Transaction Maintenance

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1 Transaction Maintenance Invoice Price Clearance Invoice Price Clearance lets you accept either the invoice price or the order price depending on which has been accepted by the authorised signatory. Whichever has been accepted must include the authorised signatory s confirmation to process for payment for Invoice price or to hold for credit note. This will be noted in the relevant column on the spreadsheet which will be introduced in Phase II. To clear an Invoice Price Mismatch: 1. Select E5 Main Accounts Payable Transaction Maintenance. 2. Double-click Invoice Price Clearance. 3. Select Amend.

2 Amend Accept Invoice Price 1. Select the necessary line. 2. Select Invoice Price if this is the price agreed. 3. Select Update. In this case the invoice will be passed for payment. Note: Only use this option when authorisation has been obtained. Accept Order Price 1. Select the necessary line. 2. Select Order Price. 3. Select Update. In this case the invoice will remain held until either a credit note is received or until further GRNing is completed.

3 Invoice Quantity Clearance To clear an Invoice Quantity Mismatch: 1. Select E5 Main Accounts Payable Transaction Maintenance. 2. Double-click Invoice Quantity Clearance. 3. Select Amend.

4 Amend Accept Invoice Quantity 1. Select the necessary line. 2. Select Invoice Quantity if this is the quantity agreed. 3. Select Update. In this case the invoice will be passed for payment. Note: Only use this option when authorisation has been obtained. Accept Received Quantity 1. Select the necessary line. 2. Select Received Quantity. 3. Select Update. In this case the invoice will remain held until either a credit note is received or until further GRNing.

5 Amendment You can amend a transaction at header level if the status is Logged, Accepted, Paid (fully or partially) or a Recurring Payment. You cannot change the Total Amount of the transaction or the transaction detail lines. If you want to change detail line information you must cancel the transaction and reenter the correct information using Data Entry. To amend a transaction from the main menu: 1. Select Accounts Payable Transaction Maintenance Amendment. 2. Enter either Supplier number, system reference no or Transaction reference (invoice no). 3. This will bring up the relevant list of Transaction Amendments. 4. Highlight the transaction you want to amend and either go to Applications (on top toolbar) then Edit then Amend (as shown below) or simply Right-click on the selection and select Amend. This will bring up the following screen where you can make your changes and Update. The only changes permitted are: Date. Settlement Terms. This will allow changes to the due date or the discount terms.

6 You will then receive a message at the bottom of the screen to say that the previous requested action has been performed.

7 Cancel Transactions Cancelling a transaction will void it. The system subtracts the transaction for the supplier s balance and reverses any postings made to GL. You cannot cancel Paid, Partially Paid or Recurring Payments. You must void the cheque or cancel the BACS payment first. This is only performed by the Payments Administrator. To cancel a transaction: 1. Select Accounts Payable Transaction Maintenance Cancellation. 2. Fill in relevant information as in Transaction Amendment. 3. Highlight transaction and select Select from bottom of screen. This inserts a Y in the selection box. 4. Select Confirm at the bottom of screen. 5. Select Confirm again to cancel the transaction. Note: Cancellation can only be performed by the Accounts Payable Supervisor.

8 Suspend or Release a Transaction This is a separate function to Invoice Price Clearance. You can suspend or release a transaction, from payment processing using the Suspend/ Release option in the main menu. You can suspend full or partial amounts and then release them at a later date. This will be used where an invoice has been passed for payment but, for some reason, it should not be included in the payment run for example error in GRN or authorisation not obtained. Invoices will be held until a Credit Note is received or conditions are met to satisfy payment. When these conditions are met, Payment s staff will release the invoice for payment. 1. Select the required transaction and press Suspend or Release at bottom of screen. 2. Select Update on the next screen. Note: Suspend or Release can only be used by Accounts Payable Supervisor

9 To Hold Payment From A Supplier 1. Highlight the supplier from the supplier list and right click to choose Amend 2. Click on [AP CNTRL] and then go into Payments.

10 3. Put a tick in the Hold Payment box. 4. [Update]. Note: Hold Payment should only be carried out by the Accounts Supervisor.

