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PROCEDURE Number: Title: Invoice Entry for Projects in Oracle Project Costing

Authorization: [ x ] Regional Manager, Financial Services

Source: Cross index: Date Approved: Date Revised: Date Effective: Date Reaffirmed: Scope

Regional Financial Services Coordinator, Financial Services

Accounts Payable Staff

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TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................................. II ABOUT THIS DOCUMENT ........................................................................................................................................1 About This Document ............................................................................................................................................1 Intended Audience..................................................................................................................................................1 Feedback on this document ....................................................................................................................................1 Document Legend ..................................................................................................................................................1 SUPPLIER COST REQUISITIONS, PURCHASE ORDERS AND SUPPLIER INVOICES ..................................2 Test Scenario 6 Create direct coded standard invoices........................................................................................3 Test Scenario 7 Enter Expense Report Invoice, Interface Expense Report and validate actual in PSI................4 Test Scenario 8 Create direct coded Pre-Approved invoices using Markview....................................................5 Test Scenario 9 Create direct coded Non-PO invoices using Markview .............................................................6 Test Scenario 10 Create direct coded Non-PO invoices using Markview ...........................................................7 VIEWING AND ADJUSTING EXPENDITURES EXPENDITURE INQUIRY......................................................8 Test Scenario 2 Adjusting Expenditures in Expenditure Inquiry ........................................................................9

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ABOUT THIS DOCUMENT


About This Document
The goal of document is to provide steps for entering invoices that have been coded to the Regions projects.

Intended Audience
The intended audience of this document is Saskatoon Health Region and Impac project team members. It assumes prior knowledge of the background for the project.

Feedback on this document


Please contact the author to provide feedback on this document. Dustin Cometa may be contacted by e-mail at dustin.cometa@saskatoonhealthregion.ca.

Document Legend
Symbol Meaning (N) Navigate (B) Button (T) Tab (ST) Sub Tab

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SUPPLIER COST REQUISITIONS, PURCHASE ORDERS AND SUPPLIER INVOICES

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Test Scenario 6 Create direct coded standard invoices


Create direct coded invoices to Projects to test AP Invoice Account Generator Create an Invoice coded to CIP Project with three distributions o Capital task o Expense Task o Capital Equipment Purchase Task Create invoices for the CEP and Expense Project Validate and Create Accounting for Invoices

Step
1.0 1.1 Enter Header Info

Resp
Payables Payables

Action or Path
(N) Invoices > Entry > Invoices Select Invoice Type = Standard Enter other Invoice Header Info: Supplier Site Invoice Number Amount Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work

Expected Results
Invoice Form Opens

1.2 Enter Distribution Info 1.3

Payables

Select (B) Distributions

Distributions Window Opens

Payables

1.4 Validate 1.5 Create Accounting

Payables

Payables

Enter Distribution Info: Type Amount Tax Code (If Applicable) Project Task Exp. Type Exp. Item Date Exp. Organization Save your work Close Distributions window Select (B) Actions Check Validate and select (B) Okay Select (B) Actions Check Create Accounting Select (B) Okay

Account Generator kicks off and generates and populates correct account in distributions form

Invoice Validated

Invoice Accounted

* END OF PROCEDURES *

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Test Scenario 7 Enter Expense Report Invoice, Interface Expense Report and validate actual in PSI
Create direct coded invoices to Projects to test AP Expense Report Account Generator Create an Invoice coded to CIP Project with three distributions o Capital task o Expense Task o Capital Equipment Purchase Task Create invoices for the CEP and Expense Project Validate and Create Accounting for Invoices

Step
1.0 1.1 Enter Header Info

Resp
Payables Payables

Action or Path
(N) Invoices > Entry >Invoices Select Invoice Type = Expense Report Enter other Invoice Header Info: Supplier Site Invoice Number Amount Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work

Expected Results
Invoice Form Opens

1.2 Enter Distribution Info 1.3

Payables

Select (B) Distributions

Distributions Window Opens

Payables

1.4 Validate 1.5 Create Accounting

Payables

Payables

Enter Distribution Info: Type Amount Tax Code (If Applicable) Project Task Exp. Type Exp. Item Date Exp. Organization Save your work Close Distributions window Select (B) Actions Check Validate and select (B) Okay Select (B) Actions Check Create Accounting Select (B) Okay

Account Generator kicks off and generates and populates correct account in distributions form

Invoice Validated

Invoice Accounted

* END OF PROCEDURES *

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Test Scenario 8 Create direct coded Pre-Approved invoices using Markview


In Markview, Create a direct coded Pre-approved Invoice and code to CIP Project Validate and Create Accounting for Invoices

Step
1.0

Resp
AP User Role: PreApproved Invoice Entry AP User

Action or Path
(N) Invoices > Entry >Invoices

Expected Results
Invoice Form Opens

1.1 Enter Header Info

Click Get Next Invoice Image button in the toolbar Enter other Invoice Header Info: Supplier Site Invoice Number Amount Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work

User will be prompted to login to launch the MarkView Viewer. Once user logs on successfully, the invoice image will open in the viewer. Invoice header information will be saved and the invoice image in the Viewer will be attached to the record.

