Documentation As-Is Processes Work Instructions

Transcription

1 Documentation As-Is Processes s Page 1 of 16

2 Document Information Authors Name Dept. Function / Role Signature Date Felicia Redmond Financial Services Consultant Review Name Dept. Function / Role Signature Date Henry Sanchez Financial Services Administrator Approval Name Dept. Function / Role Signature Date Additional Information Associated documentation Appendices 1. AP Cash disbursements Policy 2. Appendices for AP work Instructions 3. Appendix A: Specific Mailboxes 4. Appendix B: Status Descriptions 5. Appendix C: Accounts for Charging Expenses 6. Appendix D: Standard Comments 7. Appendix E: Error Descriptions 8. Appendix F: Payment Status Abbreviations Page 2 of 16

3 Table of Contents DETAILED INSTRUCTIONS ) Scan ) Forward ) Open invoice in Inspyrus ) Review information... 5 A. BLUE AREA ABOVE HEADER Key information... 5 B. HEADER... 6 C. LINE ITEMS PO for Material (3 Way Match)... 7 D. LINE ITEMS Flip a PO (3-Way Match)... 9 E. LINE ITEMS Manually Pair F. WORKFLOW G. FLEX DATA H. COMMENTS I. ATTACHMENTS J. AUDIT TRAIL K. ERRORS L. PAYMENTS AND DISCOUNTS ) Validate ) Proceed NEXT STEPS ) Corrections ) Resubmission ) Approval ) Payment Page 3 of 16

4 Overview Texas Christian University s purchasing and payments method is decentralized. Individual faculty and staff in various schools and departments across the University determine business needs, place orders, and authorize the payment of invoices. Because TCU has no single place where invoices for goods or services are processed or approved, vendors need to send invoices to individual departments and staff who originally contracted with the vendor for services. Each department and administrative office is responsible for entering each of their vendor invoices into a financial system as directed by the Office of Finance and Administration. The system which is used to submit invoices for processing and payment is Inspyrus. The Inspyrus system has been customized to share information with the AssetWorks work order/purchase order system. Texas Christian University maintains the Inspyrus process to ensure that vendors are paid correctly, in a timely manner, and in accordance with various laws, guidelines, rules, and procedures. It is the responsibility of all TCU employees to safeguard the entrusted funds by ensuring that all payments are for legitimate expenses that benefit the University in accomplishing its goals. Note: This document only outlines the process by which to get invoices paid that have a related Purchase Order as assigned by the Physical Plant; it does not provide instructions or guidelines on the process of selecting vendors or executing purchases. Successfully processing Purchase Order invoices requires that the user understand the life cycle of a purchase order from point of creation through correct processing of the invoice. To ensure error free processing of purchase order invoices, the user should review the purchase order and be familiar with the line item details. This document does not provide the necessary knowledge needed to understand the purchase order life cycle. Topic APPLICATIONS USED & SYSTEMS REQUIREMENTS Top tip Inspyrus, WebCenter enterprise Capture (WEC), WebCenter Forms Recognition (WFR), Peoplesoft, Oracle, AssetWorks INPUTS OUTPUTS FREQUENCY APPLICABLE POLICIES, PROCEDURES & CONTROLS Invoices Cash disbursements and fairly presented financial statements Daily, weekly and monthly as required to ensure payments are processed timely. AP Cash Disbursements Policy Page 4 of 16

5 Detailed Instructions Task Scan PO invoices to a department specific box. Review the information extracted with the Inspyrus software. Complete all necessary information necessary to move the invoice for approval and ultimately for payment processing. Responsible function / role Designated Requestor or User System used Inspyrus, AssetWorks 1) Scan Physical Plant Finance team member scans an invoice to their box. 2) Forward is forwarded to PlantAPinvoices@tcu.edu Inspyrus mailbox. The subject should include the Purchase Order (PO) number. 1) Open invoice in Inspyrus Physical Plant Finance team member will log into the Inspyrus system and select an invoice. The invoice will be assigned to Inspy_plant_approcessor, the user will select acquire giving them sole access to the invoice. 4) Review information The User will then review the information as shown in Inspyrus. A. BLUE AREA ABOVE HEADER Key information Key Information Header Page 5 of 16

