Overrides to Advantage Documents and P-Cards Job Aid [ORSPA] / August 2, 2012

Applying Overrides to Advantage Documents [ORSPA]

Under “GCO Authorized Advantage Processing Actions - SPN4 Profile”, GCOs are authorized to apply overrides to Advantage Documents. Examples of the types of Advantage Documents (herein referred to as Document) include PV, IX, J1, PO, PVQ, RX, II, and PD (sometimes referred to as LVPO).

  1. Receive request from department via email regarding error/reject status on Document.
  2. Log into Advantage and view Document.
  3. Access the Suspense File
  4. Type L in ACTION
  5. Type SUSF in SCREEN

2.1.3.Press the ENTER key

2.2.Retrieve the Document.

2.2.1.Type S in ACTION

2.2.2.Tab to the empty space under DOCUMENT TYPE

2.2.3.Type in the Document Transaction Code (PV, IX, J1, etc)

2.2.4.Tab to the AGCY

2.2.5.Type in the document’s Agency Code (should be the agency ofthe “To” account, ex. FGS, TNW, etc)

2.2.6.Press the ENTER key until the document number appears

2.2.7.Type S in ACTION

2.2.8.Place your cursor on the line you wish to view

2.2.9.Press the ENTER key

  1. Review error code to determine if override can be applied. Example of an error code is “01-A260E-INVALID ACCOUNT TYPE” (01 = Line number where error exists, A260E = Error Code). Error codes that end with an “O” can be overridden. Error codes ending in “W” or “E” must be resolved by the department. Refer department to WI-EP-60 Job Aid: Overrides to Advantage Documents and P-Card Purchases Job Aid with decision tree [Units].
  2. Verify that the document meets the requirements set forth in the “Sponsored Projects Allowability Job Aid”/ Any exceptions to the following items will need to be approved by AMT Assistant Director (AMT AD).
  3. Apply override to Advantage Document.
  4. Type OV in FUNCTION (pressing HOME on keyboard will get you to this spot).
  5. Press the ENTER key.
  6. Press F7 to save and F3 to exit the document.
  7. Reply to email from Department notifying them override has been placed or denied and reason for denial.

Applying Overrides to P-Card Purchases [ORSPA]

1.Review e-mail request from RA to verifythat the expense meets the requirements set forth in the “Sponsored Projects Allowability Job Aid”.Any exceptions to the following items will need to be approved by AMT Assistant Director (AMT AD).

  1. Respond to the e-mail request for an override.
  2. If approved, state “I approve the charge description on Agency/Org as an allowable charge on this grant. I authorize the temporary removal of the restriction on this P-Card for this purchase.”
  3. If disapproved, state the reason for denial.

ASU – Research Operations / 1