Invoice-PO-Receipt M t hiMatching

Agenda

• OverviewOverview• Creation & Setup• Invoice Custom Columns

PO and Vendor Information• PO and Vendor Information• Invoice Items Tab• Invoice Credits Tab• Invoice Subcontractors Tab• Invoice Amounts• Optional TabsOpt o a abs• Change Order Tabs• Invoice Summary Tab• Credit Memos

Periscope Holdings, Inc.

• Credit Memos

OverviewO

Invoice-PO-Receipt Matching –Overview

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Invoice-PO-Receipt Matching

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Invoice-PO-Receipt Matching

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Creation & SetupC & S p

Creation & Setup – Logging In

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Creation & Setup – Role Selection

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Create an Invoice

Periscope Holdings, Inc.

Creation & Setup –General Tab Standard Fields

Field DescriptionInvoice Number * Enter the vendor’s invoice number here.

Invoice Status There are six statuses: In Progress, Ready for AP (approval), Returned, Approved for Payment, Paid, cancelled.

Invoice Type At this time, three way matching is the only invoice type available.

Invoice Description * Enter a description for the invoiceInvoice Description Enter a description for the invoice.

Invoice Date * Date the invoice was entered

Effective Date * Date of Invoice

Payment Amount Total amount of the invoice. Will not populate until Pay Item button is selected on the Item tab.y p p y

Handling Code TAMUS defined code. Each pull-down will contain different information depending on your processes.

Paid-BankId/CheckNbr:

Accounting information passed back to populate field.

Payment Date * Date payment can be made The agency can set a default in BuySpeed which sets the number ofPayment Date * Date payment can be made. The agency can set a default in BuySpeed, which sets the number of days to pay from the invoice date. This will determine the default date that appears in this field. An exception to this occurs when the terms indicate a discount when paying the discount period.

Payment Terms These are defaulted from the vendor.

Payment Discount Discount amount that applies to the payment.Payment Discount Discount amount that applies to the payment.

Payment Terms Day Set on the PO.

Alternate ID Do not used. Reserved for use by the FAMIS interface.

Creation & Setup –General Tab Custom Fields

Field DescriptionPMI

User Ref / Ref 4

Enclosure Code

Vendor Invoice Date

State Requisition Number

ACH Override Flag

Hold Flag

FAMIS Document TypeFAMIS Document Type

PCC Code

PDT Code

LDT Code 1

LDT Code 2

LDT Code 3

LDT Code 4

LDT Code 5

Periscope Holdings, Inc.

LDT Code 5

LDT Code 6

Creation & Setup –General Tab Custom Fields (cont.)General Tab Custom Fields (cont.)

Field DescriptionInterest Exempt Flag

Exempt Reason Code

Contract Workforce Flagg

Revolving Flag

Check Number

Check Date

O id B k C dOverride Bank Code

Customer AR Number

Confidential Indicator

RPA Received Date

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Invoice Custom Columns

Periscope Holdings, Inc.

PO and Vendor Information

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Invoice Items Tab

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Invoice Credits Tab

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Invoice Subcontractors Tab

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Invoice Accounts

Periscope Holdings, Inc.

Optional Tabs

Routing – Will display the approval paths once theRouting – Will display the approval paths once the Invoice is Sent.Attachments – The AP user may add attachments to th I ithe Invoice. Notes – The AP user may add internal only notes to the Invoice. Reminder – The AP user may add reminders for themselves or other users in the system that are associated with this document

Periscope Holdings, Inc.

associated with this document.

Change Order Tab

Periscope Holdings, Inc.

Change Order Tab

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Invoice Summary Tab

Periscope Holdings, Inc.

Invoice Summary Tab

Periscope Holdings, Inc.

Credit MemosC

Create a Credit Memo

Periscope Holdings, Inc.

Credit Memo –General Tab Standard Fields

Field DescriptionCredit Memo Number

Credit Memo number will be assigned by Buy A&M.

Credit Memo Status There are six statuses: In Progress, Ready for Approval, Returned, Approved for Invoice, Closed, Cancelled.

Credit Memo The Credit Memo Amount is maintained by Buy A&M upon successful add of credit memo itemsCredit Memo Amount

The Credit Memo Amount is maintained by Buy A&M upon successful add of credit memo items.

Credit Memo Description *

Enter a description for the Credit Memo.

Credit Memo Date * Date the Credit Memo was offered.Credit Memo Date Date the Credit Memo was offered.

Vendor * The Vendor submitting the credit memo.

Department * The Department designation of the credit memo.

Location * The Location designation of the credit memo.

Invoice Items Tab

Field DescriptionItem Description * Description for the credit memo being issued.p p g

Reason * Drop-down of pre-defined reason codes tied to the credit memo being issued. If a reason code is not available; please contact your Buy A&M Administrator.

Quantity * The number of items returned in the case of goods being returned; for service items, this value should be 1.

Unit Cost * Unit cost of the good or service that the credit is being created for.

UOM * The unit of measure for the good or service tied to the credit memo.

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Credit Memo Accounts

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Optional Tabs

Routing – Will display the approval paths once theRouting – Will display the approval paths once the Credit Memo is submitted.Attachments – The AP user may add attachments to th C dit Mthe Credit Memo.Notes – The AP user may add internal only notes to the Credit Memo.Reminder – The AP user may add reminders for themselves or other users in the system that are associated with this document

Periscope Holdings, Inc.

associated with this document.

Credit Memo Summary Tab

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Invoice - Credit Memo Warning

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