Resolve Rejected Material Charges

This tutorial is for TRACK users, typically TRACK Coordinators or Vendor Timekeepers, who need to resolve rejected allocations.

When TRACK Authorizers reject material charges during the Authorization process, a message with the subject “Allocation Rejected” is sent to Vendor Timekeepers as a TRACK Internal Message. The Vendor Timekeepers must resolve the rejected allocations to reprocess for payment.

Understand the Rejected Allocation Management Feature

There are two options in resolving the rejected allocations:  

• Users can unaccept multiple rejected allocations at the Accept Material Charges screen and can then proceed to the Allocate Material Charges screen to resolve each rejected allocation.

• Users can click the rejection indicator “R” to unaccept each rejected allocation and directly open the Allocate Material Charges screen to resolve the selected allocation.   

Resolving the rejected allocations will depend on the circumstances.

• Users can edit material charges.

• Users must delete the rejected allocations and re-allocate them to the new cost objects.  

• Users must click the Edit icon then click the Update icon even if changes are not required. This method will remove the “R” from the rejected allocations on the Accept Material Charges screen.

The Filter option is available to limit the display of the rejected allocations.  

• The All option under the Filter By drop-down list is selected by default and displays all allocations.  

• The Rejected for Date Range option will display the rejected allocations for the selected dates.  

• The Rejected for Last 365 Days option will display the rejected allocations for the last 365 days.

There are two ways to view the rejection comment:  

• Users can hover a mouse pointer over a date under the Timesheet Date column on the Accept Material Charges screen to display the rejection comment.

• Alternatively, users can hover a mouse pointer over the Rejected status under the Status column on the Allocate Material Charges screen to display the rejection comment.  

Resolve the Multiple Rejected Allocations  

1. After accessing TRACK, hover a mouse pointer over Allocations.  

2. Drop down to Acceptance, then select Material to open the Accept Material Charges screen.
   

3. Alternatively, click the Acceptance button on the Allocate Material Charges screen to open the Accept Material Charges screen.

4. If applicable, select an organization from the Organization drop-down list and an agreement from the Agreement drop-down list.

5. Select a material group from the Group drop-down list or proceed to the next step.

6. Enter a date or a date range into the From and To text boxes or select the dates from the calendars.

7. If applicable, select an option from the Filter By drop-down list to limit the display of the rejected allocations.

8. Click Show Allocations. The rejection indicator “R” is displayed on each rejected line item in the Accepted Material Costs Listing.

9. Start resolving the rejections by deselecting the checkboxes on multiple line items.  

10. Click Accept/Unaccept Items. The selected line items for the rejected allocations are unshaded.

11. Click Allocations to open the Allocate Material Charges screen.

12. Alternatively, hover a mouse pointer over Allocations. Drop down to Allocations, then select Material Charges to open the Allocate Material Charges screen.

13. If applicable, enter a date into the Allocation Date text box or select a date from the calendar to display the rejected allocations in the Material Charges Allocation Detail grid.

14. Resolve the rejected allocations. The Allocated status for the re-allocations is displayed under the Status column.

15. Click the Acceptance button to return to the Accept Material Charges screen.

16. Enter a date or a date range into the From and To text boxes or select the dates from the calendars.

17. Click Show Allocations to display the re-allocated items in the Accepted Material Costs Listing.

18. Click a checkbox on one or more line items to select the re-allocated items.  

19. Click Accept/Unaccept Items to accept the selected re-allocated items. The message, "Charges successfully accepted!" is displayed, and the accepted line items are shaded.

Resolve the Rejected Allocations using the Rejection Indicator “R”

1. From the Accept Material Charges screen, select an organization from the Organization drop-down list and an agreement from the Agreement drop-down list, if applicable.

2. Select a material group from the Group drop-down list or proceed to the next step.

3. Enter a date or a date range into the From and To text boxes or select the dates from the calendars.

4. If applicable, select an option from the Filter By drop-down list to limit the display of the rejected allocations.

5. Click Show Allocations. The rejection indicator “R” is displayed on each rejected line item in the Accepted Material Costs Listing.

6. Start resolving the rejections by clicking the “R” to unaccept the selected allocation and directly open the Allocate Material Charges screen, displaying the allocation with the Rejected status under the Status column.  

7. Resolve the rejected allocation. The Allocated status for the re-allocation is displayed under the Status column.

8. Click the Acceptance button to return to the Accept Material Charges screen.

9. Enter a date or a date range into the From and To text boxes or select the dates from the calendars.

10. Click Show Allocations to display the re-allocation in the Accepted Material Costs Listing.

11. Click a checkbox on a line item to select the re-allocated item.  

12. Click Accept/Unaccept Items to accept the selected re-allocated item. The message "Charges successfully accepted!" is displayed, and the accepted line item is shaded.

13. Repeat the steps to resolve another rejected allocation.

When material charges are rejected during the Authorization process, Vendor Timekeepers will receive a TRACK Internal Message with the subject "Allocation Rejected." These rejected allocations must be resolved to reprocess for payment. After resolving the rejected allocations, the Authorization process can occur.