Generated Stakeholder Communications for Exception EXC-2023-4815
This report contains the drafted notifications for all relevant stakeholders regarding the payment exception on Invoice INV-QD-98765.

1. Supplier Notification Draft

Recipient: Quantum Dynamics (accounting@quantumdynamics.com)
Subject: Action Required: Query Regarding Invoice INV-QD-98765
Format: Email

Body:
Dear Quantum Dynamics Accounts Receivable Team,
We are writing to you regarding your invoice INV-QD-98765 for $15,250.00, dated October 15, 2023.
Our system has placed a temporary hold on this payment due to a mismatch with the associated Purchase Order, PO-AS-45221. The approved PO amount is $15,000.00, resulting in a variance of $250.00.
To resolve this, please review the discrepancy and provide clarification or a revised invoice to our Accounts Payable department. Our internal team has been notified and will review the corresponding purchase order for any required amendments.
We apologize for any inconvenience and are working to resolve this promptly.
Sincerely,
Apex Solutions Accounts Payable

2. Internal AP Specialist Notification Draft

Recipient: Jane Doe (jane.doe@apexsolutions.com)
Subject: New Payment Exception: Invoice/PO Mismatch for Quantum Dynamics
Format: Internal System Alert (AP Workflow Queue)

Body:
Action Required: Payment Exception EXC-2023-4815
A payment hold has been automatically placed on Invoice INV-QD-98765 from supplier Quantum Dynamics (ID: QD-7890).

Reason: Invoice amount ($15,250.00) exceeds PO amount ($15,000.00).
Variance: $250.00
Associated PO: PO-AS-45221
Budget Owner: John Smith (IT Infrastructure)

Next Steps:

Review invoice and PO documentation.
Contact the budget owner, John Smith, to determine if a PO amendment is required.
Communicate with the supplier if a revised invoice is needed.

A notification has been sent to the supplier. Please investigate and clear the exception within 3 business days.

3. Internal Budget Owner Notification Draft

Recipient: John Smith (john.smith@apexsolutions.com)
Subject: For Your Information: Payment Hold on PO-AS-45221
Format: Email

Body:
Hi John,
This is an automated notification to inform you that a payment for Invoice INV-QD-98765 from Quantum Dynamics, related to your department's PO-AS-45221 (Cloud Infrastructure Services), has been placed on hold.
The invoice amount of $15,250.00 exceeds the approved PO amount of $15,000.00.
An AP Specialist will be in contact with you shortly to validate the additional charge and determine if a PO amendment is necessary. No immediate action is required from you at this time.
Thank you,
AP Bot