KFS Invoice Processing and Practices Charlie Sinex, Director Indiana University FMS Accounts Payable and Records Management
KFS Invoice Processing and Practices - Indiana University€¦ · KFS Invoice Processing and Practices . Charlie Sinex, Director . Indiana University FMS Accounts Payable and Records
Charlie Sinex, Director Indiana University FMS Accounts Payable and Records Management
Presentation Focus Invoice submission – importance of PO# Accounts Payable email addresses – a guide Payment request search lookup Payment request statuses Using payment history and related documents Using route log information KFS Read Note Notifications
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Presentation focuses on KFS Payment request processing – the payment of an invoice. Presentation provides guidance to Read Note functionality.
Invoice submission – importance of PO# Purchase order (PO) is our agreement with the
vendor PO# keys Visible on face of the invoice PO is open and funded Itemization of billing matches itemization of PO Vendor name on PO is a match to vendor name
on invoice
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Invoices can only be processed against open, funded POs that are a match in vendor name to the invoice (tax name or dba / trade name) and purchase order itemization.
Invoices can only be processed against PO# Invoices cannot be processed against REQ Doc Nbr
nor Requisition #
Invoices can be processed against PO# but not
against PO Doc ID. The vendor needs the PO#
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Note: the PO# 1219044 above is the PO# the vendor should reference on an invoice.
Invoice submission – how and where? Submission of PDF invoices to
[email protected] is preferred Alternatively, USPS mail service to 400 E 7th Street, Room 021 Bloomington IN 47405-3003 The Vendor Information webpage shares this detail… http://www.indiana.edu/~purchase/resources/vendors.shtml
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The PDF invoice is immediately separated from the sending email by a systematic batch process. The invoice will be paid timely if all pertinent information in contained on the invoice and a valid, funded PO is open for processing. An “ideal” Invoice Indiana University Accounts Payable looks forward to establishing our relationship with you. You are our customer and it is our goal to pay you accurately and promptly, according to the terms of the purchase order. You can facilitate prompt, accurate payment with the following components of an “ideal” invoice: •Vendor name in header of invoice (a match for the PO name). •Vendor remit to address. •PO#, Vendor invoice# and invoice date •Payment terms matching the PO payment terms •Sufficient itemization to know what goods / services were provided •Billing name: Indiana University, name of Campus e.g. Indiana University Kokomo •Billing amount
Case study 1: what if an invoice lands on a department staff desk?
Steps: 1. Research KFS to determine if the payment is already
processed. (…a later slide) 2. DO NOT SEND DUPLICATE INVOICES. 3. Make certain the PO is open and funded. 4. Make certain the PO# is on the face of the invoice. 5. If not, add the PO# near the invoice top via Adobe
Pro tools with your first initial last name next to the entry.
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Confirm the invoice has not already been received and processed in KFS before sending an invoice to Accounts Payable. Duplicate invoice submissions slows processing payment for all our vendors.
Case study 1: what if an invoice lands on a department staff desk? (continued) 6. If paper, handwritten instruction is acceptable. 7. Email PDF invoice to [email protected].; or 8. Send paper via Campus Mail Service to Poplars 021. 9. PDF submission is preferred. 10. Do NOT send duplicate invoices. 11. Do NOT include the PO# in the subject line. Or, use the
convention “PO# 12345 (already on PDF)”. 12. Do NOT include the PO# in the email text. Or, use the
convention “PO# 12345 (already on PDF)”. 13. Be certain the PO# is on the invoice face.
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The invoice should be complete in content including the PO#. AP Staff is required to find the invoice if the PO# is in the email in case the PO# is not on the invoice too. Please save AP staff that step by marking the PO# on the invoice only and not in the email subject line or email body. A department should document any details added by including first initial last name next to the detail. A past due invoice – the send date is already following the due date – can be marked: Two day pay. PO# xxxxxxx. J Doe.
Case study 2: an invoice was submitted 2 weeks ago and there is no evidence of processing. What next?
Steps (assumes KFS PURAP research shows no evidence of processing): 1. DO NOT SEND A DUPLICATE INVOICE. 2. Send an inquiry email to the AP Team at
[email protected]. 3. Include the following information with a request for
research: a. Sender name (email address), PO#, date of submission, file
name; OR b. Attach the sending email to the inquiring email
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The AP Team at [email protected] can research your submission after you have search KFS for processing clues. It is beneficial to send the original email as an attachment to the inquiry email. The attached email provides the quickest research path.
