV Hold Accepted/Rejected
855
C
REJECT
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ELECTRONIC FUNDS TRANSFER PAYMENT

• Once requirements/terms have been met system
  processes invoices for payment.
• EDI 820 transaction is generated to the
  appropriate CSX bank detailing amount and
  remittance information.
• Bank sends funds via Automated Clearinghouse to
  vendors bank along with 820 transaction
  detailing remittance information.
• Vendors bank receives funds from Automated
  Clearinghouse along with 820 transaction and
  deposits in appropriate bank account.
• Vendor may receive 820 transaction from their
  bank (CSX does not send 820 transactions directly
  to suppliers).

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CSX CONTACTS

• Accounts Payable Contacts
• Manager Nancy Ray 904-279-6451
• If the company name starts with the letter
• A-D Floyd Mack 904-279-6105
• E-L Nancy Vann 904-279-6431
• M-R Karen Jones 904-279-6430
• S-Z Judy Riggins 904-279-6425
• EDI Contacts
• Invoicing Tammy Jordan 904-633-1601
• Backup Joyce Bartlett 904-633-1548
  
• PO s Katy Johnson 904-633-1681
• PO backup Lori Hooper 904-633-1691