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Accounts Payable

Common input errors

  • Updated

This tool uses an API to search Medline's system for invoice records. Search criteria must match in order to provide a detailed status. Below are some tips to try in case your query provides "no match":

  1. Invoice Posting Year: try the invoice year +1/-1
    • If Medline receives the invoice close to year end, the posting year may differ from the invoice year
    • If Medline requests another copy of the invoice because they never received the first copy, the posting year may differ from the invoice year
  2. Invoice Number: do not include special characters (unless you transmit via EDI)
    • Invoices that are emailed to an inbox or mailed via physical mail are posted to Medline's system without any special characters. Please omit them from the query field or you may receive a "no match" status.
    • Invoices that are transmitted via EDI are posted to Medline's system exactly how they are transmitted so if the transmittal includes special characters, include them in the query field or you may receive a "no match" status.
  3. Invoice Number is more than 16 characters: If your standard invoice number exceeds 16 characters, Medline will post the last 16. 
    • Example: Vendor invoice #- MX01003221180009499536
      • Medline will post inv # - 3221180009499536
  4. Vendor Number: Medline may have multiple vendor numbers for your company. Try the head account if you know it. If not, reach out to your AP Rep to confirm the vendor number needed to query invoice statuses for your company.
  5. PO Query: When you query a PO, the corresponding invoices are listed. The tool can only handle one invoice at a time so choose the invoice # you want to query and type "Check Invoice" in the message box to fill in the required fields to get a detailed status.
  6. Invoice just isn't in Medline's system: Some invoices that are received by Medline but do not have the required documentation attached are entered into their ERP but not set for payment. In this scenario, you will need to create a ticket to work with an AP Agent.

If you continue to receive a "no match" result please create a ticket to work with an AP Agent.