LBNL Disbursements

1. LBNL Disbursements January 12, 2006 Barbara Gomez

2. Org Chart- December 1, 2005

3. FY 2005 Accounts Payable Vouchers • Non PO Vouchers 12,902 22% • PO Vouchers 39,270 65% • Travel (EDI) 7,90813% Total Vouchers 60,080 100% 41.8% of invoices received electronically 11.9% of payments are made electronically

4. What’s next? • Automated processing • Load journals electronically • Pay electronically • Fewer certifications • Less paper

5. Certification Process Invoice $ AP Subcontract Requisition Pay to $ $ $ $ $ $ Legend: Brown: Division Blue: Procurement Grey: Vendor Green: Payables (AP) Purple: New processes Requester • Invoice Certification required for most 2-way (non-receiving) invoices >$5K Performs services • Subcontract has: • Ts & Cs • Payment terms • Certifier • Cert. Type Preparer Vendor Invoice Requisition Subcontract Created AP enters into PS & gets Certifier OK AP authorizes payment For approved invoices • Requisition has: • Description • Amount • Project • Requester • Certifier RequisitionApprover Certifier approves invoice & returns it to AP Additional $100K/$1M division/buyer certification Procurement

6. FAQ’s -Feeders • RECAC • Receipt accruals • Goods are received without an invoice • APSAC • Invoices • Costs are booked • APSPY • Payments

7. FAQ’s- Non PO Desk • Why do I need a business justification? • To explain the expense • Why do you need tax id information? • To set up a new vendor • Why do I need to send original entries? • Prevents duplicates • Why do I need to print my name? • Verify approvers

8. FAQ- Why didn’t the invoice pay? • The item was not received • Receiving@lbl.gov • The invoice is not certified • Reply All to email notice • AP does not have the invoice • The invoice is paying per the terms of the PO

9. Any Questions?