6 The area that is shaded blue above the Header (Key Information) (these fields are not directly editable) should show: 1. Status: This identifies where the invoice is in the process of being paid. See Appendix B for list of Status Descriptions. 2. Assigned To: should show the name of the designated department requestor or the person who ed the invoice to the mailbox. 3. Total: should reflect the total owed to the vendor; this should agree with Total: in the Header. This value will be red if the Header total and the Line items total do not agree. Errors can be viewed on the tab marked Errors. For more information on errors, see section I. 4. Due date: Date payment is due based on invoice date and payment terms as extracted from PeopleSoft. 5. Vendor Name: should agree with Vendor in the Header, if it does not, see instructions below on how to change the vendor name in the Header. The vendor name should also agree with the vendor name as listed on the Purchase Order in the AssetWorks system. B. HEADER The following fields listed on the Header tab should be validated against the scanned image of the invoice and edited if the information scanned is incorrect: a. Origin: this identifies the source of the invoice ( vs web). This field is not editable. b. Document Type: valid values for this field are Invoice, Credit Memo, Prepayment or Recurring Invoice. (Please consult the in order to get instructions on using Prepayment and Recurring). Please note: AssetWorks is unable to process a Credit Memo, therefore, processing any credit memo in AssetWorks will be by manual entry. c. Invoice Number: should match to the scanned image. d. Invoice Date: should match to the scanned image. e. Tax: tax should reflect any individually listed sales tax as seen on the invoice. If this field shows Red, there is an error and it must be corrected before invoice can be forwarded. Please note: TCU is a non-profit organization any tax charged by a Texas vendor should be deducted from the invoice. Contact AP for additional information about tax charged on an invoice. f. Total: should reflect the total owed to the vendor including the sales tax from above; this should agree with Total in the shaded blue area above Header. If this field shows Red, there is an error and it must be corrected before invoice can be forwarded. g. Oper. Unit: TCU h. Vendor: should match the vendor name as listed on the scanned image and should be the same vendor listed on the purchase order in AssetWorks. i. When selecting a different vendor name, the requestor will select the tablet next to the Vendor name field. ii. Enter part of the correct vendor name in the field labeled Vendor Name iii. Select Search. A list of vendor names will appear. iv. Select the correct vendor name from the list below v. Select OK vi. The correct vendor name should now appear in the Header. i. ERP ID: this is a unique ID for invoice that s generated after the invoice gets created in PeopleSoft. This is not editable. j. Ship-to: this is the ship-to from the invoice. This field is not used by TCU. k. Legal Entity: This field is not used by TCU. Page 6 of 16

7 l. Description: a short description of the goods or services received can be entered. It is preferred that this field remain blank and any information that is needed to pass to the vendor be placed in the description field on the Line Items tab. m. Requested By: this field will be populated from AssetWorks (AiM). For non-project related invoices, the Requested By will be the same person whose name appears in the Placed By field on the Purchase Order. For a project related invoice, the Requested By will be the Shop Person on the Project Record as recorded in AssetWorks. n. PO: the purchase order number as listed on the invoice will automatically populate this field. If Inspyrus is unable to find the PO on the invoice, Inspyrus will populate this field from the Subject line of the that the invoice was attached. o. Pay Group: This field does not need to be populated. p. Pay Method: this will show the vendor s default payment method per PeopleSoft. This field is not editable. q. Payment Terms: this will show the vendor s default payment terms per PeopleSoft r. Remit To: this will show the recipient of the payment and will default to the Remit address as listed in PeopleSoft. To edit, select the field that needs editing and change the information in that field. The Plant AP Processors group will be responsible for correcting any fields that do not agree with the information reflected in the invoice. After all corrections are made, the user can navigate to Line Items. C. LINE ITEMS PO for Material (3 Way Match) Inspyrus is programmed to pull the line item details from AssetWorks and import the information to the Line Items tab. Please note: if the line item details of an invoice do not match the line item details of an AssetWorks Purchase Order, the Inspyrus tab Line items will need to be manually paired. A 3-Way Match refers to a purchase starting with the 1) Purchase Order (PO), 2) receipt of the goods and 3) the invoice. When all items on the PO, agree with the receipt and disbursement of the goods (within AssetWorks) and the invoice agrees with the PO, then there is a perfect 3-Way match. Freight is not considered a line item on the PO and will be processed as a miscellaneous NO-PO line item. Perfect 3 Way Match With a perfect 3 Way Match Inspyrus will populate each line item with the item description on the invoice. Inspyrus will match the information up with the information in AssetWorks. The quantities will match, the price will match and the line item in AssetWorks will be in the same sequence as the line item detail on the invoice. The illustration below shows a perfect 3 Way Match as processed by Inspyrus. Page 7 of 16

