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Result or Product of this Process

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The Pay Req and Invoice process is used to process and obtain approval for a Contractor or Consultant Invoice.

The process includes a step that ensures invoice numbers comply with SAP requirements. (no special characters and length of the invoice number)

An eB BILL process has to be either a regular debit or a refund credit.  You can not mix positive and negative numbers together on a BILL process.  So, you might need to create two eB BILL invoices to process a single payreq that contains both positive and negative numbers. If you have any questions about this please reach out to the eBAdmins.

All invoices are approved by the either the Financial Assistant for $ amounts <250k or the Accounting Manager for $ amounts >$250k (please note: the FA reviews all invoices).

The last step in this process passes invoice information to SAP once the Contractor or Consultant Payment Application/Invoice has been approved and is ready for payment via SAP.

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labelSummary

This process is used to submit pay requisitions and invoices. It can started by the Project Manager, 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.

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labelProcess Map
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labelStep Descriptions

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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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Vendor Invoice Date

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  • This conditional checks if the Vendor Invoice date is 30 days prior to the date of submission.
  • If True the next step is Initiator FIXES Date is > 30 days
  • If False the process proceeds to the ?entered <=0 step.

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Initiator FIXES Date is <> 30 days

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  • This step allows the Initiator to review the invoice. An explanation should be given for why an invoices date is greater or less than 30 days.
  • If the user made the <> 30d in error they can correct the invoice date and Submit
  • If the user did not make the <>30d in error then they should (as noted above) provide an explanation and then choose "30d Comment Added"

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Invoice Amount Entered <= $0

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  • The total value of the invoice must be > $0. This step checks to see if the value is less than or equal to $0.
  • If True the system returns the invoice to the initiator to be amended.
  • If False the process proceeds to the Valid Invoice #? step.

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Retainage Only

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  • This conditional checks if Yes has been selected for the question Is this invoice to return retainage only?
  • If True the system returns the next step is Valid Invoice #?
  • If False the process proceeds to the Initiator Fixes Invoice Total step.

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Credit Memo?

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  • This conditional checks if Yes has been selected for the question Is this a Credit Memo
  • If True the system returns the next step is Valid Invoice #?
  • If False the process proceeds to the Initiator Fixes Invoice Total step.

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Initiator Fixes Invoice Total

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  • If the process is in this step the invoice was submitted with a total value that was 0 or less.
  • The initiator must amend the invoice so that the total is a positive number and take the Submit action.

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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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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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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 or A/E Reviews Final.

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Requires A/E Review

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  • This step allows the A/E to review the invoice. If Approved a DocuSign step is initiated.
  • If Submit (required) is chosen the next step is DocuSign.
  • If Don't Sign is chosen the the next step is PM Review or PM Reviews Final.

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A/E Review or A/E Review Final

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  • The A/E reviews the submitted invoice/documents.
  • If Submit is chosen the next step is DocuSign.
  • If Don't Sign is chosen the next step is PM Reviews or PM Reviews Final.

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DocuSign

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  • DocuSign allows the A/E to sign the document electronically.

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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 Submit, Reject or Void.
  • If Submit is chosen the next step is Accounting Manager Approve.
  • If Reject is chosen the next step is Initiator Revise and Resubmit.
  • If Void is chosen the next step is Finish. The Process Status will be Void.

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Initiator Revise & Resubmit

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  • The Initiator reviews the information entered to the process and makes any necessary revisions before resubmitting the process.
  • If Resubmit is chosen the next step is Valid Invoice #?
  • If Void is chosen the next step is Finish.

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Financial Assistant Review

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  • The Financial Assistant reviews the process information and if the BILL is for less than 250k they can approve or elect to send it to the Accounting Manager.
  • If Approve is chosen the next step is DocuSign
  • If Submit to Actg Manager is chosen the next step is Accounting Manager Review
  • If Revise is chosen the next step is PM Review

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Accounting Manager Approve

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

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Waiting for Payment

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  • The process will hold for the SAP integration to 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,.
  • If the Send to e-B Admin action is taken the next step is eBAdmin.
  • The next step is Finish.

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eBAdmin

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  • This step is used by e-B Admin ONLY. It is to make any changes to the process - users do not have access to this step
  • If Resubmit is chosen the next step is Waiting for Payment.

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Finish

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labelPayment Application Columns

This reference is provided as an aid when submitting an invoice.

Column Name

Description

A - Commitment Item #

This column displays the commitment number.

B - Description of Work

This column displays the description of work for the respective commitment line item.

Budget Code with Description

This column displays the budget code and description of the budget line item that the commitment is associated with.

C - Scheduled Value

This column displays the amount of the commitment item.

D - Work in Place from Previous Application(s)

This column displays the total approved invoice amount from previous payment applications for work in place excluding any previously stored material.

E - This Period

This column displays the amount of work in place for this period.

F - Total Materials Presently Stored

This column displays the net materials store, which is the materials stored from previous payment applications and newly delivered items awaiting payment for this period.

G - Total Completed and Stored to Date (D+E+F)

This column displays the amount of work completed and stored to date, which is the sum of work in place from previous payment applications, the amount of work in place for this period and the total amount of material stored to date, including newly delivered items awaiting payment.

H - % (G/C)

This column displays the total amount of materials completed and stored divided by the commitment amount.

I - Balance to Finish (C-G)

This column displays the remaining balance.

J - Retainage Release Amount

This column displays the amount of remaining retainage.

Retained This Period

This column displays the invoice amount retained for this period

Amount Less Retainage

This column displays the net invoice amount due for payment for this period

K - Cumulative Retainage

This column displays the cumulative retainage amount for all previous payment applications.

Edit Invoice Custom Fields Icon ()

Click this icon to add or modify invoice item custom fields.

Example A:

When a user places amounts in Column E "This Period" and Column F "Total Materials Presently Stored", the system totals the "Current Work Invoiced this period" (minus the Retainage that is taken out for that period). 

The Current Work Invoiced this Period is what is being paid out to clients and the overall total of the BILL.  

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Example B:

When a new BILL gets started, the Total Materials Stored that was inputted in the previous BILL is AUTOMATICALLY placed in the Total Materials Presently Stored, while the Past amount that was placed in Column E (This Period) is now moved to Column D (Work In Place from Previous Application(s)). The total of column D (past BILL period amount), column F (materials stored past AND present), and column E (whatever is inputted on THIS BILL) is finally totaled in column G. Total Materials stored needs to keep the values in place to properly calculate column G. The individual filling out the values need to add onto that, the values should not be removed.

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