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Reason Codes

Boost Your Efficiency: Introducing Intelligent Bypass & Queue Routing with new Reason Codes

How to Use Reason Codes

System-Generated Reason Codes

Simple Reason Codes

Detailed Reason Codes

Packing Slip Reason Codes

 

How to Use Reason Codes

There are three versions of reason codes: system-generated, simple and detailed. Please refer to the section that applies to your solution. 

There are certain situations where it becomes necessary to bypass form validation for statements and canceled documents. In order to facilitate this, we have introduced reason codes that allow users to provide a "reason" and bypass form validation. This not only improves efficiency but also enhances user experience.

 

Reason codes box is located at the top of the form

When you choose a reason code, you will notice that the routes are automatically updated based on the reason code you have selected.

If you need to provide a comment for your reason code when saving or routing the document, you will see a box where you can provide information about the invoice and explain why it is being routed to that specific location. This allows you to give additional context and ensure smooth processing of the document.

Once the document is routed to the destination queue, you will find the relevant information in the Event History section.


System-Generated Reason Codes

These reason codes are generated from the OCR extraction to inform users on why an invoice stopped in AP Review. In order coming into the system, we look at the following

  • MISSING VENDOR
    • Vendor was unable to extract for the invoice successfully or doesn't exist in master data
  • ZERO DOLLAR INVOICE
    • Invoice is for $0 or invoice amount wasn't able to be extracted
  • MISSING REQUIRED FIELDS
    • Catch-all code for missing required fields like invoice number, invoice date, invoice amount, company, etc
  • INVALID PO
    • PO extracted is not valid or was not found in Infor / Yoga data
  • INVALID DATE
    • Invoice Date is outside the allotted valid date range set in your tenant
    • This is recommended to be 1 year but is customizable
  • PO VENDOR MISMATCH
    • If PO vendor and Invoice vendor do not match on extraction
  • MISSING ROUTING CATEGORY
    • For invoices where IRC is required, if unable to select, this will appear
  • LINE TOTALS DO NOT EQUAL SUBTOTAL
    • If any lines were unable to be extracted or fully paired, this code will be presented
  • MISSING AOC
    • If all lines are paired and there is still an amount discrepancy between the subtotal + AOCs and the final invoice amount
  • NOT ELIGIBLE FOR STP
    • Invoice has been automatically stopped due to a client configuration 
  • STRAIGHT THROUGH ELIGIBLE
    • Invoice would STP but is disabled due to client configuration
  • VENDOR RULE CONFLICT
    • Mapping conflicts on a vendor rule will display this indicating Yoga could not select between the mappings in the Vendor Management field rules
    • This usually applies to Companies or IRC selection

 

Simple Reason Codes

These codes can be used in various scenarios to bypass form validation.

  • AP CANCEL
    • Use this reason code when the record needs to be discarded.
    • Available Routes: AP Cancel
  • HOLD INVOICE
    • Use this reason code when you need to put an invoice on hold. 
    • Available Routes: None
    • Requires Comments to proceed 
    • Pause icon appears on views where you can see this invoice
  • MANUAL DUPLICATE INVOICE
    • Use this reason code when an invoice was not flagged as a duplicate during the automatic duplicate checks.
    • Available Routes: AP Duplicate Invoice
  • MISSING LINE
    • Use this reason code when there is a PO line missing and we need assistance from our Supply Chain resources.
    • Available Routes: Purchasing Invoice Resolution
    • Requires Comments to proceed
  • MISSING OR INVALID PO
    • Use this reason code when the PO is invalid or missing and we need assistance from our Supply Chain resources. 
    • Available Routes: Purchasing Invoice Resolution
    • Requires Comments to proceed

  • NOT AN INVOICE

    • Use this reason code when this is not an invoice and needs to be discarded
    • Available Routes: AP Cancel
  • PO VENDOR MISMATCH 
    • Use this reason code when a PO vendor differs from the vendor extracted from the invoice
      NOTE: If your organization is defaulting the vendor from the PO you can ignore this reason code. 
    • Available Routes: Purchasing Invoice Resolution
    • Requires Comments to proceed

  • STATEMENT

    • Use this code when dealing with a statement that does not require any processing by the application.

