Invoice Processing October, 2014

Transcription

1 Invoice Processing October, 2014

2 Objective To assist all departments in the preparation of invoices for processing in order to facilitate: Timely payment to vendors Accurate and timely recording of expenses on the Company s books Revenue and Expenses are reported for the period incurred Delays are caused by incorrect data due to: Ineligible handwriting Incomplete data Overspending on the Purchase Order PO vendor name does not match invoice vendor name Vendor not set up in PeopleSoft -2-

3 HApeople All of the required forms can be found in HApeople under the Accounting Department -3-

4 Accounting Department Travel and Expense Program Concur New User Form and Guides Amex Corporate Card Application New Vendor Packets Business Information Request (BIR) forms Form W-9 Form W-8BEN, W-8BEN-E Accounting Forms AP Stamp Check Request Form, C138 Chart of Accounts AP Accounts with Examples Corporate Purchase Card Program Corporate Account Reconciliation (CAR) Guides Purchasing Card Policy and Procedures Amex Purchasing Card Application Cost Center Listing Fixed Assets Level of Approval Authority -4-

5 AP HELP DESK Send all AP related inquiries to: Provide the PeopleSoft voucher number or DMS case id number when requiring assistance -5-

6 Approved Invoices flow of paperwork Invoices are uploaded into the Document Management System (DMS) by departments Invoices are sent to a 3 rd party vendor for scanning, via Accounts Payable (AP) TCS AP receives a file from the scanning vendor and uploads the invoices into DMS Invoices are sent to AP.Invoices@hawaiianair.com for processing TCS AP enters the invoices from DMS into PeopleSoft or Trax for payment -6-

7 Levels of Approval Authority -7-

8 When processing invoices that have only one line entry and you do not have a stamp, please enter the information on the invoice in a clear area in legible form in the following order: 1. PO # 2. GL Description 3. Service Date 4. Account Number 5. Cost Center 6. Aircraft Type or Entity 7. Job Number 8. Employee # 9. Signature -8-

9 Approval Stamp Entity or Aircraft -9-

10 HAL C138, Check Request Form -10-

11 Instructions for HAL C

12 Instructions for HAL C138 (cont d) -12-

13 GL Account Numbers Chart of Account Following are the General Ledger (GL) account number categories which may be included in your budget: Revenue Transport related revenue and expense Labor Operating Expense Amortization & Depreciation Non Operating Expense Federal & State Income Taxes For invoice processing, you will primarily be using account numbers from: Transport related revenue and expense Operating Expense Notes: Systems tables have account numbers and cost centers configured Whenever you use an account number that has not been set up for your cost center, the system will reject the document. Please contact your Division Controller when using an account that is not on your user list or budget -13-

14 GL Description Required field can accommodate 30 characters in the GL Use quantities, flight numbers, airport codes to describe the expense Start the description with the aircraft number or engine number for airframe and engine maintenance events Start the description with the Six (6) digit employee number for all charges to personnel expense accounts, 50360xxx The description should be meaningful and similar to looking at the actual invoice -14-

15 Service Date This is a critical field that MUST be entered correctly. This field is required for all expense items Enter the date of service or the FIRST day of the billed service period For services performed on a specific date, 10/24/14 For services performed for the week 10/19/14-10/25/14, enter 10/19/14 For services performed for the month of October 2014, enter 10/1/14 For services performed for the quarter ending 9/30/14, enter 7/1/14 For services performed for the period 7/1/14-6/30/15, enter 7/1/14 Enter the date that the goods have been received -15-

16 Aircraft & Entity ID required for selective accounts See the Chart of Accounts Listing for specific requirements Aircraft ID B767 Boeing 767 B717 Boeing 717 A332 Airbus 330 A425 Ohana Turbo Props Entity ID EII Interisland ETP Transpacific ESP Southpacific EAP Asia Pacific EEC East Coast ECH Charter -16-

17 HACM Hawaiian Airlines Credit Memo To be used for invoice processing when the Vendor s invoice is greater than what you wish to pay and a credit memo will NOT be issued Submit original invoice for the TOTAL AMOUNT due Do not adjust the invoice for a lesser amount Submit HACM by making a copy of the original invoice. Change the invoice number by adding HACM at the end of the invoice number. Enter the amount of the credit. Attach documentation to support the credit. Include name of person contacted and calculation of credit amount and document reason -17-

18 Amortization Prepaid amounts charged to Amortize invoices that are billed in a one-time lump sum amount if: The service period exceeds more than one month And monthly expense is equal to or greater than $1, (amount divided by number of months) Code the invoice to Prepaid and the expense will be charged monthly (Source code GA) Invoice preparation: Account Cost Center GL Description Quarterly dues Apr-Jun (write the account and cost center under the description) -18-

19 Construction Work in Progress Construction Work in Progress (CWIP) is a fixed asset account in which the cost of constructing an asset are recorded until it is ready to be placed into service Costs for all capital jobs are tracked by a job number and capitalized when complete. Invoices without job # s will be rejected See the Construction Work in Progress and Expense Projects document in the Fixed Assets section for further instructions regarding invoice coding -19-

20 Prepaid Invoiced for the following month Invoices for goods and/or services that must be paid for prior to the actual month of service Example: employee parking invoice dated 11/1/2014 with payment due date of 10/31/14 Invoice preparation: Account Cost Center GL Description Emp Parking 20 stalls Service Date 11/1/2014 Although this invoice is processed and paid for in October, the accounting process will record this invoice to a deferred account in October and to the expense account coded on the invoice in the actual month of service, November (Source code: AP) -20-

21 Advance Payments Payments without an invoice When a vendor requires a payment PRIOR to providing the goods and/or services, then the approver must: Process a requisition to obtain a Purchase Order Number Complete and submit HAL C138 Attach quote or documentation as backup A payment will be generated and recorded to the deferred account. Upon receipt of goods, an approved coded invoice is provided to clear the advance payment. Items are expensed and the Purchase Order is closed. -21-

22 Mahalo. Questions?