WFP Sudan application portal · WFP SUDAN APPLICATION PORTAL Invoice Tracking System User and Administrator Manual

WFP SUDAN APPLICATION

PORTAL

Invoice Tracking System User and Administrator

Manual

1 © WFP Sudan Country Office

Document Review History

Date Comments By

2013.02.20 First version published Luis Ortiz

2013.02.03 Version 3.0 updated Luis Ortiz


Table of Contents Invoice Tracking System ................................................................................................................................ 4

1. System Setup ............................................................................................................................ 5

1.1. Administrators ................................................................................................................. 5

1.2. First Access ........................................................................................................................ 5

1.3. Change Invoice Movement ....................................................................................... 6

1.4. Update Invoice Information .................................................................................... 6

1.5. Registry Staff .................................................................................................................... 6

1.6. Process Templates ......................................................................................................... 7

2. Registering an invoice. ....................................................................................................... 8

3. Invoices Sent to me .............................................................................................................. 9

3.1. Receiving the invoice. ................................................................................................. 9

3.2. Updating the invoice. ................................................................................................... 9

4. Invoices processed by me .............................................................................................. 11

4.1. Assign process. .............................................................................................................. 12

4.2. Process step and send to next step. ................................................................. 13

4.3. Send to next step. ........................................................................................................ 14

4.4. Send back to a previous step ................................................................................ 16

4.5. Process and archive invoice. ................................................................................. 17

4.6. Adding notes to the invoice ................................................................................... 18

4.7. Adding files to the invoice ...................................................................................... 19

5. Search and view user screen ........................................................................................ 20

5.1. Search invoices .............................................................................................................. 20

a) Forward invoice. ........................................................................................................... 21

b) Update invoice information .................................................................................... 22

c) Force invoice close: ..................................................................................................... 22

5.2. View user screen .......................................................................................................... 23

6. Reports ....................................................................................................................................... 25


6.1. Time by office/unit ..................................................................................................... 25

6.2. Invoices by process template. ............................................................................. 27

6.3. Invoices by process template and vendor. ................................................... 29

6.4. Invoice Status ................................................................................................................ 31

6.5. Top 50 Vendors ............................................................................................................. 33

7. Process Diagram ................................................................................................................... 34


Invoice Tracking System

The Invoice Tracking System has been included in the Application Server which can be

accessed by going to the following web site:

http://portal.sud.wfp.org/

After you successfully access the Application portal, in the left menu you will see a list of

links or systems accesses. One of this links should say “Invoice Tracking”.

Once you click on the “Invoice Tracking” link you will see the menu on the left with all

available options that have been enabled for you. Note that you might not see all options

due to your access being restricted by the administrator.

The user manual can be found by following the link under the Invoice Tracking System”

title.

http://portal.sud.wfp.org/


1. System Setup

This section will explain the necessary lists to be defined before using the system. Even if

some of these will not be used by a particular unit, it is recommended that all users are

familiar with its use.

1.1. Administrators

This is the list of staff members who will be able to perform any action in the invoice tracking

system. To be able to update this list it would be necessary for the staff member to be an

overall administrator or an Invoice tracking system administrator.

To manage this list, go to Invoice Tracking -> Administrators.

This list has the staff members that can perform administrative actions in the Invoice Tracking

System, including closing any archiving any open invoice in the system.

1.2. First Access

This list has the staff members who will be the first ones able to receive an invoice after it

has been registered. It is important to note that when an invoice is being registered, the

registry staff will only be able to send an invoice to staff members in this list.

To manage this list, go to Invoice Tracking -> First Access.

Additionally, the first access staff members will be in charge of assigning the appropriate process

template to the invoice they receive.


1.3. Change Invoice Movement

This list has the staff members who will be allowed to change the movement of any invoice

in the system. Users can use this in case that an invoice has been mistakenly sent to the

wrong staff or the staff is on leave and the invoices need to be forwarded to a different staff

member.

To manage this list, go to Invoice Tracking -> Change Invoice Movement

1.4. Update Invoice Information

This list has the staff members who will be allowed to update the invoice information of any

open invoice in the system.

To manage this list, go to Invoice Tracking -> Update Invoice Information

1.5. Registry Staff

This list has staff members allowed to register invoices in the system. Note that each staff

member needs to be assigned to a location defined in point 1.5.

