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