When Accounts Payable (AP) matches an invoice to a purchase order (PO) in order to process payment, the PTA being charged is checked to ensure it’s chargeable.

All invoice/PO matches are subject to validations that check for a valid PTA, award and project status, task chargeable, transaction controls and start and end dates on award, project and task. 

When an invoice is matched to a PO, the PTAE being charged must pass all of the following validations:

  • PTA is valid
  • Award status is active or at risk
  • Project status is active
  • Task is chargeable
  • Transaction Expenditure Item Date (EID) is within the most restrictive PTA start and stop date.
  • Expenditure type is not excluded via a transaction control on the project or task.
  • Invoice date is not prior to the most restrictive PTA start date.

If the invoice, PO or PTA match passes validation, the invoice will be scheduled for payment.
If the invoice, PO or PTA match fails any of the above validations, AP puts the invoice on hold and:

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, task manager and requisition approvers, instructing the department to select another PTA that benefited from the charge.
  • The department must submit a support request to Purchasing and Contracts with the new PTA.
  • If the department does not act within 7 days from the date of the email alert, Purchasing changes the PTA on the PO to the department's AP default PTA, charges the default PTA and notifies the department.

If the invoice is put on hold, AP sends an email alert to the requisition preparer, task manager and requisition approvers. The email states the reason for the hold with instructions to confirm the existing PTA or select an alternate valid PTA. In some cases, the payment of the invoice will also result in payment in excess of the PO amount. The email alert will also state that Purchasing will increase the PO amount to cover only the amount of the pending invoice.

  • If an alternate valid PTA is not provided or the existing PTA is not confirmed within 7 days, a default department PTA will be charged. Charges to a default PTA must be reviewed and cleared as needed to an appropriate PTA that benefited from the expenditures.

The email alert instructs the department to submit a Support Request to the Financial Support Center (to send a request to Purchasing) with another PTA that benefited from the charge. In some cases, the department may be able to confirm that the original PTA benefited from the expenditure and should be charged. If the department requests the invoice to be charged to a new PTA, the new PTA must pass the same validations.

  • If the department does not respond to the email alert within 7 days, the Oracle system will change the PTA on the PO to the department's default PTA. AP will charge the invoice to the default PTA. Default PTAs, designated by budget officers, are existing, unrestricted PTAs or clearing PTAs (AP Suspense PTAs) set up to receive these charges.
  • A second email notification is sent to the requisition preparer, requisition approvers and the task manager of the PTA that has been charged, confirming the actions taken by Oracle.

Departments must review charges to default PTAs and clear them as needed to an appropriate PTA that benefited from the expenditures.

Expenditure Type 54710 or 54720

If the process date for a subaward invoice is 94 days or less after the most restrictive PTA end date, the match is allowed and the invoice is processed.

If the process date for a subaward invoice is more than 94 days after the most restrictive PTA end date, the match is not allowed. AP puts the invoice on hold and:

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, task manager and requisition approvers, instructing the department to select another PTA.
  • The department must submit a Support Request with the new PTA within 7 days after receiving the email alert. Purchasing then updates the PO with the new PTA and confirms with the department that the invoice will be charged to the new PTA.
  • If the department does not act within 7 days from the date of the email alert, Purchasing updates the PO with the department's AP default PTA and notifies the department.

Occasionally, an invoice reaches the processing queue after the most restrictive PTA end date, even though the invoice is dated on or prior to the end date.

If the process date (the date AP matched the invoice to the PO) is 60 days or less after the most restrictive PTA end date, the match is allowed and the invoice is processed.

If the process date (the date AP matched the invoice to the PO) is more than 60 days after the most restrictive PTA end date, the match is not allowed and AP puts the invoice on hold and:

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, the task manager and the requisition approvers, instructing the department to select another PTA.
  • The department must submit a Support Request with the new PTA within 7 days after receiving the email alert. Purchasing then updates the PO with the new PTA and confirms with the department that the invoice will be charged to the new PTA.
  • If the department does not act within 7 days, Purchasing updates the PO with the department's AP default PTA and notifies the department that the invoice will be charged to the default PTA.

If the process date (the date AP matched the invoice to the PO) is more than 30 days after the most restrictive PTA end date, the match is not allowed. AP puts the invoice on hold and:

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, task manager and PO approvers, instructing the department to confirm the existing PTA or select another PTA.
  • The department must submit a Support Request confirming that the original PTA is the appropriate PTA to charge or provide a new PTA within 7 days after receiving the email alert. Purchasing then confirms the use of the original PTA or updates the PO with the new PTA and notifies the department of the PTA charged.
  • If the department does not act within 7 days, Purchasing updates the PO with the department's AP default PTA and informs the department that the invoice will be charged to the default PTA.

If an invoice does not pass the required PO/PTA validations, and the amount of the invoice exceeds the remaining balance on the PO, AP puts the invoice on hold and:

  • An Invoice on Hold Due to Closed PTA email alert is sent to the requisition preparer, task manager and PO approvers,instructing the department to select another PTA. Additionally, if the PO is already fully billed or the invoice match will result in an overbill, the alert includes information about the overbill condition. 
  • The department must submit a Support Request providing a new PTA and authorizing payment of the amount in excess of the PO, within 7 days after receiving the email alert. Purchasing then updates the PO with the new PTA and additional amount and notifies the department of the changes.
  • If the department anticipates additional invoices, the department should submit a Change Order Requisition to increase the dollar amount of the purchase order. Purchasing then increases the dollar amount of the PO to cover the amount of the overbill and any anticipated future invoices when the PO change request is made.

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