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Accounts Payable: Invoice Processing InvoiceCertification Purpose The purpose of this document is to guide certifiers through the steps to take action on invoices. Procedure Certification of an invoice is set on the Purchase Order and allows the certifier to acknowledge that services/goods have been performed/received. Providing this certification is acknowledging that the invoice has been reviewed and the payment should be made to the vendor for the services/goods that have been received on behalf of the Laboratory. It is expected that the certifier performs this review in an expeditious fashion to allow payment to be made within terms of the vendor’s subcontract. Any discrepancies that prevent the certifier the inability to certify the invoice are reported to the Accounts Payable department as soon as they are discovered. The Accounts Payable Automation system will route the invoice to the named certifier on the PO for certification. If the invoice is over $100K and is associated with a purchase order that is equal to or greater than $1M the, system will route the invoice to the Signature Authority System (SAS) approver and responsible buyer to gain their approval and concurrence respectively. If the PO is associated with travel and the vendor has billed for travel related expenses, the system will route the invoice to the Travel Team for their review. Once all appropriate approvals have been received, the invoice is released from hold and payment is made. The certifier has several available actions that can be taken on an invoice. Selecting “certify” allows the invoice to move through the workflow and payment to be released to the vendor. Selecting “issue” allows the certifier to return the invoice to Accounts Payable for resolution of an issue (e.g. the invoice does not contain back up or the invoice has a discrepancy). Selecting “reject” allows the certifier to decline the invoice for payment. Selecting “researching” allows the certifier to place the invoice on hold for later action (by the certifier). Selecting “short pay” allows the certifier to return the invoice to Accounts Payable to adjust the invoice amount to be paid. Note: The application is most effective in the latest version of Mozilla Firefox for Windows and Mac users. In each browser, pop up blockers must be turned off.

Accounts Payable: Invoice Processing Invoice Certification/Certification.pdf · Accounts Payable: Invoice Processing Invoice Certification Purpose The purpose of this document is

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Page 1: Accounts Payable: Invoice Processing Invoice Certification/Certification.pdf · Accounts Payable: Invoice Processing Invoice Certification Purpose The purpose of this document is

AccountsPayable:InvoiceProcessingInvoiceCertification

PurposeThepurposeofthisdocumentistoguidecertifiersthroughthestepstotakeactiononinvoices.

ProcedureCertificationofaninvoiceissetonthePurchaseOrderandallowsthecertifiertoacknowledgethatservices/goodshavebeenperformed/received.Providingthiscertificationisacknowledgingthattheinvoicehasbeenreviewedandthepaymentshouldbemadetothevendorfortheservices/goodsthathavebeenreceivedonbehalfoftheLaboratory.Itisexpectedthatthecertifierperformsthisreviewinanexpeditiousfashiontoallowpaymenttobemadewithintermsofthevendor’ssubcontract.AnydiscrepanciesthatpreventthecertifiertheinabilitytocertifytheinvoicearereportedtotheAccountsPayabledepartmentassoonastheyarediscovered.TheAccountsPayableAutomationsystemwillroutetheinvoicetothenamedcertifieronthePOforcertification.Iftheinvoiceisover$100Kandisassociatedwithapurchaseorderthatisequaltoorgreaterthan$1Mthe,systemwillroutetheinvoicetotheSignatureAuthoritySystem(SAS)approverandresponsiblebuyertogaintheirapprovalandconcurrencerespectively.IfthePOisassociatedwithtravelandthevendorhasbilledfortravelrelatedexpenses,thesystemwillroutetheinvoicetotheTravelTeamfortheirreview.Onceallappropriateapprovalshavebeenreceived,theinvoiceisreleasedfromholdandpaymentismade.Thecertifierhasseveralavailableactionsthatcanbetakenonaninvoice.

� Selecting“certify”allowstheinvoicetomovethroughtheworkflowandpaymenttobereleasedtothevendor.

