Approving CFS Invoices

Approving CFS Invoices Accounts Payable Support Invoice Approval Process 1. Paper invoice received in Accounts Payable. 2. Invoice entered into CFS and image created. 3. Invoice Approver is identified. (CFS Requester) 4. Invoice electronically sent to Approver in CFS. 5. Email notification sent to Approver in email. 6. In CFS, invoice is reviewed and approved. 7. Payment is made to supplier. Invoice Approver The Approver is the requisition Requester. Most of the time, the Requester is the administrative assistant. For the supervisor to approve invoices, the Requester must grant the supervisor access to her/his Worklist. Please see the Grant Worklist Access section on page 5. Email Notifications The Approver (CFS Requester) is sent an email notification stating the invoice requires approval. Reminders are sent until the invoice is paid. 1st Day email notification is sent to Approver. 7th Day reminder notice is sent to Approver. 14th Day another email reminder is sent. 21st Day Urgent Notification is sent to Fiscal Office. Fiscal Office may approve invoice for payment or route back to Approver. 31 st Day the invoice is forced approved by the District Accounts Payable Manager. Force Approval Force Approval reports are run on a periodic basis so unpaid invoices can be addressed. To avoid a forced approval for a disputed invoice, put the invoice on hold. See Dispute on p. 3. (You will still get reminder emails. Disregard them.) Email vs CFS Keep Separate! Our Email and CFS systems are two very different systems with two very different functions. Keep them separate! 1. In Email, read and delete the notification. 2. Using Internet Explorer, log into your CFS account to review and approve the invoice. Invoice Verification Before approving the invoice, ask these questions: Q: Is this your invoice? ü Yes Go to the next question. û No Go to the Issue Error section on page 4. Q: Was this purchase paid with a ProCard? ü Yes Go to the Issue Error section on page 4. û No Go to the next question. Q: Was this purchase pre-paid? ü Yes Go to the Issue Error section on page 4. û No Go to the next question. Q: Does invoice accurately reflect goods or services ordered and received and the correct pricing for everything? ü Yes review invoice and approve for payment. Go to the Approval section on the next page. û No Go to the Dispute section on page 3. Technology Training Services 480-731-8287 1

Invoice Approval 1. Using Internet Explorer, log into CFS. 2. Click once on the MCCCD Requisitioner link. 3. Click once on the Notifications link. Your Worklist displays all of the CFS documents that require your attention: Overbill Overbill: the invoice amount exceeds the Purchase Order amount. (There s not enough money on the PO to pay the bill.) These are considered Unauthorized Purchases. When you open the invoice from your Worklist, there will be an overbill message in the information line. 4. Click once on an invoice to review it. 5. Click the attachment link to view the scanned image of the invoice. 6. Review your invoice. 7. Close the image to return to the CFS invoice. 8. If everything is OK with the invoice*, click in the Approver Comments field, and enter OK to Pay. This is REQUIRED! You cannot approve this invoice yet. You either have to increase the Purchase Order by creating a new requisition requesting the increase (see the CFS Requisitions manual), or receive a credit from the vendor. Maricopa can t pay the invoice until this is resolved. If you don t enter OK to Pay, the invoice will be returned to you. This comments box is part of the audit trail. 9. Click the Approve button. The invoice is routed to Accounts Payable. Invoice Is Not OK * If everything is not OK with the invoice, see the following Overbill, Dispute, or Issue Error sections for more information and instructions. When the situation has been resolved, with an increased PO or a vendor credit, you ll receive an email notification stating the situation, and stating that the invoice is awaiting approval. You can now review and approve the invoice. Unresolved overbill will not be paid! If you try to approve an invoice without correcting the overbill situation, the invoice notification is immediately returned to you with an updated heading emphasizing the overbill. The invoice will not be approved for payment. Invoice Help and Support 2

Dispute Dispute: a disagreement over the invoice contents or the goods or services provided. When you have a dispute over an invoice, put the invoice on Dispute Hold. Try to resolve the situation with your vendor before putting the invoice on hold. Wait at least 10 days before putting an invoice on Dispute Hold. Put the invoice on Dispute Hold before it goes unpaid for 21 days! It s your responsibility to resolve issue with vendor. Remember to work with AP Tech. Invoice stays in your Worklist until resolved. 1. After reviewing the invoice, and deciding it has to be put on Dispute Hold, click the Request for Information button. Notes: It is your responsibility to resolve the issue with the vendor. The invoice remains in your Worklist while the issue is being resolved. Dispute Resolution: Once the situation is resolved, use Request Information to notify your Accounts Payable Tech how the issue has been resolved, and request the Dispute Hold be removed. You ll receive a notification that the invoice is ready for approval. Missing PO Number The invoice is missing a valid Purchase Order #. You will receive a notification (with the invoice) from the Fiscal Office requesting the Purchase Order number. Review the invoice (see page 2), and provide the correct Purchase Order number in the Answer field, and click Submit. 2. Click Any User, and click the flashlight icon. 3. Click in the second Search By field; enter the last name of your AP Tech; and press Enter. 4. Under the Quick Select column, click the select icon next to your AP Tech s name. 5. Click in the Information Requested field; request the invoice be put on Dispute Hold; provide the reason for disputing the invoice; and include the vendor contact name. You will receive a new notification that the invoice is ready for approval. Review and approve the invoice. (See page 2.) Invoice Help and Support Accounts Payable Website http://www.maricopa.edu/business/ap/inv_ Approval_Process.html Accounts Payable Staff: 6. Click Submit. 3

