Not Another Invoice Rejection

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Not Another Invoice Rejection!

• The EDI Invoicing Process at UP
• Julie Callahan
• April 19, 2002

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What Happens to My Invoice?
Checked for X12 Syntax 997 (FA) Sent
Received at VAN
Checked for Compliance Fax Sent
Sent to Guideline Review
PO Related Error Report in Accounting Phone
Calls, Faxes sent
Matched Against Purchase Order
Item Related (Price, Qty) Error Report in
Supply Letter Sent
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Common X12 Syntax Errors

• Item number qualifier exists, but no item number
• Bad SAC02 (additional charge) code
• State or Zip code too short
• Bad unit of measure code

Read your 997s!
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Common Guideline Errors

• Data Missing or Invalid based on the Guidelines
• Missing UP item number qualifier
• Missing Purchase Order number
• Invoice out of balance
• Missing BF Loop (004010 or prior)
• Invoice quantity zero or less

FAX
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Common PO Match Errors

• Data does not match the information in the
  Purchase Order file, or there are errors at an
  invoice level
• Duplicates
• Unrecognized Sender ID
• PO not on file
• Invalid Invoice Date

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Common PO Match Errors

• Line Item data does not match the information in
  the Purchase Order file
• Price
• Quantity

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EDI versus Business Issues

• EDI Issues (not found in paper world)
• Sender ID incompatibility
• Missing BF address loop
• EDI not set up on our end
• Bad additional charge codes
• Duplicates

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EDI versus Business Issues

• Business Issues (also found in paper world)
• Bad PO numbers
• Bad item numbers
• Inconsistent prices for single item number
• Bad invoice dates
• Invoice out of balance
• Fractional quantities
• Bad units of measure
• Bad price or quantity
• Duplicates

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UP EDI Quality Awards

• 5,000 Invoices or more
• Orr Safety Equipment (97)
• 1,000-5,000 invoices
• Graham-White Sales (98)
• 500-1,000 invoices
• Lyle Signs (98)

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UP EDI Quality Awards

• 200-500 invoices
• Norman Lumber (98)
• 100-200 invoices
• Pitanco Instruments (99)
• Under 100 invoices
• Security Locknut, Inc. (100)

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Questions?