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Download Accounts Payable: Invoice Processing Invoice Payable: Invoice Processing Invoice Certification Purpose The purpose of this document is to guide certifiers through the steps to take

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  • AccountsPayable:InvoiceProcessingInvoiceCertification

    PurposeThepurposeofthisdocumentistoguidecertifiersthroughthestepstotakeactiononinvoices.

    ProcedureCertificationofaninvoiceissetonthePurchaseOrderandallowsthecertifiertoacknowledgethatservices/goodshavebeenperformed/received.Providingthiscertificationisacknowledgingthattheinvoicehasbeenreviewedandthepaymentshouldbemadetothevendorfortheservices/goodsthathavebeenreceivedonbehalfoftheLaboratory.Itisexpectedthatthecertifierperformsthisreviewinanexpeditiousfashiontoallowpaymenttobemadewithintermsofthevendorssubcontract.AnydiscrepanciesthatpreventthecertifiertheinabilitytocertifytheinvoicearereportedtotheAccountsPayabledepartmentassoonastheyarediscovered.TheAccountsPayableAutomationsystemwillroutetheinvoicetothenamedcertifieronthePOforcertification.Iftheinvoiceisover$100Kandisassociatedwithapurchaseorderthatisequaltoorgreaterthan$1Mthe,systemwillroutetheinvoicetotheSignatureAuthoritySystem(SAS)approverandresponsiblebuyertogaintheirapprovalandconcurrencerespectively.IfthePOisassociatedwithtravelandthevendorhasbilledfortravelrelatedexpenses,thesystemwillroutetheinvoicetotheTravelTeamfortheirreview.Onceallappropriateapprovalshavebeenreceived,theinvoiceisreleasedfromholdandpaymentismade.Thecertifierhasseveralavailableactionsthatcanbetakenonaninvoice.

    Selectingcertifyallowstheinvoicetomovethroughtheworkflowandpaymenttobereleasedtothevendor.

    SelectingissueallowsthecertifiertoreturntheinvoicetoAccountsPayableforresolutionofanissue(e.g.theinvoicedoesnotcontainbackuportheinvoicehasadiscrepancy).

    Selectingrejectallowsthecertifiertodeclinetheinvoiceforpayment. Selectingresearchingallowsthecertifiertoplacetheinvoiceonholdforlateraction

    (bythecertifier). SelectingshortpayallowsthecertifiertoreturntheinvoicetoAccountsPayableto

    adjusttheinvoiceamounttobepaid.

    Note:TheapplicationismosteffectiveinthelatestversionofMozillaFirefoxforWindowsandMacusers.Ineachbrowser,popupblockersmustbeturnedoff.

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    Thecertifiercantakeactiononaninvoiceawaitingcertificationintwoways:1. TakingAction-EmailNotification.2. TakingAction-AccessingWorkQueue.

    Procedure Steps

    TakingAction--EmailNotification1. Opentheemailnotificationfromdo-not-reply-FMS@lbl.govandclickonthehyperlinktoaccessthe

    invoiceintheIntellegosystem.

    2. Thehyperlinkwilllaunchtwowindows;onecontainstheFinancialManagementSystem

    (FMS)screenandthesecondwillopentheApprovalWorkflowScreenintheIntellego(AP)system.

    FMSScreen IntellegoApprovalWorkflowScreen

    DisplaystheProjectIDthe invoice ispostedto

    Indicateswhich linesofthePOwillbecharged

    Showsthedollarvalueforeachlineofdistribution

    Displaysanimageoftheinvoice AllowsforactionbytheCertifier

    o Certification of invoiceo Communicationofanissue o Rejectionoftheinvoiceo Research (by Certifier)o Request short payment

    Allowscertifier toaddattachments tooriginalinvoice

    Note:WhennotonLBLnetworkorusingWi-FiyoumustuseVPNtoaccesstheIntellegosystem.

  • 3

    FMSInvoiceCertificationScreen(VoucherDetail)1. LogintoFMSusingyourLDAPcredentials.