    • Available Routes: AP Cancel, Statement
  • VENDOR NOT FOUND
    • Use this reason code when a vendor location or vendor is missing to move this record to Vendor Maintenance
    • Available Routes: Vendor Maintenance
    • Requires Comments to proceed
  • ZERO DOLLAR INVOICE 
    • Use this code when the invoice amount is zero dollars and there is no need to make a payment.
    • Available Routes: AP Cancel

 

Detailed Reason Codes 

Reason codes box is located at the top of the form

reason code box

 

Use the search functionality and descriptions to select the correct reason code. 

 

When you choose a reason code, you will notice that the routes are automatically updated based on the reason code you have selected.

selected reason code

If you need to provide a comment for your reason code when saving or routing the document, you will see a box where you can provide information about the invoice and explain why it is being routed to that specific location. This allows you to give additional context and ensure smooth processing of the document.

Once the document is routed to the destination queue, you will find the relevant information in the Event History section.

Optional Detailed Reason Codes

These codes can be used in various scenarios to bypass form validation. The detailed reason codes encompass all the simple reason codes mentioned earlier, along with additional codes that provide further specificity for various scenarios, as outlined below.

Your specific implementation may include custom reason codes that are not detailed in this guide. For information on these custom codes, please consult your organization's internal procedures.

  • ALREADY IN INFOR
    • Use this reason code when the invoice is already in Infor
    • Available Routes: AP Duplicate
  • AOC DISCREPANCY
    • Use this reason code when there is a discrepancy with an Add On Cost
    • Available Routes: Purchasing Invoice Resolution
    • Require comments to proceed
  • DO NOT PAY
    • Use this reason code when this invoice should not be paid
    • Available Routes: AP Cancel
  • EXCEEDS BUDGET
    • Use this reason code when the invoice exceeds the currently approved budget
    • Available Routes: Purchasing Invoice Resolution
    • Requires comments to proceed
  • LEGACY PO
    • Use this reason code when the invoice's Purchase Order is a legacy PO
    • Available Routes: Purchasing Invoice Resolution
    • Requires comments to proceed
  • LINE CLOSED
    • Use this reason code when a PO line on the invoice is closed
    • Available Routes: Purchasing Invoice Resolution
    • Requires comments to proceed
  • MISSING OR INVALID PO CONTRACT
    • Use this reason code when the invoice is purchase order related but the vendor has failed to quote a purchase order, or the purchase order number they did quote was invalid for the invoice
    • Available Routes: Purchasing Invoice Resolution
    • Requires comments to proceed
  • MISSING REMIT
    • Use this reason code when the remit to address is missing from the invoice
    • Available Routes: Vendor Maintenance
    • Requires comments to proceed
  • OUTSIDE DATE RANGE
    • Use this reason code when the invoice is outside the date range 
    • Available Routes: Purchasing Invoice Resolution
    • Requires comments to proceed
  • PO CLOSED
    • Use this reason code if the PO on the invoice is closed
    • Available Routes: Purchasing Invoice Resolution
    • Requires comments to proceed



Available Packing Slip Reason Codes

These codes can be used in various scenarios to bypass form validation.

  • INVALID PACKING SLIP 
    • Use this reason code when this is not a packing slip and needs to be discarded
    • Available Routes: Packing Slip Cancel

We hope these new reason codes and queue routing functionalities improve your experience and streamline the handling of statements and canceled documents. In the future we plan on surfacing these reason codes along with system reason codes (why a record stopped in AP Review) to our new reports later this year!

If you have any questions or need assistance, please contact our support team through HubSpot!