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Page 1: Accounts Payable: Invoice Processing Invoice Certification/Certification.pdf · Accounts Payable: Invoice Processing Invoice Certification Purpose The purpose of this document is

AccountsPayable:InvoiceProcessingInvoiceCertification

PurposeThepurposeofthisdocumentistoguidecertifiersthroughthestepstotakeactiononinvoices.

ProcedureCertificationofaninvoiceissetonthePurchaseOrderandallowsthecertifiertoacknowledgethatservices/goodshavebeenperformed/received.Providingthiscertificationisacknowledgingthattheinvoicehasbeenreviewedandthepaymentshouldbemadetothevendorfortheservices/goodsthathavebeenreceivedonbehalfoftheLaboratory.Itisexpectedthatthecertifierperformsthisreviewinanexpeditiousfashiontoallowpaymenttobemadewithintermsofthevendor’ssubcontract.AnydiscrepanciesthatpreventthecertifiertheinabilitytocertifytheinvoicearereportedtotheAccountsPayabledepartmentassoonastheyarediscovered.TheAccountsPayableAutomationsystemwillroutetheinvoicetothenamedcertifieronthePOforcertification.Iftheinvoiceisover$100Kandisassociatedwithapurchaseorderthatisequaltoorgreaterthan$1Mthe,systemwillroutetheinvoicetotheSignatureAuthoritySystem(SAS)approverandresponsiblebuyertogaintheirapprovalandconcurrencerespectively.IfthePOisassociatedwithtravelandthevendorhasbilledfortravelrelatedexpenses,thesystemwillroutetheinvoicetotheTravelTeamfortheirreview.Onceallappropriateapprovalshavebeenreceived,theinvoiceisreleasedfromholdandpaymentismade.Thecertifierhasseveralavailableactionsthatcanbetakenonaninvoice.

� Selecting“certify”allowstheinvoicetomovethroughtheworkflowandpaymenttobereleasedtothevendor.

� Selecting“issue”allowsthecertifiertoreturntheinvoicetoAccountsPayableforresolutionofanissue(e.g.theinvoicedoesnotcontainbackuportheinvoicehasadiscrepancy).

� Selecting“reject”allowsthecertifiertodeclinetheinvoiceforpayment.� Selecting“researching”allowsthecertifiertoplacetheinvoiceonholdforlateraction

(bythecertifier).� Selecting“shortpay”allowsthecertifiertoreturntheinvoicetoAccountsPayableto

adjusttheinvoiceamounttobepaid.

Note:TheapplicationismosteffectiveinthelatestversionofMozillaFirefoxforWindowsandMacusers.Ineachbrowser,popupblockersmustbeturnedoff.

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Thecertifiercantakeactiononaninvoiceawaitingcertificationintwoways:1. TakingAction-EmailNotification.2. TakingAction-AccessingWorkQueue.

Procedure Steps

TakingAction--EmailNotification1. Opentheemailnotificationfromdo-not-reply-FMS@lbl.govandclickonthehyperlinktoaccessthe

invoiceintheIntellegosystem.

2. Thehyperlinkwilllaunchtwowindows;onecontainstheFinancialManagementSystem

(FMS)screenandthesecondwillopentheApprovalWorkflowScreenintheIntellego(AP)system.

FMSScreen IntellegoApprovalWorkflowScreen

� DisplaystheProjectIDthe invoice ispostedto

� Indicateswhich linesofthePOwillbecharged

� Showsthedollarvalueforeachlineofdistribution

� Displaysanimageoftheinvoice� AllowsforactionbytheCertifier

o Certification of invoiceo Communicationofanissue o Rejectionoftheinvoiceo Research (by Certifier)o Request short payment

� Allowscertifier toaddattachments tooriginalinvoice

Note:WhennotonLBLnetworkorusingWi-FiyoumustuseVPNtoaccesstheIntellegosystem.

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FMSInvoiceCertificationScreen(VoucherDetail)1. LogintoFMSusingyourLDAPcredentials.

2. OnceintheFMSsystem,the“CertifyInvoices”screenwillbedisplayedwiththedetailedinformationpertainingtotheinvoice/voucherforthecertifier’sreview.ItisimportanttoverifythatthecorrectPOline(s)areusedonthevoucher.

