How To Pay An Invice In A State Of Texas

Transcription

1 ACCOUNTS PAYABLE GATEWAY INVOICING GUIDE The Typical Invice Prcess: 1. AP receives & time stamps an invice. 2. AP scans and within 24 hurs an image appears in GW the next business day % f all scanned invices fall in the Invice Imprt Errrs flder. 6. If the necessary receipt has nt been created AP creates a cmment t Dept. Receiver(s) t create the receipt. 5. If there is a price / tax discrepancy utside f matching tlerances, AP is required t cntact the Dept. fr clarificatin r apprval. The same is true fr invalid accunt strings. 4. AP reviews and adjusts the invices. Cmmn adjustments: Remit T / Supplier Infrmatin / Taxability and/r Tax Calculatin / Line Item Quantity / Price / S&H / Duplicate Invices. 7. When an invice matches the PO, that status changes t payable and mves int APEX fr payment. 8. If a HOLD r credit mem is required, the invice is held until reslved. 9. Payment Is issued tw days befre invice due date based n payment terms (usually net 30) 10. Checks Will Arrive at Supplier Apprximately 4-5 Days After Issuance

2 Guidelines fr the Invice Prcess Invice Imprt Wrkflw Step Scanned invices submitted t Accunts Payable first shw up in Gateway in either the Invice Imprt Errrs r Invice Imprt Matches wrkflw step. Invices in the Invice Imprt Errrs step ften have multiple discrepancies, such as: Missing a valid 12-character purchase rder number A missing r duplicate invice number Price and/r quantity discrepancy versus the Department s riginal purchase rder Invice supplier name discrepancy versus the Department s riginal purchase rder Scan legibility Invices in the Invice Imprt Matches step will g ready fr matching and enter the standard invice wrkflw. Partial shipment and Vendr Blanket Invices als fall int the Invice Imprt Errrs flder since the single invice price and/r quantity will vary frm the riginal Departmental purchase rder. Nte: Please d nt cntact Accunts Payable fr discrepancies yu see n invices in the Invice Imprt Errrs wrkflw step. Invices in this step, have nt been reviewed and crrected by AP, s there will always be a significant variance frm the PO.

3 Standard AP Wrkflw Invice Imprt Errrs: The scanned image f the paper invice requires review and crrectin befre by an AP prcessr befre it can enter the AP wrkflw and match t the PO r the receipt. Invice Imprt Matches: The scanned image f the paper invice matches the PO and requires review t verify remittance address prir t matching t the PO r receipt. Ready fr Matching: The invice leaves the imprt prcess and is assciated t the PO. Matching (either tw way r three way) is perfrmed n the invice. Invice Review: This is a step fr specialty r custm review rules either based n specific suppliers r by a supplier class (grup f suppliers). Nn-PO Invice: The invice had nn-po lines and has been flagged fr review. Credit Mem: The invice is a credit mem and is reviewed and apprved by accunts payable. Tax/Withhlding Review: If the PO line items are marked as taxable and the invice des nt cntain sales tax it will stp in this review step fr apprval. If the PO line items are marked as nt taxable and the invice des cntain sales tax it will stp in this review step fr apprval. Mixed Invice Review: If the invice cntains PO and nn-po line items it is cnsidered a mixed invice and will stp fr apprval. Hld fr Receiving: Departments have 10 days frm invice creatin date t create the crrespnding receipts fr their PO's. If the receipt is nt created within the 10 day waiting perid it will fall int match exceptin. Purchasing Review: If an invice requires a prfessinal buyer t review it will stp fr Purchasing t review. AP Supervisr: Accunts payable prcessrs can chse t rute invices t the AP Manager n an as needed basis. OK t Pay: The invice has cmpleted wrkflw and will be exprted t APEX. The status n the invice will change t "payable". Once the invice has "paid" the system will change the status t paid, send the APEX Reference Number, and the check number and check date back nt the invice in Gateway.

4 INVOICING FAQ Q: D I need t scan my invice int Gateway t get it paid? A: N! Accunts Payable will need t scan yur invice int Gateway fr yu. If a vendr happens t send an invice t yu, please send it either thrugh Campus Mail r t InvicesOnly@bfs.ucsb.edu referencing the full purchase rder number. Q: What are the invice tlerances that will trigger my invice t halt with a prcessr fr extra review and department cnsultatin? A: The number 1 reasns invices stp in the match exceptin flder fr review is because the purchase rder is missing a receipt. Other reasns include: Shipping and Handling: $75 ver the PO Line Items/Ttal: $100 r 10% ver the PO Tax: $10 ver the PO r $400 under the PO Q: Where can I write with questins, cmments r cncerns regarding an invice s that a prcessr will be able t see it? A: Leave a cmment fr a prcessr directly n the invice. By clicking n the SQ number if yu are using Dcument Search, r if yu re lking at yur purchase rder, it will display the actual invice. Frm there, yu will see a few different tabs; click the Cmments Tab. Yu can leave a cmment detailing yur wishes fr the invice and/r a prcessr directly.

5 Q: Can I turn n any ntificatins that might help with the invicing prcess? A: Yes! We suggest turning n the fllwing ntificatins if yu are interested in receiving ntices frm the system when invices hit wrkflw fr yur purchase rders, and als when receipts need t be created fr invices in wrkflw fr yur purchase rders. Nte: that yu will nly receive ntificatins fr invices that are directly cnnected t purchase rders that yu created as the Receiver. T turn them n please fllw these instructins: Classic Interface Users: G up t Prfile > User Settings > Preferences Then scrll t the Settlement sectin and turn n the first six (6) ntificatins. Yu d this by first clicking the Override Rule bx t give yurself access t the Value bx. Then yu can check the value bx t turn n the ntificatin. Then hit Save.

6 Phenix Interface Users: G up t yur name and click n User Infrmatin and Settings, then n Preferences Then scrll t the Settlement sectin and select yur preferred ptin frm the drp dwn menus prvided. Yur chices are: , Ntificatin, r & Ntificatin Then hit Save.