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Result or Product of this Process

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 regular debit or 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.

All invoices are approved by the Accounting Manager.

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.

    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.

     

    Start

    Vendor Invoice Date

    Initiator FIXES Date is > 30 days

    Invoice Amount Entered <= $0

    Retainage Only

    Credit Memo?

    Initiator Fixes Invoice Total

    Valid Invoice #?

    Fix Invoice Number

    Final Invoice?

    Requires A/E Review

    A/E Review or A/E Review Final

    DocuSign

    PM Reviews or PM Reviews Final

    Initiator Revise & Resubmit

    250K or Less?

    Financial Assistant Review

    Accounting Manager Approve

    Waiting for Payment

    eBAdmin

    Finish

    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.  

    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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