arizona training presentations · invoice-po-receipt matching . periscope holdings, inc. agenda •...

Invoice-PO-Receipt Matching

Periscope Holdings, Inc.

Agenda

• Overview • Creation & Setup • Invoice Custom Columns • PO and Vendor Information • Invoice Items Tab • Invoice Credits Tab • Invoice Subcontractors Tab • Invoice Amounts • Optional Tabs • Change Order Tabs • Invoice Summary Tab • Credit Memos

Overview

4

Invoice-PO-Receipt Matching – Overview


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6



Creation & Setup

Periscope Holdings, Inc. 8

Creation & Setup – Logging In


Creation & Setup – Role Selection

Create an Invoice



Create an Invoice – PO Summary Tab - Three Way Match



Create an Invoice – PO Summary Tab - Two Way Match


Creation & Setup – General Tab Standard Fields

Field Description

Invoice Number * Enter the vendor’s invoice number here.

Invoice Status There are six statuses: In Progress, Ready for AP (approval), Returned, Approved for Payment, Paid, cancelled.

Invoice Type At this time, three way matching is the only invoice type available.

Invoice Description * Enter a description for the invoice.

Invoice Date * Date on the Invoice

Effective Date * Date Invoice was Received

Payment Amount Total amount of the invoice. Will not populate until Pay Item button is selected on the Item tab.

Handling Code TAMUS defined code. Each pull-down will contain different information depending on your processes.

Paid-BankId/CheckNbr:

Accounting information passed back to populate field.

Payment Date * Date payment can be made. The agency can set a default in BuySpeed, which sets the number of days to pay from the invoice date. This will determine the default date that appears in this field. An exception to this occurs when the terms indicate a discount when paying the discount period.

Payment Terms These are defaulted from the vendor.

Payment Discount Discount amount that applies to the payment.

Payment Terms Day Set on the PO.

Alternate ID Do not used. Reserved for use by the FAMIS interface.


Creation & Setup – General Tab Custom Fields

Field Description PMI

User Ref / Ref 4

Enclosure Code

Vendor Invoice Date

State Requisition Number

ACH Override Flag

Hold Flag

FAMIS Document Type

PCC Code

PDT Code

LDT Code 1

LDT Code 2

LDT Code 3

LDT Code 4

LDT Code 5

LDT Code 6


Creation & Setup – General Tab Custom Fields (cont.)

Field Description Interest Exempt Flag

Exempt Reason Code

Contract Workforce Flag

Revolving Flag

Check Number

Check Date

Override Bank Code

Customer AR Number

Confidential Indicator

RPA Received Date

Invoice Custom Columns


PO and Vendor Information


Invoice Items Tab


Invoice Credits Tab


Invoice Subcontractors Tab


Invoice Accounts


Optional Tabs


Routing – Will display the approval paths once the Invoice is Sent. Attachments – The AP user may add attachments to the Invoice. Notes – The AP user may add internal only notes to the Invoice. Reminder – The AP user may add reminders for themselves or other users in the system that are associated with this document.

Change Order Tab


Invoice Summary Tab


Invoicing RPA Purchase Orders



Create an Invoice – Search for RPA Invoices



Create an Invoice – RPA Invoice


Credit Memos

Create a Credit Memo


Credit Memo – General Tab Standard Fields

Field Description

Credit Memo Number

Credit Memo number will be assigned by Buy A&M.

Credit Memo Status There are six statuses: In Progress, Ready for Approval, Returned, Approved for Invoice, Closed, Cancelled.

Credit Memo Amount

The Credit Memo Amount is maintained by Buy A&M upon successful add of credit memo items.

Credit Memo Description *

Enter a description for the Credit Memo.

Credit Memo Date * Date the Credit Memo was offered.

Vendor * The Vendor submitting the credit memo.

Department * The Department designation of the credit memo.

Location * The Location designation of the credit memo.

Invoice Items Tab


Field Description

Item Description * Description for the credit memo being issued.

Reason * Drop-down of pre-defined reason codes tied to the credit memo being issued. If a reason code is not available; please contact your Buy A&M Administrator.

Quantity * The number of items returned in the case of goods being returned; for service items, this value should be 1.

Unit Cost * Unit cost of the good or service that the credit is being created for.

UOM * The unit of measure for the good or service tied to the credit memo.

Credit Memo Accounts


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Overview – Receipt Statuses

Status Code

Status Name Description

5CI In Progress

The document is still being completed by the originator. It is still editable by the originator and an authorized user from the document’s business units.

5CRA Ready for Approval

The document has been submitted and is travelling down the approval path. The document cannot be edited, only approved, disapproved or cancelled.

5CA Approved

for Invoice

The items on the receipt have been approved and Accounts Payable users are now authorized to pay invoices for them.

5CRT Returned

The document was disapproved by an approver. The document can be “Reopened” by the originator to return it to “In Progress” status.

5CC Cancelled The document has been cancelled by the originator, an approver, or an authorized user from the document’s business units.


Optional Tabs


Routing – Will display the approval paths once the Credit Memo is submitted. Attachments – The AP user may add attachments to the Credit Memo. Notes – The AP user may add internal only notes to the Credit Memo. Reminder – The AP user may add reminders for themselves or other users in the system that are associated with this document.

Credit Memo Summary Tab


Invoice - Credit Memo Warning


PO Flip



Vendor PO Flip Notification



Vendor PO Flip – Locating Invoice



Vendor PO Flip – Invoice Summary



Vendor PO Flip - Document Status


arizona training presentations · invoice-po-receipt matching . periscope holdings, inc. agenda •...

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