Marketplace Accounts Payable (AP) Review

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1 March 28, 2018 Enterprise Sourcing & Procurement Marketplace Accounts Payable (AP) Review Schedule for Today Overview and Time Management of Presentation Review AP and Additional Training Sessions Accounts Payable Homepage Invoice Document Management Creating an Invoice and Paying the Invoice Receipts Invoice Reconciliation Document Searches and Export Report Dashboards Resources & Questions and Answers 2 1

2 3 Resources SharePoint Site Documents / FAQ / Training Materials ges/home.aspx User ID = yourstarid@minnstate.edu; Pswd = your starid password MarketPlace Helpdesk To submit a ticket (information also on Marketplace homepage), please send an to: SO marketplace@minnstate.edu Online Support Tuesdays and Thursdays from 1:00 PM 2:00 PM (information also on Marketplace homepage): Accounts Payable Home Page 4 2

3 What Can AP Do? Accounts Payable Review Create an Invoice / Pay an Invoice Add tax / shipping at the line, NOT header level 5 Accounts Payable Review (continued) What Can Accounts Payable Do? Cancel / Copy an Invoice Close and Re open a Purchase Order (PO) Finalize Revision Sends invoice to ISRS (ERP) Create an invoice / Re Open / Cancel Create / Revise / Delete Receipts Change Remit to Address 6 3

4 Accounts Payable Review (continued) What Can Accounts Payable NOT Do? CANNOT change the vendor that the purchase order was issued to Change accounting codes or object code without purchasing revising the purchasing modifying the purchase order to pay invoice Create Non PO Invoices Pay an invoice on a purchase order that is in workflow (not complete) Cancel Purchase Order 7 Types of Purchase Orders Catalog / Punch Out Orders Symbol on the Purchase Order Three Way Matching Receipt Required 10% tolerance or $100 Except for Snap On Tools and Innovative solutions, all other catalog vendors currently have e invoicing (definition) Fisher Scientific e invoice has shipping at the header level. AP will need to move to the line level to pay Purchase order auto closes 8 4

5 Types of Purchase Orders (continued) Non Catalog Orders Symbol on the Purchase Order Three Way Matching Receipt Required 10% tolerance or $100 Recommended for one time purchases or purchases with the same monthly payment Matching Exceptions Does not ask for receipt Two way match Shipping at line level on the invoice or purchasing can revise the purchase order for shipping if a line as not entered by requester Does NOT automatically close, unless final payment is checked 9 Types of Purchase Orders (continued) Payment Requests Symbol on the Purchase Order Payment Request Previously direct pay membership, subscriptions, refs Purchase order creates the invoice Accounts Payable will receive a notification that a payment request is ready for payment Single Check Flag This is the same functionality that was in place within ISRS. This would be a single check printed from a local account or a pull warrant on a treasury account 10 5

6 Types of Purchase Orders (continued) Blanket Orders Symbol on the Purchase Order Two Way Matching Receipt is not required in workflow Recommended for orders the are over a period of time, multiple invoices and varying invoice dollar values Accounts Payable submits invoice; the Accounts Payable can verify information is correct and pay Does NOT automatically close, unless final payment is checked 11 Purchase Order Status Tab Verify PO workflow is complete and A/P status is open prior to approving to pay invoice 12 6

7 Errors Under History in the invoice you will see errors Administer / Find and Fix Errors / Invoice Export Errors Requeue Invoice 13 Errors (continued) Sort 1. Select invoice and check box 2. Select Requeue in dropdown box 3. Click GO 14 7

8 Invoice Document Management Step 1: Naming Convention (PO#, INV#, Vendor Name) Step 2: Save Invoice to Daily Invoices folder Using PO first allows to sort and group invoices together If you think you dragged your file into the wrong folder, simple click Undo and it comes back to original folder 15 Invoice Document Management (continued) Edit your PO Highlight PO# and $ dollar amount before saving into the Daily Invoices Edit 16 8

9 Invoice Document Management (continued) If Credit needs to be applied Add a sticky note with details (Credit Memo # and Amount, etc.) 17 Invoice Document Management (continued) No PO# on Invoice(s) Name invoice with P00, Inv# and Vendor name Allows renaming and adding the additional 5 digits once you receive information Store in separate folder Once full PO# added to file, Drag to "Daily Invoices" and proceed 18 9

