attaching forms to invoices. what circumstance would prompt electronically attaching a form to an...

Attaching Forms

To Invoices

What circumstance would prompt electronically attaching a form to an invoice?

• SFA – 12 forms

• In-State Mileage

• Attendance lists for meetings that fall under the A-36 guidelines

• Justifications / Certifications

• ETC. ETC. ETC.

To attach an SFA 12 > Go to the Controllers website and select

the Capital Assets button.

Select the SFA-12 Form

Open the form and go to the SFA-12 tab. Place cursor in the upper most left corner above the #1, next to the letter A to highlight the full form. Then open a blank spreadsheet and select Edit, Paste. Once the form

Is completed, save as an EXCEL spreadsheet – NOT P D F.

Once the form / document is completed and saved…

• And the supplier has sent their bill to be paid. Go to the Invoices Entry > Invoice screen to begin the process of creating a payment document in RI-Fans.

Once the header is completedAnd saved, select the

Paperclip icon.

Complete the Attachment screen – Category = Invoice Internal

Description = Brief DescriptionDate Type = File

Select the Browse button to locate the document saved to your PC

(note SFA-12 must be saved in EXCEL).

Once you’ve located and selected the file, selectThe OK button.

Read this message, then close this window.

Select the Yes button.

Additional Attachments

• You may attach multiple documents by selecting the next line down on the attachment screen.

• If you do not have a file to attach but would like to attach a statement, you would have selected “SHORT TEXT” instead of FILE on the attachment screen. This would have enabled a field for you to data enter in a message.

Once you have entered and saved your Distributions, closed the Distribution window & returned to the header, the Paperclip icon will show a small, yellow slip to denote that there is an attachment.