Processing Supplier Invoices

Transcription

1 Processing Supplier Invoices All invoices are now sent to the Finance Department (Payments team) for processing. All current suppliers have been advised to send their invoices directly to the Finance department. The invoices are scanned and registered onto the Agresso system. Purchase Invoices and Supplier Invoices If the invoice has an Agresso purchase order number, it will be registered as a purchase invoice and will match against the purchase order already in the system. If the invoice does not have an Agresso purchase order number, then it is registered as a Supplier Invoice. Because they can t automatically be matched, supplier invoices will be sent to the relevant school/department (from the delivery address) to be processed. The invoice can not be paid until it has been successfully processed. 1

2 Supplier Invoice flowchart An invoice is registered by the Payments team in Finance. It does not have an Agresso PO number. The invoice is sent via Agresso to the Finance Administrator for the relevant school/department The Finance Administrator actions the invoice Yes Does the invoice belong to the school/dept? No Enter the relevant info against the invoice (category code, project code, description etc.) Reject the invoice because it doesn t belong to the school/dept The coded invoice is sent to the Procurement Approver to be signed off The invoice is sent back to Finance to resend to another school/dept, or query with Supplier for more info If approved, the invoice is posted for payment If rejected, the invoice is sent back to the finance administrator, to amend or reject back to Finance 2

3 Coding a Supplier Invoice You will receive an alert informing you that you have a task to action in Agresso Access Agresso by opening Internet Explorer and typing the following web address into the address bar: The Log In screen will appear: Enter your log-in information: USER NAME is your network ID CLIENT is always U1 Your PASSWORD is alpha numeric and eight characters long. It is case sensitive. When the home screen appears, your tasks will appear on the left hand side of the screen: 3

4 A supplier invoice to be processed will be labelled SINV Department to Code Click on the task to open the screen: Look at the scanned image of the invoice. If you cannot see clearly on the screen or you need a hard copy, you can print from this screen by clicking. This step in the process is to confirm that the invoice belongs to your school/department, and to gather information. There are a number of options at this stage: The invoice does not belong to your school/department The invoice does belong to your school/department The invoice relates to a purchase order raised in Agresso (the number is simply missing from the invoice) 4

5 If the Invoice does not belong to your school/department Click. You will be prompted to leave a comment. Leave a message giving the reason for your rejection, and click actions. again to save your The invoice will return to the Payments team who will re-route to another school/dept, or contact the Supplier for more information If the Invoice relates to a Purchase Order created in Agresso The invoice may relate to a Purchase Order that you have created in Agresso, but the Supplier has failed to quote the PO number on the invoice. Click. You will be prompted to leave a message. Leave information regarding the PO number and click again. The invoice will return to the Payments team who will re-register as a Purchase Invoice, and match against the Purchase Order. 5

6 If the Invoice belongs to your school/dept The Purchase Invoice line will appear on the screen below the scanned image of the invoice. The Account and Project Code fields will be defaulted to dummy codes, for distribution purposes only. Enter the correct account code (category code) and project code (cost code) in the relevant fields, along with a specific description: If you do not know the account code, use the field help button relevant code by name. to search for the Click on the Field Help button and enter the name or partial name Click on the line you require the relevant code will populate the account field. 6

7 Once you have entered the relevant information, click The invoice will workflow to a Procurement Approver for final sign off. The invoice is ours, but the invoice is split between more than one project code (cost code) Enter the information above, inputting the first project code in the Supplier Invoice details section. Click. You will be prompted to give details. Specify the number of lines and the amount against each line, then click. The invoice will return to the Payments team, who will create the multiple lines against amounts. This will then return to you to enter the project codes. All coded invoices will workflow to a Procurement Approver for authorisation. Who this person will be will depend on the total value of the invoice: will workflow to a Financial Administrator ,000 will workflow to a Senior Manager Over 100,000 will workflow to an Executive Manager For further information on specific members of staff, please seek advice from your College Manager or Dept Head. 7

8 Hospitality Invoices All invoices that fall under the account code 557- hospitality will have an additional document check step, to prompt you to attach further information. The finance office requires the following information for all hospitality invoices: the names of those in receipt of hospitality if they are internal (staff) or external the name of the activity You can include this information in a word document and attach to the invoice task in Agresso (You can click to manually send and receive tasks if you can t see it in your list) Click to open the task: 8

9 The screen contains the following message: Attaching a document Click. The following window will open: Click on the AP Hospitality folder, then click Click Click Open. and select your document from your PC. 9

10 Click OK. You should see your document in the window. Close the window, then click The invoice will workflow to the Procurement Approver. When you action a task, you receive a confirmation message: 10

11 Instructions for Procurement Approvers Log into Agresso (see page 3 of this handout) Supplier invoices for approval will show in your Tasks List: Click on the task to open in the main screen 11

12 The task will open in the Approval screen. In this screen you can view a scanned image of the invoice, and account and project code details. Review details and action as appropriate. Click Approve to accept the invoice this will automatically post and will be ready to be considered in a payment run. click Reject to reject the invoice. You will be prompted to leave a workflow comment please enter the reason for your rejection. N.B. Rejected invoices will return to the Finance Administrator for your school/department. Once you have actioned the task, you will receive a confirmation message: 12