10 Invoice Document Management (continued) Vendor Lookup Go to simple document search and enter the name of vendor Click Go Results 19 Invoice Document Management (continued) Matching the Invoice by any of the following PO # Requisitioner PO Total 20 10

11 Invoice Document Management (continued) Daily Invoices Renamed invoices received from or scanned in with PO#s 21 Other Predicament Folders NO PO# / Req# Receipts (scanned & named w/po# to be attached with invoice when creating invoice in Marketplace Attached invoices drag all invoices, receipts, applied memos here after the invoice has been created/completed in Marketplace Invoice Document Management (continued) Helpful Tip ( Card Tickler similar to the rolodex index cards Handy list of frequent used vendors and PO #s 22 11

12 Invoice Document Management (continued) Helpful Tip #2 Sticky Note Pad on desktop handy tool to jotting down messages, URLs, notes to self Jot down receipt numbers or dollar amounts when verifying invoice information Gadgets option with Microsoft, add to desktop 23 Invoice Document Management (continued) Helpful Tip #3 Filter your s, so they automatically go to "Invoice" folder. In outlook, go to: File tab > Manage Rules & Alerts Box 1. Name your Rule 2. Write Rule description 24 12

13 Creating an Invoice in Marketplace Step 1: Start at home page Click on Documents Click on Search Documents 25 Creating an Invoice in Marketplace (continued) Step 2: Open Vendor Invoice In drop down menu box Click Purchase Orders In the empty box Enter PO # (simply enter just the numbers) All Dates Menu Leave as is Click Go 26 13

14 Creating an Invoice in Marketplace (continued) Step 3: Verifying Vendor Your search results may result in multiple vendors. Make sure you are using the current vendor When clicking on the PO #, it will give you the status of vendor Line items, Owner of PO, workflow, etc. 27 Creating an Invoice in Marketplace (continued) Step 4: Creating the Invoice Option 1 1. Select Create Invoice from the Available Actions box 2. Click GO Step 4: Creating the Invoice Option Check box from far right 2. Select Create Invoice from the menu box 3. Click GO 14

15 Creating an Invoice in Marketplace (continued) Step 5: Creating the Invoice Brings you to the Advanced Manual Entry page Click on the Buyer Invoice tab 29 Creating an Invoice in Marketplace (continued) Step 6: Buyer Invoice Tab, fill in Invoice number from invoice Purchase description Date of Invoice NOTE: You can also choose the Imprest Cash payment option. When selected, a red X turns into a green check mark If you get to the end of creating the invoice and realized you entered something incorrectly, simply edit box to change/correct entries 30 15

16 Creating an Invoice in Marketplace (continued) Step 7: Verifying Addresses Box Where you will verify the Remit To address Match address on invoice In Not, select edit see next slide for details 31 Creating an Invoice in Marketplace (continued) Step 7: Verifying Addresses Box No Match, search more remit to locations Select the correct location Click Save If None match, let your purchasing department know so they can request and update information in state system This vendor, One remit to location 001 location This vendor, Multiple remit to locations 32 16

17 Step 8: Creating an Invoice in Marketplace (continued) In the Payment Information Box Enter Occurrence Date (date merchandise was received/ services rendered) Requesting Check Information Single check payment Final payment, once chosen the red x turns green Must select edit to change any of the information. 33 Creating an Invoice in Marketplace (continued) Step 9: Line Item Details A line item for each item number/catalog # with unit price and extended price In this example: The previous line items (#8 from PO) were invoiced on previously received invoices and it has left the remaining items available which has not been invoiced yet 34 17

18 Creating an Invoice in Marketplace (continued) Step 10: Line Item not on invoice Check the box beside the line item ext. price Use the Remove Selected items from the drop down menu Click GO 35 Creating an Invoice in Marketplace (continued) Step 10: Line item listed has a different price from invoice Select edit 36 18

19 Creating an Invoice in Marketplace (continued) Step 11: Edit line item Enter correct unit price and make an internal note if necessary Click Save once updated For an example: If the quantity says 5 ordered, but only 3 were invoiced on the invoice, change the quantity to the current number If no line item for shipping/handling on PO, you would enter the amount charged in one of the boxes. 37 Creating an Invoice in Marketplace (continued) Step 12: Verifying line item Verify Total matches the total listed on vendor invoice 38 19