Case study 3: our vendors want to check on processing status. Is there a tool the vendor can use?
Vendors can use the URL link: https://fdrs.fms.indiana.edu/cgi-bin/AP/AP to search for PO/Invoice Inquiry and Disbursement number inquiry.
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PO/Invoice Inquiry: This search is used when you know the University's purchase order number or the P.O. number and vendor's invoice number combination and you wish to obtain details about the status of payment on the PO/Invoice Disbursement Number Inquiry: This search is used when you have received a University accounts payable check and need to retrieve additional information concerning the payment.
Payment request search Each Purchasing / Accounts Payable document has custom search fields.
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Search for Payment Request (PREQ) to find documents that process invoice payment. Searches can utilize a variety of input parameters. Sometimes less is best. PO# or INV#. Vendor number and create date range. Vendor number and invoice date range.
PREQ search (continued) The custom search populates PREQ in document type field. Useful searches depend on case by case needs but can include: PO# Or Invoice # plus vendor number Using asterisk with invoice number can help find reprocessed invoices.
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Other useful searches: (a). By PREQ#, (b). By Doc ID if known, (c). By invoice date range with vendor number. Experience is a good teacher.
PREQ search result example Click the document number in the search
result to open the payment request document
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The document number links to the actual PREQ document. Columns can be sorted by clicking the column heading.
Research payment history Each PURAP document (REQ, PO, PREQ, CM) has a payment history tab for payments and credits made on that PO.
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The payment history tab shows the PREQ and CM detail for processing against the PO.
Research payment history (continued) payment history…
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The payment history tab shows the PREQ and CM detail for processing against the PO.
Use of Related Document tab… Each PURAP document has a tab linking all documents related to the given PO. This tab benefits payment research providing quick access to documents without a new search.
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Links to requisition, purchase order, payment requests, and vendor credit memos are contained in the ‘View Related Documents’ tab on each document.
Use of Related Document tab…(continued) opens the tab to link each document related
to the PO.
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Links to requisition, purchase order, payment requests, and vendor credit memos are contained in the ‘View Related Documents’ tab on each document. In this example, the user is on one payment document and there are 3 related documents: REQ# 1481360, PO# 1379867, and PREQ# 2537080.
Understanding PREQ statuses Here is a chart for PREQ statuses. Select examples are shown next: Workflow status as
seen on the PREQ Node Status as seen in the route log Document Status as seen on the PREQ
INITIATED 1 NA Initiated SAVED 2 ImageAttachment In Process CANCELED 3 ImageAttachment Cancelled In Process DISAPPROVED 4 4 Cancelled In Process ENROUTE 5 ImageAttachment Awaiting AP Review ENROUTE SubAccount Awaiting Sub-Account Manager Review ENROUTE Account Awaiting Fiscal Officer Approval ENROUTE AccountingOrganizationHeirarchy Awaiting Chart Approval ENROUTE Tax Awaiting Tax Manager Approval DISAPPROVED 6 6 Cancelled FINAL 7 Department-Approved Department-Approved FINAL 7 Auto-Approved Auto-Approved
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Actions associated with workflow status above: 1 Workflow status during initiation of payment request by an AP User. 2 AP User or system error saves document. 3 AP User cancels payment request while on the processing screen prior to the action <submit>. 4 AP User cancels payment request following the action <submit> and prior to the document routing past ImageAttachment node. 5 Enroute + ImageAttachment: this route level is satisfied when the image is successfully indexed into OnBase by AP and the supporting documentation tab is populated. 6 Disapproved + any node other than the ImageAttachment node: Payment request reviewer aka fiscal reviewer requests cancellation of document and AP User cancels payment request per recommendation from reviewer.
Understanding PREQ statuses (continued) The pair of workflow and document status provides meaning. “Canceled” plus “Cancelled in Process” means the document was disapproved before submit. The usual cause is (a). Funding, (b). Itemization, or (c). Vendor name mismatch.
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A PREQ that is ‘Canceled’ plus ‘Cancelled in Process’ was never submitted and never routed for fiscal officer approval. A short note documents the cancel reason. These are cancelled by AP users during processing.
Understanding PREQ statuses (continued) The pair of workflow and document status provides meaning. “Disapproved” plus “Cancelled in Process” means the document was disapproved after submit and before FO routing. The usual cause is (a). Wrong amount, (b). Wrong invoice#, or (c). Processing error.
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The ‘disapproved’ + ‘cancelled in process’ PREQs result from (1). Processor recognition or (2). Morning audit. These payment requests have not routed for fiscal officer review. The notes will document the cancel reason.
