ubase User Guide for Purchasing

Transcription

1 ubase User Guide for Purchasing How to identify & trouble shoot purchase invoice problems Contents Topic Page Purchasing Blocked Purchase Invoices 2 Price Block 2 Quantity Block 3 Blocked Invoice Reporting MRBR report 4 Explaining the fields on the MRBR report 6 What the report shows 7 Resolving Blocked Purchase Invoice Items Due to a Price Block 8 Resolving Blocked Purchase Invoice Items Due to Quantity Block 9 Identifying Quantity Blocks Missing Goods Receipts 10 Identifying Quantity Blocks More Items Have Been Invoiced Than Goods Receipted 11 Identifying Quantity Blocks More Items Have Been Invoiced Than Ordered 13 Identifying Quantity Blocks Goods Receipt Cancelled 15 Identifying Quantity Blocks Returned Items 17 Identifying Quantity Blocks Goods Receipt in Blocked Stock 19 Purchase Order History 21 What does each column mean? 22 View the status of an invoice 23 1

2 Purchasing Blocked Purchase Invoices When purchase invoices are processed and input into ubase, the purchase order is automatically checked to certify whether the invoice should be paid. These checks ensure the University is not paying for items that haven t been received, and is not paying excessively more than approved and committed on the purchase order. When the checks highlight an issue, the purchase invoice is processed to record that it has been received and processed, but it is then blocked for payment. ubase automatically places a block against the purchase invoice. Purchase invoices, which are blocked for payment, cannot be picked up on a pay run and are not paid to vendors. If a single item is blocked on a purchase invoice containing multiple lines, the whole purchase invoice is blocked for payment. Two types of block automatically appear against a purchase invoice to prevent it from being paid: 1. A Price Block 2. A Quantity Block A Price Block goes against a purchase invoice when: 1. The purchase invoice price per item is greater than the purchase order price per item and outside permitted tolerances A Price Block is only placed against a purchase invoice when the item exceeds the price difference tolerances specified within ubase. Two tolerance levels exist for checking and the system will always use the lower value as the blocking limit. The first tolerance checks whether the invoice item price is more than 5 over the purchase order item price The second tolerance checks whether the invoice item price is more than 5% greater than the purchase order item price Where the invoice item cost is less than that approved or committed, no block is applied and the purchase invoice is paid. 2

3 A Quantity Block is placed against a purchase invoice when: 1. No goods receipt is entered against an item 2. The goods receipt quantity is less than the quantity invoiced for an item This can include when an item has been goods receipted and then returned, or when a vendor has invoiced twice for the same item 3. An item has been goods receipted into blocked stock and not released A purchase invoice can contain both a Quantity and a Price Block When this happens, both blocks must be resolved before an invoice can be paid Blocked invoices cannot be paid until the reason for the block is resolved Assistance from departments is always required in unblocking invoices. The Payments Office cannot unblock a purchase invoice without the ordering department being involved It is vital to resolve any blocked invoices as soon as possible to prevent any delays in paying the vendor Failure to resolve blocked invoices, and therefore pay vendors, can lead to other departments being prevented from purchasing from a vendor 3

4 Blocked Invoice Reporting MRBR report The Blocked Invoices Report allows departments to monitor their own blocked invoices, without notification from the Payments Office. It allows departments to keep the list manageable and act upon blocked invoices proactively, and in a timely fashion, without relying solely upon weekly updates from the Payments Office. However, the Payments Office will continue to notify departments on a weekly basis. The report is interactive and incorporates drill through functionality to allow access to the original purchase order and purchase invoice screens directly, which aids the resolution of any blocks that exist. To check for blocked purchase invoice items: 1. Use transaction MRBR Blocked Invoices Report All ubase users have access to MRBR Blocked Invoices Report. This report is under the Purchasing General Reporting folder in the Main Menu within the Purchase Invoice Reporting folder. Two different screen variants are available for departments to use. 1. Standard MRBR Layout This layout displays all the standard required information to help resolve why a purchase invoice has blocked 2. Goods Receipt and Long Text MRBR Layout This layout displays the standard required information, plus additional information including whether texts exist in the purchase order header and goods receipt information that may be of use in resolving why a purchase invoice has blocked 4

5 To run the Blocked Invoices Report with the Goods Receipt and Long Text layout, open Transaction MRBR. On the first screen: Enter the Purchasing Group Code into the Purchasing Group field Check that the Release Manually option is selected Check that the Display Option variant says / ZDEPTREPPT Click on the Execute button to run the report If there are no blocked purchase invoices the message There are no blocked invoices that match your selection will appear and no further action is required If blocked invoices exist, the following screen will open: Invoices that appear in this screen CANNOT be paid until action is taken by a department Therefore, it is vital that all items that appear on this list MUST be checked 5