    2. OnceintheFMSsystem,theCertifyInvoicesscreenwillbedisplayedwiththedetailedinformationpertainingtotheinvoice/voucherforthecertifiersreview.ItisimportanttoverifythatthecorrectPOline(s)areusedonthevoucher.

  • 4

    Intellego-ApprovalWorkflowScreen

    1. LogintotheIntellegosystemusingyourLDAPcredentials.

    2. Theworkflowscreenispresentedforreviewoftheinvoiceandtotaketheappropriateaction.

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    3. TherearefiveActionsavailablefromthedrop-downmenu:Action DescriptionCertify Thisactionallowsthecertifiertoapprove invoice forpayment.Issue Thisactionallowsthecertifier tocommunicateproblemswith the invoiceto Accounts

    Payable.The invoice is routedback totheAccountsPayableteamto takeafollowupaction.

    Reject Thisactionallowsthecertifiertodeclinetheinvoiceforpayment.Thisshouldonlybeusedifthevendorisnottobepaidfortheservicesorgoodsrendered.ThisroutestheinvoicebacktotheAccountsPayableteamtotakeafollowupaction.

    Researching Thisactionisusedtokeeptheworkitemwiththecertifiertoallowtimefor externalresearchon theappropriatenessof the item.

    ShortPay Thisactionallowsthecertifiertoapprovethe invoiceforpaymentatanamount lessthanwhatwas invoiced.Thisroutesthe invoicebacktotheAccountsPayable teamtotakeafollowupaction.

    4. IftheitemisplacedintheactionsofIssue,Reject,Researching,orShortPay,thememoboxmustbepopulatedwithdetailedtextsummarizingtheissueandthesteps to be taken to resolve. If this area is left blank, the pop up screen below isdisplayed.

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    5. Thecertifierhastheabilitytoattachadditionalbackupifneeded.Anexampleofthisusageisifthevendordidnotsupplytheneededsupporttobackuptheirtravel.Thecertifiercanattachtheseadditionalsupportingpagestotheinvoice.Thisbackupisretainedandarchivedwiththedocument.

    Note:Skipthesesteps(a.b.c.)iftheoriginalinvoiceiscompleteaspresented.

    a. SelecttheTypeofattachmentbyclickingthedropdownarrowand

    selectingtheappropriateTypefromthelist.

    b. ClickBrowse,selectthefileyouwant,andclickAttach.c. Aftertakingtheappropriateaction,selectOK.

    Note:PDFFormatsarethepreferredfiletypeforthisfunctionality.

    6. Theinvoicecertificationisnowcomplete.

  • 7

    CertifyingInvoicesthatRequireSASApprovalHighdollarinvoicesrequireadditionalapprovalspriortopayment. Ahighdollarinvoicetotals$100Kandisassociatedwithapurchaseorderthatisequaltoorgreaterthan$1M. Highdollarinvoicesrequireadditionalapprovalfromanauthorizedemployeewithsignatureauthority(SAS)andconcurrencefromthebuyertoensurethattheinvoiceconformstothetermsandconditionsofthepurchaseorder/subcontract.

    Note:Thebuyerissentaseparatenotificationautomaticallythroughthesystemtoprovidetheiracknowledgment.Noactionisrequiredbythecertifier.

    Fortheseinvoices,whentheworkflowscreenispresentedforreviewoftheinvoiceanadditionalareaisdisplayedsothatthecertifiercanselecttheSASapprover.1. Selecttheappropriateapproverfromthedropdownmenu,orstarttypingthelastnametominimizeyourselection.TheSASApprovershouldbeanemployeethatiswithinyourorganizationalchain.

    Note:Onlythepeoplethathavetheappropriateauthoritybasedonthevalueoftheinvoicearedisplayedonthescreen.

  • 10

    2. OncetheappropriateSASApproverhasbeenpopulatedonthescreen:a. Selecttheappropriateaction.b. ClickonOKandtheitemissenttotheapproverselected.

    TakingActionAccessingWorkQueueUsingthisoptionallowstheapprovertonavigatedirectlyintotheworkqueue.Theworkqueue showsalistingofinvoicesthathavebeenroutedandrequireapproval.

