Vendor Initiated Invoice

Transcription

1 Training Materials Vendor Initiated Invoice Workflow Steps 1) Create Vendor Initiated Invoice 2) Accounting Review 2a) Revision 3) Project Manager Review 4) Payment Vendor Initiated Invoice Invoices must be submitted for review, approval and payment. Invoices are created to update the amount spent against contracts, and amendments and can be tracked through the schedule of values (SOV). Vendors should submit Payment Applications for Construction Contracts. Vendors who are not partners in Unifier will submit their invoices directly to the campus and the Accounting team will submit Accounting Initiated Invoices. Multiple Invoice records can be created. Each of the tasks within the business process (BP) must be executed by specific roles. After a BP is complete, a summary showing who executed each step can be obtained by going to File/Print Preview/HTML/PDF Format, and scrolling down to the Workflow Progress section. Revised 01/10/11 Vendor Initiated Invoice 265

2 Vendor Initiated Invoice Workflow #1 Create (AE- Finance, Owner s Rep - Finance, Prime Contractor - Finance, Construction Mgr - Finance, Contractor Other - Finance, Other Consultants - Finance, Haz Mat Contractor - Finance, Haz Mat Consultant Finance) Send for Review (Pending) Send for Revision (Pending) #2 Accounting Review (Accounting Officer CU) Resubmit (Pending) Send for Review (Pending) #3 Project Mgr Review (Project Mgr) Send for Payment (Pending) Reject (Rejected) #4 Payment (Accounts Payable) Close (Approved) End #2a Revision (Match Step Creator) Send for Revision (Pending) Send for Revision (Pending) Revised 01/10/11 Vendor Initiated Invoice 266

3 1) Create Vendor Initiated Invoice Initiated By: AE-Finance, Owner s Rep-Finance, Prime Contractor-Finance, Construction Mgr-Finance, Contractor Other-Finance, Other Consultants Finance, Haz Mat Contractor-Finance, Haz Mat Consultant-Finance A) From the Project Homepage go to Collaboration/Tasks: B) Click New/Invoices Revised 01/10/11 Vendor Initiated Invoice 267

4 C) Select Vendor Initiated for the Workflow and click OK D) The Create New Invoice window will open. Fill in all the required fields in the upper form. (Required fields have a red (*) next to them) Note: There are validation rules that will not allow you to choose a Payment Period To Date that is in the future or allow the Payment Period From Date to be later than the Payment Period To Date. - Title - Reference Contract - Vendor Invoice Number - Description - Invoice Date - Invoice Due Date - Payment Period From - Payment Period To Revised 01/10/11 Vendor Initiated Invoice 268

5 E) Click the SOV Button at the top of the form to see what was contracted, amended, already spent and what the commits remaining balance is. This will help determine what line to bill against. F) Click The Split Button to view easier and scroll to the right to view the Commits Remaining Balance column. Close the SOV window when done. G) Add the line items to be billed by clicking Add/Detail Line Item in the Line Items List Section of the form: Note Only one line item can be added at a time. Revised 01/10/11 Vendor Initiated Invoice 269

6 H) The Line Item List window will open. Click the Select button next to WBS Code to select your line. I) Highlight the line and click the Select button: J) The WBS Code and Code Name will automatically fill in. Enter a Short Description and the dollar amount you wish to bill: Click OK when done Revised 01/10/11 Vendor Initiated Invoice 270

7 You will see the line items at the bottom of the form as you add them. K) Repeat steps G J until all lines to be billed are added. L) Add paper Invoice for breakdown of costs, as well as any other attachments, comments, notes or Link umails as needed. - Proceed Select Workflow Action Send for Review. The Action Details section of the form becomes active. The To field will automatically populate with the Accounting Officer CU s name. The Cc field will be available to copy users to the record. Click Send to process the transaction. A Successful notification window will pop up. Revised 01/10/11 Vendor Initiated Invoice 271

8 2) Accounting Review Task Assignee: Accounting Officer CU A) The Accounting Officer will receive a task notification and a task in their Unifier task inbox. Go to Collaboration/Tasks in the project and double click the record to open or highlight and click Open on the menu bar: B) Click Accept Task to take action: C) Complete any required fields - Transaction Type Code - Single Check Flag D) Verify the attached paper copy of the Vendor Invoice matches the line items and dollar amounts in the Unifier record. Revised 01/10/11 Vendor Initiated Invoice 272

9 E) If the Accounting Officer knows what Cost Center the line items will be assigned to, click the Funding Button at the top of the record: The Funding Window will open and the top line item will be highlighted: F) Click the box in the lower section of the window next to the Fund Source you will be assigning the dollars to and enter the dollar amount. The Invoice Line Items must be assigned to the same Fund Source they were encumbered to. Note: You can split the cost between more than one fund source if that is how it was encumbered. Revised 01/10/11 Vendor Initiated Invoice 273

10 G) After the dollar amount is entered, click Apply. You will see the dollar amount will move to the Previously Assigned column and the Unassigned Dollar Amount in the upper section will drop to $0: Revised 01/10/11 Vendor Initiated Invoice 274