20 Creating an Invoice in Marketplace (continued) Step 13: Notes/Attachments In the Buyer Invoice tab Attach vendor invoice under the Internal Attachments 1. Click on Add Attachments 2. Select your files within directory 3. Wait for the for the file to upload (turns green) 4. Save changes 39 Creating an Invoice in Marketplace (continued) Step 14: Notes/Attachments In the Buyer Invoice tab You will see the original vendor copy of the invoice created in Marketplace 40 NOTE: You can add additional attachments or remove attachments 20

21 Creating an Invoice in Marketplace (continued) Step 15: Notes/Attachments In the Buyer Invoice tab You will see the original vendor copy of the invoice created in Marketplace NOTE: You can add additional attachments or remove attachments. When you remove attachments, you will have to confirm your intent 41 NOTE: Removing an attachment does NOT remove it from the PO, only from the invoice being created Creating an Invoice in Marketplace (continued) Step 16: Final Step Verify Invoice, if everything looks good, you may click the Complete button at the top NOTE: There may be warnings listed or information still needed

22 Creating an Invoice in Marketplace (continued) Step 17: Final Step After the complete pop up screen, the system will provide an invoice #, Summary of the invoice. Any contents in blue is clickable NOTE: If there is a 2 nd invoice, simply click on the PO# and it brings you back to create a new invoice NOTE: If there is a another invoice with a different vendor, simply click on the Document Search link and it brings you back to where you can search the next PO# 43 Creating an Invoice in Marketplace (continued) Step 17: Final Step Tip NOTE: The system may interrupt you while creating an invoice or forget to hit the complete button. You can view all invoices saved in Draft Invoices and complete the process OR delete draft invoices 44 22

23 Creating an Invoice in Marketplace (continued) Step 17: Final Step Tip Decide to continue the process, click on the blue Invoice Name link 45 NOTE: This brings you to the Detailed Manual Entry tab, 1. Click on the Buyer Invoice tab 2. Complete the Invoicing process 3. Click COMPLETE to finalize Click on your Flag Paying the Invoice You will get a drop down box double click Invoices under Unassigned Approvals 46 23

24 Paying the Invoice (continued) One method for making payments Matched Status Match status means that the invoice created & receipt match exactly. Option 1: Double clicking on blue invoice # (opens the invoice) 47 Paying the Invoice (continued) This brings you to the Buyer Invoice tab, 1. Double check vendor invoice/ double check the remit to. (You can still remit at this time) 2. Go to the Payment Information Box and check the Final Payment box if you know this is the final payment on PO. 3. Once complete choose approve/complete step 4. Click GO and your payment has been made 48 24

25 Paying the Invoice (continued) One method for making payments Matched Status Option 2: Check box to the far right of the invoice Choose the Approve/Complete and click GO and it will pay all invoices that are checked 49 TIP: You can select all Matched Status invoices on your list that are in Match Status Paying the Invoice (continued) One method for making payments Matched Status Option 3: Click on the blue box Approve All Matched Invoices This will pay all invoices are in Match Status, this option is not recommended

26 Paying the Invoice (continued) One method for making payments Unmatched Status Marketplace requires a 3 way match, so to pay invoices that do not match will require additional steps (as many may never show up in the Matched status). 1. Click Your Flag 2. Choose the Unassigned Approvals 3. Click the blue PO # 51 Paying the Invoice (continued) This brings you to the Status tab, 52 Example #1: There is NO receipts created for this PO NONE. Because there is no receipt, the invoice will not be paid. You may click the back arrow to go back to the list of invoices and continue to review other invoices 26

27 Paying the Invoice (continued) This brings you to the Status tab 53 Example #2: There are multiple invoices. Verify there are invoices and receipts and make sure receipt for the current invoice is the correct amount. Click on the Invoices tab to see how many invoices are listed. In this example, there are 3 paid and 1 in process. The one in process will need to be verified. Go to the Receipts tab Paying the Invoice (continued) Example : There are 3 receipts. The invoice for payment needs to be made is not listed, so payment cannot be made as we do not have the receipted approval for payment (NOTE: there were 4 listed on the invoice tab) 54 27