6 Explaining the fields on the MRBR report Goods Receipt and Long Text Layout The Blocked Invoice Report contains an indication as to why a purchase invoice may be blocked. The following explains the purpose of each column in the report. Column Heading Purchasing Group Purchasing Document Item Invoicing Party & Name Amount Currency Blocking Reason Price Difference value Blocking Reason Qty Difference Quantity NO GR Description Identifies which purchasing group the blocked purchase invoice relates to. Shows which purchase order the block relates to. By clicking on this number, the original details of the purchase order will be shown on the screen. Shows the line item on the purchase order which is blocked. There may be more than one item on a purchase order that is blocked. All items are shown separately, as different reasons may exist for the block. Displays the ubase vendor number and the vendor name. Shows the value of the item on the purchase invoice. Displays the currency in which the purchase invoice has been entered. Identifies if the purchase invoice item is blocked due to a difference in price. Displays the difference between the value of the delivered quantity and the value of the invoiced quantity. Identifies if the purchase invoice item is blocked due to a difference in quantity. Displays the difference between the quantity delivered and the quantity invoiced. Shows that no goods receipt documents have been entered against the purchase order item. GR < INV GR No Rel Header Text Invoice Document Number Posting Date Displays where goods receipt documents have been entered, but the receipted quantity is less than the quantity invoiced. Displays where a Blocked Stock goods receipt has been entered, but a Release Blocked Stock goods receipt has not. Shows if any text has been entered into the Purchase Order Header. This will be shown if there is text against ANY of the header texts. Shows which purchase invoice is blocked. By clicking on this number, the invoice input screen is displayed. Displays the date the invoice was processed. 6

7 What the report shows The report shows information about blocked purchase invoices in real time. When a Price Block is released, it will automatically disappear from the list the next time the report runs. It is removed from the list as soon as the Payments Office remove the block, and will be picked up on the next appropriate payment run. If any Quantity Blocks are released due to a goods receipt being entered, the item does not disappear from this list immediately as ubase, rather than the Payments Office, removes these blocks automatically. Quantity Blocks that have been resolved and that are due to be released overnight are shown on the report. The Blocking Reason Qty indicator is yellow and shows that no further action is required against this block. The blocked item will disappear from the report overnight and the invoice will be picked up on the next appropriate payment run. 7

8 Resolving Blocked Purchase Invoice Items Due to a Price Block Items that are blocked due to a price difference will be shown in the Blocking Reason Price column on the Blocked Invoice Report. However, it is vital to always check the purchase order to ensure that this is correct. The Blocking Reason Price column is only an indicator. To check the purchase order: Click on the Purchasing Document Number. This will open up the purchase order screen for you to view Do NOT change the price on the purchase order Check to see if the person responsible for the account is willing to accept the additional charge. If the additional charge is acceptable, the details to blockedinvoices@sheffield.ac.uk, who will record that the additional expenditure has been sanctioned and will remove the block. Once the block has been removed, the purchase invoice will be removed from the Blocked Invoice Report and will be available for the next appropriate payment run. If the additional charge is not acceptable, the vendor must be contacted to discuss the price discrepancy further Use the header text field on the purchase order to record any information related to this This will allow staff within your department, the Payments Office and Finance to view why this item cannot be unblocked. The Payments Office can provide a copy of the purchase invoice to further assist if necessary. 8

9 Resolving Blocked Purchase Invoice Items Due to Quantity Block Items that are blocked due to a quantity block will be shown in the Blocking Reason Quantity column on the Blocked Invoice Report. However, it is vital to always check the purchase order to check why the quantity block has been placed against the invoice. To check the purchase order: Click on the Purchasing Document Number. This will open up the purchase order screen for you to view Click on the Purchase Order History tab at the bottom right of the screen The Purchase Order History tab will display any goods receipts and purchase invoice documents that have been created against a purchase order item. This information will assist in establishing the cause of the quantity block. ALWAYS check the quantity columns on the purchase order lines with the quantity columns for goods receipts and purchase invoices in the Purchase Order History tab There is no need to check the Amount columns. These have no effect on blocked invoices The following examples demonstrate the most common reasons for quantity blocks. However, the list is not exhaustive, so if in doubt contact the Payments Office who will be able to assist. 9

10 Identifying Quantity Blocks Missing Goods Receipts Open the Purchase Order History tab for the blocked invoice item Ensure that the correct Purchase Order line item is displayed. If not, click on the to move the Purchase Order Item Details through to the correct line item Check that the Purchase Order History tab includes a GR line If no GR line exists in the Purchase Order History Tab, no goods receipt has been entered The screen will look like this if no GR line exists: To resolve the block: If no goods receipt has been entered, check to see if the item has been received If the item has been received, arrange for a goods receipt to be entered AS SOON AS POSSIBLE Once the goods receipt has been entered, the invoice will be automatically unblocked for payment and will be available on the next appropriate payment run. There is no need to contact the Payments Office. If the item has not been received, DO NOT arrange for a goods receipt to be entered until the item arrives The block will prevent payment for an item that has not been received. 10

