Create and Process Purchase Order Invoices Overview

Transcription

1 Page 1 of 8 Create and Process Purchase Order s Overview 1 Receive PO 2a for Regular PO with Receipts 3 Review for /Rejection 2b for Create Header Approved? 4 Payment Run 2c for Standing PO For this PO? For another PO? t on any PO? Match Lines Additional Items on? Exceptions to Be Resolved? Clear Exceptions See the separate process flow on exception clearing. 5 Rejection Processing Add To Missing Lines Tab

2 Page 2 of 8 Create and Process Purchase Order s Create a PO Receipt 1 Receive PO Receiptless PO Lines Requiring Receipts? Enter Received on Lines Dollar Limit Exceeded? Click Submit PO / Receipt 2 Matching Open POs for Receiving Locate the PO of Interest Receiving > Receive Purchase Orders System Creates Receipts When Matched System updates $ in receipt header Error Msg. 2a Match Regular PO 2b Match Click Receive PO Standing PO Received Qty The pre-populated Received is the lesser of: Are You Set Up for Blind Receiving? System Populates the Received 2c Match Standing PO PO Ordered / Delivery Schedule Factor = Maximum Receipt Allowed Or PO Ordered - Received = Left to Receive See the online doc topic: Work with Standing Purchase Orders -- Receiving Standing POs. Standing PO? Receive Regular PO is Populated by System Receive All? Maximum Receipt Allowed or Left to Receive, whichever is less. Enter Received The receipt line updates the PO line with the Received Amount. The system updates the PO header with a running total of the received dollars. When a user creates a receipt, if the Received Amount exceeds the Dollar Limit, an error message appears. Receipts created by the system during invoice matching do not generate an error when the total is updated. For zero dollar PO lines, users cannot change the 0 received quantity. See the online doc: Work with Blanket Purchase Orders Receiving s Lines Appear Pre- Populated with Left to Receive If you are receiving an overage (and your site is set up for exception receipts), an exception receipt is created.

3 Page 3 of 8 Create and Process Purchase Order s Step 2a - Regular POs 2a for Regular PO Enter values in other fields as needed or accept the defaults: Total Tax Amount Received Date Default Fund Code Description Payment Terms Distribution Profile Due Date Default 1099 Code Terms Default Project Code Date Inter-Org Distrib Tax Group Payment Method Go to POs Available for Matching Locate the PO of Interest Create the Header Header Fields Required? AP or MM main Contents> Invoicing > Create from Purchase Orders Select Create from Purchase Order. Complete fields marked with *. Date Invoicing Vendor Number Invoicing Location Number Period Year Enter Direct or Group (if not defaulted) You can add unreceived lines. Match PO Lines Review Lines on the Lines tab Price/ Match? Add Lines to Charges? More Tax? Click Enter to add individual lines. Or, Add this X Lines to Edit Price/Qty Enter Tax Distribution Tab: Enter Amounts Adding Balances? Exception? Unreceived Clicking Finish w Puts on Exceptions List is Incomplete, Pending Receipts Click Finish Later. Finish w sends to 3 (if required) or 4 Payment Clear Exceptions See the separate process flow on exception clearing. Financial Reporting Fields Needed? Financial Reporting Fields (Click tab) Lines Missing from PO? Enter Missing Lines on Missing Lines Tab Click New Exception invoices must have their exceptions cleared before they can be reviewed and approved.. Work with exceptions at: Invoicing > Exceptions Submit Clicking Submit opens the lines panels. Info.? Add to Tab: tab > Unreceived lines, when added, have the exception status R "invoice receiving exception." When the items arrive and receipts are created, the system automatically changes the invoice receiving exception on the lines to N (no exception). You can then complete the invoice.

4 Page 4 of 8 Create and Process Purchase Order s Step 2b - s 2b for Go to POs Available for Matching Locate the PO of Interest Create the Header Header Fields Required? AP or MM main Contents> Invoicing > Create from Purchase Orders Select Create from Purchase Order. Complete fields marked with *. Date Invoicing Vendor Number Invoicing Location Number Period Year Enter Direct or Group (if not defaulted) Match PO Lines System creates receipts for receiptless Review Lines on the lines. Lines tab Price/ Match? Add Lines to Charges? More Tax? Edit Price/Qty Click Enter to add individual lines. Or, Add this X Lines to Enter Tax Distribution Tab: Enter Amounts Adding Balances? Exception? Clicking Finish w Puts on Exceptions List Click Finish Later. Finish w sends to 3 (if required) or 4 Payment Clear Dollar Limit Expiration Date, & Any Other Exceptions Requisitions created for non-file lines. Req status is Complete. System completes receipts for receiptless lines. See the separate process flow on exception clearing. Financial Reporting Fields Needed? Financial Reporting Fields (Click tab) Lines Missing from PO? Enter Missing Lines on Missing Lines Tab Submit Click New Clicking Submit opens the lines panels. Info.? Add to Tab: tab >

