Division of Administration - Paul W. Rainwater, Commissioner - State of LouisianaState of Louisiana - Office of Information Services
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Director
Martha O'Hara

Tel: (225) 342-0900
Fax: (225) 342-0902
Email: ois@la.gov

Mailing Address:
P.O. Box 94095
Baton Rouge, LA 70804-9095

Physical Address:
Claiborne Building
1201 N. Third Street, Suite 2-190
Baton Rouge, LA 70802
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Invoicing

 
* What are the common error messages on OINV and what do they mean?
* My final invoice amount is less than the encumbered order amount. Is this OK?
* How do I reverse post an invoice?
* How do I cancel my OINV?
* If the vendor invoice contains a discount, how do I show the discount on my invoice?
* The unit price on my invoice is correct but the unit price on the order is wrong. How do I correct the unit price?
* How do I find a duplicate invoice number?
* I entered an order change (OCHG) to add a new line for freight charges but it does not appear on the invoice lines on OILN. What happened? 
* What system reports are relevant to receiving, invoice and payment? 
What are the common error messages on OINV and what do they mean?
Order Variance Exceeded: Usually indicates that the invoice quantity is greater than the ordered quantity. Check the OQTY screen.
Percent Variance Exceeded: Can not invoice over 10% of the line and/or total order amount. An order change needs to be processed in order to increase the money in the account distribution. 
Add Key Found: The system is detecting a duplicate invoice number. Input the invoice number with a slight change to it. 
Invoice Qty n/e to Rec Qty: There is a discrepancy between the quantity received and the quantity being invoiced. 
Invalid Discount Type: The discount type being used is probably not in the DISC table in AFS. Check the table.
Three Way Match Not Found: Usually this message is found when the accounting required flag is "N". The system will not let you enter an invoice even though a receipt can be entered. If you need to process the payment through AGPS, cancel the order and create a new order with accounting required "Y".
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My final invoice amount is less than the encumbered order amount. Is this OK?
Yes. An invoice can be processed for less than the order and the balance of the encumbrance will liquidate once a final payment is made.
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How do I reverse post an invoice?
Check the OPAY screen to be sure no payment has been issued for your invoice. If not, reverse post by entering status code 660 on OINV.
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How do I cancel my OINV?
If status at less than 651: change OILN records to reflect quantities of 0, then cancel with a 696 on the OINV screen.
If status is 651: reverse post with a status code of 660 on the OINV screen, then enter status 696.
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If the vendor invoice contains a discount, how do I show the discount on my invoice?
Price adjustments can be made on the OILN screen. To take a discount, enter a negative amount for the difference in the ADJ field.
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The unit price on my invoice is correct but the unit price on the order is wrong. How do I correct the unit price?
An order change (OCHG) is necessary in order to correct the unit price of the line.
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How do I find a duplicate invoice number?
Look on the OVIH screen in AFS.
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I entered an order change (OCHG) to add a new line for freight charges but it does not appear on the invoice lines on OILN. What happened?
The invoice (OINV) was entered before the order change to add the new line. Therefore, the new line does not show up on OILN. Cancel the invoice and enter a new one.
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What system reports are relevant to receiving, invoice and payment?
Bundl reports: B020A - Aged Invoice Reports
B021A - Aged Payment Reports
B025A - Aged Receipt Report
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