� Selecting“issue”allowsthecertifiertoreturntheinvoicetoAccountsPayableforresolutionofanissue(e.g.theinvoicedoesnotcontainbackuportheinvoicehasadiscrepancy).

� Selecting“reject”allowsthecertifiertodeclinetheinvoiceforpayment.� Selecting“researching”allowsthecertifiertoplacetheinvoiceonholdforlateraction

(bythecertifier).� Selecting“shortpay”allowsthecertifiertoreturntheinvoicetoAccountsPayableto

adjusttheinvoiceamounttobepaid.

Note:TheapplicationismosteffectiveinthelatestversionofMozillaFirefoxforWindowsandMacusers.Ineachbrowser,popupblockersmustbeturnedoff.

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Thecertifiercantakeactiononaninvoiceawaitingcertificationintwoways:1. TakingAction-EmailNotification.2. TakingAction-AccessingWorkQueue.

Procedure Steps

TakingAction--EmailNotification1. Opentheemailnotificationfromdo-not-reply-FMS@lbl.govandclickonthehyperlinktoaccessthe

invoiceintheIntellegosystem.

2. Thehyperlinkwilllaunchtwowindows;onecontainstheFinancialManagementSystem

(FMS)screenandthesecondwillopentheApprovalWorkflowScreenintheIntellego(AP)system.

FMSScreen IntellegoApprovalWorkflowScreen

� DisplaystheProjectIDthe invoice ispostedto

� Indicateswhich linesofthePOwillbecharged

� Showsthedollarvalueforeachlineofdistribution

� Displaysanimageoftheinvoice� AllowsforactionbytheCertifier

o Certification of invoiceo Communicationofanissue o Rejectionoftheinvoiceo Research (by Certifier)o Request short payment

� Allowscertifier toaddattachments tooriginalinvoice

Note:WhennotonLBLnetworkorusingWi-FiyoumustuseVPNtoaccesstheIntellegosystem.

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FMSInvoiceCertificationScreen(VoucherDetail)1. LogintoFMSusingyourLDAPcredentials.

2. OnceintheFMSsystem,the“CertifyInvoices”screenwillbedisplayedwiththedetailedinformationpertainingtotheinvoice/voucherforthecertifier’sreview.ItisimportanttoverifythatthecorrectPOline(s)areusedonthevoucher.

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Intellego-ApprovalWorkflowScreen

1. LogintotheIntellegosystemusingyourLDAPcredentials.

2. Theworkflowscreenispresentedforreviewoftheinvoiceandtotaketheappropriateaction.

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3. TherearefiveActionsavailablefromthedrop-downmenu:Action DescriptionCertify Thisactionallowsthecertifiertoapprove invoice forpayment.Issue Thisactionallowsthecertifier tocommunicateproblemswith the invoiceto Accounts

Payable.The invoice is routedback totheAccountsPayableteamto takeafollowupaction.

Reject Thisactionallowsthecertifiertodeclinetheinvoiceforpayment.Thisshouldonlybeusedifthevendorisnottobepaidfortheservicesorgoodsrendered.ThisroutestheinvoicebacktotheAccountsPayableteamtotakeafollowupaction.

Researching Thisactionisusedtokeeptheworkitemwiththecertifiertoallowtimefor externalresearchon theappropriatenessof the item.

ShortPay Thisactionallowsthecertifiertoapprovethe invoiceforpaymentatanamount lessthanwhatwas invoiced.Thisroutesthe invoicebacktotheAccountsPayable teamtotakeafollowupaction.

4. Iftheitemisplacedintheactionsof“Issue,”“Reject,”“Researching,”or“ShortPay,”thememoboxmustbepopulatedwithdetailedtextsummarizingtheissueandthesteps to be taken to resolve. If this area is left blank, the pop up screen below isdisplayed.

