Attaching Forms
To Invoices
What circumstance would prompt electronically attaching a form to an invoice?
• SFA – 12 forms
• In-State Mileage
• Attendance lists for meetings that fall under the A-36 guidelines
• Justifications / Certifications
• ETC. ETC. ETC.
To attach an SFA 12 > Go to the Controllers website and select
the Capital Assets button.
Select the SFA-12 Form
Open the form and go to the SFA-12 tab. Place cursor in the upper most left corner above the #1, next to the letter A to highlight the full form. Then open a blank spreadsheet and select Edit, Paste. Once the form
Is completed, save as an EXCEL spreadsheet – NOT P D F.
Once the form / document is completed and saved…
• And the supplier has sent their bill to be paid. Go to the Invoices Entry > Invoice screen to begin the process of creating a payment document in RI-Fans.
Once the header is completedAnd saved, select the
Paperclip icon.
Complete the Attachment screen – Category = Invoice Internal
Description = Brief DescriptionDate Type = File
Select the Browse button to locate the document saved to your PC
(note SFA-12 must be saved in EXCEL).
Once you’ve located and selected the file, selectThe OK button.
Read this message, then close this window.
Select the Yes button.
Additional Attachments
• You may attach multiple documents by selecting the next line down on the attachment screen.
• If you do not have a file to attach but would like to attach a statement, you would have selected “SHORT TEXT” instead of FILE on the attachment screen. This would have enabled a field for you to data enter in a message.
Once you have entered and saved your Distributions, closed the Distribution window & returned to the header, the Paperclip icon will show a small, yellow slip to denote that there is an attachment.