CAMP IPPS August 21, 2018

Transcription

1 CAMP IPPS 2018 August 21, 2018

2 WHERE D MY INVOICE GO? Alejandra Burgos Accounts Payable Administrator Yvonne Grobe Accounts Payable Manager Room number and time slot [Leave blank]

3 WELCOME CAMPERS A few things to remember West Ballroom Stop by the ballroom to ask us questions after the class! Meet Connexxus travel vendors in honor of the Connexxus 10 th anniversary Raffle prize options are located throughout the ballroom. Place your raffle ticket in the box next to the prize that catches your eye!

4 THE LIFE OF AN INVOICE The invoice is received through various methods The invoice is entered in the accounting system The invoice is routed through various workflows The payment is scheduled on due date

5 THE BASICS What is an invoice? When your department buys goods or services on Marketplace, the site automatically creates and sends a purchase order to the supplier. The supplier then submits an invoice to UCSD to request payment. The invoice should include the following information. UCSD purchase order number - This number is eight digits long and begins with a 9 Unique Invoice number Invoice date Remit address Quantity & Unit Price Total amount due

6 THE INVOICE PROCESS What is NOT an invoice? Statements Packing slips Sales order acknowledgements Purchase orders Order forms Proforma invoices Reservation confirmations Receipts Quotes / Estimates Contracts Accounts Payable will not issue payment from any of the listed documents. These documents can be retained for your records. Please do not send these documents to Disbursements.

7 THE INVOICE PROCESS What is AP s role? Invoice is submitted to the Accounts Payable team. Electronic ASK Mail Process Reviews Submits Invoices will be routed and may require action/ approval from the department and/or IPPS internal review. Payments are issued according to payment terms. Payment is generated from the supplier invoice date, not the date the invoice was received. The scheduled due date is calculated depending on the terms of the supplier, not per order. Disputed invoices processed incorrectly, duplicate invoice, etc.

8 THE INVOICE PROCESS What is the departments role? Encourage suppliers to submit invoices electronically Utilize comment tab to communicate PO updates or issues to AP Make sure to select the intended contact when sending a comment, if necessary Review notifications received from Marketplace Business Unit approval required Business Unit notification Over tolerance Period of Performance Special Entertainment If you do not approve an invoice dispute through Marketplace

9 WHERE D MY INVOICE GO? Causes of delay Invoice stuck in a departmental approval workflow. The P.O. number on the invoice is incorrect or expired Invalid index / early inactivation on index PO established using incorrect vendor (John Smith, LLC vs John Smith Inc) The goods/services listed on the invoice don t match the P.O. The P.O. does not have sufficient funds. P.O. has been canceled at the request of the department. Tax review Where was labor preformed? Department disputed invoice- A/P working with the department

10 WHERE D MY INVOICE GO? Payment Compass Payment Compass is a website designed to change the way payees do business with UC San Diego Use Payment Compass to search for payments being made to a payee that are in progress or have already been paid. Transactions processed after 7/1/2016 are displayed. Only the last 1K transactions for a single payee will populate. Access Payment Compass: PaymentCompass.ucsd.edu/sso

11 PAYMENT COMPASS Payment Status Received: The invoice has been received and it is being entered into our eprocurement system. Pending AP Review: The invoice is being matched to an existing purchase order within our eprocurement system. Pending Department Review: The invoice or payment request is being reviewed by the campus department who requested the goods/services. Pending Final Review: The invoice or payment request is being reviewed for any required tax considerations or exceptions to policy. Payment Scheduled for MM/DD/YYYY: The payment has been approved and scheduled for the date indicated. Paid: Payment has been issued. Click on the 'Paid' hyperlink to view payment details for that transaction. Still have problems- submit an inquiry through ASK

12 THE BASICS Resources Check on the status of an invoice Payment Compass or ASK Communicate with AP Comment tab in Marketplace ASK