Invoice-PO-Receipt Mat h c i hing

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Invoice-PO-Receipt

M t hi

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Agenda

Overview

Overview

Creation & Setup

Invoice Custom Columns

PO and Vendor Information

PO and Vendor Information

Invoice Items Tab

Invoice Credits Tab

Invoice Subcontractors Tab

Invoice Amounts

Optional Tabs

Opt o a

abs

Change Order Tabs

Invoice Summary Tab

Credit Memos

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Overview

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Invoice-PO-Receipt Matching –

Overview

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Invoice-PO-Receipt Matching

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Creation & Setup

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Creation & Setup – Role Selection

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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 Description Enter a description for the invoice. Invoice Date * Date the invoice was entered Effective Date * Date of Invoice

Payment Amounty Total amount of the invoice. Will not populate until Pay Item button is selected on the Item tab.p p y

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 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 Discount Discount amount that applies to the payment. Payment Terms Day Set on the PO.

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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 FAMIS Document Type

PCC Code PDT Code LDT Code 1 LDT Code 2 LDT Code 3 LDT Code 4 LDT Code 5 LDT Code 5 LDT Code 6

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Creation & Setup –

General Tab Custom Fields (cont.)

General Tab Custom Fields (cont.)

Field Description

Interest Exempt Flag Exempt Reason Code Contract Workforce Flagg

Revolving Flag Check Number Check Date O id B k C d Override Bank Code Customer AR Number

Confidential Indicator RPA Received Date

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PO and Vendor Information

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Invoice Credits Tab

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Invoice Accounts

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Optional Tabs

Routing – Will display the approval paths once the

Routing – Will display the approval paths once the

Invoice is Sent.

Attachments – The AP user may add attachments to

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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

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Change Order Tab

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Invoice Summary Tab

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Credit Memos

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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 The Credit Memo Amount is maintained by Buy A&M upon successful add of credit memo items 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. 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.

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Invoice Items Tab

Field Description

Item Description *p Description for the credit memo being issued.p g

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.

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Credit Memo Accounts

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Optional Tabs

Routing – Will display the approval paths once the

Routing – Will display the approval paths once the

Credit Memo is submitted.

Attachments – The AP user may add attachments to

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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

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Credit Memo Summary Tab

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Figure

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References

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