Secondary Invoice Approval

Transcription

1 Secndary Invice Apprval

2 Table f Cntents Intrductin t Secndary Invice Apprval (SIA)... 3 What is it?... 3 Why is it s imprtant?... 3 Wh can carry ut the SIA prcess?... 3 Hw d I get my respnsibility n the LIVE system?... 3 einvices: D I need t SIA these?... 4 Understanding Invice Pay Grups... 5 Current Payment Schedule... 6 Lgging int SIA and reviewing the SIA screen... 7 Hw can I quickly find a batch f invices r a single invice?... 7 What infrmatin is displayed n the SIA screen?... 8 What if the invice I am lking fr is nt listed/can t be fund?... 8 I have already secndary apprved the invice s why is it displaying again?... 9 D I have t check every single invice befre I secndary apprve it?... 9 Viewing and exprting AP distributin lines... 9 Viewing an Invice in detail Hw d I view an invice in mre detail? What t Check When Apprving T SIA r nt! SIA at Year End: extra checks Page 2 f 18

3 Intrductin t Secndary Invice Apprval (SIA) What is it? It is the prcess by which an invice is mved frm primary validatin t apprved fr payment. All invices, after primary validatin, autmatically receive a secndary invice hld and an invice will nt be passed fr payment until this hld is released. Once released the invice is ready t be included n the apprpriate payment run and the payment is generated by the central Accunts Payable team within the Finance Divisin. Why is it s imprtant? It is imprtant t ensure any prcessing errrs are identified t minimise the risk f payment being made incrrectly t a supplier r a member f staff. It is als an imprtant cntrl in the preventin and identificatin f fraud and ensuring that University funds are spent apprpriately. Wh can carry ut the SIA prcess? SIA shuld be undertaken by individuals with an AP Invice Manager respnsibility, wh did nt undertake the initial prcessing f the invice t ensure that there is a segregatin f duties. Hwever, if due t the size f yur department it is unavidable that ne persn undertakes bth rles, ther cntrls shuld be in place within the department t ensure the validity f the transactins and the accuracy f the prcessing. Hw d I get my respnsibility n the LIVE system? Yu must either cmplete the mandatry SIA training n-line r attend the advanced AP classrm curse (AP part 4), which in additin t SIA als cvers ther mre advance prcesses. Once yu have cmpleted the training, yu will need t liaise with yur Department s key cntact, as they will need t cmplete the nline frm and submit this t UFS_Users@admin.cam.ac.uk. Once UFS_Users have received this frm and cnfirmed yu successfully cmpleted yur training, yur AP Invice Manager respnsibility will be given and yu will receive an ntificatin. Page 3 f 18

4 einvices: D I need t SIA these? einvicing is a prcess where rders fr typically lw value, high vlume, cnsumable items are purchased via the Marketplace in the iprcurement mdule t a specific range f suppliers. Instead f receiving paper cpies f the subsequent invices, electrnic versins f the invices are transmitted directly int the department s AP mdule vernight. This prcess is relevant nly fr a handful f suppliers, a list f current e-invice suppliers can be fund via the link belw. Once in CUFS the invice is autmatically matched t its relevant purchase rder, and if it all agrees and the gds have been receipted n CUFS, the system will autmatically validate and secndary apprve the invice. Therefre, it will be ready and awaiting payment withut anyne in the accunts needing t d anything. The invice within CUFS will lk just like any ther, except it has nt been manually entered within a batch and certain fields in the header such as supplier s name, number and values will nt be updateable. Exceptins Sme einvices may be listed when yu navigate t the Secndary Invice Apprval screen. The likely causes f this are: The invice is ver 2,000 s was placed n a high value hld and it may als relate t a fixed asset. A price discrepancy hld has been placed as the values differ by 5p per invice line. That the tax rate differs between the riginal rder and the subsequent invice. The item/service has nt been receipted with CUFS. These hlds shuld be investigated and reslved in the nrmal way: nce this has been dne the einvice will be autmatically picked up by the vernight einvice prcess, revalidated and SIA the next mrning. Hwever, if yu wish yu can manually SIA an invice befre this autmatic prcess if it is displayed n the SIA screen at the time yu are checking ther invices. Page 4 f 18

