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Work Instruction

Scanning and Coding NO-PO Invoices into AP System

Department Financial Services

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Documentation As-Is Processes

Work Instructions


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Document Information

Authors Name Dept. Function / Role Signature Date

Felicia Redmond Financial Services

Consultant

Review Name Dept. Function / Role Signature Date

Henry Sanchez Financial Services

Financial Services Administrator

Approval Name Dept. Function / Role Signature Date

Additional

Information

Associated

documentation 1. AP Cash disbursements Policy

2. Appendices for AP work Instructions

Appendices 3. Appendix A: Department Specific Mailboxes

4. Appendix B: Status Descriptions

5. Appendix C: Accounts for Charging Expenses

6. Appendix D: Standard Comments

7. Appendix E: Error Descriptions

8. Appendix F: Payment Status

Abbreviations

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Table of Contents

DETAILED INSTRUCTIONS ........................................................................... 5

1) Scan .................................................................................................................. 5

2) Forward Email ................................................................................................... 5

3) Open invoice in Inspyrus.................................................................................... 5

4) Review information ............................................................................................ 5

A. Changing Information .......................................................................... 5

B. BLUE AREA ABOVE HEADER – Key information ............................... 6

C. HEADER ............................................................................................. 6

D. LINE ITEMS ........................................................................................ 7

E. WORKFLOW ....................................................................................... 8

F. FLEX DATA ......................................................................................... 8

G. COMMENTS ....................................................................................... 9

H. ATTACHMENTS ................................................................................ 10

I. AUDIT TRAIL..................................................................................... 10

J. ERRORS ........................................................................................... 11

K. PAYMENTS AND DISCOUNTS ........................................................ 11

5) Validate ........................................................................................................... 12

6) Proceed ........................................................................................................... 12

NEXT STEPS ......................................................................................... 13

1) Corrections ...................................................................................................... 13

2) Resubmission .................................................................................................. 13

3) Approval .......................................................................................................... 13

4) Payment .......................................................................................................... 13

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Overview

Texas Christian University’s purchasing and payments method is decentralized. Individual faculty and staff in various schools and departments across the University determine business needs, place orders, and authorize the payment of invoices. Because TCU has no single place where invoices for goods or services are processed or approved, vendors need to send invoices to individual departments and staff who originally contracted with the vendor for services. Each department and administrative office is responsible for entering each of their vendor invoices into a financial system as directed by the Office of Finance and Administration. The system which is used to submit invoices for processing and payment is Inspyrus.

Texas Christian University maintains the Inspyrus process to ensure that vendors are paid correctly, in a timely manner, and in accordance with various laws, guidelines, rules, and procedures. It is the responsibility of all TCU employees to safeguard the entrusted funds by ensuring that all payments are for legitimate expenses that benefit the University in accomplishing its goals.

Note: This document only outlines the process by which to get invoices paid; it does not provide instructions or guidelines on the process of selecting vendors or executing purchases.

Topic Top tip

APPLICATIONS USED & SYSTEMS

REQUIREMENTS

Inspyrus, WebCenter enterprise Capture (WEC), WebCenter Forms Recognition (WFR), Peoplesoft, Oracle

INPUTS Invoices

OUTPUTS Cash disbursements and fairly presented financial statements

FREQUENCY Daily, weekly and monthly as required to ensure payments are

processed timely.

APPLICABLE POLICIES, PROCEDURES &

CONTROLS AP Cash Disbursements Policy

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Detailed Instructions

1) Scan

Department Requestor / User scans an invoice to their email box.

2) Forward Email

Email is opened and forwarded to a department specific Inspyrus mailbox (see Appendix A).

3) Open invoice in Inspyrus

User will log into the Inspyrus system and select an invoice. The invoice will be assigned to the requester based on the email sender information or the user may need to “acquire” an invoice assigned to his/her group.

4) Review information

The User will then review the information as shown in Inspyrus.

A. Changing Information

Task ■ Scan NO-PO invoices to a department specific email box. Review the information extracted with the Inspyrus software. Complete all necessary information necessary to move the invoice for approval and ultimately for payment processing.

Responsible function / role ■ Budget manager/Designated Department Requestor or User

System used ■ Inspyrus

Header

Key

Information

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B. BLUE AREA ABOVE HEADER – Key information

The area that is shaded blue above the Header (these fields are not directly editable) should show:

1. Status: This identifies where the invoice is in the process of being paid. See Appendix B for list of Status Descriptions.

2. Assigned To: should show the name of the designated department requestor or the person who emailed the invoice to the mailbox.

