RequestorRequestor Invoice Approval Invoice Approval

October 8, 2008

CFS – Evolving to Meet Maricopa’s Needs

Change can be Hard for all of Change can be Hard for all of UsUs

OverviewOverview

•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

Process StepsProcess 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

How it WorksHow it Works

•Approver is Identified on Requisition

•Notification That Invoice is Ready for Review

•Invoice is Approved as Appropriate

•Payment Made to Supplier

Identifying Invoice Identifying Invoice ApproverApprover

The Invoice Approver is Identified as the Requester on the Requisition

Notification Requesting Notification Requesting ApprovalApproval

A Notification is received in the Worklist and via email

Review InvoiceReview InvoiceRequestor Reviews Invoice for Approval

View Invoice ImageView Invoice ImageTo View the Invoice Image, select the image link by Attachments:

View Invoice ImageView Invoice ImageThe Image Will be Displayed

Approve the InvoiceApprove the InvoiceIf the Invoice is Correct, Approve it Online

Approval ScenariosApproval ScenariosThere 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

Invoices Matched to a Invoices Matched to a Purchase OrderPurchase Order

•Review the Invoice for Accuracy

•Apply your approval using the Approve Button

Invoices not referencing a Invoices not referencing a Purchase OrderPurchase Order

•Receive a Request for Information from your Fiscal Office

•Provide the requested information in the Response box, and select the Submit Button

Invoices that exceed the Invoices that exceed the open Purchase Order open Purchase Order

AmountAmount•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

Invoice that you are Invoice that you are DisputingDisputing

•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

Invoice Issued in ErrorInvoice Issued in Error•Verify that this invoice has really been issued in Error

•Invoice doesn’t 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

Invoice for a Prior Year Invoice for a Prior Year CommitmentCommitment

•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

Things to RememberThings 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

Getting AssistanceGetting 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

Questions?Questions?