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Deck of Cards
id6.06
Card
labelSummary

This process is used to submit pay requisitions and invoices. It can started by the A/E Lead, Consultant or Contractor. It can also be initiated by the Administrative Assistant when the A/E, Consultant or Contractor is unable to do so.

This process integrates with SAP. The process includes a step to ensure that invoice numbers submitted by vendors comply with SAP requirements. (11 alphanumeric characters are allowed)

Card
labelProcess Map
 
Card
labelStep Descriptions

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1. Start

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  • The process is started by the A/E Lead, Administrative Assistant, Contractor or Consultant who fills out the required fields and attaches the associated documents before taking the Submit action.
  • The next step is Final Invoice?.

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2. Valid Invoice #?

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The invoice number is evaluated to ensure that it complies with SAP requirements.

  • If True (Compliant) the next step is Final Invoice?
  • If False (Not compliant) the next step is Fix Invoice Number.

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3. Fix Invoice Number

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If the invoice number is not compliant the Project Manager or eB Admin must modify the invoice number in this step.

The next step is Valid Invoice Number?

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4. Final Invoice?

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  • This is a decision step to determine if the final invoice is being processed. If it is the final invoice the project manager is prompted with a list of requirements with which the vendor should comply before the invoice is processed. Both the final invoice and not final invoice paths have the same steps taken by the same actors.
  • The next step is Requires A/E Review?

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3. Requires A/E Review?

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  • This step determines if A/E Review is required.
  • If True (required) the next step is A/E Review Final.
  • If False (A/E review not required) the next step is PM or A/E Reviews Final.

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5. Requires A/E Review or A/E Reviews Final

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    The
  • This step allows the A/E
    • Lead reads the comments and reviews the process fields and has the option to take the Submit or Don't Sign action
  • to review the invoice. If Approved a DocuSign step is initiated.
  • If Submit (required) is chosen the next step is
    • PM Reviews Final
  • DocuSign.
  • If Don't Sign is chosen the the next step is PM Review or PM Reviews Final.

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6. Initiator Submit and Revise

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  • The Process Initiator reads the comments and reviews the process fields and updates as necessary and has the option to take the Resubmit or Void action.
  • If Resubmit is chosen the next step is Final Invoice?
  • If Void is chosen the next step is Finish.A/E

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7. PM Reviews or PM Reviews Final

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  • The Project Manager reads the comments and reviews the process fields and has the option to take an action to ApproveSubmit, Reject or Void.
  • If Approve Submit is chosen the next step is Waiting for PaymentAccounting Manager Approve.
  • If Reject is chosen the next step is Initiator Revise and Resubmit.
  • If Void is chosen the next step is Finish.
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8
  • .
A/E Review
  • The Process Status will be Void.
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  • The A/E Lead reads the comments and reviews the process fields and has the option to take an action to Submit or Don't Sign.
  • If Submit is chosen the next step is PM Review.
  • If Don't Sign is chosen the next step is PM Review.

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9. PM Review7. Accounting Manager Approve

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  • The Project Accounting Manager reads the comments and reviews the process fields and has the option to take an action to Approve or Reject or Void Revise/Revise Final.
  • If Approve is chosen the next step is Waiting for Payment.
  • If Reject is chosen the next step is Initiator Revise & Resubmit.If Void Revise or Revise Final is chosen the next step is Finish PM Review.

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10. Waiting for Payment

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  • The process will hold for the SAP integration to automatically update the process once payment has been made. The automation will cause the Paid action.
  • Processes may be in the status for up to 30 days,.
    The next step is Finish.

11. Finish