Streamlined Procurement and Accounts Payable System for Efficient Operations

1. Procurement and Accounts Payable

2. Procurement Functionality • Vendor Database – one database for payees • Multiple divisions • Multiple addresses • Contact Info • MBE/WBE Info • Catalog Shopping • Populates a Requisition • Requisitioning, with accounting strings

3. Procurement Functionality • Quote Processing • Purchase Order Processing • Transmission Methods • Recurring Payments • Amendments • Concept of “Automatic Purchase Orders” • Contracts

4. Processing an Invoice • Start processing screen with key information • Duplicate invoice checking • Vendor and invoice information brought forward from PO • Vendor remit to address updatable

5. Processing an Invoice • Pay date calculated based on invoice date, terms date and processing date • Ability to identify attachment, special handling instructions and additional check stub notes • Accounts are charged at the line item level based on PO account distribution • Additional charges can be entered as incurred

6. Departmental Review of PREQ • Key document information in upper right hand corner • Department can view attached image of invoice • Departmental reviewer can review items processed and accounts charged • Department can change accounts charged at the line item level or add accounts • Department can approve, place on hold or request that the AP department cancel the PREQ document

7. Processing a Credit Memo • Processing a credit memo • Credit memo can be processed against an invoice, a PO or at the vendor level • System checks for duplicate credit memo