8 PO detail listing in AssetWorks: Perfect 3 Way Match with freight. An invoice for material where all line items match with the exception of freight will be processed the same as a Perfect 3 Way Match for the detail line items. The freight line will be processed as a NO-PO. The Line Items detail page will look similar to the illustration below. Place curser on the line item until the Edit tab is highlighted, Select Edit. If there is not line item, select the small triangle next to the Edit box located on the right hand side and select Add. The Requester must select Line Type as Miscellaneous for freight. The quantity and unit price should be populated. Lastly, the Fund Code, Account and should be selected. The requester should select these variables from the drop down box. Page 8 of 16

9 These fields only apply to detail line items, not freight. D. LINE ITEMS Flip a PO (3-Way Match) If the line item details do not match exactly for a PO, the user has the option to Flip a PO ; flipping a po is similar to manually pairing each line item.to Flip a PO, go to the Line items tab, select the small triangle next to the Edit box located on the right hand side and select Flip PO. The Flip Po popup screen will appear. The following sequence should be taken in order to populate all fields for the invoice. Page 9 of 16

10 1. Enter the complete PO number 2. Select Go 3. Check all line items that need to be included based on the invoice information 4. Enter the number of items listed on the invoice correctly selecting the right line item 5. Select Create Invoice Lines Flipping a PO effectively creates a distribution per line item as if the invoice was matched perfectly. If part of the PO has been matched, you may pair lines individually as shown in the next section. E. LINE ITEMS Manually Pair. Occasionally, an invoice will scan in where most line items are correct. In this case, the user would only want to correctly pair individual line items, not Flip the PO. To manually pair an individual line item, select the line item and then select Pair in the gray shaded area. 1. Select the line to pair 2. Select the correct received items from the list at the bottom of the popup 3. Select the Pair button The line item will be correctly paired. Page 10 of 16

11 F. WORKFLOW There are no fields to update on the Workflow tab. There are a few items to note: a. All invoices are scanned in a Priority Medium. This priority is only for the requester; it has no impact on how fast the invoice is processed by any other department. b. Buyer: This field is not used by TCU. c. Approvers: This field will populated based on authorized approvers within PeopleSoft. d. Sender: This will reflect the person who ed the invoice copy to the Inspyrus mailbox. e. Receipt Date: is the date the invoice was scanned to the department specific Inspyrus mailbox. f. Subject: is the department number as listed in the original that was sent to the department specific Inspyrus mailbox. The Requester may navigate to Flex Data. G. FLEX DATA Flex Data is meant to store data that is necessary for processing invoices specifically for the Physical Plant or for the Create Invoice function, but fields for NO-PO invoices will not require data. Contact the department for additional information about the Flex Data tab. Page 11 of 16

