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Proposed process for decentralized invoicing starting with vendors sending invoices to campus departments. Campus department verifies and matches invoices with PO, then emails to UHDISB3@hawaii.edu. Fiscal administrator reviews for PO creation and necessary actions. Disbursing pre-audits invoices in KFS and forwards for approval and payment.
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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 • 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 UHDISB3@hawaii.edu 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) • 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 • 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 Org Name and Address field will be used as the billing address