11 Identifying Quantity Blocks More Items Have Been Invoiced Than Goods Receipted Open the Purchase Order History tab for the blocked invoice item Ensure that the correct Purchase Order line item is displayed. If not, click on the to move the Purchase Order Item Details through to the correct line item Check that the Purchase Order History tab includes a GR line If a GR line exists in the Purchase Order History Tab, a goods receipt has been entered Check the Quantity columns for the GR and IR-L lines in the Purchase Order History tab, and check the Quantity column on the Purchase Order item line If more items have been invoiced than goods receipted, the screen will look like this: The invoiced quantity matches the purchase order quantity, but not the goods receipt quantity. To resolve the block: If the item has been received, arrange for another goods receipt to be entered 11

12 Once the goods receipt has been entered, the invoice will be automatically unblocked for payment and will be available on the next appropriate payment run. There is no need to contact the Payments Office. If the item has not been received, DO NOT arrange for a goods receipt to be entered until the item arrives The block will prevent payment for an item that has not been received. 12

13 Identifying Quantity Blocks More Items Have Been Invoiced Than Ordered Open the Purchase Order History tab for the blocked invoice item Ensure that the correct Purchase Order line item is displayed. If not, click on the to move the Purchase Order Item Details through to the correct line item Check that the Purchase Order History tab includes a GR line If a GR line exists in the Purchase Order History Tab, a goods receipt has been entered Check the Quantity columns for the GR and IR-L lines in the Purchase Order History tab, and check the Quantity column on the Purchase Order item line If more items have been invoiced than ordered, the screen will look like this: The invoiced quantity is greater than both the purchase order quantity and the goods receipt quantity. 13

14 To resolve the block: Check to see if an additional item has been received If an additional item has been received, check to see if the person responsible for the account is willing to accept the additional charge If the additional charge is acceptable, update the purchase order quantity and arrange for the goods receipt to be entered AS SOON AS POSSIBLE Once the goods receipt has been entered, the invoice will be automatically unblocked for payment and will be available on the next appropriate payment run. There is no need to contact the Payments Office. If an additional item has not been received and the additional charge is not acceptable, DO NOT update the purchase order quantity or enter a goods receipt The Payments Office can provide a copy of the purchase invoice to further assist if necessary. The vendor must be contacted to discuss the quantity discrepancy further and to request a credit note for the additional item The block will prevent payment for an item that has not been received Use the header text field on the purchase order to record any information related to this This will allow staff within your department, the Payments Office and Finance to view why this item cannot be unblocked. 14

15 Identifying Quantity Blocks Goods Receipt Cancelled Open the Purchase Order History tab for the blocked invoice item Ensure that the correct Purchase Order line item is displayed. If not, click on the to move the Purchase Order Item Details through to the correct line item Check that the Purchase Order History tab includes a GR line If a GR line exists with Mvt type 102 in the Purchase Order History Tab, a goods receipt cancellation has been entered If a goods receipt has been input, but then cancelled prior to the invoice being received the screen will look like this: Mvt type 102 identifies a goods receipt cancellation document. Cancellation documents should be used if a mistake has been made during input of a goods receipt. 15

16 To resolve the block: If the item has been received, arrange for another goods receipt to be entered AS SOON AS POSSIBLE Once the goods receipt has been entered, the invoice will be automatically unblocked for payment and will be available on the next appropriate payment run. There is no need to contact the Payments Office. If the item has not been received, DO NOT arrange for a goods receipt to be entered until the item arrives The block will prevent payment for an item that has not been received. Use the header text field on the purchase order to record any information related to this This will allow staff within your department, the Payments Office and Finance to view why this item cannot be unblocked. The Payments Office can provide a copy of the purchase invoice to further assist if necessary. 16

17 Identifying Quantity Blocks Returned Items Open the Purchase Order History tab for the blocked invoice item Ensure that the correct Purchase Order line item is displayed. If not, click on the to move the Purchase Order Item Details through to the correct line item Check that the Purchase Order History tab includes a GR line If a GR line exists with Mvt type 122 in the Purchase Order History Tab, a goods return has been entered If the goods have been returned and replacements have not been received prior to the invoice being input the screen will look like this: Mvt type 122 identifies a goods receipt returned document and shows an item has been returned to supplier. 17