5 Understanding Invice Pay Grups The type f invice that is being prcessed will determine the way the payment is made. External Suppliers (including clleges) This is the main pay grup fr the standard weekly supplier payment run. It is split int tw Payment methds; either cheque r BACS (Electrnic). BACS These payments are sent directly t the supplier s bank accunt. This is becming the mst cmmn payment methd within the University. A remittance advice will be sent via t the supplier listing all the invices the payment relates t. The payment terms End f Mnth + 30 days and payment methd f Electrnic must nt be changed. Sme suppliers nw electrnically submit their invices t the University and are interfaced directly int AP. These are all paid by BACS please refer t the previus sectin n einvicing. Check Where we d nt currently have the supplier s bank accunt details n file the payment methd f Check (American spelling) defaults in and they will be paid by cheque. Internal Suppliers This is purely fr internal trading and shuld nly appear n screen when dealing with an invice frm anther University department, e.g. frm Department f Plant Sciences. Pay Alne The Pay Alne pay grup is run every Friday: This is nly fr urgent payments and simply indicates that yu require the cheque returning t yur department. If yu require a single cheque fr a particular invice yu must als tick the pay alne tick bx n that line. NB: The tick bx is vital as the payment prcess is nt sub-ledger secure. If anther department has entered an invice fr the same supplier and nly the Pay Alne pay grup has been selected then x number f invices will be amalgamated int ne cheque and the Central AP department will be unable t return the cheque t yur department. Page 5 f 18

6 Current Payment Schedule Day Start Time Pay Grup Payment Methd Distributin Methd Currency Mnday Nne Tuesday 9am Supplier Electrnic Build Supplier BACS Selects invices with due date Wednesday fllwing the Mnday payment date Payment date -the fllwing Mnday GBP 9am Supplier Cheque Ryal Mail - 2nd Class (Except the cheques fr invices which have cheque destinatin D as fr Department. They g back t dept.) GBP Wednesday Cnfirm Supplier BACs 2pm Supplier Electrnic Build Pririty BACS GBP Selects nly pririty suppliers invices with due date next Mnday. Payment date -the fllwing Mnday Thursday Cnfirm Pririty BACs Pay Alne GBP Friday 9am Supplier Cheque Return t Dept. Eur Supplier USD Page 6 f 18

7 Lgging int SIA and reviewing the SIA screen Respnsibility: Navigate t: AP Invice Manager Secndary Invice Apprval 1. Once yu click n the task Secndary Invice Apprval a screen as per belw will display with all yur department s invices that are awaiting secndary apprval. This can take a few minutes t lad depending n the size f the department. Hw can I quickly find a batch f invices r a single invice? The screen will nly display 12 invices at a time therefre, nt all invices may be displayed. Yu have 2 ptins available: Simply scrll dwn the list until yu find the invices within the batch yu wish t review. Query back a particular invice r batch: PC User Press F11 (this turns the line a darker blue), Enter the search criteria int any f the blue fields (% acts as wildcard t assist) Press Ctrl F11. If yu wish t cancel the search press F4. MAC User Navigate t the tlbar View, Query by Example, Enter (this turns the line a darker blue) Enter yur search criteria int any f the blue fields (% acts as wildcard t assist) Navigate t the tlbar View, Query by Example, Run Invices will display that match yur search criteria. Page 7 f 18

8 What infrmatin is displayed n the SIA screen? Batch Name Fr external invices, expenses and credit ntes standard frmat is Department cde/inputter s initials/day/mnth/year/unique Ref. Fr internal invices the system creates the batch name Department cde IT Year Mnth Day Fr e invices the system creates the batch name Dept cde einv date(backwards!) time Suppliers Name Invice number and date Amunt Entered by This is the grss value f the invice including any taxes Wh/hw the invice was entered nt the system. It will either be the CRSID f the individual wh prcessed it, r INTERFACE if it has autmatically been transferred int the system. What if the invice I am lking fr is nt listed/can t be fund? Dn t assume that the invice hasn t be laded! It may nt be awaiting SIA because it failed initial validatin and sme ther hld was put n the invice. Yu have tw ptins: i. Check by searching fr the Invice Return t the navigatr menu : Enquiry > Invices Enter the invice number r ther search fields with a % at the start and end t assist with the search. Click Find. Page 8 f 18