Issue Errors The most common situations in which an invoice has been issued in error include: a duplicate invoice; the purchase was pre-paid; the purchase was paid with the Pro Card; or simply the invoice is not yours. An issue error is the only time you reject an invoice. Do not reject an invoice that will eventually be paid or washed by a vendor credit. 1. Review the invoice. (See page 2.) 2. When you confirm this invoice has been issued in error, click in the Approver Comments field, and enter the reason for rejecting the invoice. This is REQUIRED! If you don t enter a reason for rejecting the invoice, the invoice will be sent back to you. Prior Year Commitment A prior year commitment is an invoice from the previous fiscal year. It 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 1. Review the invoice. (See page 2.) 2. Click in the Approver Comments field, and enter the justification for the Prior Year Commitment. (Why is this invoice just coming in now? Why didn t it get paid last fiscal year?) This is REQUIRED! 3. Click the Reject button. The Accounts Payable Tech will work with the Approver to resolve any issues or cancel the invoice. If you don t enter a reason, the invoice will be sent back to you. Additional Note Do Not Use Reassign! Do not use the Reassign button! This button is for Accounts Payable use only. Accounts Payable Staff: 3. Click the Approve button. The CFS system automatically routes the invoice to the next additional approver. 4

Grant Worklist Access You can 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 especially helpful when your supervisor needs to approve invoices. Make Worklist Access Changes You can change or cancel access to your Worklist. 1. In your Worklist, click the Worklist Access link. 1. In the Worklist, click the Worklist Access link. 2. Click the Update button to make changes. 3. Click the Delete button to cancel access. 2. Click the Grant Worklist Access button. 4. Follow any prompts; click Apply if necessary. 3. In the Name field, click the Flashlight icon. 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 Quick Select column, click the select icon next to your user. 6. Click in the Description field and enter a description of the access. (optional) 7. Click in the Start and End Date fields, respectively, and use the calendar tool to enter the appropriate dates. Access Someone s Worklist Another CFS user has granted you access to her/his Worklist. How do you access it? Or, you have given your supervisor access. How does s/he access your Worklist? 1. Using Internet Explorer, log into CFS. 2. Click the MCCCD Requisitioner link. 3. Click the Notifications link. 4. In your Worklist, click the Switch User button. Leave the End field blank to grant access indefinitely. 8. Click the Apply button. The CFS user is on your Worklist Access list. 5. Select the Worklist you want to access. 6. Review and act upon any items. 7. To return to your own Worklist, click the Switch User button. 5

Set Vacation Rules You can set Vacation Rules for your CFS Worklist. This action forwards all of your notifications to a specified user. Make Vacation Rules Changes You can change or cancel your Vacation Rules. 1. In your Worklist, click the Vacation Rules link. 1. In your Worklist, click the Vacation Rules link. 2. Click the Create Rule button. 2. Click the Update button to make changes. 3. Click the Delete button to cancel your rules. 3. Click in the Item type field and select All to send all of your CFS items to this user, or select AP Invoices to send only your invoices to this user. 4. Click Next. 4. Follow any prompts; click Apply if necessary. Important CFS Reminders Employees cannot purchase anything without a Purchase Order number! Do not exceed Purchase Order amounts! Only Purchase Order numbers can be provided to suppliers for purchasing goods and services. 5. Click in the Start and End fields, respectively, and use the calendar tool to enter the dates. 6. Click in the Message field to enter a note. 7. Click in the second Reassing field, and click the Flashlight search tool. 8. Click in the second Search By field; enter the last name of the CFS user to whom you are forwarding your items; press Enter. 9. Under the Quick Select column, click the select icon next to your user s name. 10. When your rules are complete, click Apply. The user is listed on your Vacation list. Requisitions are not Purchase Orders, thus, requisition numbers are not provided to suppliers. When reviewing invoices, do not use Reassign button. This button is only for Accounts Payable. Approve your invoices in a timely manner. Please work with your Accounts Payables Tech regarding any invoice issues. Call Technology Training any time! 18287 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 and from a message from Krys Hammers. Thank you both! 6