3. Total: should reflect the total owed to the vendor; this should agree with “Total: in the Header. This value will be red if the “Header” total and the “Line items” total do not agree. Errors can be viewed on the tab marked “Errors”. For more information on errors, see section I.

4. Due date: Date payment is due based on invoice date and payment terms as extracted from PeopleSoft.

5. Vendor Name: should agree with Vendor in the Header, if it does not, see instructions below on how to change the vendor name in the “Header”.

C. HEADER

The following fields listed on the Header tab should be validated against the scanned image of the invoice and

edited if the information scanned is incorrect:

a. Origin: this identifies the source of the invoice (email vs web). This field is not editable.

b. Document Type: valid values for this field are Invoice, Credit Memo, Prepayment or Recurring

Invoice. (Please consult the Financial Services Department in order to get instructions on using Prepayment and Recurring).

c. Invoice Number: should match to the scanned image.

d. Invoice Date: should match to the scanned image.

e. Tax: tax should reflect any individually listed sales tax as seen on the invoice. If this field

shows Red, there is an error and it must be corrected before invoice can be forwarded. Please note: TCU is a non-profit organization any tax charged by a Texas vendor should be deducted from the invoice. Contact AP for additional information about tax charged on an invoice.

f. Total: should reflect the total owed to the vendor including the sales tax from above; this should

agree with “Total” in the shaded blue area above “Header”. If this field shows Red, there is an error and it must be corrected before invoice can be forwarded.

g. Oper. Unit: “TCU”

h. Vendor: should match the vendor name as listed on the scanned image.

i. When selecting a different vendor name, the requestor will select the tablet

next to the Vendor name field.

ii. Enter part of the correct vendor name in the field labeled “Vendor Name”

iii. Select “Search”. A list of vendor names will appear.

iv. Select the correct vendor name from the list below (if the correct vendor name

is not listed, see “How to Route to the New Vendor Create Desk”

v. Select “OK”

vi. The correct vendor name should now appear in the Header.

i. ERP ID: this is a unique ID for invoice that’s generated after the invoice gets created in

PeopleSoft. The value is a combination of the Business Unit and the Voucher.This is not editable.

j. Ship-to: this is the ship-to from the invoice. This field is not used by TCU.

k. Legal Entity: This field is not used by TCU.

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l. Description: a short description of the goods or services received can be entered. It is

preferred that this field remain blank and any information that is needed to pass to the vendor be placed in the description field on the “Line Items” tab.

m. Requested By: should show the TCU username of the designated department requestor or the

person who sent the scanned image to Inspyrus.

n. PO: this should be blank as this document is for NO-PO invoices only. If this field is populated,

review Work Instructions for purchase order or service contract.

o. Pay Group: This field does not need to be populated.

p. Pay Method: this will show the vendor’s default payment method per PeopleSoft. This field is

not editable.

q. Payment Terms: this will show the vendor’s default payment terms per PeopleSoft.

r. Remit To: this will show the recipient of the payment and will default to the Remit address as

listed in PeopleSoft.

To edit, select the field that needs editing and change the information in that field.

The Requester or the requester’s group will be responsible for correcting any fields that do not agree with the information reflected in the invoice. After all corrections are made, the Requester can navigate to “Line Items”.

D. LINE ITEMS

Place curser on the line item until the “Edit” tab is highlighted, Select “Edit”. If there is not line item, select the

small triangle next to the “Edit” box located on the right hand side and select “Add”.

The Requester may enter a description for each line item but, it is recommended that only information needed to be seen by the vendor be placed in the “Description” field as this information is seen on the check stub.

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The Requester will also enter the Fund code, Account, Department and Project (if applicable) in the designated area, (see Appendix C for a list of accounts). The Fund, Account and Department must be selected from the drop down list when it appears. After all corrections are made, the Requester can navigate to “Workflow”.

E. WORKFLOW

There are no fields to update on the “Workflow” tab. There are a few items to note:

a. All invoices are scanned in a “Priority” Medium. This priority is only for the requester; it has no impact on how fast the invoice is processed by any other department.

b. Buyer: This field is not used by TCU.

c. Approvers: This field will populated based on authorized approvers within PeopleSoft.

d. Sender: This will reflect the person who emailed the invoice copy to the Inspyrus mailbox.

e. Receipt Date: is the date the invoice was scanned to the department specific Inspyrus mailbox.

f. Subject: is the department number as listed in the original email that was sent to the department specific Inspyrus mailbox.

The Requester may navigate to “Flex Data”.

F. FLEX DATA

Flex Data is meant to store data that is necessary for processing invoices specifically for the Physical Plant or for the “Create Invoice” function, but fields for NO-PO invoices will not require data. Contact the Financial Services department for additional information about the “Flex Data” tab.