9 ii. Liaise with the relevant clleague wh inputs invices If the invice still cannt be fund, then the invice can be laded int AP. Hwever, a call can als be made t the AP helpdesk team asking them t duble check that the invice is nt in the system. I have already secndary apprved the invice s why is it displaying again? There may be ccasins were yu are secndary apprving an invice that has already been thrugh secndary apprval. This is ften where an expense r invice was cded incrrectly (especially in relatin t a grant) and an amendment has been made which then requires revalidatin and re-sia t take effect. As lng as the actual value f the invice r expense has nt increased (which it shuldn t have!) then nce it has been secndary apprved again it will nt generate a duplicate payment t the supplier r the individual. D I have t check every single invice befre I secndary apprve it? In an ideal wrld every invice will be checked befre SIA is cmpleted. A pragmatic apprach is required as it depends n the number f invices awaiting apprval, values f invices and wh has prcessed them. If due t large vlumes yu are unable t thrughly check each invice prir t authrising then a risk based apprach and regular spt checks are strngly recmmended. Viewing and exprting AP distributin lines Within AP n a multi line transactin, lking at All Distributins it can be difficult t establish which tax line/s belngs t which item line. T assist with the identificatin f the assciated lines, it is pssible t display a new view f the distributin lines and then exprt the results. Viewing and exprting these lines can be carried ut frm the Secndary Invice Apprval screen. Viewing the distributin lines 1. Ensure yur cursr is in the relevant line and navigate t Reprts. 2. Click n View All Distributins. 3. A summary will display f all the distributin lines relating t the transactin. Please nte in the example belw that the screen sht desn t shw all the clumns that will be displayed when viewing this screen. Page 9 f 18

10 4. All related lines will have the same assciated item line number. The line number clumn relates t the numbering back within the AP lines screen. Exprting all the distributin lines If it is a multi line transactin, and t see all the infrmatin easily n ne screen, yu can exprt the results int excel nce yu have fllwed the steps abve. 1. Click n Exprt, and a pp up will display t which yu click n Open. 2. The results will nw be displayed in an excel dcument. 3. An excel dcument will pen with all the relevant infrmatin. Page 10 f 18

11 Viewing an Invice in detail Have the invices in frnt f yu It is vital t have the riginal invices in frnt f yu that require apprval. This is t assist in checking that the infrmatin frm the invice was inputted int CUFS crrectly and t ensure that the invice itself is valid. Hw d I view an invice in mre detail? It s as simple as placing yur cursr in the relevant line and duble clicking in ne f the fields. Majrity f the fields are straight frward and self-explanatry. The fields that need checking will vary depending n the invice type yu are checking. This page is just t shw yu what the screen lks like, the next few pages will list in mre detail what fields need checking. Page 11 f 18

12 As well as the fields, additinal infrmatin can als be fund n the Tabs, Lines tab being very imprtant! All f which will be explained in mre detail thrughut this manual. Page 12 f 18

13 What t Check When Apprving Befre ensuring that the invice has been entered int CUFS crrectly there are additinal checks t be made. University Financial Regulatins Is the payment in line with the University s Financial Regulatins e.g. if the invice is t a supplier and it is ver the value f 100 it shuld have had a purchase rder raised in iprcurement and the invice shuld be matched t it. Have the crrect prcurement prcedures been fllwed t ensure that cmpetitive bids were received based n the purchasing values utlined in the regulatin. Financial Prcedures If an item is ver 5000 and will be within the University fr 12 mnths r mre then it shuld be ticked in the AP mdule as a Fixed Asset and a CUFS Tag number entered. Where pssible extra infrmatin in terms f serial number and warranty number can als be entered If it is an expense claim it shuld be in line with University s expenses plicy, refer t Financial Prcedures Chapter 5b. Sterling invice ver 10k and USD r Eur invice ver 5k must be faxed thrugh t the AP team as these payments require cuntersigning by the Finance Divisin. A cpy f the invice fr any gds and services purchased frm the EC needs t be sent t the Tax sectin f the Finance Divisin, based at Greenwich Huse n Madingley Rise. Page 13 f 18