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5. Thecertifierhastheabilitytoattachadditionalbackupifneeded.Anexampleofthisusageisifthevendordidnotsupplytheneededsupporttobackuptheirtravel.Thecertifiercanattachtheseadditionalsupportingpagestotheinvoice.Thisbackupisretainedandarchivedwiththedocument.

Note:Skipthesesteps(a.b.c.)iftheoriginalinvoiceiscompleteaspresented.

a. SelecttheTypeofattachmentbyclickingthedropdownarrowand

selectingtheappropriateTypefromthelist.

b. ClickBrowse,selectthefileyouwant,andclickAttach.c. Aftertakingtheappropriateaction,selectOK.

Note:PDFFormatsarethepreferredfiletypeforthisfunctionality.

6. Theinvoicecertificationisnowcomplete.

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CertifyingInvoicesthatRequireSASApprovalHighdollarinvoicesrequireadditionalapprovalspriortopayment. Ahighdollarinvoicetotals$100Kandisassociatedwithapurchaseorderthatisequaltoorgreaterthan$1M. Highdollarinvoicesrequireadditionalapprovalfromanauthorizedemployeewithsignatureauthority(SAS)andconcurrencefromthebuyertoensurethattheinvoiceconformstothetermsandconditionsofthepurchaseorder/subcontract.

Note:Thebuyerissentaseparatenotificationautomaticallythroughthesystemtoprovidetheiracknowledgment.Noactionisrequiredbythecertifier.

Fortheseinvoices,whentheworkflowscreenispresentedforreviewoftheinvoiceanadditionalareaisdisplayedsothatthecertifiercanselecttheSASapprover.1. Selecttheappropriateapproverfromthedropdownmenu,orstarttypingthelastnametominimizeyourselection.TheSASApprovershouldbeanemployeethatiswithinyourorganizationalchain.

Note:Onlythepeoplethathavetheappropriateauthoritybasedonthevalueoftheinvoicearedisplayedonthescreen.

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2. OncetheappropriateSASApproverhasbeenpopulatedonthescreen:a. Selecttheappropriateaction.b. Clickon“OK”andtheitemissenttotheapproverselected.

TakingAction–AccessingWorkQueueUsingthisoptionallowstheapprovertonavigatedirectlyintotheworkqueue.Theworkqueue showsalistingofinvoicesthathavebeenroutedandrequireapproval.

1. NavigatetotheA-ZIndexfromtheLab’shomepage,select‘A’forAccountsPayable.ClicktheInvoiceCertificationlink.

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2. LogintotheIntellegosystemusingyourLDAPcredentials.

Note:IfyouarealreadysignedintoyouremailaccountthisstepisskippedandyourLDAPisalreadyauthenticated.

3. Theworkqueueisdisplayedthatshowstheinvoicesthatareassignedtoyou.

a. Clickonthesecondlevelfolder“Certifier”toseeitemsthathavebeenroutedtoyouforapproval.

b. Clickonanyofthecolumnheadingstosorttheinvoicesinascendingordescendingorder.

4. Doubleclickanywhereontherowtoopentheitemup.

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5. Thehyperlinkwilllaunchtwowindows,onecontainstheFinancialManagementSystem(FMS)screenandthesecondwillopentheApprovalWorkflowScreenintheIntellego(AP)system.

FMSScreen ApprovalWorkflowScreen� DisplaystheProjectIDthe invoice isposted

to� Indicateswhich linesofthePOwillbe

charged� Showsthedollarvalueforeachlineof

distribution

� Displaysanimageoftheinvoice� AllowsforactionbytheCertifier

o Certification of invoiceo Communication of an issueoRejectionoftheinvoiceo Research (by Certifier)o Request short payment

� Allowscertifier toaddattachments tooriginalinvoice

FMSInvoiceCertificationScreen(VoucherDetail)1. LogintoFMSusingyourLDAPcredentials.

