Resolving Purchase Order Exceptions

The Purchase Orders Summary page displays the POs that are Open, in Exception, Closed, or Void. The Action column must display the Fix link before you can take a PO out of exception. The Disburser Administrator must assign the Purchase Order – Fix PO permission to the Disburser user role in order to perform this task.

Note: The information in this topic also applies to Blanket Purchase Orders.

You can correct certain PO exceptions by resolving the underlying issue, such as the following exceptions conditions:

Vendor not Matched – The vendor listed in the PO does not match a vendor in the IPP Supplier Directory. See the topic IPP Directory Management
Invalid Unit of Measure – The UOM referenced in the PO does not match one created for your agency. You must use a UOM Code that matches an IPP System Code (units of measure stored in the IPP database). See your Disburser Administrator to have the unit of measure added for your agency or use a UOM Code that has already been created for your agency. If the exception is due to a typographical error, you must upload a new PO with a different PO number.
Unknown Payment Term - The payment term referenced in the PO does match one created for your agency. See your Disburser Administrator to have the payment term added for your agency or use a payment term already created for your agency. If the exception is due to a typographical error, you can correct the error and re-upload the PO, using the same PO number.
Invalid ALC – The ALC in the PO does not match to an ALC for your agency. Disburser users must work with their Disburser Administrator to have an ALC added for their agency.
Distribution Overages – With POs that are in exception due to distribution limits that cause an overage, auto-fix changes the status from Exception to Open status, once you manually correct the overage condition.

Once all exception conditions for the PO are resolved, IPP changes the PO exception to the appropriate next state for the PO: Open, Closed, or Void.

Auto-Fix: IPP’s auto-fix process searches for all POs/BPOs in exception and determines if the exception condition has been cleared. Auto-fix runs three times a day. In the case of Vendor Match exceptions for new POs/BPOs, if you do not want to wait until auto-fix runs, you can place the PO/BPO on Hold, fix the vendor match exception, and then submit a modification to the PO or BPO.
Manually: Disburser users can click the Fix button on the Purchase Orders summary page (or Open Blanket PO Summary page) to manually take the PO out of exception.

Depending on the fix method used (auto or manual), the audit trail displays either the Disburser user first and last name or “auto-fix”.

To view exception conditions:

From the Purchasing tab, click the Purchase Orders sub-tab.
Click Browse Suppliers to access a list of open POs, change the date if necessary. IPP displays a list of POs.
Select a PO in Exception status. The Purchase Order Detail page appears.
Click History to view the Purchase Order Audit Trail.
Click the PO number link to return to the Purchase Order Detail page.

To use the manual fix option:

From the Purchasing tab, click the Purchase Orders sub-tab.
Click Browse Suppliers to access a list of open POs, change the date if necessary. IPP displays a list of POs.
Select a PO in Exception status, where the underlying issue has been resolved.
Click Fix under the Action column. IPP changes the state of the PO to the next appropriate state.

To use the manual fix option for BPOs:

From the Blanket PO tab, click the Open Blanket POs sub-tab.
Click Browse Suppliers to access a list of open BPOs, change the date if necessary. IPP displays a list of BPOs.
Select a BPO in Exception status, where the underlying issue has been resolved.
Click Fix under the Action column. IPP changes the state of the BPO to the next appropriate state.