KFS Invoice Processing and Practices. Charlie Sinex, Director Indiana University FMS Accounts Payable and Records Management

Transcription

1 KFS Invoice Processing and Practices Charlie Sinex, Director Indiana University FMS Accounts Payable and Records Management

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

3 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

4 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#

5 Invoice submission how and where? Submission of PDF invoices to is preferred Alternatively, USPS mail service to 400 E 7 th Street, Room 021 Bloomington IN The Vendor Information webpage shares this detail

6 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.

7 Case study 1: what if an invoice lands on a department staff desk? (continued) 6. If paper, handwritten instruction is acceptable. 7. PDF invoice to invoice@indiana.edu.; or 8. Send paper via Campus Mail Service to Poplars 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# (already on PDF). 12. Do NOT include the PO# in the text. Or, use the convention PO# (already on PDF). 13. Be certain the PO# is on the invoice face.

8 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 to the AP Team at fmsaphlp@indiana.edu. 3. Include the following information with a request for research: a. Sender name ( address), PO#, date of submission, file name; OR b. Attach the sending to the inquiring

9 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: to search for PO/Invoice Inquiry and Disbursement number inquiry.

10 Guide to Accounts Payable addresses 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

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

12 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.

13 PREQ search result example Click the document number in the search result to open the payment request document

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

15 Research payment history (continued) payment history

16 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.

17 Use of Related Document tab (continued) opens the tab to link each document related to the PO.

18 Understanding PREQ statuses Here is a chart for PREQ statuses. Select examples are shown next: Workflow status as seen on the PREQ Node Status as seen in the route log Document Status as seen on the PREQ INITIATED 1 NA Initiated SAVED 2 ImageAttachment In Process CANCELED 3 ImageAttachment Cancelled In Process DISAPPROVED 4 4 Cancelled In Process ENROUTE 5 ImageAttachment Awaiting AP Review ENROUTE SubAccount Awaiting Sub-Account Manager Review ENROUTE Account Awaiting Fiscal Officer Approval ENROUTE AccountingOrganizationHeirarchy Awaiting Chart Approval ENROUTE Tax Awaiting Tax Manager Approval DISAPPROVED 6 6 Cancelled FINAL 7 Department-Approved Department-Approved FINAL 7 Auto-Approved Auto-Approved

19 Understanding PREQ statuses (continued) The pair of workflow and document status provides meaning. Canceled plus Cancelled in Process means the document was disapproved before submit. The usual cause is (a). Funding, (b). Itemization, or (c). Vendor name mismatch.

20 Understanding PREQ statuses (continued) The pair of workflow and document status provides meaning. Disapproved plus Cancelled in Process means the document was disapproved after submit and before FO routing. The usual cause is (a). Wrong amount, (b). Wrong invoice#, or (c). Processing error.

21 Understanding PREQ statuses (continued) The pair of workflow and document status provides meaning. The payment request document status clarifies on the search screen what node an Enroute PREQ is currently awaiting.

22 KFS PREQ route log Actions Taken Pending Action Requests Future Action Requests Click show for detail

23 KFS PREQ route log (continue) Click show for detail

24 KFS PREQ route log (continue)

25 KFS Notes Functionality KFS has powerful notes functionality for adding notes, sending notification to individuals and to teams. This presentation section discusses Add a note Send notification to an individual Send notification to a team

26 KFS Notes Add a Note Add a note Type your note in the Notes and Attachment section of the document

27 KFS Notes Add a Note (continue) Select <add> in the Actions column

28 KFS Notes Add a Note (continue) The note is added with Post time stamp and author:

29 KFS: Read notification to an individual Enter the user ID of recipient and tab, or use lookup functionality to send a Read Note to an individual.

30 KFS: Read note to an individual (con t) Select <send>. Confirmation of send returns. Route log shows the action and recipient.

31 KFS: Read notification to a team Add a note

32 KFS FYI Ad Hoc Group request routed document to a team Open the ad hoc recipients tab.

33 KFS FYI Ad Hoc route to a team (con t) Use drop down menu to select <FYI> Use the lookup button to find and return the team name

34 KFS: FYI Ad Hoc Group request routed to a team (con t) Search on group name <search> and <return value> to return Namespace and the Group Name and

35 KFS: FYI Ad Hoc route to a team (con t) <add> when Namespace Code and Name is populated Then, <send ad hoc request>

36 KFS: FYI Ad Hoc route to a team (continued) KFS confirms action The route log stamps the date and time

37 KFS: Read note and FYI filter Read Notes action request is visible unless the document is already in your action list. In this case, an FYI filter will show those documents (pictures next)

38 KFS: Read note and FYI filter (continued) From your action list, select [filter] from

39 KFS: Read note and FYI filter (con t) Use dropdown for Action Requested: FYI and <filter>

40 KFS: Read note and FYI filter (con t) Full picture

41 KFS: Read note and FYI filter (con t) The result is only documents with FYI and Read Notes return... (my action list reduced to 21 documents)

42 Questions? Any questions? Thanks for your attendance and your attention. Charlie Sinex,