11 Mismatches There are a number of situations when an order-related invoice cannot be processed for payment once it has been entered in to e5. This will be due to a mismatch where the invoice does not match what has been entered on the order. This might be due to a difference in Quantity, value, price or miscellaneous charges. In all situations, the detail from the invoice must always be entered when entering the orderrelated invoice. The four mismatches are explained below. 1. Quantity GRN. 2. Value GRN based for Services, call off orders etc. 3. Price. 4. Miscellaneous charges. Tip: If an invoice is held for a price and quantity mismatch, the price mismatch must be resolved before the quantity mismatch or invoice will remain held

12 Mismatching: Quantity 1 1. Quantity A Quantity mismatch occurs when the invoice entered is for a larger quantity than was originally entered on the purchase order and/or what has been receipted. Note: if the quantity on the invoice is lower than what was on the original purchase order and the order has been receipted for this quantity, the invoice will be scheduled for payment. The illustration above shows the Lines screen accessed once the Header detail has been entered. In this case the invoice is for 2 chairs but none have been receipted. When you press Update the system will display a Warning at the bottom of the screen indicating that The Invoice Quantity exceeds the GRN Quantity. In this case we will accept the warning and allow the invoice to be registered. What happens next? e5 generates an event (task) in the form of a spreadsheet which is sent to the Requisitioner (originator of the order) at the end of each day along with a reminder to prompt them to receipt the order once the goods have been delivered. Once receipted to the required quantity on the invoice, e5 will automatically remove the Held status from the invoice and pay it in accordance with the due date. The spreadsheet will also contain a column for Reason for Non Receipt to advise Payments staff to aid Supplier queries.

13 Quantity mismatches If an authorizer accepts an invoice quantity, this does not immediately release payment. Overnight GR4 process needs to run before update takes place. GR4 can be run manually at any time but this will depend on who has access to this facility. Mismatching Value - 2 Based on Service orders where the GRN is by Value instead of Quantity. A Value mismatch occurs when the invoice amount is different to the amount entered on the original order. This will happen with orders such as Consultancy or Recruitment where the order is value based and not quantity based. In this example you have placed a service order for 1,000 there is no specified Quantity but there is an overall value. When the service is received the Requisitioner will GRN a value and this will automatically be processed for payment when the invoice is entered. In this case the GRN was for 500. When the invoice came in it was for the full 1,000 so there is a value mismatch. This will be noted by a V on the mismatched line. If the invoice amount is less than has been receipted on the original order, it will be processed for payment once updated. If the value on the invoice is higher than what has been receipted (if receipted at all), it must be entered in the Invoice Price field. e5 will set the status of this invoice to Held until the mismatch has been addressed.

14 What happens next? e5 sends an and spreadsheet with instructions to the Requisitioner/ Owner to GRN the purchase order. When the GRN matches the value the invoice will be passed for payment. If GRNs are not entered, e5 will continue to generate the details on the spreadsheet and the Requisitioner. It is important, therefore, that any advice or query from the Requisitioner/GRNer is updated in e5 so staff are aware of the progress of invoices, discrepancies etc.

15 Mismatching Price - 3 A Price mismatch occurs when the unit price on the invoice is higher or lower than the unit price on the original order. Note: e5 has a built in system tolerance. If the price does not match the order price but is within this tolerance, it will be processed once updated. The tolerance levels are set at +/-5% or 50 of the order. In example 2 above we have entered the price as 100 per small chair as per the invoice against the original 50 per chair as per the order. Again the system warns that The Invoice Value exceeds the Price Tolerance Invoice will be held. The invoice is then updated in the normal way. e5 will set the status of this invoice to Held until the mismatch has been addressed. You must accept the Warning message before you can Update.

16 What happens next? e5 sends an and spreadsheet with instructions to the Requisitioner/Owner to investigate the price discrepancy. The relevant columns in the spreadsheet are completed and forwarded to the authorised signatory (approver) for signature to pay at the higher invoice price or to hold it for credit note. This spreadsheet is then returned to payments either by scanning or generic or by print and post. AP staff should then go to Invoice Price Clearance and click on Accept Invoice Price or Accept Order Price or; If a Credit Note is requested Accounts Payable staff must then revisit the screen and mark the invoice as Hold for Credit Note using the diary facility. See Page 26 on how to enter and match Credit Notes.

17 Mismatching Miscellaneous - 4 This normally happens when the Purchase Order does not show postage and/or carriage but this is charged on the invoice. If the amount requires approval by the authorised signatory the process is to match it to the order: 1. Add another line to the order. 2. You will be taken to the GL Details screen where you will enter the appropriate GL codes. 3. Select Update. 4. The Invoice will be held as a miscellaneous mismatch and will need to be authorised in order to proceed for payment. 5. The Business Event Process Manager will start the process as if it were a Price or Quantity mismatch. What happens next? e5 sends an and spreadsheet with instructions to the Requisitioner/ Owner to accept the miscellaneous charges. Once investigated, this is forwarded to the authorised signatory by the Requisitioner and signed and returned to Payments to scan, print etc. The Accounts Payable staff can then authorise this charge If it is under a value determined by the AP Administrator then it can be accepted by Accounts Payable. To do this, add another line to the order but do not enter the purchase order number for the added line. If an order is raised without VAT and the invoice comes in with VAT, then this must be amended on the screen before the invoice will be accepted. This can be done at line level and a mixture of VAT codes may be used for the one invoice. The AP Operator must go to the screen Tax/Discount/Factor which is obtained from the Data Entry screen. The VAT codes and Type can be changed to either that on the invoice or that on the purchase order depending on which is correct. Tip: To enter miscellaneous charges to a Purchase Order such as carriage, add to purchase order and then go into order related details and add the line there. [Update]. This will be held as M miscellaneous mismatch.

