January 18, 2016 TMC Update Notes

Transcription

1 January 18, 2016 TMC Update Notes UIPS Transition: Summary of TMC Changes Effective January 18, 2016 The Unified Invoice Processing Systems (UIPS) is a central routing system that will receive all electronic invoices from suppliers, and then route the invoices to the appropriate invoice approval system (TMC for TMC units) for reconciliation and approval. For the UIPS implementation, please note the following summary of TMC invoicing changes. For TMC users, all electronic invoices will be sent through TMC (no longer approve in epay). As a result, Some invoice statuses and invoice rejection reasons will change. Invoice Rejection status notification and invoice error status (currently AP status) notification will be handled differently. GL accounts will be predefined and assigned to invoice line items automatically based on Chart of Accounts (COA) governance. These GL accounts will override the GL accounts that are initially assigned to items when placing a TMC order. You will no longer need to add GLs to non-po invoices and cannot override GLs. For the invoice line item exception Item Unmatched, you will only need to select the item and click Accept. When using the Search function to perform an invoice search, you will notice There will be an additional search criteria field added called UIPS Invoice Number. This new field will also be displayed in the search results and is only used for A/P invoice research, if needed. The Status field search filter dropdown list contains the new invoice statuses. Changes for Client Pay Units Client-Pay invoices now come through TMC even if they have not in the past. These invoices need to be reconciled and acknowledged. Reminder: When placing orders that are not client-pay, units will need to select the Client-Pay No radial button on the requisition checkout page before submitting the order. If a client-pay invoice is approved, the final status of the invoice will say Received for Processing instead of Approved. No update is sent to the client and no payment will be sent to the supplier by Sodexo. If a client-pay invoice is rejected, the final status of the invoice in TMC will say Received for AP Review. No update will be sent to the client. There will be a new invoice rejection reason in place called Client Pay Customer# Charged in Error. Although this would be an uncommon occurrence, you should select this rejection reason if Sodexo should pay this invoice.

2 Changes to Invoice Search New Invoice Search Options: 1. A new search filter called UIPS Invoice Number is a system-generated number that is available for use for troubleshooting an invoicing issue with Accounts Payable. 2. UIPS Invoice Number appears automatically in invoice search results. 3. Status search filter dropdown contains new invoice statuses. See the following page for descriptions of the new invoice statuses.

3 TMC Invoice Status Changes Option TMC Status TMC Status Description Final TMC Status? What changed (Used to be prior to UIPS) New Invoice Approving or Reconciling Invoice ready to be approved/rejected by user N No changes. Approving a Sodexo or Client Pay Invoice Sent for Processing Received for Processing Status immediately after TMC user approves invoice. Invoice is being sent to UIPS. Confirmation that UIPS has received it has not been received back in TMC. TMC has received confirmation from UIPS that approved invoice has been received. This is a final status. No further update, SAP DOC# or AP error status will be received in TMC for Sodexo invoices. Users should refer to UFS reports for any potential SAP issues. No further action or update for Client Pay invoices. Invoice status will be updated in UIPS that user approved the invoice only. No update is sent to the Client, and no payment is sent to the supplier. Status immediately after TMC user rejects invoice. Invoice is being sent to UIPS. Confirmation that UIPS received it has not been received back in TMC. TMC has received confirmation from UIPS that rejected invoice has been received. This is a final status. N Y Used to say Sent for Payment Sodexo invoice: Used to say Received for Payment. Used to receive SAP DOC # when processed in SAP or AP status if error in SAP Client Pay invoice: Used to say Approved Sent for AP Review N Used to go to Approving status while AP reviewed and approved or denied. Rejecting a Sodexo or Client Pay Invoice Received for AP Review No further update when AP approves or rejects the rejection reason. If they approve the rejection, the supplier will be notified, and no payment will be processed or sent. If AP denies the rejection reason, and processes it for payment, no SAP DOC# will be received in TMC for Sodexo invoices. Users should refer to UFS reports for updates. Y Used to say Rejected when AP approved the rejected or it It used to go back to the TMC user in Reconciling status if AP denied the rejection. The TMC user then had to approve or reject again. No further action or update for Client Pay invoices. Invoice status will be updated in UIPS that user rejected No update is sent to the Client.

4 Changes to Invoice Rejection Reasons TMC Rejection Reason When to Use Invoice Doesn't Belong to This Unit Your location did not order or receive delivery for any of the items on this invoice. Invoice Previously Processed Entire Invoice is for Fixed Asset Purchase This invoice was submitted for payment previously (different invoice number, manually entered in UFS, submitted via epay or office transmittal, etc., ) Please provide submitted/paid date and details in comment section to assist with review. All the items on this invoice should be charged against an existing AE. You must contact Sodexo Fixed Asset for payment processing instructions. All the items on this invoice were not received for delivery. (i.e., "None of the items we ordered and invoiced for were received for delivery.") Entire Invoice Products Not Received Entire Invoice Products Not Ordered Client to Pay this Invoice Client Pay Customer # Charged in Error Do not use this rejection reason if the delivery was short individual item(s). When a delivery is short individual item(s), you should accept the invoice and request a credit for the missing items. When the supplier sends the credit invoice, accept that invoice, submit for processing and your unit will receive the credit. All the items on this invoice do not reflect the items ordered. The delivery was not accepted. (i.e., "None of the items on the invoice are what we ordered from this supplier, and we did not accept delivery.") Your client will pay this invoice directly. You must print this invoice and provide to client for processing and payment. (Note - This should be an uncommon occurance. If your unit should be set up as a Client Pay account, please contact your Operations Accountant) Your unit is set up as Client Pay, but Sodexo should pay this invoice. (Note - This should be an uncommon occurance. If your unit should have a customer number for frequent Sodexo-pay purchases, please complete the Supplier Information Form found on SodexoNet>The Market Connection)

5 Invoice Header and Line Item Exceptions Invoice Header Exceptions What This Means What To Do Acknowledge Receipt of Accept if the invoice number, date and total The invoice received matches an open Purchase Order. Goods/Services match your paper copy. Accept the invoice to acknowledge receipt of goods.(this will not transmit to SAP for payment) Client to Pay Invoice Against Closed PO The customer number on the invoice matches a customer number for client pay set up. This invoice will not transmit to SAP. The invoice received matches a Purchase Order that already had an invoice post against it. Reject the invoice, and contact the supplier to correct the customer number if Sodexo should pay the invoice. Check for errors - the invoice number, date and invoice total may not match your paper copy. If they do not match - Reject the invoice. If the details of the paper invoice do match your paper copy, then Accept. Invoice Unmatched The invoice received does not match an existing Purchase Accept if the invoice number, date and total Order. match your paper copy. Invoice Line Exceptions What This Means What To Do Catch Weight Item Amount The catch weight item's extended price is greater on the invoice than the item's extended price on the Purchase Order. Catch Weight Item Price The catch weight item's price is greater on the invoice than the item s price on the Purchase Order. Commodity Based Price The item's price is greater on the invoice than the item s price on the Purchase Order. Invoice Less Than PO The item s quantity on the invoice is less than the quantity Quantity Variance ordered. Item Unmatched The invoice item does not match an item on the Purchase Order. PO Price Variance The item s price on the invoice is greater than the item s price on the Purchase Order. PO Quantity Variance The item s quantity on the invoice is greater than the quantity ordered. PO UOM Variance The item s Unit of Measure on the invoice is different from the item's Unit of Measure on the Purchase Order. Substituted Item Variance The item on the Purchase Order was substituted with this item.