Invoice-PO-Receipt Mat h c i hing

Transcription

1 Invoice-PO-Receipt Matching

2 Agenda Overview Creation & Setup Invoice Custom Columns PO and Vendor Information Invoice Items Tab Invoice Credits Tab Invoice Subcontractors Tab Invoice Amounts Optional Tabs Change Order Tabs Invoice Summary Tab Credit Memos

3 Overview

4 Invoice-PO-Receipt Matching Overview 4

5 Invoice-PO-Receipt Matching 5

6 Invoice-PO-Receipt Matching 6

7 Creation & Setup

8 Creation & Setup Logging In 8

9 Creation & Setup Role Selection

10 Create an Invoice

11 Creation & Setup General Tab Standard Fields Field Invoice Number * Enter the vendor s invoice number here. Description Invoice Status Invoice Type Invoice Description * Invoice Date * Effective Date * There are six statuses: In Progress, Ready for AP (approval), Returned, Approved for Payment, Paid, cancelled. At this time, three way matching is the only invoice type available. Enter a description for the invoice. Date the invoice was entered Date of Invoice Payment Amount Total amount of the invoice. Will not populate p until Pay Item button is selected on the Item tab. Handling Code Paid- BankId/CheckNbr: Payment Date * Payment Terms Payment Discount Payment Terms Day Alternate ID TAMUS defined code. Each pull-down will contain different information depending on your processes. Accounting information passed back to populate field. Date payment can be made. The agency can set a default in BuySpeed, which sets the number of days to pay from the invoice date. This will determine the default date that appears in this field. An exception to this occurs when the terms indicate a discount when paying the discount period. These are defaulted from the vendor. Discount amount that applies to the payment. Set on the PO. Do not used. Reserved for use by the FAMIS interface.

12 Creation & Setup General Tab Custom Fields Field PMI User Ref / Ref 4 Enclosure Code Vendor Invoice Date State Requisition Number ACH Override Flag Hold Flag FAMIS Document Type PCC Code PDT Code LDT Code 1 LDT Code 2 LDT Code 3 LDT Code 4 LDT Code 5 LDT Code 6 Description

13 Creation & Setup General Tab Custom Fields (cont.) Field Interest Exempt Flag Exempt Reason Code Contract Workforce Flag Revolving Flag Check Number Check Date Override Bank Code Customer AR Number Confidential Indicator RPA Received Date Description

14 Invoice Custom Columns

15 PO and Vendor Information

16 Invoice Items Tab

17 Invoice Credits Tab

18 Invoice Subcontractors Tab

19 Invoice Accounts

20 Optional Tabs Routing Will display the approval paths once the Invoice is Sent. Attachments The AP user may add attachments to the Invoice. Notes The AP user may add internal only notes to the Invoice. Reminder The AP user may add reminders for themselves or other users in the system that are associated with this document.

21 Change Order Tab

22 Change Order Tab

23 Invoice Summary Tab

24 Invoice Summary Tab

25 Credit Memos

26 Create a Credit Memo

27 Credit Memo General Tab Standard Fields Field Credit Memo Number Credit Memo Status Credit Memo Amount Credit Memo Description * Credit Memo Date * Vendor * Department * Location * Description Credit Memo number will be assigned by Buy A&M. There are six statuses: In Progress, Ready for Approval, Returned, Approved for Invoice, Closed, Cancelled. The Credit Memo Amount is maintained by Buy A&M upon successful add of credit memo items. Enter a description for the Credit Memo. Date the Credit Memo was offered. The Vendor submitting the credit memo. The Department designation of the credit memo. The Location designation of the credit memo.

28 Invoice Items Tab Field Item Description * Description for the credit memo being issued. Reason * Quantity * Unit Cost * Description Drop-down of pre-defined reason codes tied to the credit memo being issued. If a reason code is not available; please contact your Buy A&M Administrator. The number of items returned in the case of goods being returned; for service items, this value should be 1. Unit cost of the good or service that the credit is being created for. UOM * The unit of measure for the good or service tied to the credit memo.

29 Credit Memo Accounts

30 Optional Tabs Routing Will display the approval paths once the Credit Memo is submitted. Attachments The AP user may add attachments to the Credit Memo. Notes The AP user may add internal only notes to the Credit Memo. Reminder The AP user may add reminders for themselves or other users in the system that are associated with this document.

31 Credit Memo Summary Tab

32 Invoice - Credit Memo Warning