Training Welcome to the Accounts Payable Invoice Processing
Training Welcome to the Accounts Payable Invoice Processing Course Monday, February 04, 2013 Wednesday, September 9, 2020 1 11
Training Introduction § Instructor, Ramon Mira § Welcome and Introductions Logistics Ground Rules Course Objectives Course Content § § Monday, February 04, 2013 Wednesday, September 9, 2020 2 22
Training Accessing SAP Monday, February 04, 2013 Wednesday, September 9, 2020 3 33
Training Accessing SAP Monday, February 04, 2013 Wednesday, September 9, 2020 4 44
Training Accessing SAP | Login Monday, February 04, 2013 Wednesday, September 9, 2020 5 55
Training Course Agenda Chapter Description 1 Process PO Based Invoices 2 Blocking and Reversing 3 Processing Credit Memos Monday, February 04, 2013 Wednesday, September 9, 2020 6 66
Training Course Objectives By the end of this class, you will be able to: § Describe 3 way matching § Describe Filenet integration with SAP § Describe Work Distribution with SAP § Process PO Based Invoices § Reversing and Resetting Entries Monday, February 04, 2013 Wednesday, September 9, 2020 7 77
Training Course Chapters Chapter Description 1 Process PO Based Invoices 2 Blocking and Reversing 3 Processing Credit Memos Monday, February 04, 2013 Wednesday, September 9, 2020 8 88
Training Chapter Objectives By the end of this Chapter, you will be able to: Describe the Purchasing Process § Describe 3 Way Matching § Describe Filenet Integration with SAP § Monday, February 04, 2013 Wednesday, September 9, 2020 9 99
Training Purchasing Process Overview Create Shopping Cart Approve Shopping Cart Vendor Payment Monday, February 04, 2013 Wednesday, September 9, 2020 10 Purchase Order Confirmation/ Goods Receipt 10 10
Training 3 -Way Match PO Based Invoice Verification Process: Three-way-match functionality: goods receipt matches purchase order and invoice. 3 -Way Match Goods Receipt Monday, February 04, 2013 Wednesday, September 9, 2020 = Purchase Order 11 = Invoice 11 11
Training Goods Receipt at Location • Each location will perform goods receipt • An invoice can be entered by Accounts Payable without a goods receipt • An invoice entered without a goods receipt will trigger an email to location warning of no receiver • An invoice cannot be paid unless goods receipt is entered Monday, February 04, 2013 Wednesday, September 9, 2020 12 12 12
Training E-Mail Notification Missing Goods Receipt E-mail An Automatic e-mail reminder is sent when an invoice is processed and a Goods Receipt is missing. Monday, February 04, 2013 Wednesday, September 9, 2020 13 13 13
Training Encumbarance Funding for PO Based Invoices will be encumbered before the invoice is received Encumbered Create Shopping Cart Approve Shopping Cart Vendor Payment Monday, February 04, 2013 Wednesday, September 9, 2020 14 Purchase Order Confirmation/ Goods Receipt 14 14
Training File. Net Integration with SAP • File. Net will remain as the Document Management System • File. Net will be updated nightly to stay in sync with changes to Vendor and PO information • Only Invoices that can be posted based on PO and Vendor validation will be allowed to be sent to SAP • File. Net will keep Invoices that require further data evaluation • File. Net will link to SAP and will display the scanned invoice automatically when the invoice is worked in Universal Work List Monday, February 04, 2013 Wednesday, September 9, 2020 15 15 15
Training Filenet Invoice Displayed Alongside SAP Monday, February 04, 2013 Wednesday, September 9, 2020 16 16 16
Training Work Distribution with SAP Work Distribution for PO Based and Non PO Based: PO Based Invoices: • Each processor will be assigned a range of vendors based on name • File. Net will automatically assign invoices from those vendors to the processor Non PO Based Invoice from Schools • They will go to one Universal Work. List for processing without being assigned Monday, February 04, 2013 Wednesday, September 9, 2020 17 17 17
Training Chapter Objectives By the end of this Chapter, you will be able to: Describe Work Distribution with SAP § Describe PO Based Invoice processing § Describe Credit Memo Processing § Monday, February 04, 2013 Wednesday, September 9, 2020 18 18 18
Training PO Based Invoices • Invoices that are PO Based will be 3 Way Matched • Funding for these POs will have been checked upon creation of the Shopping Cart (Requisition) and Encumbered upon creation of the Purchase Order • When posting the Invoice the system will check to see if the quantity or amount that was on the PO has been exceeded. • It does not do a funds availability check, the funds have already been encumbered by the PO. Monday, February 04, 2013 Wednesday, September 9, 2020 19 19 19
