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Responding to an Audit Action

Invoices are randomly selected for audit to ensure that the invoice line item amounts are reasonable and that the invoices have been correctly processed. Processors and auditors will perform audits on invoices by means of the Audit queues on the home page.

The term processor assumes that the processor is the original processor of the invoice and can either be a servicer processor or an outsourcer processor. The functionality for the servicer and outsourcer is the same.

The InvoicingSM audit process utilizes a Chronology feature that will track and store the back and forth interaction between the processor and auditor as they respond to each other's audit actions for an invoice. Each invoice can only have one active audit but it can have multiple audit status changes or actions taken.

Auditors access invoices that have been selected for audit from the Audit queue. They will perform an audit on the invoice and determine the outcome of the invoice. They can either pass the audit, fail the audit, or remove the invoice from the audit.

Invoices that fail the audit appear in the processor's Audit Failure queue. The processor reviews the failed invoices and corrects them or disputes the audit failure of the invoice.

The auditor accesses the Audit Review queue to view the invoices that need further review based on the response of the processor. They can either pass the audit, fail it again, or indicate that the audit failed error. Approved invoices that do not have an active audit are then processed in the next DDC1 check request export.

The Audit link appears when the Invoice Audit group permission has been assigned. Permissions can allow view-only access to the Audit report queue or full audit permissions. Contact your company's system administrator for more details.

To conduct or respond to an audit:

1. On the home page, do one of the following:
   • If you are an auditor and beginning the audit process, click the Audit link to see a list of invoices that have been selected for audit.
   • If you are a processor responsible for reviewing invoices that have failed audit, click the Audit Failures link.
   • If you are an auditor responding to processor review of audited invoices, click the Audit Review link.

     The Audit report appears.

2. Sort the information, if needed, in ascending or descending order by clicking the column header.

   To filter audit report results, click Change Search and complete the audit search filter criteria on the Audit Report Filter page.

3. In the Invoice Number column, click the invoice number of the invoice you want to audit.
4. From the Invoice Detail screen, click the Audit Detail link in the Action Links section.

   The Audit Action dialog appears.

5. In the Audit Action list, select the audit action you want to assign to the invoice. The options that are available to you depend on the stage of the invoice in the audit process and your role: whether you are an auditor, servicer processor, or outsourcer processor.

   The following audit results are available:

   • Audit Passed (Auditor Action) - The invoice passed audit and the audit process is complete. The invoice is included in the next nightly check request file if the invoice status is Approved.
   • Audit Failed/Needs Correction (Auditor Action) - The invoice failed audit and is in Pending Servicer Review status awaiting corrections. The invoice is placed in the Audit Failures queue.
   • Removed from Audit (Auditor Action) - The auditor released the invoice from the audit process. The invoice is included in the next nightly check request file if the invoice status is Approved.
   • Audit Correction Acknowledged (Processor Action) - The processor agrees with the auditor's recommendation and has corrected the invoice. The invoice returns to the Audit Review queue.
   • Audit Failure Dispute (Processor Action) - The processor disputes the auditor's failure of the invoice. The invoice returns to the Audit Review queue.
   • Audit Failed in Error (Auditor Action) - The auditor agrees with the processor's audit failure dispute and has acknowledged that the invoice audit was failed in error. The audit process is complete. The invoice is included in the next nightly check request file if the invoice status is Approved.

     When you select Audit Failed/Needs Correction from the Audit Action list for an invoice that is being audited, the audit remains open until it receives an audit result of Audit Passed or Audit Failed in Error.

6. If applicable to your role, select the Return to Outsourcer Yes/No radio button if the invoice should be returned to an outsourcer processor.
7. If applicable, in the Audit Action Reason(s) drop-down list, select a reason for the audit action.
8. In the Comment field, type a comment.
9. Click Save or click Cancel to return to the Invoice Detail screen.

When the audit is saved, the Audit Detail link still appears on the invoice. However, the audit chronology now appears as read-only and the Save option is no longer available.

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Confidential, Proprietary and/or Trade Secret
TM SM Registered Trademark(s) of Intercontinental Exchange, Inc. or a subsidiary or affiliate
Copyright 2024 Intercontinental Exchange, Inc. All Rights Reserved
ICE | Privacy Notice