Technology Training Services Approving Invoices in the College Financial System
Table of Contents Invoice Approval Process...1 Invoice Approval and Information Verification...1 Email Reminder Notifications...1 Requestor vs. Preparer...2 Invoice Approver...2 Review and Approve Invoice...4 View Invoice Image...5 Invoice Problems...7 No Purchase Order Number...7 Overbill Invoice...8 Disputed Invoice...9 Invoice Issue Error...11 Pre-Pay Invoice...11 ProCard Invoice...11 Reject Button...11 Prior Year Commitment Invoice...12 Grant Worklist Access...13 Update Worklist Access...15 Delete Worklist Access...16 Set Vacation Rules...17 Update Vacation Rules...19 Delete Vacation Rules...19 Important CFS Messages...20 Accounts Payable Website...20 College Fiscal Officers...20 Accounts Paybable Contacts...20 Accessing Someone Else s Worklist...21 Acknowledgments Many thanks to Carl Ward of Business Services for his expertise, his materials, and his patience! The information in this training document was obtained from Carl s Requester Invoice Approval Manual. Paula Connors 18289 Technology Training Services
Approving Invoices in CFS Currently, the process approximately 100,000 invoices per year! The new online invoice approval process will allow for immediate online viewing and approval of invoices which will result in quicker payments to suppliers. Online Invoice Approval Process: 1. A paper invoice is received in Accounts Payable at the District Office. 2. The invoice is entered into CFS and an invoice image is created. 3. The Requester (not Preparer) on the requisition is identified as the invoice Approver. 4. The invoice is electronically routed to the Approver s CFS account for approval. 5. A notification is sent via email to the Approver. 6. The invoice is reviewed and approved. 7. Payment is made to the supplier. Invoice Approval Information Verification It is the Approver s responsibility to approve invoices for payment in a timely manner. When approving an invoice, the Approver should verify the following information: Does the invoice accurately reflect the goods or services provided? Has the supplier invoiced Maricopa for the correct amount? Was the correct Purchase Order number referenced? Is there enough money on the Purchase Order to pay this invoice? If the answer is No to any of these questions, there is a problem with the invoice, and it cannot be approved. The Approver works with the Accounts Payable Tech and/or the supplier to resolve the issue. These problem situations are addressed later in this training and are explained in more detail in the accompanying materials from Business Services. Email Reminder Notifications Invoice aging is based on the GL date the invoice was entered. 7 Days a reminder notice is sent to the Approver. 14 Days another reminder notice is sent to the Approver. 21 Days Urgent! A notification is sent to the Fiscal Office or delegate stating the invoice has not been approved within 21 days. The Fiscal Office may approve the invoice for payment, or approve the invoice and route it back to the Approver. 30 Days a notification is sent to the AP Manager indicating the invoice has aged 30 days unapproved. The AP Manager will Force Approval for payment. 1 of 21
Requester vs Preparer The invoice Approver is identified as the requisition Requester not the Preparer. Most of the time, the Preparer and the Requester are the same person. The Preparer can designate the Requester in Preferences when creating the requisition: 2 of 21
This example shows a different Preparer and Requester: The Requester is identified as the invoice Approver. The Requester will receive all the CFS alerts and the invoices plus all the email notifications and reminders. If your supervisor does not want to be listed as the Requester, but still wants access to the Invoices, then grant your supervisor access to your Worklist. (Granting Access is covered on page 13.) 3 of 21
1. The Approver (Requester) is sent an email notification stating the invoice requires approval. Review the message and delete it. 2. Using Internet Explorer, go to www.my.maricopa.edu. 3. Click the Employees tab. Then, click the CFS login link. 4. Log into your CFS account. 5. Click the MCCCD Requisitioner link. 6. Click the Notifications link. 4 of 21
Your Worklist displays all of your Open Notifications. 7. Click on an invoice to review it. 8. Click the attachment link to view the scanned image of the invoice. Click attachment link to view invoice image. 5 of 21
The image opens in your default image viewer. 9. Review your invoice. Make sure everything has been received and charged correctly. 10. Close your image to return to your CFS invoice. 11. Click in the Approver Comments field, and enter OK to Pay. In order to be paid, an invoice always needs an OK to Pay. That s the audit trail. 12. Click the Approve button. You are returned to your CFS Worklist. 6 of 21
Invoice Problems - Request Information Button Problems that may occur with your invoice include: Missing Purchase Order Number Overbill Issue Error Prior Year Commitment Dispute Pre-Pay or ProCard Missing or Invalid Purchase Order Number No PO Match The invoice does not have a valid Purchase Order number. 1. The Approver will receive a notification (with the invoice) from the Fiscal Office requesting the Purchase Order number. 2. The Approver will review the invoice, and provide the Purchase Order number in the Answer field. 3. Click Submit. 4. The Approver will receive a new notification that the invoice is ready for approval. 5. The Approver will review the invoice. 6. Click in the Approvers Comments, and enter OK to Pay. 7. Click Approve. Important: In order to be paid, an invoice always needs an OK to Pay. That s the audit trail. 7 of 21