1.2 Enter Distribution Info 1.3

AP User

Select (B) Distributions

Distributions Window Opens

AP User

1.4 Validate

AP User

1.5 Create Accounting 1.6 Place Entry Complete

AP User

AP User

Enter Distribution Info: Type Amount Tax Code (If Applicable) Project Task Exp. Type Exp. Item Date Exp. Organization Save your work Close Distributions window Select (B) Actions Check Validate and select (B) Okay Select (B) Actions Check Create Accounting Select (B) Okay Place the 'Entry Complete' markup on the document and enter any comments.

Account Generator kicks off and generates and populates correct account in distributions form

Invoice Validated

Invoice Accounted

The 'Entry Complete' markup will be placed on the invoice and the workitem will transition to the 'Verify AP Process Complete' queue.

* END OF PROCEDURES *

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Test Scenario 9 Create direct coded Non-PO invoices using Markview


In Markview, create direct coded Non-PO invoice The first approver has the approval limit to approve the invoice amount. Validate and Create Accounting for Invoices

Step
1.0

Resp
AP User Role: NonPO Invoice Entry AP User

Action or Path
(N) Invoices > Entry > Invoices

Expected Results
Invoice Form Opens

1.1 Enter Header Info

Click Get Next Invoice Image button in the toolbar Enter other Invoice Header Info: Supplier Site Invoice Number Amount Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work

User will be prompted to login to launch the MarkView Viewer. Once user logs on successfully, the invoice image will open in the viewer. Invoice header information will be saved and the invoice image in the Viewer will be attached to the record.

1.2 Place NonPO Entry Complete

AP User

Place the Non-PO Invoice Entry complete markup. Choose an approver from the provided list of values.

A list of values of approvers should be populated. The markup should be placed successfully on the invoice and the invoice should be transitioned to Approval and Coding queue and retrieved by the approver selected. . The invoice should be displayed in the web inbox of the approver. The user should be able to add new distribution lines coded to projects, and modify or delete the lines successfully.

1.3 Log in as Business End User and code and approve the invoice

Markview

Login to MarkView Home as the Non-PO Invoice Approver that was selected in the above step. Click the Invoice Distributions link and then 'Add a line' to fully distribute the invoice. Enter project distributions, not GL code combinations. Verify all desired functionality (deleting lines, duplicating lines, account segment lookups, etc). Place Approved markup

The comments box should be displayed. After clicking on Ok, a successful message should be displayed to the user saying that the invoice was approved.

* END OF PROCEDURES *

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Test Scenario 10 Create direct coded Non-PO invoices using Markview


Create an Invoice coded to CIP Project using get next to retrieve the invoice from the Non-PO Invoice Entry Queue. The first approver does not have the approval authority for the invoice amount. Second approver has the approval limit to approve the invoice amount. Validate and Create Accounting for Invoices

Step
1.0

Resp
AP User Role: NonPO Invoice Entry AP User

Action or Path
(N) Invoices > Entry > Invoices

Expected Results
Invoice Form Opens

1.1 Enter Header Info

Click Get Next Invoice Image button in the toolbar Enter other Invoice Header Info: Supplier Site Invoice Number Amount Ensure it is over the limit of the approver you will route the invoice to, but less than the limit of the approver above them in the hierarchy. Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work

User will be prompted to login to launch the MarkView Viewer. Once user logs on successfully, the invoice image will open in the viewer. Invoice header information will be saved and the invoice image in the Viewer will be attached to the record.

1.2 Place NonPO Entry Complete

AP User

Place the Non-PO Invoice Entry complete markup. Choose an approver from the provided list of values.

A list of values of approvers should be populated. The markup should be placed successfully on the invoice and the invoice should be transitioned to Approval and Coding queue and retrieved by the approver selected. The invoice should be displayed in the web inbox of the approver. The user should be able to add new distribution lines coded to projects, and modify or delete the lines successfully. The comments box should be displayed. After clicking on Ok, a successful message should be displayed to the user saying that the invoice was routed to the next approver. The invoice should be displayed in the web inbox of the approver. The comments box should be displayed. After clicking on Ok, a successful message should be displayed to the user saying that the invoice was routed to the next approver.

1.3 Log in as Business End User and code and approve the invoice

Markview

Login to MarkView Home as the Non-PO Invoice Approver that was selected in the above step. Click the Invoice Distributions link and then 'Add a line' to fully distribute the invoice. Enter project distributions, not GL code combinations. Verify all desired functionality (deleting lines, duplicating lines, account segment lookups, etc). Place Approved markup

1.4 Log in as the next Approver in the Hierarchy to Approve the Invoice

Markview

Login to MarkView Home as the next Approver in the hierarchy. Place Approved markup

* END OF PROCEDURES *

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VIEWING AND ADJUSTING EXPENDITURES EXPENDITURE INQUIRY

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Test Scenario 2 Adjusting Expenditures in Expenditure Inquiry


Split Labour expenditure, transfer split labour expenditure, mark a capital transaction as expense and transfer a supplier invoice.

Step
7.0 Process Invoice Adjustments in Payables 7.1

Resp
AP User

Action or Path
Have a Payables User open the invoice and Validate: - Invoice Status = Needs Revalidation - Reversing and New Distribution lines are correct with correct accounts Have Payables User: - Calculate Tax if required - Re-Validate Invoice - Create Accounting - Transfer to GL (will transfer to GL only if distribution accounts changed)

Expected Results
Invoice is adjusted successfully with correct distribution lines and is ready to be fully processed

AP User

Adjusted AP Invoice is fully processed successfully

* END OF PROCEDURES *

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