Invalid Reason
This field contains a list of possible exceptions that can prevent the Validation Activity user from completely correcting a document.
The system default is set to NONE, but a Validation Activity user may change this value when they encounter a particular exception, so that the document can be processed outside of the Validation Activity.
The following table contains a list of the invalid reasons that are installed with Kofax AP Agility.
|
Invalid Reason |
Usage |
Effect |
|---|---|---|
|
INVOICE AMOUNTS DO NOT ADD UP |
The user selects this invalid reason if the invoice is not mathematically correct and the figures do not add up within the specified tolerances. |
Rule: SETAMOUNTSTOVALID. All amount fields and all line items are set to valid. Line pairing is not carried out. If activated, the VAT registration compliance check is not carried out. |
|
MISSING/INVALID PO |
The user selects this invalid reason if the invoice is purchase order related but the vendor has failed to quote a purchase order number or the purchase order number they did quote was invalid for the invoice. |
RULE: SETPOTOVALID. The purchase order number field is set to valid. In the Line Item Table Settings, you can decide whether line items are still required or not. Line pairing is not carried out at the time of document export. If activated, the VAT registration compliance check is not carried out. |
|
MISSING/INVALID VENDOR & PO |
The user selects this invalid reason if both the vendor and the purchase order are invalid or do not exist. |
Rule: SETVENDORANDPOTOVALID. The vendor ID, the PO number, and like items are all set to valid. Line pairing is not carried out at the time of document export. If the Kofax AP Agility export event is configured to create documents in a downstream ERP system, document export fails. No vendor details are exported. If activated, the VAT registration compliance check is not carried out. |
|
NON VAT COMPLIANT |
The user selects this invalid reason if the vendor has not complied with EU regulations that state that, if value added tax is to be charged, then both VAT registration numbers of the vendor and bill-to-party must be stated on the invoice. The country prefixes of the VAT registration numbers must also be identical. |
Rule: NONVATCOMPLIANT. The vendor VAT registration number, bill-to VAT registration number, local VAT amount, and exchange rate fields are set to valid. Document export runs as normal with the invalid reason and its associated code being passed to the downstream system. |
|
PO VENDOR <> INVOICE VENDOR |
The user selects this invalid reason if they want to pass a different vendor ID to what is set against the purchase order. |
Rule ALLOWNONPOVENDOR. The purchase order and vendor ID fields are set to valid providing the vendor exists in the vendor master data extract and the purchase order number passes validation. |
|
STOCK INVOICE |
The user selects this invalid reason for PO invoices where the vendor legitimately does not quote a purchase order number on the document. For example, invoices that use retrospective purchase orders. |
Rule: STOCKINVOICE. The PO number field is allowed to pass blank but all other fields require completion as normal. Instead, the purchase order number is decided programmatically during document export through the following user exits if line pairing is required.
|
|
THIRD PARTY FREIGHT |
The user selects this invalid reason if the invoice is from a third-party freight vendor, quoting the material purchase order from another vendor where they have not been set up as the vendor responsible for freight. |
Rule: THIRDPARTYFREIGHT. The vendor ID field is set to valid as long as the vendor exists and line items are not required in the Validation Activity. During line pairing, the net amount of the invoice is posted to unplanned delivery costs, condition records, or to a general ledger account, depending on the rules for the miscellaneous charge category assigned to third-party freight vendors as specified in the Misc Charge Settings tab. |
|
VENDOR ADDRESS INVALID |
The user selects this invalid reason if the vendor can be found in the vendor search but the vendor address does not match what is on the invoice. |
Rule: SETVENDORTOVALIE. The vendor ID field is set to valid. In the Line Item Table Settings, you can decide whether line items are required or not. If the Kofax AP Agility export event is configured to create documents directly in a downstream ERP system, document export fails for Non-PO invoices as the ERP system does not permit an invoice to be created without a vendor ID. Line pairing is not carried out at the time of document export. If activated, the VAT registration compliance check is not carried out. No vendor details are exported. |
|
VENDOR NOT FOUND |
The user selects this invalid reason if the invoice vendor cannot be found using the vendor search function. This applies to both PO and Non-PO invoices. |
RULE: SETVENDORTOVALID. The vendor ID field is set to valid. In the , you can decide whether line items are required or not. If you configure an Kofax AP Agility export event to create documents directly in a downstream ERP system, document export fails for Non-PO invoices as the ERP system does not permit an invoice to be created without a vendor ID. Line pairing is not carried out at the time of document export. If activated, the VAT registration compliance check is not carried out. No vendor details are exported. For a purchase order invoice, if a vendor does not exist in the Vendor Search pool, then this is a configuration issue. For a purchase order document, the
SETVENDORTOVALID rule sets the Vendor field temporarily to valid, but the following PO Number
validation sets it back to invalid with an error description,
For a Non-PO invoice, the Vendor is set to valid and remains valid. |
|
ZERO VALUE INVOICE |
The user selects this invalid reason if the invoice has a legitimate zero amount for the total. |
Rule: ZEROVALUEINVOICE. This permits a zero value invoice total to pass as long as the overall invoice is in balance. |
The Invalid Reason Text Settings enables an administrator to change the text, rule, and export code associated with an invalid reason. The administrator can also add new invalid reasons based on an existing invalid reason rule.