Overbill Situation Unauthorized Purchase! The invoice is an Overbill when the invoice amount exceeds the Purchase Order amount. Maricopa cannot pay this invoice until the Overbill is resolved. An Overbill is an unauthorized purchase! Make sure you do not go over your Open Purchase Orders! When you receive an overbill invoice, the overbill is indicated on the information line. 1. The Approver will receive the invoice notification with the overbill information. 2. In order for this invoice to be paid, the Purchase Order will either need to be increased (by creating a new requisition) or the supplier will have to correct the invoice to match the Purchase Order amount. 3. When the Purchase Order has been increased, the Preparer and the Requestor/Approver will receive an email alert informing them the increase has been applied to the PO. 4. Once the Purchase Order has been increased, the Approver can approve the invoice. If the Approver tries to approve the invoice without correcting the overbill situation, the notification is immediately returned with an updated heading emphasizing the overbill. This invoice cannot be paid until the Purchase Order can cover the invoice total. The Approver will continue to receive notifications until the Overbill situation is corrected. Important! Make sure you do not go over your Open Purchase Orders! To prevent overbills and unauthorized purchases, increase your Purchase Orders before ordering anything that would put you over your balance. 8 of 21
A Disputed Invoice A dispute is a disagreement over the invoice contents or a disagreement regarding the goods or services provided. On occasion, an Approver will have to place an invoice on Dispute Hold until the situation gets resolved. To dispute an invoice, communicate with your AP Tech using Request Information. 1. After reviewing the invoice, click the Request Information button. The Request More Information screen displays: 2. To enter your AP Tech s name, select the Any User option and click in the second field: 3. The AP Tech s name must be entered using the search tool. Click on it. The Search window displays: Leave the first Search By field with Name in it as it is. 9 of 21
4. Click in the second Search By field, and enter the last name of your AP Tech, press Enter. 5. Under the Select column, select your AP Tech and click Select. Your AP Tech s name is entered in the Any User field: 6. In the Information Requested field, request the AP Tech to put a Dispute Hold on the invoice. Provide the reason for disputing the invoice plus the vendor contact name. 7. Click Submit. The AP Tech places the invoice on Dispute Hold until further communication from the Approver. Invoices on Dispute Hold are NOT automatically paid after 30 days. It is the Approver s responsibility to resolve the issue with the vendor. The Invoice stays in your Worklist while the issue is being resolved. Once the situation is resolved, you use Request Information to notify the AP Tech how the issue has been resolved, and you request the Dispute Hold be removed. You ll receive a notification that the invoice is ready for approval. (If the invoice is over 21 days, contact your AP Tech directly.) 10 of 21
Issue Error Pre-Pay ProCard There are situations in which an invoice has been issued in error. These situations include: The invoice was sent to Maricopa or your college by mistake. It belongs to another organization. Payment was made on another invoice and this invoice is a duplicate. The invoice was pre-paid. The invoice was paid with a pro-card. Reject Button The above situations are the only times you use the Reject button. 1. Review the invoice. 2. In the Approver Comments field, enter the reason for rejecting the invoice. 3. Click the Reject button. The AP Tech will work with the Approver to resolve any issues or cancel the invoice. 11 of 21
Prior Year Commitment An invoice from the prior fiscal year requires additional approval levels. If the invoice is approved before October 1 st, the required approvals are: Approver Fiscal Office Accounts Payable Manager If the invoice is approved after October 1 st, the required approvals are: Approver Fiscal Office College President Accounts Payable Manager Controller The Approver must provide justification for the Prior Year Commitment payment in the Approver Comments. 1. Review the invoice. 2. In the Approver Comments field, enter the justification for the Prior Year Commitment. 3. Click the Approve button. The CFS system automatically routes the invoice to the additional approvers. 12 of 21
Grant Access to Your Worklist You may grant access to your Worklist to any CFS user. This allows the user to access any of your Worklist items and take action on them. This is helpful in an office where multiple staff members cover for each other. It s also especially helpful when your supervisor wants to approve invoices. (Keep in mind, these items are in your account.) 1. In your Worklist, click the Worklist Access link. 2. Click the Grant Worklist Access button. 3. Click in the second Name field, then click the search tool. The Search window displays: Leave the first Search By field with Name in it as it is. 13 of 21