    1. NavigatetotheA-ZIndexfromtheLabshomepage,selectAforAccountsPayable.ClicktheInvoiceCertificationlink.

  • 10

    2. LogintotheIntellegosystemusingyourLDAPcredentials.

    Note:IfyouarealreadysignedintoyouremailaccountthisstepisskippedandyourLDAPisalreadyauthenticated.

    3. Theworkqueueisdisplayedthatshowstheinvoicesthatareassignedtoyou.

    a. ClickonthesecondlevelfolderCertifiertoseeitemsthathavebeenroutedtoyouforapproval.

    b. Clickonanyofthecolumnheadingstosorttheinvoicesinascendingordescendingorder.

    4. Doubleclickanywhereontherowtoopentheitemup.

  • 10

    5. Thehyperlinkwilllaunchtwowindows,onecontainstheFinancialManagementSystem(FMS)screenandthesecondwillopentheApprovalWorkflowScreenintheIntellego(AP)system.

    FMSScreen ApprovalWorkflowScreen DisplaystheProjectIDthe invoice isposted

    to Indicateswhich linesofthePOwillbe

    charged Showsthedollarvalueforeachlineof

    distribution

    Displaysanimageoftheinvoice AllowsforactionbytheCertifier

    o Certification of invoiceo Communication of an issueoRejectionoftheinvoiceo Research (by Certifier)o Request short payment

    Allowscertifier toaddattachments tooriginalinvoice

    FMSInvoiceCertificationScreen(VoucherDetail)1. LogintoFMSusingyourLDAPcredentials.

    2. OnceintheFMSsystem,theCertifyInvoicesscreenwillbedisplayedwiththedetailedinformationpertainingtotheinvoice/voucherforthecertifiersreview.ItisimportanttoverifythatthecorrectPOline(s)areusedonthevoucher.

  • 11

    Intellego-ApprovalWorkflowScreen

    1. LogintotheIntellegosystemusingyourLDAPcredentials.

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    2. Theworkflowscreenispresentedforreviewoftheinvoiceandtotaketheappropriateaction.

    3. TherearefiveActionsavailablefromthedropdownmenu:Action DescriptionCertify Thisactionallowsthecertifiertoapprove invoice forpayment.Issue Thisactionallowsthecertifier tocommunicateproblemswith the invoiceto

    AccountsPayable.The invoice is routedback totheAccountsPayableteamto takeafollowupaction.

    Reject Thisactionallowsthecertifiertodeclinetheinvoiceforpayment.Thisshouldonlybeusedifthevendorisnottobepaidfortheservicesorgoodsrendered.ThisroutestheinvoicebacktotheAccountsPayableteamtotakeafollowupaction.

    Researching Thisactionisusedtokeeptheworkitemwiththecertifiertoallowtimeforexternal researchon theappropriatenessof the item.

    ShortPay Thisactionallowsthecertifiertoapprovethe invoiceforpaymentatanamount lessthanwhatwas invoiced.Thisroutesthe invoicebacktotheAccountsPayable teamtotakeafollowupaction.

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    4. IftheitemisplacedintheactionsofIssue,Reject,Researching,orShortPay,thememoboxmust

    bepopulatedwithdetailedtextsummarizingtheissueandthestepstobetakentoresolve.Ifthisareaisleftblank,thepopupscreenbelowisdisplayed.

    5. Thecertifierhastheabilitytoattachadditionalbackupifneeded.Anexampleofthisusageisifthevendor

    didnotsupplytheneededsupporttobackuptheirtravel.Thecertifiercanattachtheseadditionalsupportingpagestotheinvoice.Thisbackupisretainedandarchivedwiththedocument.

    Note:Skipthesesteps(a.b.c.)iftheoriginalinvoiceiscompleteaspresented.

    a. SelecttheTypeofattachmentbyclickingthedropdownarrowandselectingtheappropriateTypefromthelist.

    a. ClickBrowse,selectthefileyouwant

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