To manage this list, go to Invoice Tracking -> Registry Staff


1.6. Process Templates

This is a list of internal processes that an invoice can have. For example, an invoice for logistics

may have different steps and staff members in these steps for the invoice to be processed.

This will allow the invoice to have a specific path from when it was registered until it is paid

or forced to close due to particular reasons. Once this process is assigned to an invoice, the

system will guide the user what step is next and what still needs to be done. The system will

also allow the user to send the invoice to other staff member that is not in the process, just

in case necessary.

To manage this list, go to Invoice Tracking ->Process Templates

To view the process detail click on the “View” button next to the process you want to see.

This list has the processing templates that will be assigned to a particular invoice by a staff

member that is in the list of “First Access” (see item 1.2.).

Each process template, once created it would need to be approved by other administrator

that is not the staff member that created the process template.

After the process template is approved, no steps can be added or removed, but staff members

can be updated on each step.


2. Registering an invoice.

To register a new invoice, go to Invoice Tracking -> Register new.

Vendor: this list is managed by the system administrator and can be updated by going to

Administrator tools -> Vendors

Vendor Invoice date: date that the vendor indicated in the invoice.

Vendor Invoice Ref. Number: invoice number that the vendor indicated in the invoice.

Invoice Description: Short description for the invoice service.

Invoice amount: numeric value for the invoice amount whichever the currency.

Exchange Rate: List of predefined operational exchange rates defined in the system. Note

that if an exchange rate is missing the system administrator should be contacted to update

the list.

Send to: this is the list of staff members allowed to receive the invoice first (see 1.2.) and

assign the appropriate process template.

Date Invoice Received: date the invoice arrived to the office

Time invoice received: time the invoice arrived to the office

Scanned file (optional): to upload a scanned file with the invoice. This file must not be

larger than 2 MB.

After the invoice is registered it will give the tracking number


3. Invoices Sent to me

To see this list, go to Invoice Tracking and is the first table displayed.

Click on the tracking number to see more detail.

3.1. Receiving the invoice.

Click on the “Set Invoice Received” and it will change the invoice to be “processed by me”

3.2. Updating the invoice.

Click the “Update Invoice Information” to update the invoice details. A new window will pop-

up and click on the “Update Invoice Information” to save and return to the previous screen.



4. Invoices processed by me

To see this list, go to Invoice Tracking and is the second table displayed.

The invoices in this list will allow all possible actions that can be done to an invoice.

Click on the tracking number to see more detail.


4.1. Assign process.

This action will be available only if the staff member logged in is in the “First Access” list.

Select the process template and click on the button “Select and Continue”

It will display all the steps and staff members under each step for the selected template. Click

on the “Confirm and save” to assign the process to the invoice.

Once the process is assigned to the invoice it can never be changed.


4.2. Process step and send to next step.

This action will be available if the staff member is in the list of allowed staff to perform the

step that needs to be done for the invoice.

Click on the Process Step and send to next step button and it will show the invoice information

to be updated (if necessary), select the staff member to send the invoice to (for the next

step) and click on the save and continue to mark the current step as completed.


4.3. Send to next step.

This action will show if the staff member processing the invoice is not included in the list of

allowed staff members to process the current open step (it might have been forwarded

skipping the regular invoice process).

Click on the send button next to the step name. It will show a list of staff members allowed

to receive invoice for that step. To update this staff list look at the item 1.6.


http://localhost/wfp_sud/html/invoice/process_invoice_send_invoice_next_step_select_staff_en.php


4.4. Send back to a previous step

This action will be enabled if the staff member logged in is in the list of allowed staff

members to process the current step and there are already processed steps.

Click the “Send Back to a previous step” and the system will show a list to select the step

and the staff member to send the invoice to.


4.5. Process and archive invoice.

This action will only be available if the staff member logged in is allowed in the last step

of the invoice processing and there is only one open step.

Click on the “Process and archive Invoice” button. The system will ask to update the

invoice information (if necessary) and to provide a comment. Once all information is

correct click on the “Save and Archive”

After the invoice is archived it will only be used for reporting purposes and the information

will not be able to be updated.


4.6. Adding notes to the invoice

Type the note you want to add in the invoice detail and click the “Add Note” button

You should look at the updated list of notes.