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Intellego-ApprovalWorkflowScreen

1. LogintotheIntellegosystemusingyourLDAPcredentials.

2. Theworkflowscreenispresentedforreviewoftheinvoiceandtotaketheappropriateaction.

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3. TherearefiveActionsavailablefromthedrop-downmenu:Action DescriptionCertify Thisactionallowsthecertifiertoapprove invoice forpayment.Issue Thisactionallowsthecertifier tocommunicateproblemswith the invoiceto Accounts

Payable.The invoice is routedback totheAccountsPayableteamto takeafollowupaction.

Reject Thisactionallowsthecertifiertodeclinetheinvoiceforpayment.Thisshouldonlybeusedifthevendorisnottobepaidfortheservicesorgoodsrendered.ThisroutestheinvoicebacktotheAccountsPayableteamtotakeafollowupaction.

Researching Thisactionisusedtokeeptheworkitemwiththecertifiertoallowtimefor externalresearchon theappropriatenessof the item.

ShortPay Thisactionallowsthecertifiertoapprovethe invoiceforpaymentatanamount lessthanwhatwas invoiced.Thisroutesthe invoicebacktotheAccountsPayable teamtotakeafollowupaction.

4. Iftheitemisplacedintheactionsof“Issue,”“Reject,”“Researching,”or“ShortPay,”thememoboxmustbepopulatedwithdetailedtextsummarizingtheissueandthesteps to be taken to resolve. If this area is left blank, the pop up screen below isdisplayed.

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5. Thecertifierhastheabilitytoattachadditionalbackupifneeded.Anexampleofthisusageisifthevendordidnotsupplytheneededsupporttobackuptheirtravel.Thecertifiercanattachtheseadditionalsupportingpagestotheinvoice.Thisbackupisretainedandarchivedwiththedocument.

Note:Skipthesesteps(a.b.c.)iftheoriginalinvoiceiscompleteaspresented.

a. SelecttheTypeofattachmentbyclickingthedropdownarrowand

selectingtheappropriateTypefromthelist.

b. ClickBrowse,selectthefileyouwant,andclickAttach.c. Aftertakingtheappropriateaction,selectOK.

Note:PDFFormatsarethepreferredfiletypeforthisfunctionality.

6. Theinvoicecertificationisnowcomplete.

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CertifyingInvoicesthatRequireSASApprovalHighdollarinvoicesrequireadditionalapprovalspriortopayment. Ahighdollarinvoicetotals$100Kandisassociatedwithapurchaseorderthatisequaltoorgreaterthan$1M. Highdollarinvoicesrequireadditionalapprovalfromanauthorizedemployeewithsignatureauthority(SAS)andconcurrencefromthebuyertoensurethattheinvoiceconformstothetermsandconditionsofthepurchaseorder/subcontract.

Note:Thebuyerissentaseparatenotificationautomaticallythroughthesystemtoprovidetheiracknowledgment.Noactionisrequiredbythecertifier.

Fortheseinvoices,whentheworkflowscreenispresentedforreviewoftheinvoiceanadditionalareaisdisplayedsothatthecertifiercanselecttheSASapprover.1. Selecttheappropriateapproverfromthedropdownmenu,orstarttypingthelastnametominimizeyourselection.TheSASApprovershouldbeanemployeethatiswithinyourorganizationalchain.

Note:Onlythepeoplethathavetheappropriateauthoritybasedonthevalueoftheinvoicearedisplayedonthescreen.

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2. OncetheappropriateSASApproverhasbeenpopulatedonthescreen:a. Selecttheappropriateaction.b. Clickon“OK”andtheitemissenttotheapproverselected.

TakingAction–AccessingWorkQueueUsingthisoptionallowstheapprovertonavigatedirectlyintotheworkqueue.Theworkqueue showsalistingofinvoicesthathavebeenroutedandrequireapproval.

1. NavigatetotheA-ZIndexfromtheLab’shomepage,select‘A’forAccountsPayable.ClicktheInvoiceCertificationlink.

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2. LogintotheIntellegosystemusingyourLDAPcredentials.

Note:IfyouarealreadysignedintoyouremailaccountthisstepisskippedandyourLDAPisalreadyauthenticated.

3. Theworkqueueisdisplayedthatshowstheinvoicesthatareassignedtoyou.

a. Clickonthesecondlevelfolder“Certifier”toseeitemsthathavebeenroutedtoyouforapproval.

b. Clickonanyofthecolumnheadingstosorttheinvoicesinascendingordescendingorder.

4. Doubleclickanywhereontherowtoopentheitemup.

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5. Thehyperlinkwilllaunchtwowindows,onecontainstheFinancialManagementSystem(FMS)screenandthesecondwillopentheApprovalWorkflowScreenintheIntellego(AP)system.