Training PO Based Invoice Processing Invoice Indexed Invoice Validated Invoices Appear in Payer Queue A File. Net Invoice Sent to SAP Invoice Received in SAP Process Invoice Post Invoice Universal Work List MIRO AP Central Clerk Invoices Scanned Monday, February 04, 2013 Wednesday, September 9, 2020 20
Training PO Based Invoice Processing • Invoices will be Scanned into File. Net • Indexing will continue in File. Net, using established guidelines • Invoices will be validated to confirm PO exists and Vendor is created correctly • Once validation is complete valid invoices will appear in Payer Queue A • The Payer will select invoices they would like to process and will send to SAP using FIFO Monday, February 04, 2013 Wednesday, September 9, 2020 21 21 21
Training PO Based Invoice Processing continued • Invoices will be received in the SAP Universal Worklist ready to be processed • The Invoices will be processed and posted in SAP using the File. Net scanned invoice as reference Monday, February 04, 2013 Wednesday, September 9, 2020 22 22 22
Training Entering a PO Based Invoice Monday, February 04, 2013 Wednesday, September 9, 2020 23 23 23
Training Process PO Based Invoice Walkthrough Process PO Based Invoice This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP. Monday, February 04, 2013 Wednesday, September 9, 2020 24 24 24
Training Process PO Based Invoice - Exercise: Process PO Based Invoice To complete this exercise follow the instructions listed here. Monday, February 04, 2013 Wednesday, September 9, 2020 25 25 25
Training Course Chapters Chapter Description 1 Process PO Based Invoices 2 Blocking and Reversing 3 Processing Credit Memos Monday, February 04, 2013 Wednesday, September 9, 2020 26 26 26
Training Blocking a Vendor Invoice • Vendors can be blocked for the following reasons: § Vendor is in litigation and we will withhold payment until ruling Monday, February 04, 2013 Wednesday, September 9, 2020 27 27 27
Training Blocking a Vendor Invoice Walkthrough Blocking a Vendor Invoice for Payment This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP. Monday, February 04, 2013 Wednesday, September 9, 2020 28 28 28
Training Blocking a Vendor Invoice Exercise: Blocking a Vendor Invoice for Payment To complete this exercise follow the instructions listed here. Monday, February 04, 2013 Wednesday, September 9, 2020 29 29 29
Training Reversing a Document • Documents that have not cleared can be reversed • SAP will automatically select the document type for the reversal and the posting keys • The date will default to the original document posting date Monday, February 04, 2013 Wednesday, September 9, 2020 30 30 30
Training Reversing a Posted Document Walkthrough Reversing a Posted Document This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP. Monday, February 04, 2013 Wednesday, September 9, 2020 31 31 31
Training Reversing a Posted Document Exercise: Reversing a Posted Document To complete this exercise follow the instructions listed here. Monday, February 04, 2013 Wednesday, September 9, 2020 32 32 32
Training Course Chapters Chapter Description 1 Process PO Based Invoices 2 Blocking and Reversing 3 Processing Credit Memos Monday, February 04, 2013 Wednesday, September 9, 2020 33 33 33
Training Chapter Objectives By the end of this Chapter, you will be able to: Describe Credit Memo Process § Create Credit Memo § Monday, February 04, 2013 Wednesday, September 9, 2020 34 34 34
Training Processing Credit Memos • A school or department will receive a credit memo and it will be forwarded to Accounts Payable • The Accounts Payable staff will enter credit memo • The credit memo will post immediately • Credit memo will be posted to Vendor account when next invoice is posted. • Location of CM doesn’t have to be the same as invoice Monday, February 04, 2013 Wednesday, September 9, 2020 35 35 35
Training Credit Memo Processing Create Credit Memo Save as Completed FB 65 AP Central Clerk Monday, February 04, 2013 Wednesday, September 9, 2020 36 36 36
Training Create Credit Memo Walkthrough Create Credit Memo This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP. Monday, February 04, 2013 Wednesday, September 9, 2020 37 37 37
Training Create Credit Memo Exercise: Create Credit Memo To complete this exercise follow the instructions listed here. Monday, February 04, 2013 Wednesday, September 9, 2020 38 38 38
Training BASE Training Center Website [http: //basetraining. lausd. net] ] Monday, February 04, 2013 Wednesday, September 9, 2020 39 39 39
Training You have just completed the …. course. Thank you for attending! Monday, February 04, 2013 Wednesday, September 9, 2020 40 40 40
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