14 Pre-Requisites: Finding the Invice yu wish t SIA (pages 8-9) Invice Type Fr all invices What t lk ut fr Invice Header PO Number field has been entered: if nt why nt? Is the invice belw 100? Is the value genuinely nt knwn in advance e.g. utility bill, taxi fare? Is this a simple versight as it shuld have been matched t the PO? If s the rder must be clsed in iprcurement t prevent duble accunting. Has this been dne? Supplier name, number and payment site is same as invice. Invice date and number is the same as the invice. Invice currency is crrect. Invice amunt: Grss value including all taxes. VAT cntrl amunt is the VAT amunt as per invice. Descriptin is apprpriate. The Payment Lines Tab Crrect Tax Name(s) used. Net amunt fr the item If cding t the GL has the crrect cst centre, surce f funds and transactin cde been used. If cding t a Grant has the crrect prject infrmatin been used is it apprpriate expenditure fr that prject. Is the expenditure item date within the active perid f the grant If it is fr an EC7 (MACA surce f funds) r NSI (MANB) grant then VAT r any ther gvernment taxes shuld nt be charged t the grant. The VAT element will be transferred t the dept. by the Tax Office, Finance Divisin as an additinal cst If it is Fixed Asset (ver 5k and within University fr 12 mnths r mre): Has the Track as Asset bx been ticked? If nt the Fixed Asset team, Finance Divisin will need t be cntacted t advise them. Has the CUFS Tag number field been cmpleted? If knwn have the additinal fixed asset field (serial and warranty number) been cmpleted. All assciated acquisitin csts included. Has the value been netted f a part exchange? Page 14 f 18

15 PO Number field cmpleted if invice matched t PO (scrll twards the right). In additin t the abve the fllwing checks need t be made... Internal Invice Invice Header Dept. s name is the same as the invice. Site is Main. VAT Cntrl Amunt is Terms are internal. Lines/All Distributins The default cde U.XX.XXAA.GAAA.FKAA has been reversed ut and crrect cdes (whether t dept. funds r a Grant) have been used. Expenses Checks t make prir t SIA Have any advances have been taken int cnsideratin. If expense is less than the advance a cheque shuld have been receipted int AR and an additinal line in the same invice batch entered fr the difference. If the expense claim is greater than the advance then the system will generate a cheque t the individual fr the difference. Claims shuld be supprted by dcumentary evidence and in line with University Plicy. Refer t FPM Chapter 5b. Claims must be made n the fficial University claim frm (FD1C) available frm the Finance Divisin web site, Frms. Is the expense a taxable benefit? Refer t FPM Chapter 5b. Claims shuld nt be signed ff by the individual making the claim. Invice Header Supplier name is name f individual. Site Address will either be HOME which is address f dept. r it will shw the actual dept. address (If HOME ppulates navigate t Reprts, View Emplyee Address t see exactly where the payment will be sent t) Invice date and number (usually the date the expense was incurred, hwever, depts. may have their wn cnventin) as per the expense frm. Invice Amunt is the grss amunt f the expense claim. VAT Cntrl Amunt will usually be 0 unless the claim includes a VAT invice made ut t the University. A detailed Descriptin as t what the expenditure relates t. Pay Grup is Supplier. Page 15 f 18

