Invoices 50K and Over - PDF process

Transcription

1 Process steps Invoices 50K and Over - PDF process 1. Print out the PAF Attachments Checklist and all other embedded attachments (within the checklist) required for approval of your invoice. 2. Department Administrator should review all documentation and get all required department signatures on paperwork. 3. In document order, scan all required documentation into one PDF file in a location accessible to the Wasabi invoice preparer. Keep all of your original paper documents. 4. Prepare invoice, attach PDF, and transmit in Wasabi see the Wasabi Steps below. 5. Wasabi will automatically forward the documentation to the appropriate OFS personnel for authorization via an EdiServ If OFS approves the payment, they will sign the Payment Authorization Form, scan just the PAF in to a new PDF file, Reply to All in the original , and attach the new single-paged PDF into it. 7. The original transmitter of the invoice will receive the approval with the attached PDF from EdiServ. 8. Print the signed PAF and the IIR, attach them to the rest of your documentation, and send it to Cental A/P in the same manner as all other invoices. For PAF documents, make sure that the PAF is the first page of the scanned document and it ONLY contains the administrator s signature. Capital Equipment always requires a scanned copy of the Tagging Form in the attachment, even if it is 50K or over, and any other supporting documentation they require.. Wasabi Steps 1. Enter the invoice into Wasabi exactly like other invoices. 2. When you have completed all the data-entry, click the [Attach] button, as shown below: 3. You will get the dialog box below: Page 1 of 5

2 NOTE: If you already have an attached image in step #1, you will get this alternate dialog box as indicated below. Click [Yes] to attach a new image. 4. Click the [OK] button and you will get the following browse menu: 5. Use the browse menu to navigate to the location and source of your PDF (it should be on your desktop), then click the [OK] button, and you will get the following dialog box: Page 2 of 5

3 6. Click the [OK] button. Invoices 50K and Over - PDF process 7. Click the [Print Form] button, and you will get the following dialog box: 8. Select the Proof Sheet - Print radio button, and Skip for the remaining items. 9. Click the [Print] button. 10. Give the proof sheet to the transmitter to transmit. 11. After the invoice has been transmitted, it will go on hold with the hold approver. 12. An will be generated from EdiServer to the hold approver which will include the PDF attachment. 13. After the approver reviews the documentation, and they approve it, they will sign the PAF and attach it in a message back to the EdiServer. 14. The transmitter will receive a copy of this transmission and the signed PAF. 15. The transmitter prints the PAF and attaches it to the remaining documentation. 16. Shortly, the transmitter will receive the IIR from A/P. 17. The transmitter prints the IIR, attaches it to the rest of the documentation, and sends all of the documentation to Central A/P in the same manner as all over invoices. Page 3 of 5

4 Payment Authorization Form Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Purchase Transmit Review Upload Send to A/P Purchase goods Receive goods Receive Invoice Review Proof Sheet and invoice Transmit batch Retain Printed Transmission Register, any associated forms (UEF, Equipment, ) and Cambridge Routing Form Invoice reviewed PAF printed from pdf PAF signed by Fin dean Signed PAF scanned and attached to approval Batch is uploaded to A/P Send all paperwork to A/P Enter Invoice into Wasabi Batch Placed on Hold Batch Released from Hold A/P system reply A/P cuts check Enter Invoice Print PAF Local Dept admin fills in and signs PAF Scan PAF, Invoice and any other documentation to a PDF Attach PDF to Invoice Print and review Proof Sheet Notify Approver /Transmitter sent to Hold approver containing invoice details and attached PAF PDF Signed PAF attachment sent to Approver/Transmitter Batch queued to transmittal to A/P A/P system replies with Invoice Import Report (IIR) IIR is sent as an attachment to the Approver/Transmitter IIR is joined with printed PAF, Invoice and any other documentation or forms required by A/P (UEF, ) A/P does a check run Sends payment to vendor The following day the invoice shows as paid in the data warehouse Daily extract process flags Invoice as paid and sends Reconciliation Page 4 of 5

5 This is an example of received by authorizer, with some items whited-out. Your scanned PDF is attached. Page 5 of 5