FMSScreen ApprovalWorkflowScreen� DisplaystheProjectIDthe invoice isposted

to� Indicateswhich linesofthePOwillbe

charged� Showsthedollarvalueforeachlineof

distribution

� Displaysanimageoftheinvoice� AllowsforactionbytheCertifier

o Certification of invoiceo Communication of an issueoRejectionoftheinvoiceo Research (by Certifier)o Request short payment

� Allowscertifier toaddattachments tooriginalinvoice

FMSInvoiceCertificationScreen(VoucherDetail)1. LogintoFMSusingyourLDAPcredentials.

2. OnceintheFMSsystem,the“CertifyInvoices”screenwillbedisplayedwiththedetailedinformationpertainingtotheinvoice/voucherforthecertifier’sreview.ItisimportanttoverifythatthecorrectPOline(s)areusedonthevoucher.

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Intellego-ApprovalWorkflowScreen

1. LogintotheIntellegosystemusingyourLDAPcredentials.

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2. Theworkflowscreenispresentedforreviewoftheinvoiceandtotaketheappropriateaction.

3. TherearefiveActionsavailablefromthedropdownmenu:Action DescriptionCertify Thisactionallowsthecertifiertoapprove invoice forpayment.Issue Thisactionallowsthecertifier tocommunicateproblemswith the invoiceto

AccountsPayable.The invoice is routedback totheAccountsPayableteamto takeafollowupaction.

Reject Thisactionallowsthecertifiertodeclinetheinvoiceforpayment.Thisshouldonlybeusedifthevendorisnottobepaidfortheservicesorgoodsrendered.ThisroutestheinvoicebacktotheAccountsPayableteamtotakeafollowupaction.

Researching Thisactionisusedtokeeptheworkitemwiththecertifiertoallowtimeforexternal researchon theappropriatenessof the item.

ShortPay Thisactionallowsthecertifiertoapprovethe invoiceforpaymentatanamount lessthanwhatwas invoiced.Thisroutesthe invoicebacktotheAccountsPayable teamtotakeafollowupaction.

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4. Iftheitemisplacedintheactionsof“Issue,”“Reject,”“Researching,”or“ShortPay,”thememoboxmust

bepopulatedwithdetailedtextsummarizingtheissueandthestepstobetakentoresolve.Ifthisareaisleftblank,thepopupscreenbelowisdisplayed.

5. Thecertifierhastheabilitytoattachadditionalbackupifneeded.Anexampleofthisusageisifthevendor

didnotsupplytheneededsupporttobackuptheirtravel.Thecertifiercanattachtheseadditionalsupportingpagestotheinvoice.Thisbackupisretainedandarchivedwiththedocument.

Note:Skipthesesteps(a.b.c.)iftheoriginalinvoiceiscompleteaspresented.

a. SelecttheTypeofattachmentbyclickingthedropdownarrowandselectingtheappropriateTypefromthelist.

a. ClickBrowse,selectthefileyouwant,andclickAttach.b. Aftertakingtheappropriateaction,selectOK.

Note:PDFFormatsarethepreferredfiletypeforthisfunctionality.

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CertifyingInvoicesthatRequireSASApprovalHighdollarinvoicesrequireadditionalapprovalspriortopayment. Ahighdollarinvoicetotals$100Kandisassociatedwithapurchaseorderthatisequaltoorgreaterthan$1M. Highdollarinvoicesrequireadditionalapprovalfromanauthorizedemployeewithsignatureauthority(SAS)andconcurrencefromthebuyertoensurethattheinvoiceconformstothetermsandconditionsofthepurchaseorder/subcontract.

Note:Thebuyerissentaseparatenotificationautomaticallythroughthesystemtoprovidetheiracknowledgment.Noactionisrequiredbythecertifier.

Fortheseinvoices,whentheworkflowscreenispresentedforreviewoftheinvoiceanadditionalareaisdisplayedsothatthecertifiercanselecttheSASapprover.1.Selecttheappropriateapproverfromthedropdownmenu,orstarttypingthelastnametominimizeyourselection.TheSASApprovershouldbeanemployeethatiswithinyourorganizationalchain.

Note:Onlythepeoplethathavetheappropriateauthoritybasedonthevalueoftheinvoicearedisplayedonthescreen.

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2. OncetheappropriateSASApproverhasbeenpopulatedonthescreen: a. Selecttheappropriateaction.

b. Clickon“OK”andtheitemissenttotheapproverselected.

InvoiceCertificationPolicy:https://commons.lbl.gov/display/rpm2/Invoice+Certifications


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