2. OnceintheFMSsystem,the“CertifyInvoices”screenwillbedisplayedwiththedetailedinformationpertainingtotheinvoice/voucherforthecertifier’sreview.ItisimportanttoverifythatthecorrectPOline(s)areusedonthevoucher.

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Intellego-ApprovalWorkflowScreen

1. LogintotheIntellegosystemusingyourLDAPcredentials.

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2. Theworkflowscreenispresentedforreviewoftheinvoiceandtotaketheappropriateaction.

3. TherearefiveActionsavailablefromthedropdownmenu:Action DescriptionCertify Thisactionallowsthecertifiertoapprove invoice forpayment.Issue Thisactionallowsthecertifier tocommunicateproblemswith the invoiceto

AccountsPayable.The invoice is routedback totheAccountsPayableteamto takeafollowupaction.

Reject Thisactionallowsthecertifiertodeclinetheinvoiceforpayment.Thisshouldonlybeusedifthevendorisnottobepaidfortheservicesorgoodsrendered.ThisroutestheinvoicebacktotheAccountsPayableteamtotakeafollowupaction.

Researching Thisactionisusedtokeeptheworkitemwiththecertifiertoallowtimeforexternal researchon theappropriatenessof the item.

ShortPay Thisactionallowsthecertifiertoapprovethe invoiceforpaymentatanamount lessthanwhatwas invoiced.Thisroutesthe invoicebacktotheAccountsPayable teamtotakeafollowupaction.

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4. Iftheitemisplacedintheactionsof“Issue,”“Reject,”“Researching,”or“ShortPay,”thememoboxmust

bepopulatedwithdetailedtextsummarizingtheissueandthestepstobetakentoresolve.Ifthisareaisleftblank,thepopupscreenbelowisdisplayed.

5. Thecertifierhastheabilitytoattachadditionalbackupifneeded.Anexampleofthisusageisifthevendor

didnotsupplytheneededsupporttobackuptheirtravel.Thecertifiercanattachtheseadditionalsupportingpagestotheinvoice.Thisbackupisretainedandarchivedwiththedocument.

Note:Skipthesesteps(a.b.c.)iftheoriginalinvoiceiscompleteaspresented.

a. SelecttheTypeofattachmentbyclickingthedropdownarrowandselectingtheappropriateTypefromthelist.

a. ClickBrowse,selectthefileyouwant,andclickAttach.b. Aftertakingtheappropriateaction,selectOK.

Note:PDFFormatsarethepreferredfiletypeforthisfunctionality.

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CertifyingInvoicesthatRequireSASApprovalHighdollarinvoicesrequireadditionalapprovalspriortopayment. Ahighdollarinvoicetotals$100Kandisassociatedwithapurchaseorderthatisequaltoorgreaterthan$1M. Highdollarinvoicesrequireadditionalapprovalfromanauthorizedemployeewithsignatureauthority(SAS)andconcurrencefromthebuyertoensurethattheinvoiceconformstothetermsandconditionsofthepurchaseorder/subcontract.

Note:Thebuyerissentaseparatenotificationautomaticallythroughthesystemtoprovidetheiracknowledgment.Noactionisrequiredbythecertifier.

Fortheseinvoices,whentheworkflowscreenispresentedforreviewoftheinvoiceanadditionalareaisdisplayedsothatthecertifiercanselecttheSASapprover.1.Selecttheappropriateapproverfromthedropdownmenu,orstarttypingthelastnametominimizeyourselection.TheSASApprovershouldbeanemployeethatiswithinyourorganizationalchain.

Note:Onlythepeoplethathavetheappropriateauthoritybasedonthevalueoftheinvoicearedisplayedonthescreen.

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2. OncetheappropriateSASApproverhasbeenpopulatedonthescreen: a. Selecttheappropriateaction.

b. Clickon“OK”andtheitemissenttotheapproverselected.

InvoiceCertificationPolicy:https://commons.lbl.gov/display/rpm2/Invoice+Certifications