18 To resolve the block: Check to see if a replacement item is expected If a replacement item has been received, arrange for another goods receipt to be entered AS SOON AS POSSIBLE Once the goods receipt has been entered, the invoice will be automatically unblocked for payment and will be available on the next appropriate payment run. There is no need to contact the Payments Office. If a replacement item is expected, but has not yet been received, DO NOT arrange for a goods receipt to be entered until the item arrives The block will prevent payment for an item that has not been received. If a replacement item is not expected, the vendor must be contacted to discuss return and to request a credit note for the returned item The block will prevent payment for an item that has not been received. Use the header text field on the purchase order to record any information related to this This will allow staff within your department, the Payments Office and Finance to view why this item cannot be unblocked. The Payments Office can provide a copy of the purchase invoice to further assist if necessary. 18

19 Identifying Quantity Blocks Goods Receipt in Blocked Stock Open the Purchase Order History tab for the blocked invoice item Ensure that the correct Purchase Order line item is displayed. If not, click on the to move the Purchase Order Item Details through to the correct line item If a GR line exists with Mvt type 103 in the Purchase Order History Tab, a goods receipt into blocked stock has been entered If the goods have been entered into blocked stock and not released, the screen will look like this: The Mvt type 103 in the Purchase Order History Tab identifies that a Blocked Stock Goods Receipt has been entered. 19

20 To resolve the block: Check to see if the item has been checked If the item is in working order, arrange for a Released Blocked Stock Goods Receipt to be entered AS SOON AS POSSIBLE Once the released blocked stock goods receipt has been entered, the invoice will be automatically unblocked for payment and will be available on the next appropriate payment run. There is no need to contact the Payments Office. If the item has not been checked, DO NOT arrange for a goods receipt to be entered until the item arrives The block will prevent payment for an item that has not been checked. If the item is faulty, arrange for a goods return to be completed The vendor must be contacted to discuss the discrepancy further and if necessary to request a replacement item or a credit note for the faulty item The block will prevent payment for an item that has is not in working order. Use the header text field on the purchase order to record any information related to this This will allow staff within your department, the Payments Office and Finance to view why this item cannot be unblocked. The Payments Office can provide a copy of the purchase invoice to further assist if necessary. 20

21 Purchasing Purchase Order History The Purchase Order History Tab can be found in the Item Details area of the Purchase Order screen. It displays all the documents that have been input after a Purchase Order has been sent and should be used to check why invoices are blocked for payment. If this tab doesn t appear in the Purchase Order Item Details, it means that no documents have been entered! GR line shows if any goods receipts that have been entered. IR-L shows if any invoices that have been entered. SD-L these are Subsequent Invoices or Subsequent Credits. These are invoices that apply additional charges or credits after initial invoices have been input. Any lines that display a minus quantity are credits, cancellations or returns. The quantity totals of GR and IR-L lines SHOULD BE EQUAL IF EVERYTHING HAS BEEN PROCESSED SUCCESSFULLY! Click on the underlined numbers to view the other documents! Line item 10 will always be displayed first in the Purchase Order Item Details. Click on the other line items to move the Purchase Order Item Details through the 21

22 What does each column mean? The following table explains the purpose of each column in the Purchase Order history tab. Column Heading Text MvT Description Identifies the type of document that have been entered against a purchase order Shows the sort of Goods Receipt document that has been entered. The most common are: Material Doc Item Posting Date Quantity OUn Amount Currency Reference Amt in Loc Cur 101 Standard Goods Receipt 102 Cancelled Goods Receipt 122 Returned Item 103 Blocked Stock Goods Receipt 105 Released Blocked Stock Goods Receipt Shows the Goods Receipt and Invoice document number. By clicking on this number, the original goods receipt or purchase invoice details will be shown on the screen as they were input Displays the related line item number on the goods receipt or invoice document Shows the date the document was input Displays the quantity input on the goods receipt or invoice document Displays the unit of measure used Shows the value of the goods receipt or invoice including VAT. However, if an item s cost is spread across multiple accounts, this will be zero for a goods receipt Shows the currency in which the document is posted Displays the delivery note number Displays the value of the document in GBP L. Curr Identifies that the Local currency is GBP 22

23 View the status of an invoice To show details about the invoice status for an item double click on the Material Document number against the line IR-L (always starts 61) 23

24 A new screen will open showing the details for the Material Document number created by the invoice input Click on the button Follow-on documents 24

25 A new screen will open showing the accounting documents for this invoice Double click on the Doc. Number at the top of table starting 51 (to the right of Accounting Document (If you need to close this screen either at this stage or after you have viewed the details you will need to do so using the X in the top right hand corner of the pop up screen) 25

26 A new screen will open showing the Data Entry View for this invoice Double click on the name of the vendor at the top of the table underneath Description A new screen will open to Display Document for this line item The date shown against Clearing shows the date that a request will be sent to the University bank account to pay the vendor If the Clearing field is not shown and there is a letter in the Pmnt block field this indicates that the invoice has blocked in the system To return to the main screen click on the back button twice, close the window showing List of documents in accounting, then press the back button once more 26