CAMP: INNOVATIVE SOLUTIONS

Transcription

1 CAMP IPPS 2018

2 CAMP: INNOVATIVE SOLUTIONS Hike through Electronic Invoicing and Payments 12:30 PM

3 OBJECTIVES Gain a better understanding of what e-invoicing is E-Invoice methods Benefits of e-invoicing How to get involved

4 ELECTRONIC INVOICING? What is e-invoicing? Electronic invoicing (e-invoicing) is the exchange of invoice data between a supplier and Marketplace in an integrated electronic format. UC San Diego offers three e-invoicing methods.

5 E-INVOICING METHODS MARKETPLACE TRANSCEPTA cxml Supplier Portal

6 E-INVOICING AT UC SAN DIEGO Transcepta Global Supplier Network Transcepta Global Supplier Network: an electronic invoicing network that transmits UCSD vendor invoices directly to the Accounts Payable team For suppliers who submit more than 15 invoices annually Registration is free of cost for the supplier Does not require any changes to supplier invoice format Daily reports of all invoice activity Immediate notification of errors on rejected invoices Supplier Portal to view the submission status of each invoice Fast and responsive support staff

7 E-INVOICING AT UC SAN DIEGO Transcepta Global Supplier Network Invoice submission methods: PDF Send s straight from accounting and ERP systems SUPPLIER VIRTUAL PRINTER For those that can t , all systems can print to the Transcepta Virtual Printer UC SAN DIEGO EDI, CSV, XML Some suppliers prefer to send electronic data; Transcepta adapts to their format SUPPLIER PORTAL Suppliers may create invoices on the portal via web entry

8 E-INVOICING AT UC SAN DIEGO Transcepta Global Supplier Network Transcepta has an intuitive supplier portal that any supplier can use to submit invoices and check invoice status.

9 E-INVOICING AT UC SAN DIEGO Transcepta Global Supplier Network Transcepta has an intuitive supplier portal that any supplier can use to submit invoices and check invoice status.

10 E-INVOICING AT UC SAN DIEGO Marketplace (Jaggaer) Marketplace: cxml: Limited licenses Contracted high-volume, agreement suppliers (Airgas, Waxie Sanitary Supply, EtonBio) Data file is transmitted directly into Marketplace Notification of errors or rejected invoices Supplier Portal: No Fees Manual upload directly to Marketplace Notification of errors or rejected invoices

11 E-INVOICING BENEFITS Suppliers Proof of delivery to UCSD Shorter payment terms Accurate data processing Faster error corrections Faster processing times Cost savings (postage, paper, etc.) NOTICE: The Accounts Payable team will no longer process any paper invoices that are received by USPS if the supplier is registered with one of the e-invoice options. The invoice will be returned to sender or recycled so please remind your supplier that their invoices should be submitted electronically. To check if the supplier is a e-invoicing supplier: Log into Marketplace Search for the supplier by name Supplier name will have an ei signifier on their profile

12 E-INVOICE MARKETPLACE WORKFLOW Invoice submission to payment Supplier submits e-invoice data to marketplace Marketplace receives data and populates invoice document Invoice routes electronically through approval workflows Approved invoice uploads payment information overnight

13 E-INVOICE MARKETPLACE WORKFLOW Invoice submission to payment

14 HOW YOU GET INVOLVED Become aware of the various e-invoice options Refer suppliers to Accounts Payable for more information Transcepta Registration Send Supplier contact information to For suppliers with <15 invoices Direct supplier to submit invoices via ASK by sending an to Subject: Transcepta Invoicing Registration Include: Supplier Name, A/R Contact Name, and Phone Number.