MSCAA Accounts Payable Training

1. MSCAA Accounts Payable Training BuySpeed Online

2. Invoice Entry • To enter invoices in BSO, a user must be set up by an administrator with a role of Accounts Payable • BSO invoice entry will allow the MSCAA to: • Track when items or services are received from vendors • Keep an online history of invoices against specific POs • Automate the 3-way match between POs, receipts, and invoices (generating a permit-to-pay amount) BuySpeedOnline 2007. Periscope Holdings, Inc.

3. Invoice Entry Click on the Accounts Payable role tab to enter invoices. To enter a new invoice, select Documents>Invoice >New from the menu bar. Make sure your are on the Accounts Payable tab Select Documents> Invoice>New BuySpeedOnline 2007. Periscope Holdings, Inc.

4. Invoice Entry To enter an invoice, you must select a PO from BSO to match the invoice against. A search screen will allow you to find the PO you are looking for using a number of criteria, including: • PO and Release # • PO Description • Department • Vendor Name • Item Description Once you enter your criteria and click Find It, a list of all matching POs that have been sent to vendors or have receipts posted will display. Select the PO you want to enter invoices against, and click Select. Search for POs based on different criteria Select the correct PO BuySpeedOnline 2007. Periscope Holdings, Inc.

5. Invoice Entry - Header Enter the vendor’s invoice number. Enter a Description for the invoice (ex: Partial Payment, June Payment, etc.) Enter the Invoice Date (the date on the vendor’s Invoice). Click Save & Continue. If, at any time, you wish to review what was received, or previously invoiced, click the Back to PO link. Click this link to see the original PO, receipts or previous invoices Enter vendor invoice number Enter Description for Invoice Enter date of vendor’s invoice BuySpeedOnline 2007. Periscope Holdings, Inc.

6. Viewing the Receipt or Other Invoices Associated with the PO From the PO Summary screen, you can view the receipt or the current/past invoices by clicking on the links. View the receipt details View currently in progress or past invoice details BuySpeedOnline 2007. Periscope Holdings, Inc.

7. Invoice Entry - Items On the Items tab, enter the amount to be paid for each item on the PO. BSO will match the unit cost of the items ordered on the PO to the received quantity to calculate a Permit to Pay amount for each item. You cannot approve payment for an amount greater than the Permit to Pay amount. If Permit to Pay amounts match the vendor invoice for all items, you can click Pay All Items. If you want to close out the PO, select Final Pay. This will automatically cancel any remaining balance on the PO. Click Save & Continue BSO calculates Permit to Pay amount Enter Invoice Amount for each item Select Final Pay to close out PO (if no more receipts or payments will be processed – if this item is in complete receipt status) If vendor invoice equals Permit to Pay for all items, click Pay All Items BuySpeedOnline 2007. Periscope Holdings, Inc.

8. Invoice Entry – Submit for Approval Once you have completed entry of your invoice amounts, click on the Summary tab. Review your invoice information, and click Submit for Approval. To approve the invoice, scroll down to the bottom of the refreshed summary page and click Approve at the bottom of the Summary tab, and Save & Continue. Approve the Invoice to change to status of Approved for Payment BuySpeedOnline 2007. Periscope Holdings, Inc.

9. Invoice Entry – Coordination with GP • Once an invoice is approved, the information is available on the voucher payables report for entry into GP. • When the interface is in place, this information will automatically transfer to GP BuySpeedOnline 2007. Periscope Holdings, Inc.