4.7. Adding files to the invoice

Click the “Add File” button in the invoice detail

Type a short description for the file and then select it.

After saved, you should see it in the list of files


5. Search and view user screen

These are tools to provide any user to search for specific invoices and will also give staff

members allowed to forward and update invoices.

5.1. Search invoices

Select the filter (by tracking number, by vendor, by staff name or by date range) and type

or select the additional information. Once complete click the search button.

The system will show a list of invoices that match your search.

Click on the tracking number to see further information


a) Forward invoice.

This section is available to users in the list of invoice Forwarders. To forward an invoice

select first the unit and click the send button.

Select the staff member in that unit and click the Forward button. Note that only users in

the selected unit and with access to the invoice tracking system are displayed. If you don’t

find a user please contact the system administrator for assistance.


b) Update invoice information

This option is only available to users in the list of allowed staff to update invoices (see

section 1.4) and only if the invoice is open (not archived or forced to close). To update the

invoice information click the “Update Invoice Information” button. A new window will show

allowing the information to be updated.

Update the information and click the “Update Invoice Information” button.

c) Force invoice close:

This feature is only available to staff members in the list of administrators (see section 1.1.)

and if the invoice is still open.

Note that if you force close the invoice it will not be available for reports and cannot be

reactivated.

To continue to force the closure of an invoice, type any comment if necessary and click the

“Force to close invoice” button


5.2. View user screen

This search is meant to see the current invoices that are being sent to, processed by and

sent by the selected staff member.

To access this search, click the “View user screen” in the main menu

Select the staff member and click on “search”

Click on any invoice tracking number to see additional details of it.



6. Reports

There are two predefined reports available in the system.

Note that only the Open and Archived invoices will be considered for the reports. Any forced

to close invoice will not be included in any report.

6.1. Time by office/unit

This report will show the average time for invoice receipt, process and send.

To access this report click the Time by office/unit link in the report section.

Select the year and if you want the summary by office or unit, then click on the “Show

Result” link

The system will show the number of days and the average processing time for all months.

Click either the office or the unit to see more detail



6.2. Invoices by process template.

This report will show the complete list of invoices received and a specific process template

assigned to them.

To access this report click the “Invoices by process template” in the report section

Note that you can also have a look at all invoices with no process template assigned by

clicking the link “Invoices with no Process Template Assigned”

Click the process template to see.

Click the year and month to see.


The summary by office will be shown. Click on the number of invoices value to see the detail

of them.

You can also go one more step and click on the invoice tracking number to see the complete

invoice information.


6.3. Invoices by process template and vendor.

This report will show the complete list of invoices received and a specific process template

and vendor assigned to them.

To access this report click the “Invoices by process template and Vendor” in the report

section

Note that you can also have a look at all invoices with no process template assigned by

clicking the link “Invoices with no Process Template Assigned”

Click the process template to see.

Click the year and month to see.


The summary by vendor will be shown. Click on the number of invoices value to see the

detail of them.

You can also go one more step and click on the invoice tracking number to see the complete

invoice information.


6.4. Invoice Status

This report will show the list of invoices by year and month. First select the year and then

the month you want to see.

The system will show the total of invoices open and closed for each office in the country.

To view the detail of a specific month, click the number of invoices.

For a further detail, click the tracking number of the invoice and you will see the complete

history of movement and days it has been open.



6.5. Top 50 Vendors

This report shows the vendors who send more invoices (from the value) to the office.

First select the year and month.

For a detailed view of a vendor, click the Vendor name

It will show the list of invoices that were received by that vendor in the selected period.

To see the invoice detail, click the tracking number.


7. Process Diagram

The following is the process diagram for an invoice from its registration until it is closed in

the system.

Register Invoice

Send Invoice to staff in First Access list

First Access – Receive Invoice

First Access – process invoice – assign steps

Send to staff member in next step?

Select Next Step Staff Member

Select Unit

Select Staff Member Send Invoice

Receive Invoice

Invoice Received

No

Yes

A

B


Is staff in current step?

Process and update information

Is last step? END

A

B

Yes

No

Close InvoiceYes

No

Documents

WFP Sudan application portal · WFP SUDAN APPLICATION PORTAL Invoice Tracking System User and Administrator Manual