Requestor Invoice Approval

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Requestor Invoice Approval

• October 8, 2008

CFS Evolving to Meet Maricopas Needs
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Change can be Hard for all of Us
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Overview

• Currently Maricopa Processes approximately
  100,000 invoices per year
• The new process will allow for online viewing of
  invoices
• The new process will allow for online approval of
  invoices for payment

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Process Steps

• Invoice received at District Office
• Invoice entered in CFS and Image Created
• Invoice Electronically Routed for Approval
• Approvals applied as appropriate
• Payment Made to Supplier

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How it Works

• Approver is Identified on Requisition
• Notification That Invoice is Ready for Review
• Invoice is Approved as Appropriate
• Payment Made to Supplier

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Identifying Invoice Approver
The Invoice Approver is Identified as the
Requester on the Requisition
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Notification Requesting Approval
A Notification is received in the Worklist and
via email
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Review Invoice
Requestor Reviews Invoice for Approval
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View Invoice Image
To View the Invoice Image, select the image link
by Attachments
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View Invoice Image
The Image Will be Displayed
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Approve the Invoice
If the Invoice is Correct, Approve it Online
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Approval Scenarios

• There are 6 scenarios for reviewing and approving
  invoices for payment
• Invoices Matched to a Purchase Order
• Invoices not referencing a Purchase Order
• Invoices that exceed the open Purchase Order
  Amount
• Invoice that you are Disputing
• Invoices Issued in Error
• Invoice for a Prior Year Commitment

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Invoices Matched to a Purchase Order

• Review the Invoice for Accuracy
• Apply your approval using the Approve Button

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Invoices not referencing a Purchase Order

• Receive a Request for Information from your
  Fiscal Office
• Provide the requested information in the Response
  box, and select the Submit Button

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Invoices that exceed the open Purchase Order
Amount

• What is an Overbill?
• You will be unable to approve invoice until the
  Overbill situation is resolved
• Receive email letting you know a PO has been
  created
• Apply your approval using the Approve Button

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Invoice that you are Disputing

• Use the Request Information button to ask the AP
  Tech to apply the Dispute Hold. The following
  information should be entered into the
  Information Requested box.
• Provide Reason for Dispute
• Vendor Contact Name / Phone Number
• Work with Vendor to resolve Dispute
• Use the Request Information button to ask the AP
  Tech to remove the Dispute Hold
• Apply your approval using the Approve Button

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Invoice Issued in Error

• Verify that this invoice has really been issued
  in Error
• Invoice doesnt belong to Your Campus or
  Maricopa
• Payment has already been made, and this is a
  duplicate invoice
• The invoice was pre-paid or paid on procard
• Enter the reason you are rejecting this invoice
  in the Approver Comments box
• Select the Reject Button

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Invoice for a Prior Year Commitment

• Review the Invoice for Accuracy
• Enter the reason the invoice was not paid in the
  appropriate Fiscal Year in the Approver Comments
  box
• Apply your approval using the Approve Button
• The invoice will automatically be routed for the
  additional levels of approval

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Things to Remember

• Only use the Reassign button when directed to do
  so by your Fiscal Office or your District AP
  Tech
• If the Requester on your Requisition is no longer
  responsible for approving the invoices, work with
  your Fiscal Office to update the Requester Name
• The campus is responsible for providing the
  correct Purchase Order number to the
  vendor/supplier when the order is placed

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Getting Assistance

• You may have questions on how to process a
  particular invoice. If you have questions, you
  should
• Refer to the Invoice Approval Guide
• Contact your Fiscal Office for help

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Questions?