28 Paying the Invoice (continued) 1. On the Invoice Tab Double check that there are equal numbers of invoices vs. receipts (if using cost receipts is the total Net Invoiced 2. On the Receipts tab check against the Net Received 55 If these DO NOT match CANNOT pay the 4 th invoice in process yet! Helpful Tip Paying the Invoice (continued) 1. Remind users that the Receipt Date should be the date the merchandise/service was received. If this is NOT filled in, it defaults to the current day s date. It is important users enter the correct date. 2. In the Packing Slip No. box, I ask users to put the invoice number

29 Paying the Invoice (continued) Three Important Entries on receipt Receipt date: date of goods/services received Invoice # in the Packing Slip No Box The Cost $ amount 57 Paying the Invoice (continued) Example: Sticky note of a couple of invoices that I am checking to see if receipts have been entered Just listing numbers and amounts. If no receipt for the invoice is on the Sticky Note, I simply delete it from the Note, so I don t pay it. 58 Example: Opened receipt to verify if the number is in the packing slip and the cost match one of the invoices, I can now pay as I have a 3 way match. 29

30 Paying the Invoice (continued) Go back to the flag page find invoices that are okay to pay Click on the Invoice # open invoice 1. Select Assign & Approve/Complete and Match under the Available Actions box 2. Click GO 1. UNCHECK the Force Match for this Invoice box this is you want the PO to remain open. You can enter a reason for the match using the receipt number and or invoice or enter any explanation you want. You don t have to enter any message. 2. Click the blue button the says Approve/Complete Step at the bottom of the box. 59 Paying the Invoice (continued) You are sill on the invoice. 1. Select Approve/complete step & show next from the Available Actions box 2. Click GO 3. At the dialog box. Uncheck the box if you want the PO to remain open. Enter comments and click the blue button 1. S M 2. C Note: Most of the time you will remain on the invoice & available action box will have changed to an action that says Mark as Payable You MUST click on the GO button. Popup: Invoices Status Change Confirmation Click OK, use you select OK, the invoice has been paid

31 IMPORTANT Paying the Invoice (continued) Not all invoices in your flag are listed. You will need to go to the Accounts Payable Homepage and choose the All in Process Invoices search to see a list of all the invoices awaiting payment. NOTE: some invoices get stuck on this list with no actions. These need to be reported to the Help Desk so they can expedite them and allow you to finalize the payment. 61 TIP Paying the Invoice (continued) Run a search at the end of each day for any invoices in Payable status These need to be looked at & fixed Go to Document Search > Invoices > Advanced Go to Payment Status and check the Payable Box Click Search 62 31

32 Paying the Invoice (continued) NOTE: To fix these errors, you will need to choose Administer on the blue Menu Search 1. Select Find and Fix Errors 2. Select Invoice Export Errors 63 Three Reports that need to match each days state/treasury invoice payments 1. AC0530CP report by bank account 01 for state payments 2. AC0490CP 3. AC0470CB sent to you via daily from Minnstate.edu Paying the Invoice (continued) TIP: You can also run the search by Advance Search. In the invoice information section Date Choose Paid Date Today 1. Go down to Custom Fields 2. In the Bank Line, Enter T for state/treasure OR L for local payments 3. Select Search This will bring up the list of all invoices you paid for the day 64 32

33 Receipts Types of Receipts Quantity Receipt Cost Receipt Blanket Order = does not require a receipt (2 way match) Payment Request: No receipts needed 65 Quantity Receipt 1. In the Available Actions menu, click on Create Quantity Receipt's 2. Click GO 3. Enter Receipt Date (date you received item/rendered services) 4. Attach packing slip if available 66 33

34 Quantity Receipt (continued) Edit line items In this example: The Requester only received a quantity of 5 Logitech headset, instead of 7 1. Change the Quantity, under the Receipt Lines for the PO 2. Can remove line items if necessary 3. Click Complete 4. A quantity receipt will be generated for the partially received items 67 Reopen Receipt Quantity Receipt (continued) 3. Click on Reopen Receipt 4. Select OK 5. Must enter a comment, and click Reopen Receipt You accidentally enter the incorrect quantity amount for receipt and the incorrect receipt date

