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  • KFS Invoice Processing and Practices

    Charlie Sinex, Director Indiana University FMS Accounts Payable and Records Management

  • Presentation Focus  Invoice submission – importance of PO#  Accounts Payable email addresses – a guide  Payment request search lookup  Payment request statuses  Using payment history and related documents  Using route log information  KFS Read Note Notifications

    Presenter Presentation Notes Presentation focuses on KFS Payment request processing – the payment of an invoice. Presentation provides guidance to Read Note functionality.

  • Invoice submission – importance of PO#  Purchase order (PO) is our agreement with the

    vendor  PO# keys  Visible on face of the invoice  PO is open and funded  Itemization of billing matches itemization of PO  Vendor name on PO is a match to vendor name

    on invoice

    Presenter Presentation Notes Invoices can only be processed against open, funded POs that are a match in vendor name to the invoice (tax name or dba / trade name) and purchase order itemization.

  • Invoices can only be processed against PO#  Invoices cannot be processed against REQ Doc Nbr

    nor Requisition #

     Invoices can be processed against PO# but not

    against PO Doc ID. The vendor needs the PO#

    Presenter Presentation Notes Note: the PO# 1219044 above is the PO# the vendor should reference on an invoice.

  • Invoice submission – how and where?  Submission of PDF invoices to

    invoice@indiana.edu is preferred  Alternatively, USPS mail service to 400 E 7th Street, Room 021 Bloomington IN 47405-3003 The Vendor Information webpage shares this detail… http://www.indiana.edu/~purchase/resources/vendors.shtml

    Presenter Presentation Notes The PDF invoice is immediately separated from the sending email by a systematic batch process. The invoice will be paid timely if all pertinent information in contained on the invoice and a valid, funded PO is open for processing. An “ideal” Invoice Indiana University Accounts Payable looks forward to establishing our relationship with you. You are our customer and it is our goal to pay you accurately and promptly, according to the terms of the purchase order. You can facilitate prompt, accurate payment with the following components of an “ideal” invoice: •Vendor name in header of invoice (a match for the PO name). •Vendor remit to address. •PO#, Vendor invoice# and invoice date •Payment terms matching the PO payment terms •Sufficient itemization to know what goods / services were provided •Billing name: Indiana University, name of Campus e.g. Indiana University Kokomo •Billing amount

    mailto:invoice@indiana.edu http://www.indiana.edu/~purchase/resources/vendors.shtml

  • Case study 1: what if an invoice lands on a department staff desk?

    Steps: 1. Research KFS to determine if the payment is already

    processed. (…a later slide) 2. DO NOT SEND DUPLICATE INVOICES. 3. Make certain the PO is open and funded. 4. Make certain the PO# is on the face of the invoice. 5. If not, add the PO# near the invoice top via Adobe

    Pro tools with your first initial last name next to the entry.

    Presenter Presentation Notes Confirm the invoice has not already been received and processed in KFS before sending an invoice to Accounts Payable. Duplicate invoice submissions slows processing payment for all our vendors.

  • Case study 1: what if an invoice lands on a department staff desk? (continued) 6. If paper, handwritten instruction is acceptable. 7. Email PDF invoice to invoice@indiana.edu.; or 8. Send paper via Campus Mail Service to Poplars 021. 9. PDF submission is preferred. 10. Do NOT send duplicate invoices. 11. Do NOT include the PO# in the subject line. Or, use the

    convention “PO# 12345 (already on PDF)”. 12. Do NOT include the PO# in the email text. Or, use the

    convention “PO# 12345 (already on PDF)”. 13. Be certain the PO# is on the invoice face.

    Presenter Presentation Notes The invoice should be complete in content including the PO#. AP Staff is required to find the invoice if the PO# is in the email in case the PO# is not on the invoice too. Please save AP staff that step by marking the PO# on the invoice only and not in the email subject line or email body. A department should document any details added by including first initial last name next to the detail. A past due invoice – the send date is already following the due date – can be marked: Two day pay. PO# xxxxxxx. J Doe.

    mailto:invoice@indiana.edu

  • Case study 2: an invoice was submitted 2 weeks ago and there is no evidence of processing. What next?

