matching, amending and foreign invoices in accounts payable · pdf filein accounts payable....

Matching, Amending and Foreign Invoices in Accounts Payable

Finance Training Version 4:0 30/04/2018 2
Table of Contents
1. Matching an invoice to a purchase order ...................................................................... 4
Overview ............................................................................................................................................. 4 Why match and pre-requisites ............................................................................................................ 5 Step 1 Transfer invoice details to the system ................................................................................. 5 Step 2 Review how the invoice will be paid .................................................................................... 6 Step 3 Match to the Purchase Order .............................................................................................. 6 Step 4 Review lines, check assets and calculate tax ..................................................................... 7
2. Additional charges .......................................................................................................... 9
Adding a freight/misc. charge to a single item line at the match screen ............................................. 9 Adding a freight/misc. charge on the lines tab .................................................................................. 10 Adding and prorating additional charges .......................................................................................... 11
3. Amending matched invoices ........................................................................................ 12
Incorrect account code ...................................................................................................................... 12 Incorrect tax code .............................................................................................................................. 13 Incorrect price ................................................................................................................................... 14 Matched in error ................................................................................................................................ 15 Forgetting to tick Track as Asset ....................................................................................................... 15 Applying a credit hold ........................................................................................................................ 15
4. Grant amendments in AP ............................................................................................. 16
5. Paying an invoice from another department ............................................................... 18
Overview ........................................................................................................................................... 18 Unprocessed internal trading payments ........................................................................................... 19 Procedure for disputed items ............................................................................................................ 19
6. Purchasing goods from the EC .................................................................................... 21
Overview ............................................................................................................................................ 21 Processing an EC goods invoice ...................................................................................................... 22 The invoice header ............................................................................................................................ 22 In the Lines tab .................................................................................................................................. 23
7. Purchasing services from outside the UK ................................................................... 24
Overview ........................................................................................................................................... 24 Services Tax ..................................................................................................................................... 25 The invoice header ............................................................................................................................ 25 In the Lines screen ............................................................................................................................ 25
8. Processing an invoice from an Import Agent ............................................................. 27
Completing the Invoice Header ......................................................................................................... 27 Entering each cost from the invoice individually ............................................................................... 28 Entering lines for amalgamated costs ............................................................................................... 31 Inputting the item lines to a single code ............................................................................................ 33

9 International Payment Orders (IPOs) ....................................................................... 35
Overview ........................................................................................................................................... 35 Background information and charges ............................................................................................... 36 Processing the item ........................................................................................................................... 36 Completing the IPO form ................................................................................................................... 37
10. Running month-end reports ....................................................................................... 38
Invoices on Hold Report (UFS) ......................................................................................................... 38 Invoice Register ................................................................................................................................ 41 AP Holds and Unaccounted Transactions report .............................................................................. 41
11. Releasing holds on invoices ...................................................................................... 43
Manually releasing holds on an invoice ............................................................................................ 43
Appendix A: Insufficient funds hold (Grants) ................................................................. 45

1. Matching an invoice to a purchase order
Overview
Navigate: Entry > Invoice Batches
It is particularly important if you a
pt. that you must enter your Dept Code in here.
Enter control totals and the batch name using the standard naming convention
DEPT CODE/INITIALS/DD/MM/YR/UNIQUE REF
Click on Invoices
Standard remains as invoice type, enter the PO Number and Tab. This would default in Supplier. Supplier Number and Site
1. Enter the Invoice details: date, number, invoice amount, VAT amount and Description
2. The Match Action should be defaulted to Purchase Order 3. Review how payment will be made
4. Click on Match 5. Ensure the PO number appears in the Find Purchase Order window. If it
doesnt, enter it manually into the Number field 6. Click on Find 7. Tick the Match box for each line you wish to match. 8. If necessary, overtype the Qty and Unit Price fields to reflect what
appears on the invoice 9. Click the Match button and the Lines tab will display 10. Click on Lines tab again
12. If the item/s is over 5,000, and the item was tracked at the purchasing stage, the Track as Asset box will populate with a tick. Complete the CUFS Tag Number field (scroll to the right) with the number from the asset sticker provided by the Finance Division.
13. Click Calculate Tax. 14. Check that the figures agree by clicking on the General tab (there
should be no red figures!)
Validate the invoice by clicking Actions 1, tick the Validate box and click OK.
Click on the Holds tab to ensure secondary approval hold is placed on the invoice.

Why match and pre-requisites
When you enter a supplier invoice for which a CUFS purchase order was raised, you should match it to the order to remove the commitment from your departmental accounts. If the purchase order relates to an off payroll worker you will receive a message in UFS when you process the invoice. The invoice should instead be sent with the completed UPS4 form to Shared Services to be entered onto UPS.
Copies of certain invoices relating to grants will need to be sent on a weekly basis to the departments contact in the Research Operations Office with the RG number clearly marked on the invoice. Departments will be advised as to which invoices they require copies off.
Pre-requisites: Your purchase order must have been generated on CUFS;
The purchase order must be approved and open;
The invoice must be for the same supplier and currency as the purchase order.
Step 1 Transfer invoice details to the system a. b.
Create a batch using the sta

matching, amending and foreign invoices in accounts payable · pdf filein accounts payable....

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