5 Page 5 of 8 Create and Process Purchase Order s Step 2c - Standing POs 2c for Standing PO Go to POs Available for Matching Locate the PO of Interest AP or MM main Contents> Invoicing > Create from Purchase Orders Select Create from Purchase Order. System creates receipts for receiptless lines. Match PO Lines Review Lines on the Lines tab Enter The quantity must be <= either Maximum Receipt Allowed or Left to Receive, whichever is lower. You may match unreceived items. The system creates a Receipt exception that will automatically clear once the item has been received. Adding Balances? Click Finish Later. Finish w sends to 3 (if required) or 4 Payment Enter values in other fields as needed or accept the defaults: Total Tax Amount Received Date Default Fund Code Description Payment Terms Distribution Profile Due Date Default 1099 Code Terms Default Project Code Date Inter-Org Distrib Tax Group Payment Method Create the Header Header Fields Required? Financial Reporting Fields Needed? Complete fields marked with *. Date Invoicing Vendor Number Invoicing Location Number Period Year Enter Direct or Group (if not defaulted) Financial Reporting Fields (Click tab) Price Correct? Tax? Add Lines to More Information? Charges? Edit Price/ Qty Enter Tax or Accept Default Add to Tab: tab > Distribution Tab: Enter Amounts Exception? Unreceived More Exceptions? Clicking Finish w Puts on Exceptions List is Incomplete, Pending Receipts Clear Exceptions See the separate process flow on exception clearing. Submit Clicking Submit opens the lines panels. Info.? Add to Tab: tab >

6 Page 6 of 8 Create and Process Purchase Order s Step 3 - Flow Of s Through s 3 Flow Enters Process Route to Group Member with Lowest $ Limit Group? te: If the last approver in an Group approves an invoice, the invoice can still end up with the Status of Rejected. This situation occurs if the invoice Total exceeds the last approver's Dollar Limit. Has Reviewed Already? with Next Highest $ Limit Is Out Of Office? Message to : Review Go to Buddy for Review Buddy Has Reviewed? Skip System Selects Next Opens Queue; Reviews Document Accounts Payable > Invoicing > My Queue Selects: Reject & Enters Reason Code Reject Message to Owner: Rejected Go to 5 Rejection Processing Approve? Reject or Do thing? Accrue Selects: Approve & Enters Reason Code Unapproved s List More s? Message to Owner: Approved To Payment Run 4

7 Page 7 of 8 Create and Process Purchase Order s Step 4 Create a Payment Run 4 Create a Payment Run Click New Enter Bank/ Org/Vendor Info for Payment Enter Selection Fields for s to Pay Work With Payment Run to Complete Payments Accounts Payable > Payments > Payment Runs Review Defaulted Fields (Date, Run Period, Year, Check Print Order, Paying Output, etc.) Selection Fields to Identify s for the Payment Run. Optional: Review Payments Optional: Review s in Payment(s) Edit Defaulted Fields as Needed Payment Profile Exists? Enter Bank, Org, Paying Vendor, Bank Account, etc. Enter Payment Profile Selection fields: s that - Were due N days before payment date - Are due N days after payment date - Have a discount date N days before payment date - Have a discount date N days after payment date - Have priority GT, LT, or EQ specified value. - Have total within specified range - Have due date within specified range. Optional: Select /Omit s from Payment Run Optional: Review s Optional: Take/Omit from Any Click Submit Payment Run builds. Commit to Payment Run Optional: Edit to Adjust Amount Process Checks

8 Page 8 of 8 Create and Process Purchase Order s Step 5 Handle Rejected s 5 Processing Rejected s How users are notified of approval process results is set up in their User Profiles. Owner of Receives Rejection tice Status is Rejected. Owner Addresses the Issue That Caused Rejection Edit. Submit Status is Pending Goes Back to Review Direct or Group? Direct Group Go Back to the in the Group Who Rejected in Step 3 Go Back to Direct in Step 3