These fields apply

to the Physical

Plant Only.

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G. COMMENTS

The comment section is the area where notes can be written concerning the invoice being worked on. The blue dot on the Comments tab will reflect the number of comments that have been made on the invoice. An example of comments that must be made in this area are:

More details about the invoice

What event the invoice relates to

To create a comment, select “Add” and then enter the comments in the space provided.

To edit a comment, select “Edit” and then change the comments in the space provided.

Note: Comments and attachments can be added in any status. Comments can be exported to Excel if needed. Comments are visible to other internal users. Comments can only be updated by the user who added the comment. Comments cannot be deleted.

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H. ATTACHMENTS

Attachments can be attached to every invoice, this is optional. If there are documents that will enhance

knowledge about the project or expense that is reflected in the invoice, then additional attachments are welcome. The blue dot on the Attachments tab will reflect the number of documents that have been attached to the invoice.

To add an attachment, select “Add” and then drag and drop the files to be attached. Alternatively, select “Add” and then browse to find the attachment. Select OK to complete attach function.

Please note: The invoice itself cannot be deleted by the Requester, however it can be terminated.

Comments and attachments can be added in any status. There is no limit to the number of files you can attach. An attachment can only be updated by the user who added the attachment. If the invoice is emailed into Inspyrus, the invoice record will show the original email as an attachment.

I. AUDIT TRAIL

The audit trail is a history of all invoice activity and provides a record of each state in the process, including when a particular process started and ended. This is a helpful to understand the status of an invoice and what actions had been taken against the invoice. The blue dot on the Audit Trail tab will reflect the number of actions executed for the invoice. The Audit trail can be exported to Excel if needed.

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J. ERRORS

If the invoice number in the Key Information field is red, it indicates there is incorrect information concerning the invoice. While this field is red, an invoice cannot move forward to Matrix Approval. The “Error” tab will list the errors with the invoice. The small red dot on the “Errors” tab will show how many errors have been found with the invoice. Please note: Every NO_PO will have at least 2 errors after ingestion to Inspyrus, those errors will be

K. PAYMENTS AND DISCOUNTS

The Payments and Discounts tab shows the payment details associated with the invoice, including discount information if a discount has been applied.

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5) Validate

After the user has reviewed and corrected all information in the Header, Line Items, Workflow and Flex Data fields, the user may “Validate” the information. Select “Validate” in the Key Information area.

When validation is complete, the latest errors (if any) are displayed in a pop-up. Close the pop-up and correct any new errors or errors not previously corrected.

When the errors are resolved, there will be a message indicating that the invoice has cleared validation and

appears to be error-free.

6) Proceed

When the information has been corrected and the invoice has cleared validation, select

“Proceed”.

If no issues are found with the invoice data, the invoice progresses to the next step of the workflow. The screen refreshes to display the next invoice from the search results.

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NEXT STEPS

1) Corrections

Invoices that have been selected to “Proceed” will route to a Budget Manager or an AP User. The Budget Manager or AP User will review the invoice for accuracy. If all invoice information is correct (correct vendor, correct invoice number, correct invoice date and correct amount), the Budget Manger or AP user will “Proceed” the invoice and the invoice will be assigned to the next person in the workflow. If a Budget manager “Proceeds” an invoice, the invoice will assigned to AP; if AP “Proceeds” an invoice, the invoice will be assigned to the first approver per the approval matrix in PeopleSoft. If additional information is required, the Budget Manager or AP user will add “Comments” and the invoice will be reassigned to the Requestor for corrections.

2) Resubmission

The Requestor or other designated person will provide the additional information and make comments in the “Comment” tab. The Requestor will then validate the invoice and select “Proceed” when all additional information has been submitted.

3) Approval

If the AP User finds that all necessary information has been entered correctly, the AP User will select “Proceed” and the invoice will be routed to the first approver. If the invoice requires more than one approval, the second approver will receive the invoice after the first approver.

4) Payment

When all approvers have approved the invoice, the invoice is sent automatically to PeopleSoft.

When the invoice is paid in PeopleSoft, the payment information updates in Inspyrus.

This document outlines the process of getting an invoice processed through the Inspyrus System. There are many different directions that an invoice may take based on the type of invoice and the type expense. Please see additional documentation on:

How to approve an invoice in Inspyrus.

How to log into Inspyrus.

How to Route an invoice to Compliance.

How to Route to the New Vendor Create Desk.

How to Upload Invoices from Excel.

How to Create an Invoice.

How to reassign an invoice in Inspyrus.

How to terminate an invoice.

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