4. Click in the second Search By field. Enter the last name of the CFS user to whom you are granting access. Press Enter or click Go. 5. Under the Select column, select your user and click Select. 6. Click in the Description field to enter a description of the access. The Start Date is auto-filled with today s date. 7. Click in the End Date field and use the calendar tool to enter the date when access expires. Leave this field blank to grant access indefinitely. 8. Click the Apply button. The CFS user is added to your Worklist Access list. 14 of 21
Update Worklist Access You can make certain changes to a user s access to your Worklist at any time. You can change the description, the Start Date, and the End Date. 1. In your Worklist, click the Worklist Access link. 2. Click the Update button of the user whose access you re changing. 3. Make any changes. Note: You cannot change the user s name. If this user is no longer being granted access to your Worklist, then delete this user and add a new one. Deleting a user from your Worklist Access is covered next. 4. Click Apply. 15 of 21
Delete Worklist Access You can delete a user s access to your Worklist at any time. 1. In your Worklist, click the Worklist Access link. 2. Click the Delete button of the user whose access you re editing. The CFS system warns you that you are revoking this user s access: 3. Click Apply. 16 of 21
Set Vacation Rules You can set Vacation Rules for your CFS Worklist. This action forwards all your notifications (any requisitions, invoices, alerts, notifications, etc) to a specified user. This is great if someone else needs to take care of your responsibilities while you are on vacation or on leave. (Keep in mind, these items will now be in another user s account. You won t have access to them.) 1. In your Worklist, click the Vacation Rules link. 2. Click the Create Rule button. 3. Click in the Item type field and select All if you want all of your CFS items going to this user, or select AP Invoices if you only want the invoices going to this user. 4. Click Next. 5. Click in the Start field and use the calendar tool to enter a start date. 6. Click in the End field and use the calendar tool to enter an end date. 7. Click in the Message field to enter a note to your user. 8. Click in the second Reassign field, and click the Search tool. 17 of 21
9. Click in the second Search By field. Enter the last name of the CFS user to whom you are forwarding your items. Press Enter or click Go. 10. Under the Select column, select your user and click Select. 11. Click Apply. The user is listed on your Vacation Rules list. 18 of 21
Update Vacation Rules You can update your Vacation Rules at any time. 1. In your Worklist, click the Vacation Rules link. 2. Click the Update button of the user whose rules you re changing. 3. Make any changes. 4. Click Apply. Delete Vacation Rules You can delete your Vacation Rules at any time. 1. In your Worklist, click the Vacation Rules link. 2. Click the delete button of the user whose rules you re deleting. The system warns you of the deletion. 3. Click Yes. 19 of 21
Important Things to Remember in CFS Employees cannot purchase anything without a Purchase Order number! Anything purchased without a Purchase Order is an unauthorized purchase. Unauthorized purchases require additional signatures for payment and are subject to justification. Do not go over your Open Purchase Order amounts! Only Purchase Order numbers can be provided to suppliers for purchasing goods and services. Requisitions are not Purchase Orders, thus, requisition numbers are not provided to suppliers. Do not use the Reassign button. This button is only used when directed by the AP Tech. Accounts Payable Website http://www.maricopa.edu/business/ap/inv_approval_process.html College Fiscal Officer and Accounts Payable Contacts College CFO AP Contact Phone Ext FAX Ext Unit # Janet Ortega / Tom Nicol Julie Johns 27332 75157 450/455 Chandler-Gilbert District Office Patricia Dominion Evonne Gonzales 18456 700 /701 Estrella Mountain Leda Johnson Maritz Delgado 58859 58848 550/213 Gateway Sidney Dietz Sidney Dietz 68290 62874 200 Glendale Regis Della-Calce Jason Snyder 53591 53396 150/155 Mesa John Moll Julie Henderson 17527 17326 250/255 Maricopa Skill Ctr Phyllis Kinder Sujey Robles 84340 84382 210 Paradise Valley Sandy McDill Augustine Erperlding 77353 77355 500 Phoenix College Paul DeRose Janet Walesby 57516 100/110 Rio Salado Devi Bala Rose Smith 78404 78869 350-380 Scottsdale Karen Johnson Mirna Rosas 36726 36793 300-315 South Mountain Huu Hoang Diana Ambris 38235 55637 400 For training assistance, please contact Paula Connors at 480-731-8289. Acknowledgments Many thanks to Carl Ward of Business Services for his expertise, his materials, and his patience! The information in this training document was obtained from Carl s Requester Invoice Approval Manual. 20 of 21
Appendix Access Someone Else s Worklist Another CFS user has granted you access to her/his Worklist. How do you access it? 1. Log into CFS: Using Internet Explorer, go to www.my.maricopa.edu. Click the Employees tab. Then, click the CFS login link. Enter your Username and Password and press Enter to log into your CFS account. 2. Click the MCCCD Requisitioner link. 3. Click the Notifications link. Your Worklist displays any Open Notifications. (You may not have any.) 4. Click the Switch User button. The CFS users who have granted you access to their Worklists are listed. 5. Under the Select column, select the Worklist you want to access. 6. Review and act upon any items. (This example doesn t have any items.) 7. To return to your own Worklist, click the Switch User button. 21 of 21