{"id":305,"date":"2018-08-07T11:04:30","date_gmt":"2018-08-07T16:04:30","guid":{"rendered":"https:\/\/my.vanderbilt.edu\/skyvu\/?p=305"},"modified":"2019-01-18T16:17:05","modified_gmt":"2019-01-18T21:17:05","slug":"invoice-approvals-aug2018","status":"publish","type":"post","link":"https:\/\/my.vanderbilt.edu\/skyvu\/2018\/08\/invoice-approvals-aug2018\/","title":{"rendered":"New Process: Approving Invoices for Payment (in lieu of Receiving in My Receipts)"},"content":{"rendered":"<p>Vanderbilt Finance has introduced an updated process for confirming that goods\/services have been received, effective August 6, 2018.\u00a0 The purpose of this change is to provide a consistent process for non-catalog purchases with increased departmental visibility and control over payment of the related invoices.<\/p>\n<h3>What has changed?<\/h3>\n<p><strong>Procurement Requesters<\/strong>\u00a0will now be notified (via both email and notification bell in Oracle) when an invoice is received for goods or services that they requested via a non-catalog order.\u00a0 Following notification, the <strong>Procurement Requester<\/strong> will either click\u00a0<strong>Approve\u00a0<\/strong>that the invoice is ready to be paid or click\u00a0<strong>Reject<\/strong>\u00a0if it has been sent in error so that <strong>Purchasing\u00a0&amp; Payment Services<\/strong> can resolve the issue with the supplier.<\/p>\n<p>This replaces the process of receiving via\u00a0the <strong>My Receipts<\/strong> module to acknowledge that certain types of orders of goods or services are received.<\/p>\n<h3><strong>Where can I learn more?<\/strong><\/h3>\n<ul>\n<li><strong>Demonstration:<\/strong>\u00a0The new\u00a0invoice approval process was demonstrated in the\u00a0<strong>Procure-to-Pay User Group webinar<\/strong>\u00a0on Friday, August 3rd.\u00a0 A recording of that webinar is available\u00a0<a href=\"https:\/\/www.gotostage.com\/channel\/30d50136eb384be39e3085aed5b9e44d\/recording\/f42a047409ef489eb42898d70c4e9575\/watch\">here<\/a>.<\/li>\n<\/ul>\n<ul>\n<li><strong>Interactive Training:<\/strong>\u00a0An online module titled\u00a0<em>Oracle Cloud Procurement: Approving Invoices for Payment\u00a0<\/em>is available\u00a0in\u00a0the\u00a0<strong>SkyVU Learning Program: Training for Procurement Requesters<\/strong>\u00a0curriculum in the\u00a0<a href=\"https:\/\/learningexchange.ea.vanderbilt.edu\/\">Learning Exchange<\/a>.<\/li>\n<\/ul>\n<h3>How does the new process work?<\/h3>\n<p>When preparing a requisition, be sure to indicate\u00a0the person who should confirm receipt of the item and approve the invoice is listed as the <strong>Requester<\/strong> on the requisition line(s).<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-323\" src=\"https:\/\/cdn.vanderbilt.edu\/t2-my\/my-prd\/wp-content\/uploads\/sites\/2825\/2018\/08\/Proc-entervsrequ.png\" alt=\"Proc-entervsrequ\" width=\"750\" height=\"435\" \/><\/p>\n<p>Once\u00a0an invoice has been received for the goods and\/or services, the Requester will receive a notification in both email and through the bell in Oracle Cloud.\u00a0 The Requester should open the email or bell notification and then:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-324\" src=\"https:\/\/cdn.vanderbilt.edu\/t2-my\/my-prd\/wp-content\/uploads\/sites\/2825\/2018\/08\/InvApproveEx.png\" alt=\"InvApproveEx\" width=\"800\" height=\"352\" \/><\/p>\n<ol>\n<li>Review the invoice <strong>Details<\/strong> at the top of the notification<\/li>\n<li>Review the <strong>Amount<\/strong> and <strong>Cost Center<\/strong>\u00a0(i.e., Financial Unit) summary information<\/li>\n<li>The <strong>PO number<\/strong> will be listed\u00a0for each of the\u00a0<strong>Invoice Lines<\/strong> &#8211; to review additional details, the Procurement Requester should search for the PO in the <strong>Manage Requisitions<\/strong> screen in Oracle Cloud.<\/li>\n<li>The invoice image will be\u00a0included as an <strong>Attachment<\/strong>\u00a0with the notification and can also be viewed through the <strong>Requisition Life Cycle<\/strong> in Oracle.<\/li>\n<li>Enter any <strong>Comments<\/strong> needed &#8211; note that you should always enter a comment when <em>rejecting<\/em> in order to provide information to the invoice processing team in Payment Services.<\/li>\n<li><strong>Approve<\/strong> or <strong>Reject<\/strong> payment of the invoice.\u00a0 <em>Approving<\/em> the invoice will place it into the payment queue in accordance with the terms set forth with the supplier.\u00a0 <em>Rejecting<\/em> the invoice will return it to Payment Services for follow up with the supplier.<\/li>\n<\/ol>\n<p><strong>Who can do this when I am out of the office?<\/strong><\/p>\n<p><strong>Procurement Requesters<\/strong> can delegate invoice approval to <strong>another Procurement Requester<\/strong> while out of the office.\u00a0 Please refer to the <strong><a href=\"https:\/\/my.vanderbilt.edu\/skyvu\/2018\/08\/set-vacation-delegate-newrelease\/\">FAQ on setting a vacation delegate <\/a><\/strong>for instructions and select <strong>Financial<\/strong> transactions to delegate invoice approvals.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Vanderbilt Finance has introduced an updated process for confirming that goods\/services have been received, effective August 6, 2018.\u00a0 The purpose of this change is to provide a consistent process for non-catalog purchases with increased departmental visibility and control over payment of the related invoices. What has changed? Procurement Requesters\u00a0will now be notified (via both email&#8230;<\/p>\n","protected":false},"author":7528,"featured_media":86,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[30,1,16],"tags":[29,8,22],"class_list":["post-305","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-accounts-payable","category-news","category-procurement","tag-business-unitentity-approvers","tag-financial-unit-managers","tag-procurement-requesters"],"_links":{"self":[{"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/posts\/305","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/users\/7528"}],"replies":[{"embeddable":true,"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/comments?post=305"}],"version-history":[{"count":5,"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/posts\/305\/revisions"}],"predecessor-version":[{"id":473,"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/posts\/305\/revisions\/473"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/media\/86"}],"wp:attachment":[{"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/media?parent=305"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/categories?post=305"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/my.vanderbilt.edu\/skyvu\/wp-json\/wp\/v2\/tags?post=305"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}