11 H) Highlight the next line item in the upper section to assign that line to a fund source: I) Click Apply. Repeat steps H and I until all lines items in the Invoice record have been assigned to a Fund Source. Note: All the Unassigned Amounts should be $0: Revised 01/10/11 Vendor Initiated Invoice 275

12 Click OK. The Fund Assignment can be done anytime from step 2 Accounting Review through step 4 Payment. J) Add any Attachments, Comments, Notes or link umails as needed. - Project Manager Review If the record is satisfactory, select Workflow Action Send for Review. Click Send to process the transaction. Proceed to step 3 Project Manager Review. - Revision If the record is not satisfactory, something is missing, i.e. a line item, attachment, etc add a General Comment by clicking the General Comment link at the bottom of the form so the user knows why the record has been sent back. Select Workflow Action Send for Revision then click Send to process the transaction. Proceed to step 2a Revision. ****If sending the record for revision and the Fund Assignment has been completed, click the Funding Button at the top to un-assign the dollars from the Fund Source by entering a negative dollar amount next to the fund source for each line item. **** Revised 01/10/11 Vendor Initiated Invoice 276

13 Click OK when complete: Revised 01/10/11 Vendor Initiated Invoice 277

14 2a) Revision Task Assignee: Match Step Creation (Record Initiator) A) The record initiator will receive a task notification and a task in their Unifier task inbox. Go to Collaboration/Tasks and double click the record to open or highlight the record and click Open on the menu bar. Click Accept Task to take action. B) Based on General Comments, make necessary revisions, add attachments, comments, notes or link umails. - To revise line items, double click the line to open the Line Item Window. Change dollar amount as needed. Click OK when done. Revised 01/10/11 Vendor Initiated Invoice 278

15 - To remove a line item, highlight the line and click the Remove button. Click Yes to confirm: C) After all changes have been made, select Workflow Action Resubmit and click Send. Proceed to step 2 Accounting Review. 3) Project Manager Review Task Assignee: Project Manager A) The Project Manager will receive a task notification and a task in the Unifier task inbox. Go to Collaboration/Tasks and double click the record to open, or highlight the record and click Open on the menu bar. Click Accept Task to take action. B) Review all line items, dollar amounts attachments, comments, notes or linked umails to verify the invoice is valid. C) The Project Manager can do the Fund Assignment by following steps 2D 2I if this has not been completed already. Revised 01/10/11 Vendor Initiated Invoice 279

16 D) Add additional attachments, notes, comments, or link umails as needed. - Send for Payment If the record is satisfactory, select Workflow Action Send For Payment and click Send. Proceed to step 4 Payment. - Revision If the record is not satisfactory, something is missing, i.e. a line item, attachment, etc add a General Comment by clicking the General Comment link at the bottom of the form so the user knows why the record has been sent back. Select Workflow Action Send for Revision then click Send to process the transaction. Proceed to step 2a Revision. - Reject If the record is not valid and should be terminated all together select Workflow Action Reject and click Send. The record will route to the end and the Status will be Rejected. 4) Payment Task Assignee: Accounts Payable A) The Accounts Payable person will receive a task notification and a task in their Unifier task inbox. Go to Collaboration/Tasks in the project, double click the record to open, or highlight The record and click Open on the menu bar. Click Accept Task to take action. B) Review all line items, dollar amounts attachments, comments, notes or linked umails to verify the invoice is valid. C) Complete required fields in the upper form -ISRS Notes - PV Type Code Revised 01/10/11 Vendor Initiated Invoice 280

17 D) Add additional attachments, notes, comments, or link umails as needed. E) The Fund Assignment can be completed by following steps 2D 2I if this has not been completed already. F) Click the Funding Button at the top of the record: G) Check the Unassigned Amount Column for each line: Revised 01/10/11 Vendor Initiated Invoice 281

18 If the Amount is $0 for each line this means the Fund Assignment has already been completed at a prior step. H) To verify each line has been assigned to the correct Fund Source highlight each line and check the Previously Assigned Column in the lower portion of the window: Revised 01/10/11 Vendor Initiated Invoice 282

19 I) To change the fund assignment, enter a negative dollar amount in the Additional Assignment Box where the Fund Assignment is currently, and then enter a positive dollar amount next to the Fund Source where it should be assigned to: Click OK when done. J) Complete required fields in the upper form. Add additional attachments, comments, notes Or link umails as needed. - Fund Assignment Verification -Close To Approve and close the record, select Workflow Action Close and Click Send. - Revision If the record is not satisfactory, something is missing, i.e. a line item, attachment, etc add a General Comment by clicking the General Comment link at the bottom of the form so the user knows why the record has been sent back. Select Workflow Action Send for Revision then click Send to process the transaction. Proceed to step 2a Revision. Revised 01/10/11 Vendor Initiated Invoice 283

20 Business Process Complete NOTES Revised 01/10/11 Vendor Initiated Invoice 284

21 Revised 01/10/11 Vendor Initiated Invoice 285