12 H. COMMENTS The comment section is the area where notes can be written concerning the invoice being worked on. The blue dot on the Comments tab will reflect the number of comments that have been made on the invoice. An example of comments that must be made in this area are: More details about the invoice What event the invoice relates to To create a comment, select Add and then enter the comments in the space provided. To edit a comment, select Edit and then change the comments in the space provided. Note: Comments and attachments can be added in any status. Comments can be exported to Excel if needed. Comments are visible to other internal users. Comments can only be updated by the user who added the comment. Comments cannot be deleted. I. ATTACHMENTS Attachments can be attached to every invoice, this is optional. If there are documents that will enhance knowledge about the project or expense that is reflected in the invoice, then additional attachments are welcome. The blue dot on the Attachments tab will reflect the number of documents that have been Page 12 of 16

13 attached to the invoice. To add an attachment, select Add and then drag and drop the files to be attached. Alternatively, select Add and then browse to find the attachment. Select OK to complete attach function. Please note: The invoice itself cannot be deleted by the Requester. Comments and attachments can be added in any status. There is no limit to the number of files you can attach. An attachment can only be updated by the user who added the attachment. If the invoice is ed into Inspyrus, the invoice record will show the original as an attachment. J. AUDIT TRAIL The audit trail is a history of all invoice activity and provides a record of each state in the process, including when a particular process started and ended. This is a helpful to understand the status of an invoice and what actions had been taken against the invoice. The blue dot on the Audit Trail tab will reflect the number of actions executed for the invoice. The Audit trail can be exported to Excel if needed. K. ERRORS Page 13 of 16

14 If the invoice number in the Key Information field is red, it indicates there is incorrect information concerning the invoice. While this field is red, an invoice cannot move forward to Matrix Approval. The Error tab will list the errors with the invoice. The small red dot on the Errors tab will show how many errors have been found with the invoice. Please note: Every NO_PO will have at least 2 errors after ingestion to Inspyrus, those errors will be L. PAYMENTS AND DISCOUNTS The Payments and Discounts tab shows the payment details associated with the invoice, including discount information if a discount has been applied. 5) Validate After the user has reviewed and corrected all information in the Header, Line Items, Workflow and Flex Data fields, the user may Validate the information. Select Validate in the Key Information area. When validation is complete, the latest errors (if any) are displayed in a pop-up. Close the pop-up and correct any new errors or errors not previously corrected. When the errors are resolved, there will be a message indicating that the invoice has cleared validation and appears to be error-free. Page 14 of 16

15 6) Proceed When the information has been corrected and the invoice has cleared validation, select Proceed. If no issues are found with the invoice data, the invoice progresses to the next step of the workflow. The screen refreshes to display the next invoice from the search results. Page 15 of 16

16 NEXT STEPS 1) Corrections Invoices that have been selected to Proceed will route to a Budget Manger or an AP User. The Budget Manger or AP User will review the invoice for accuracy. If all invoice information is correct (correct vendor, correct invoice number, correct invoice date and correct amount), the Budget Manger or AP user will Proceed the invoice and the invoice will be assigned to the next person in the workflow. If a Budget manager Proceeds an invoice, the invoice will assigned to AP; if AP Proceeds an invoice, the invoice will be assigned to the first approver per the approval matrix in PeopleSoft. If additional information is required, the Budget Manger or AP user will add Comments and the invoice will be reassigned to the Requestor for corrections. 2) Resubmission The Requestor or other designated person will provide the additional information and make comments in the Comment tab. The Requestor will then validate the invoice and select Proceed when all additional information has been submitted. 3) Approval If the AP User finds that all necessary information has been entered correctly, the AP User will select Proceed and the invoice will be routed to the first approver. If the invoice requires more than one approval, the second approver will receive the invoice after the first approver. 4) Payment When all approvers have approved the invoice, the invoice is sent automatically to PeopleSoft. When the invoice is paid in PeopleSoft, the payment information updates in Inspyrus. This document outlines the process of getting an invoice processed through the Inspyrus System. There are many different directions that an invoice may take based on the type of invoice and the type expense. Please see additional documentation on: How to approve an invoice in Inspyrus. How to log into Inspyrus. How to Route an invoice to Compliance. How to Route to the New Vendor Create Desk. How to Upload Invoices from Excel. How to Create an Invoice. How to reassign an invoice in Inspyrus. Page 16 of 16