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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

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