16 Lines Tab Net amunt with Tax Name f NO UK VAT, unless it an expense line relating t a VAT invice made ut t the University. Crrect cde used fr the actual expense. Cding the expense t a Grant? It is vital that fr each line f the expense a detailed descriptin is entered e.g. name f the individual, what the expense relates t and why the expense was incurred. This detailed infrmatin has been requested by ur external spnsrs t whm we have a duty t ensure that funds are spent in accrdance with the terms and cnditins f the award. What if tax has been calculated tax but a detailed descriptin was mitted? Whilst the descriptin field n the Lines tab can still be amended, it wn t pull the updated infrmatin thrugh t the Distributin screen and therefre it will nt display n the spnsrs billing reprt. If this happens then the descriptin will need t be added via the Grants mdule, Expenditure Enquiry, and the Cmment field fr the relevant line. If an advance was taken check n All Distributins that a negative prepayment line displays with yur dept. cde and the transactin cde f UNDF. The Track as Asset bx will be ticked and this will be dealt with by the Finance Divisin. Advances Checks t make prir t SIA Has an FD1B been cmpleted in applying fr an advance Invice Header Invice Type is prepayment. The Prepayment Type is Temprary Lines Tab The system generates a default cde (U VGAA.0000) which is incrrect. This must be amended t U.XX UNDF.0000 (XX being yur dept. cde). The Track as Asset bx will tick autmatically but that will be dealt with by the Finance Divisin. EC Suppliers Invice Header Invice currency. VAT cntrl amunt shuld be Functinal amunt defaults in with sterling equivalent. Lines Tab Tax name will either be EC20%, Services Tax, ME0.0% r NO UK VAT. On the All Distributins screen a line shuld display fr acquisitin/ ff-set tax. Imprt Agent Invice Header Invice and VAT amunt as per invice. Page 16 f 18

17 invice Internatinal Payment Orders Lines Tab Item line fr the relevant charge/s, with SR20% cded t same as item/service with a transactin cde f EQDZ. Item line fr the imprt duty charge and select tax name f NO UK VAT and use the same accunt cde as per the purchased item but with the transactin cde f EQEX All Distributins will shw the tax allcatin Tw lines per IPO, ne fr the invice and ne fr the bank charge. Ensure relevant frms and assciated prints are cmpleted and sent t the Finance Divisin. Invice Header Invice amunt as per the invice. VAT cntrl amunt shuld be The pay grup shuld be Transfers F Fr the bank charge the invice number is the same as the invice but with /BANKCHRG at the end. Eur charge is 2.44, USD charge 7.90 and fr sterling 5. Lines Tab Tax name will either be EC20%, Services Tax, ME0.0%, NO UK VAT. On the All Distributins screen a line shuld display fr acquisitin/ff-set tax. Credit Ntes VAT nly Invice Header Invice type is Credit Mem. Amunts must be in negatives. Reference in the descriptin as t the riginal invice number Terms are immediate. Accunt cdes, whether t GL r grant must be the same as the riginal invice. T d this yu can query the riginal invice via Enquiry > Invices and navigate t the Lines tab. Invice Header Invice amunt as per the invice. VAT cntrl amunt shuld be the VAT amunt (this will be the same figure as the invice amunt). Lines Tab The line type is Tax Tax name will be that f the riginal item/service that the VAT relates t. Accunt cde will be that f the riginal item/service that the VAT relates t. Page 17 f 18

18 T SIA r nt! 1. Once all checks have been made and what is n the system matches t the riginal invice/expense/credit mem, clse ut f the invice screen t display all the invices awaiting SIA. 2. If there are any discrepancies when checking the transactin, the payables prcessr must be advised and make the relevant changes. 3. Find the invice and click in the Authrize bx fr the relevant line/s. Yu can authrize mre than ne line at a time as lng as all relevant checks have been made! 4. Click Save, which is in the menu bar. 5. The next stage is fr the payment t be made n the next payment run nearest t the invice due date frm the Central AP team at Greenwich Huse. SIA at Year End: extra checks Invices prcessed after 31 July shuld be classified between: July r earlier purchases (i.e. ONLY gds/services received n r befre 31 July shuld be recrded in July accunts). August purchases (fr the new accunting year). Gds/services rdered in July r earlier but delivered/received in August are August purchases and must be recrded in August. Fr invices dated August that relate t July purchases where the gds/ services were delivered/received prir t the end f July. Ensure that the GL date n the invice header screen and the invice line screen is amended t 31 July 20xx, prir t apprval f the invice. D nt change the GL date shwn against the VAT line. Fr invices dated August that relate t August Purchases. Invices fr August purchases shuld retain the August GL default date. NB, The Accunts Payable mdule will cntinue t accept July and prir purchase invices until the AP mdule clses at Year End. Thereafter, all invices will have t be prcessed in the new accunting year. Invices relating t the current financial year received after the AP mdule clses 19 August shuld be 'accrued' as creditrs. Page 18 f 18