Decentralized po invoicing
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Decentralized PO Invoicing. Fiscal Administrator Meeting April 11, 2013. Proposed Process. Vendors will be instructed to send invoices to campus departments Invoices will be received by the campus department

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Decentralized PO Invoicing

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Decentralized po invoicing

Decentralized PO Invoicing

Fiscal Administrator Meeting

April 11, 2013


Proposed process

Proposed Process

  • Vendors will be instructed to send invoices to campus departments

  • Invoices will be received by the campus department

  • Campus department to find purchase order number and compare the invoice to the PO and enter the correct information on the invoice (e.g., PO number, account code/object code and corresponding amount), scan invoices and email to [email protected] mailbox

    • FA should not send the invoice to Disbursing if a PO does not exist. FA should create the PO first.

    • FA should determine at this time if a POA is required.

    • FA should determine and attach any credit memos to be applied against the PO


Proposed process cont

Proposed Process (cont)

  • Disbursing will pre-audit the invoice packet and enter the PREQ in KFS

  • Disbursing will create the PREQ and attach the invoice image(s) to the PREQ

  • PREQ will be routed to the FA and will appear in the FA Action List for approval

  • The FA may optionally ad hoc route the PREQ to the receiver for certification of receipt of goods or services

  • Campus department FA approves PREQ

  • PREQ is complete and ready for PDP extract and payment


System modifications

System Modifications

  • Modify the PO to print the billing address from the organization table based on the chart-org on the PO


The chart org on the po will be used to retrieve the billing address

The chart-org on the PO will be used to retrieve the billing address


The org name and address field will be used as the billing address

The Org Name and Address field will be used as the billing address


Proposed timeline

Proposed Timeline


Questions

Questions


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