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Accounts Payable Invoice Process

Accounts Payable Invoice Process. Overview. BOX-IT (Scan invoices to e-Financials). e-FINANCIALS (AP team review invoice). SUPPLIER (raises invoice). FPM (Invoice is approved by Budget Holder). e-FINANCIALS (AP team send out invoice to FPM). e-FINANCIALS (Payment of invoice).

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Accounts Payable Invoice Process

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  1. Accounts Payable Invoice Process

  2. Overview BOX-IT (Scan invoices to e-Financials) e-FINANCIALS (AP team review invoice) SUPPLIER (raises invoice) FPM (Invoice is approved by Budget Holder) e-FINANCIALS (AP team send out invoice to FPM) e-FINANCIALS (Payment of invoice)

  3. Budget Code • When ordering goods or requesting a service from new or existing suppliers please ensure you provide them with your budget code and the account code • If you are unsure of what your budget code is please liaise with your service manager or management accountant

  4. Invoice Address • ALL invoices need to be billed and posted to the following address (and not to the site address or Finance dept-HQ): CNWL NHS FOUNDATION TRUST PO BOX 1947 ANDOVER SP10 9FD

  5. Invoice Address • The PO BOX address is of our scanning partner BOX-IT who scan all our invoices onto our finance system • If invoices are directly sent to the site please inform the supplier of the PO BOX address and ask them to re-issue and resend the invoice

  6. No Budget Code and Incorrect Address • If an invoice does not state the cost centre, we are unable to establish who is responsible for the order or service • If the invoice is sent to the incorrect address this will never show as outstanding on our system • Both of the above causes delays in processing payment

  7. FPM / E-Invoicing • FPM=Finance Process Manager • FPM is our electronic invoice approval system • Invoices are sent out by the AP team to FPM users • Users will receive an email notification • Users login to FPM to verify/approve the invoice

  8. FPM / E-Invoicing Verifiers Team leader/Ward Manager receives an Automated email: Invoices in FPM Transaction Workbench are waiting for verification and submitting to Approver. Verifiers can also approve invoices if they have budget.

  9. Budget Holders FPM / E-Invoicing Service Manager/Approver receives invoice from Verifier in their Approvers Workbench and approves it or forwards it to another FPM user. All approvers will have a limit to their budget and can not approve invoices above that limit

  10. Processing Payment • Once an invoice is approved by the budget holder it is ready to be processed for payment • Our payment run is every Wednesday morning – invoices need to be approved by close of pay Tuesday to ensure they are paid on time • Suppliers receive funds in their accounts on the Friday

  11. Benefits of FPM • Suppliers will receive payment quickly • FPM retains invoices (archived, searchable) • Live system quick turnover of invoices • FPM users can keep track of what is being ordered in their department (FPM history) • Invoices approved and paid electronically, saves paper chasing/time

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