February 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
Resources SharePoint Site Documents / FAQ / Training Materials https://mnscu.sharepoint.com/sites/mnscuprocurement/sitepa 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 email to: SO marketplace@minnstate.edu Online Support Tuesdays and Thursdays from 1:00 PM 2:00 PM (information also on Marketplace homepage): https://webmeeting.minnstate.edu/marketplacesupport 3 What Can AP Do? Accounts Payable Review Create an Invoice / Pay an Invoice Add tax / shipping at the line, NOT header level 4 2
Accounts Payable Review 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 5 Accounts Payable Review 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 6 3
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 7 Types of Purchase Orders 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 8 4
Types of Purchase Orders 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 9 Types of Purchase Orders 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 10 5
Purchase Order Status Tab Verify PO workflow is complete and A/P status is open prior to approving to pay invoice 11 Errors Under History in the invoice you will see errors Administer / Find and Fix Errors / Invoice Export Errors Requeue Invoice 12 6
Errors Sort 1. Select invoice and check box 2. Select Requeue in dropdown box 3. Click GO 13 Additional Trainings March 28, 2018 from 10:30 AM to 12:00 Noon At Q&A we can discuss future trainings Accounts Payable Other 14 7
Accounts Payable Home Page 15 Invoice Document Management Step 1: Naming Convention (PO#, INV#, Vendor Name) Step 2: Drag Invoice to Attached 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 16 8
Invoice Document Management Edit your PO Highlight PO# and $ dollar amount before saving into the Daily Invoices Edit 17 Invoice Document Management If Credit needs to be applied Add a sticky note with details (Credit Memo # and Amount, etc.) 18 9
Invoice Document Management 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 Drag to the Daily Invoices and proceed with creating the Invoice in Marketplace 19 Invoice Document Management Vendor Lookup Go to simple document search and enter the name of vendor Click Go Results 20 10
Invoice Document Management Matching the Invoice by any of the following PO # Requisitioner PO Total 21 Invoice Document Management Daily Invoices Renamed invoices received from email or scanned in with PO#s 22 Other Predicament Folders NO PO# / Req# Receipts (scanned & named w/po# to be attached with invoice when creating invoice in Marketplace Attached invoices where the invoices, receipts, applied credit memos get dragged into Marketplace invoice 11
Invoice Document Management Helpful Tip Card Tickler similar to the rolodex index cards Handy list of frequent used vendors and PO #s 23 Invoice Document Management 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 24 12
Step 1: Start at home page Click on Documents Click on Search Documents 25 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
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 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 2 28 1. Check box from far right 2. Select Create Invoice from the menu box 3. Click GO 14
Step 5: Creating the Invoice Brings you to the Advanced Manual Entry page Click on the Buyer Invoice tab 29 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
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 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
Step 8: 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 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
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 Step 10: Line item listed has a different price from invoice Select edit 36 18
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 Step 12: Verifying line item Verify Total matches the total listed on vendor invoice 38 19
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 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
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 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. 42 21
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 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
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 Paying the Invoice See live demo Screen shots yet to come 46 23
Receipts Types of Receipts Quantity Receipt Cost Receipt Blanket Order = does not require a receipt (2 way match) Payment Request: No receipts needed 47 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 48 24
Quantity Receipt 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 49 Reopen Receipt Quantity Receipt 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. 50 25
Quantity Receipt 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) 51 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 52 26
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 53 Edit Receipt information Cost Receipt 1. Edit the Cost for PO 2. Click Complete 3. A quantity receipt will be generated for the partially received items 54 27
Reopen/Cancel Receipt Cost Receipt 1. Reopen the Cost Receipt 2. Click OK 3. Must add comment 4. Click Reopen Receipt 5. Change Cost amount or Delete Cost Receipt 55 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 18.47 under Cost 2. Click Complete 56 28
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. 57 Invoice Reconciliation 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. 58 29
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 59 Document Search 5. Select Payable under the Payment Status area 6. Click Search 7. Click Save New Search in the Payment Status Search 60 30
Document Search 8. Enter Folder name (i.e. Payables. Click Add New 9. Select Top level shared folder 61 Document Search 10. Enter Name Invoices and select User for Add Access area 11. Click Search to find a User 62 31
Document Search 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 63 17. From Documents 18. Click on View Saved Searches 19. Under Shared, select Invoices 20. Under Invoices, select Payables Document Search NOTE: Pulls a report of all invoices currently in Payable status 64 32
Export Search Report 1. Select Export Search 2. Enter a File Name 3. Select a Template. 4. Click Submit 5. Click Go to Page: Download Export Files 65 Export Search Report 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 66 33
Dashboards 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 67 Dashboards May Create Many Dashboards 68 34
Widgets Dashboards Each box you see on your Dashboard is called a widgets You can create new widgets or customize existing widgets. 69 Dashboards Editing Existing Dashboards Click Edit under the Dashboard Actions dropdown 70 35
Dashboards Editing Existing Dashboards Once you click on edit I highlighted the different edits you can make Edit, Change the header color, romove the widget,? Explains the different action items. Each widget has different edits that are available. Edit, Change the header color, remove widget 71 72 Resources SharePoint Site Documents / FAQ / Training Materials https://mnscu.sharepoint.com/sites/mnscuprocurement/sitepa 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 email to: SO marketplace@minnstate.edu Online Support Tuesdays and Thursdays from 1:00 PM 2:00 PM (information also on Marketplace homepage): https://webmeeting.minnstate.edu/marketplacesupport 36
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