18 Checking the status of an order or order lines 1. Select E5 Main Accounts Payable Enquiries. 2. Double-click Transactions by Order. 3. Enter the Purchase Order Number in the Order Ref field and press [Enter]. 4. Select Lines. 5. Scroll the table to the right you will see a letter in this order line status column which identifies the status of the Invoice. P = Price mismatch Q = Quantity mismatch (GRN goods) V = Value mismatch (GRN services) M = Miscellaneous mismatch On a daily basis Accounts Payable staff should run off a Mismatch Report. Any invoices that are not being actioned should be followed up by contacting the appropriate person. Mismatch reports are run by Selecting the menu option Run Mismatch Reports.

19 Choose the type of report you would like to access and click on Submit

20 Enter the AGE which is the number of days you would like included in the report (in the example above we are running the report for 50 days) Submit and confirm by clicking Submit again. You will receive a message in your message bar to inform you the action has been successfully submitted.

21 Exit back to the above screen and highlight the report you have just ran then click on View Document.

22 You should then sort the reports by Create Date. Two reports will be produced: one RGIMV01 will be a summary report of the Budget Holder and the total invoices held for price/quantity mismatch and RGINV02 giving details of the invoices held. Highlight your report and click on View Document.

23 RGINV01 SUMARY REPORT

24 RGINV02 PRICE MISMATCH REPORT To these reports to yourself for printing, Click on Print and then in the next screen click on Print Document. Change the distribution file to E50MAILU. Then click Confirm.

25 Opening up lines Alternative views Rather than using the horizontal scroll bar whenever you are in a Transaction screen you can press Ctrl + O. This will open up a pop up window which you can resize and move from line to line using the Prev or Next buttons see above

26 Credit Note Warning: The Enter Invoice screen and the Enter Credit Note screen look the same although they are in two different places on the menu. Be aware of which screen you are entering these two different types of document on. Order related credit note for Goods only. Credit notes are sent in by a supplier when money is owed to the University. There are different scenarios where this would be applicable, for example, a supplier may invoice the University for goods totalling but only of goods were received. The outstanding of goods were not required and therefore will not be invoiced. The supplier would issue a credit note to the University for This would be entered in to e5 and an overnight process would then match off the invoice amount with the credit amount enabling the invoice to be paid. The outstanding quantity would be reinstated to the purchase order. To enter an-order related credit note: 1. Select E5 Main Accounts Payable Data entry. 2. Double-click Enter Credit Notes. 3. Supplier: enter the supplier account number here. After pressing [Enter], e5 will display the supplier name and address detail. Confirm the correct supplier account has been selected. Enter the Order Number for goods related credit notes only. Do not enter order number for value or service related credit notes.

27 4. Currency: enter the currency in which the credit has been issued. 5. Trans Ref: enter the credit note reference number. 6. Date: enter the date of the credit note. 7. Due Date: automatically populated once the credit note date has been entered. 8. Gross Amount: enter the GROSS amount from the credit note. In the above illustration, this is Tax Amount: enter the total amount of tax from the credit note. Select Lines to input the detail for the credit note. Important: ensure the description text makes reference to the original invoice number. 10. Select Update. You will be given a System reference number.

28 Non Order related credit note Non Order-related credit notes must be entered without the order number. Note: if a quantity-based order is closed, any associated credit note must be entered as a non-order related credit note. When entering a credit note for a price mismatch against an order, they must be entered without the purchase order number. If unsure why credit has been issued, you must check the original order details. If you incorrectly match a credit for price against the order, it will assume you are matching it against quantity. It will hold the invoice/credit note. To check the original order: Enquire by purchase order and check the lines on the order. Then check what has been GRN d. You should also check the price on the order against that on the invoice. Clearing A Specific Invoice by Credit Note When the invoice price is greater than the order price, the invoice will be held and will require further action to be cleared. If it has been determined that the order price is correct and the invoice price is rejected, then a credit note will be requested. When the credit note is received, there are steps to be taken before it is entered onto the system: Check to ensure the credit note will fully clear the invoice it pertains to. If this condition is not met then the credit note should be returned to the supplier and a new one requested to clear the invoice. Check the invoice payment due date. The invoice due date and the credit note due date should be the same date in order to be included in the same payment run. When these conditions are met, you should then clear the invoice by going to Transaction Maintenance in your menu and then to Invoice Price Clearance. You should accept the Invoice price. You are now ready to enter the credit note. When this is Updated, both the invoice and the credit note should be at a status of Due or O/Due.

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