Understanding PREQ statuses (continued) The pair of workflow and document status provides meaning. The payment request document status clarifies on the search screen what node an “Enroute” PREQ is currently awaiting.
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Awaiting AP Review = invoice image is not yet attached. Awaiting Sub-Account Manager Approval = workflow rule establishes approval stop before FO approval Awaiting Fiscal Officer Approval = all payments route to FO / FO delegate approval review Awaiting Chart Approval = workflow rule establishes approval stop following FO approval Awaiting Tax Approval = University Tax Service node (e.g. NRA payment)
Actions Taken Pending Action Requests Future Action Requests
Click show for detail
KFS PREQ route log
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Route logs in KFS document actions already completed, the next action needed, and future actions following the pending action completion. Select show for more detail. Select show again for individuals or groups who can take action at that route node.
Click show for detail
KFS PREQ route log (continue)
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Route logs in KFS document actions already completed, the next action needed, and future actions following the pending action completion. Select show for more detail. Select show again for individuals or groups who can take action at that route node.
KFS PREQ route log (continue)
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Route logs in KFS document actions already completed, the next action needed, and future actions following the pending action completion. Select show for more detail. Select show again for individuals or groups who can take action at that route node.
KFS Notes Functionality KFS has powerful notes functionality for adding notes, sending notification to individuals and to teams. This presentation section discusses Add a note Send notification to an individual Send notification to a team
KFS Notes – Add a Note Add a note Type your note in the Notes and Attachment section of the document
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Enter your document note and select <add>.
KFS Notes – Add a Note (continue) Select <add> in the Actions column
KFS Notes – Add a Note (continue) The note is added with Post time stamp and author:
KFS: Read notification to an individual Enter the user ID of recipient and tab, or use lookup functionality to send a Read Note to an individual.
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It is not necessary to send an Ad Hoc routing for FYI and sending Read Notes to individuals. It is simpler to use the Notification Recipient functionality.
KFS: Read note to an individual (con’t) Select <send>. Confirmation of send returns. Route log shows the action and recipient.
KFS: Read notification to a team Add a note…
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Certain departments have established team names in KFS. Read Notes can be sent to teams that exist in KFS using Ad Hoc Recipient notification to a team. Send an FYI notice if the goal is Read Notes.
KFS FYI Ad Hoc Group request routed document to a team
Open the ad hoc recipients tab.
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Use FYI in the dropdown box for sending Read Notes to teams.
KFS FYI Ad Hoc route to a team (con’t)
Use drop down menu to select <FYI> Use the lookup button to find and return the team name
KFS: FYI Ad Hoc Group request routed to a team (con’t)
Search on group name <search> and <return value> to return Namespace and the Group Name and
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Ad Hoc routing to The AP Team is through the team name FMSAPHLP (just like the email address). The DV Team (for disbursement voucher notes) is contacted through FMSDVHLP (just like the email address).
KFS: FYI Ad Hoc route to a team (con’t)
<add> when Namespace Code and Name is populated Then, <send ad hoc request>
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The FYI notice can be sent to the group once the Namespace Code and the Name are populated by <add>. Select <send ad hoc request> from the action buttons and the document will populate each member of the team’s action list as an FYI. Only one team member needs to work and clear the document.
KFS: FYI Ad Hoc route to a team (continued)
KFS confirms action The route log stamps the date and time
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The AdHoc Request action is confirmed at the document top. The route log records the action. In this example there is a Pending Action Requests of the AP Team.
KFS: Read note and FYI filter Read Notes action request is visible
…unless the document is already in your action list. In this case, an FYI filter will show those documents (pictures next)…
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The Read Note notification will not show to you if the document is already in your action list. You can use a filter to find the Read Note document. You will filter for “Action Requested: FYI” as shown in the subsequent slides.
KFS: Read note and FYI filter (continued) From your action list, select [filter]
…from
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The filter button is at the top of the action list window.
KFS: Read note and FYI filter (con’t) Use dropdown for Action Requested: FYI …and <filter>
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Blown up view of the two required actions. See full picture on next slide.
KFS: Read note and FYI filter (con’t) Full picture…
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Use the drop down on Action Requested to choose “FYI”. Then select <filter>.
KFS: Read note and FYI filter (con’t) The result is only documents with FYI and Read Notes return... (my action list reduced to 21 documents)
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Documents already in an action are not visible for read note notifications without the use of a filter.
Questions? Any questions? Thanks for your attendance and