    Steps (assumes KFS PURAP research shows no evidence of processing): 1. DO NOT SEND A DUPLICATE INVOICE. 2. Send an inquiry email to the AP Team at

    fmsaphlp@indiana.edu. 3. Include the following information with a request for

    research: a. Sender name (email address), PO#, date of submission, file

    name; OR b. Attach the sending email to the inquiring email

    Presenter Presentation Notes The AP Team at fmsaphlp@indiana.edu can research your submission after you have search KFS for processing clues. It is beneficial to send the original email as an attachment to the inquiry email. The attached email provides the quickest research path.

    mailto:fmsaphlp@indiana.edu

  • Case study 3: our vendors want to check on processing status. Is there a tool the vendor can use?

    Vendors can use the URL link: https://fdrs.fms.indiana.edu/cgi-bin/AP/AP to search for PO/Invoice Inquiry and Disbursement number inquiry.

    Presenter Presentation Notes PO/Invoice Inquiry: This search is used when you know the University's purchase order number or the P.O. number and vendor's invoice number combination and you wish to obtain details about the status of payment on the PO/Invoice Disbursement Number Inquiry: This search is used when you have received a University accounts payable check and need to retrieve additional information concerning the payment.

    https://fdrs.fms.indiana.edu/cgi-bin/AP/AP

  • Guide to Accounts Payable email addresses  invoice@indiana.edu

     Use = submission of PDF invoices.  Do not send duplicates. Do not send inquiries.

     fmsaphlp@indiana.edu  Use = inquiry, invoice and credit memo research requests, and

    follow-up questions

     fmsdvhlp@indiana.edu  Use = contact the DV Team for disbursement voucher and DV

    Vendor inquiry

     Another reserved for Purchasing payment instruction  Another reserved for landlords sending rent invoices

    Presenter Presentation Notes Landlords should contact fmsaphlp@indiana.edu to determine if sending rent invoices to the unique address will benefit prompt payment.

    mailto:invoice@indiana.edu mailto:fmsaphlp@indiana.edu mailto:fmsdvhlp@indiana.edu

  • Payment request search Each Purchasing / Accounts Payable document has custom search fields.

    Presenter Presentation Notes Search for Payment Request (PREQ) to find documents that process invoice payment. Searches can utilize a variety of input parameters. Sometimes less is best. PO# or INV#. Vendor number and create date range. Vendor number and invoice date range.

  • PREQ search (continued) The custom search populates PREQ in document type field. Useful searches depend on case by case needs but can include: PO# Or Invoice # plus vendor number Using asterisk with invoice number can help find reprocessed invoices.

    Presenter Presentation Notes Other useful searches: (a). By PREQ#, (b). By Doc ID if known, (c). By invoice date range with vendor number. Experience is a good teacher.

  • PREQ search result example  Click the document number in the search

    result to open the payment request document

    Presenter Presentation Notes The document number links to the actual PREQ document. Columns can be sorted by clicking the column heading.

  • Research payment history Each PURAP document (REQ, PO, PREQ, CM) has a payment history tab for payments and credits made on that PO.

    Presenter Presentation Notes The payment history tab shows the PREQ and CM detail for processing against the PO.

  • Research payment history (continued) payment history…

    Presenter Presentation Notes The payment history tab shows the PREQ and CM detail for processing against the PO.

  • Use of Related Document tab… Each PURAP document has a tab linking all documents related to the given PO. This tab benefits payment research providing quick access to documents without a new search.

    Presenter Presentation Notes Links to requisition, purchase order, payment requests, and vendor credit memos are contained in the ‘View Related Documents’ tab on each document.

  • Use of Related Document tab…(continued) opens the tab to link each document related

    to the PO.

    Presenter Presentation Notes Links to requisition, purchase order, payment requests, and vendor credit memos are contained in the ‘View Related Documents’ tab on each document. In this example, the user is on one payment document and there are 3 related documents: REQ# 1481360, PO# 1379867, and PREQ# 2537080.

  • Understanding PREQ statuses Here is a chart for PREQ statuses. Select examples are shown

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