RIFANS OVERVIEW Working Efficiently In Accounts Payable TIP

RIFANS OVERVIEW Working Efficiently In Accounts Payable TIP: Select Slid Show; From Current Slide; Click “RIFANS OVERVIEW” This Brings you to Web Page

NOTIFICATIONS • From the Home Screen Click on Full List. • Click on Item in the Subject Field for More Detail • Invoice Ready for Approval; Select Approve, Reject or Reassign • Important: If Rejecting an Invoice, Indicate Reason for Rejection in the Note Section.

Select Invoice for Approval

IMPORTANT NOTE: "DUE DATE" DO NOT USE THIS DATE TO APPROVE INVOICES THIS IS SYSTEM GENERATED BASED ON NOTIFICATIONS USE; NOT INVOICE DUE DATE

INVOICE INQUIRY • Home Screen • RI Financial Inquiry • Invoice Inquiry • Enter Invoice Number • Click Find To View FROM THIS SCREEN: OTHER INVOICE VIEW OPTIONS: Invoice Overview: Tools, Invoice Overview (Paid date, check No. , amount, PO #, Supplier Info) Invoice Workbench: Brings you back to Invoice View

Click on RI Financial Inquiry: Additional Financial Inquiry Options appear

Enter invoice number; click find TIP: You Can Narrow Search by Entering Dollar Amount or Date

TABS Tabs Contain Additional Information

Invoice Work. Bench

VIEW DISTRIBUTION • View From The Lines Tab: • Purchase Order/ Release Number • Line Item • Dollar amount, Qty Invoiced, Unit Price etc. • All Distributions Tab: Click on This Tab, it Will Show Whole Account String, Description, Dollar Amount

All Distributions Shows all Accounts on Purchase Order

ACCOUNT BREAK DOWN • Account String/Distribution 14. 10. 071. 1675107. 02. 631200. 00000 Yr. Fund. Agency. lineseq. fundsource. natural. Projcode

VIEW HIERARCHY APPROVAL • Query Invoice • From the Reports Tab • View Invoice Approval History List

List of Approvers This View Shows: Invoice Approved, Approved Date, Name of Approver, Name of Next Approver (s)

VIEW ATTACHMENT/BACKUP • From the View Invoice Screen • Attachment (Yellow Note with Paperclip on Header) • Open Document • Open-View Varies From Computer to Computer • View Invoice • Click through Pages • Print Backup if Desired

Paper Clip

Select invoice, Open Document

Select Open or Save Example of One Attachment Once Document is Opened, You Can View an or Print

View with Multiple Attachments

VIEW HOLDS ON INVOICE PAYMENTS • View Invoice • Hold Tab • Hold Reason/Description • Qty Rec’d • Action is Required on All Holds • SFA-12 Missing • Types of Holds − Qty Rec’d − RI SFA-12 Missing − Insufficient Funds NOTE: In order for SFA-12 Hold to be lifted The Agency must submit completed SFA-12 form in Excel and email to Accounts & Control − Quantity Billed Exceeds Quantity Received − Hold Invoice until SFA-12 is Attached by Accounts & Control • Insufficient Funds − Failed for Cash and or Budget

Insufficient Funds

SFA-12 Hold

Quantity Rec’s Hold

Screen Shot View of What an SFA-12 Looks Like TIP: You do not have an Electronic (Excel) version of the SFA-12? The SFA-12 Form is Available on the Office Of Accounts and Control Website: http: //controller. admin. ri. gov/Capital%20 Assets/index. php

VIEW INVOICE PAYMENTS • Home Screen • RI Financial Inquiry • Payment Inquiry • Check Number • Find

Click on RI Financial Inquiry: Payments Inquiry Additional Financial Inquiry Options appear

Enter Check # TIP: You Can Narrow Search by entering check number and dollar amount: DO NOT fill all the fields as it will limit the findings NOTE: Multiple Payments can be found with one search as long as the check numbers are in sequence

Multi check # search Scroll Bar Invoice # Slide Scroll Bar to the Right for Additional Information Highlight Invoice & Click Invoice Overview to See Invoice Detail/Attachments