35 Quantity Receipt (continued) Edit Receipt information You can Edit any of the information within the fields (i.e., dates, quantity, or delete) Note: must add comments in pop up box) 69 Cost Receipt 1. In the Available Actions menu, click on Create Cost Receipt 2. Click GO 3. Enter Receipt Date (date you received item/rendered services) 4. Attach packing slip if available 70 35

36 Cost Receipt (continued) 1. In the Available Actions menu, click on Create Cost Receipt 2. Click GO 3. Enter Receipt Date (date you received item/rendered services) 4. Attach packing slip if available 71 Edit Receipt information Cost Receipt (continued) 1. Edit the Cost for PO 2. Click Complete 3. A quantity receipt will be generated for the partially received items 72 36

37 Reopen/Cancel Receipt Cost Receipt (continued) 1. Reopen the Cost Receipt 2. Click OK 3. Must add comment 4. Click Reopen Receipt 5. Change Cost amount or Delete Cost Receipt 73 Cancel Cost Receipt 1. In the Available Actions menu, click on Create Cost Receipt 2. Click GO Cost Receipt 1. Enter a negative cost amount under Cost 2. Click Complete 74 37

38 Invoice Reconciliation Invoice Reconciliation End of Day Run on AC0530CP in Web Accounting. Click on Reports in the upper right hand corner of web accounting. Pick AC0530CP Selected Transaction Listings from the drop down box. Fill in Date Time range, Transaction type PV, Bank Account Code 01 or the bank account your are reconciling. 75 Invoice Reconciliation (continued) Create a Report in Marketplace Click on Documents Click invoices in the search drop down box. Change the date in the invoice information box. Invoice creation date and todays date Scroll down to Bank and in the space either enter T for treasury account or L for local bank account Click on Search Export the file, on the left hand side of your screen under Search Details click on Export Search, name it and click on submit. Follow the prompt and click on the report you just named. Open up the excel file, auto sum the invoice total The total of your AC0530CP report should match with the total in your excel file

39 Document Search 1. Select Documents from the left menu 2. Click Search Documents 3. In the Go to area, click on advanced search 4. In the dropdown Search menu, select INVOICES 77 Document Search (continued) 5. Select Payable under the Payment Status area 6. Click Search 7. Click Save New Search in the Payment Status Search 78 39

40 Document Search (continued) 8. Enter Folder name (i.e. Payables. Click Add New 9. Select Top level shared folder 79 Document Search (continued) 10. Enter Name Invoices and select User for Add Access area 11. Click Search to find a User 80 40

41 Document Search (continued) 10. Enter User last name 11. Enter User First name 12. Click Search 13. Click [Select] 14. Select the circle under Admin 15. Save Changes 16. Click Save From Documents 18. Click on View Saved Searches 19. Under Shared, select Invoices 20. Under Invoices, select Payables Document Search (continued) NOTE: Pulls a report of all invoices currently in Payable status 82 41

42 Export Search Report (continued) 1. Select Export Search 2. Enter a File Name 3. Select a Template. 4. Click Submit 5. Click Go to Page: Download Export Files 83 Export Search Report (continued) 6. Make sure the Export Status is in Completed. 7. Continue to refresh you until Completed 8. Once completed, click on File Name 9. Select OK 10. Select the file name to open the report 84 42

43 Dashboards (continued) Create a New Dashboard Create from scratch by clicking on the Create New Dashboard under the Dashboard Actions Changes cannot be make to the administration dashboard or AP dashboard 85 Dashboards May Create Many Dashboards 86 43

44 Widgets Dashboards (continued) Each box you see on your Dashboard is called a widgets You can create new widgets or customize existing widgets. 87 Dashboards (continued) Editing Existing Dashboards Click Edit under the Dashboard Actions dropdown 88 44

45 Dashboards (continued) Editing Existing Dashboards Once you click on edit I highlighted the different edits you can make Edit, Change the header color, remove the widget,? Explains the different action items. Each widget has different edits that are available. Edit, Change the header color, remove widget Resources SharePoint Site Documents / FAQ / Training Materials ges/home.aspx User ID = yourstarid@minnstate.edu; Pswd = your starid password MarketPlace Helpdesk To submit a ticket (information also on Marketplace homepage), please send an to: SO marketplace@minnstate.edu Online Support Tuesdays and Thursdays from 1:00 PM 2:00 PM (information also on Marketplace homepage): 45

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