Post on 08-Aug-2020
transcript
Invoice-PO-Receipt Matching
Periscope Holdings, Inc.
Agenda
• Overview • Creation & Setup • Invoice Custom Columns • PO and Vendor Information • Invoice Items Tab • Invoice Credits Tab • Invoice Subcontractors Tab • Invoice Amounts • Optional Tabs • Change Order Tabs • Invoice Summary Tab • Credit Memos
Overview
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Invoice-PO-Receipt Matching – Overview
Periscope Holdings, Inc.
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Invoice-PO-Receipt Matching
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Invoice-PO-Receipt Matching
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Creation & Setup
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Creation & Setup – Logging In
Periscope Holdings, Inc.
Creation & Setup – Role Selection
Create an Invoice
Periscope Holdings, Inc.
Periscope Holdings, Inc.
Create an Invoice – PO Summary Tab - Three Way Match
Periscope Holdings, Inc.
Periscope Holdings, Inc.
Create an Invoice – PO Summary Tab - Two Way Match
Periscope Holdings, Inc.
Creation & Setup – General Tab Standard Fields
Field Description
Invoice Number * Enter the vendor’s invoice number here.
Invoice Status There are six statuses: In Progress, Ready for AP (approval), Returned, Approved for Payment, Paid, cancelled.
Invoice Type At this time, three way matching is the only invoice type available.
Invoice Description * Enter a description for the invoice.
Invoice Date * Date on the Invoice
Effective Date * Date Invoice was Received
Payment Amount Total amount of the invoice. Will not populate until Pay Item button is selected on the Item tab.
Handling Code TAMUS defined code. Each pull-down will contain different information depending on your processes.
Paid-BankId/CheckNbr:
Accounting information passed back to populate field.
Payment Date * Date payment can be made. The agency can set a default in BuySpeed, which sets the number of days to pay from the invoice date. This will determine the default date that appears in this field. An exception to this occurs when the terms indicate a discount when paying the discount period.
Payment Terms These are defaulted from the vendor.
Payment Discount Discount amount that applies to the payment.
Payment Terms Day Set on the PO.
Alternate ID Do not used. Reserved for use by the FAMIS interface.
Periscope Holdings, Inc.
Creation & Setup – General Tab Custom Fields
Field Description PMI
User Ref / Ref 4
Enclosure Code
Vendor Invoice Date
State Requisition Number
ACH Override Flag
Hold Flag
FAMIS Document Type
PCC Code
PDT Code
LDT Code 1
LDT Code 2
LDT Code 3
LDT Code 4
LDT Code 5
LDT Code 6
Periscope Holdings, Inc.
Creation & Setup – General Tab Custom Fields (cont.)
Field Description Interest Exempt Flag
Exempt Reason Code
Contract Workforce Flag
Revolving Flag
Check Number
Check Date
Override Bank Code
Customer AR Number
Confidential Indicator
RPA Received Date
Invoice Custom Columns
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PO and Vendor Information
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Invoice Items Tab
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Invoice Credits Tab
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Invoice Subcontractors Tab
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Invoice Accounts
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Optional Tabs
Periscope Holdings, Inc.
Routing – Will display the approval paths once the Invoice is Sent. Attachments – The AP user may add attachments to the Invoice. Notes – The AP user may add internal only notes to the Invoice. Reminder – The AP user may add reminders for themselves or other users in the system that are associated with this document.
Change Order Tab
Periscope Holdings, Inc.
Change Order Tab
Periscope Holdings, Inc.
Invoice Summary Tab
Periscope Holdings, Inc.
Invoice Summary Tab
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Invoicing RPA Purchase Orders
Periscope Holdings, Inc.
Periscope Holdings, Inc.
Create an Invoice – Search for RPA Invoices
Periscope Holdings, Inc.
Periscope Holdings, Inc.
Create an Invoice – RPA Invoice
Periscope Holdings, Inc.
Credit Memos
Create a Credit Memo
Periscope Holdings, Inc.
Credit Memo – General Tab Standard Fields
Field Description
Credit Memo Number
Credit Memo number will be assigned by Buy A&M.
Credit Memo Status There are six statuses: In Progress, Ready for Approval, Returned, Approved for Invoice, Closed, Cancelled.
Credit Memo Amount
The Credit Memo Amount is maintained by Buy A&M upon successful add of credit memo items.
Credit Memo Description *
Enter a description for the Credit Memo.
Credit Memo Date * Date the Credit Memo was offered.
Vendor * The Vendor submitting the credit memo.
Department * The Department designation of the credit memo.
Location * The Location designation of the credit memo.
Invoice Items Tab
Periscope Holdings, Inc.
Field Description
Item Description * Description for the credit memo being issued.
Reason * Drop-down of pre-defined reason codes tied to the credit memo being issued. If a reason code is not available; please contact your Buy A&M Administrator.
Quantity * The number of items returned in the case of goods being returned; for service items, this value should be 1.
Unit Cost * Unit cost of the good or service that the credit is being created for.
UOM * The unit of measure for the good or service tied to the credit memo.
Credit Memo Accounts
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Overview – Receipt Statuses
Status Code
Status Name Description
5CI In Progress
The document is still being completed by the originator. It is still editable by the originator and an authorized user from the document’s business units.
5CRA Ready for Approval
The document has been submitted and is travelling down the approval path. The document cannot be edited, only approved, disapproved or cancelled.
5CA Approved
for Invoice
The items on the receipt have been approved and Accounts Payable users are now authorized to pay invoices for them.
5CRT Returned
The document was disapproved by an approver. The document can be “Reopened” by the originator to return it to “In Progress” status.
5CC Cancelled The document has been cancelled by the originator, an approver, or an authorized user from the document’s business units.
Periscope Holdings, Inc.
Optional Tabs
Periscope Holdings, Inc.
Routing – Will display the approval paths once the Credit Memo is submitted. Attachments – The AP user may add attachments to the Credit Memo. Notes – The AP user may add internal only notes to the Credit Memo. Reminder – The AP user may add reminders for themselves or other users in the system that are associated with this document.
Credit Memo Summary Tab
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Invoice - Credit Memo Warning
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PO Flip
Periscope Holdings, Inc.
Periscope Holdings, Inc.
Vendor PO Flip Notification
Periscope Holdings, Inc.
Periscope Holdings, Inc.
Vendor PO Flip – Locating Invoice
Periscope Holdings, Inc.
Periscope Holdings, Inc.
Vendor PO Flip – Invoice Summary
Periscope Holdings, Inc.
Periscope Holdings, Inc.
Vendor PO Flip - Document Status
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