Capital Projects / Projects/ Facility Construction Project Manager

Record and Approving Invoices by Vendor

The Record Invoices by Vendor task provides a quick way for an administrative assistant or dispatch desk to enter invoices. Invoices can include taxes, reimbursable costs, lien holdbacks, and deficiency holdbacks.

You can enter invoices for only approved work packages that are assigned to the project you select. External third party vendors must submit their invoices through the prime general contractor for payment. This control avoids potential double billing.

Procedure - Step 1: Record invoices

Select the Capital Projects / Projects / Facility Construction Project Manager / Record Invoices by Vendor task.
The Record Invoice by Vendor form appears.
Enter the following required validating Project and Vendor information:
Project Code. The project list displayed are filtered for active projects where you are the Project Manager or Project Sponsor (Approval Manager 1).
Vendor Code. The Vendor Code list shows only vendors associated with the selected project. There is a listing for each work package for the vendor, so you can select the vendor and work package in one selection.
Work Package. The Work Package Code is filled in when vendor code is selected. There is only one vendor assigned to each work package.
Note: To avoid potential duplicate invoicing from third party contractors, this form only allows invoices to be recorded that have been submitted by the approved prime contractor. Any invoices submitted by other vendors are flagged for FCPM review external to this system.
Enter the following key financial information:
Billed Amount. Manual entry for amount invoiced for services provided, pre-tax.
Tax Amount. Manual entry for amount total taxes paid. Tax percentages vary based on local, state, federal taxes applicable.
Reimbursable (Non-Taxable). Manual entry for amount total non-taxed reimbursable costs incurred.
Billed Total. When you enter these fields, the application calculates the Billed Total by totaling the Billed Amount, Tax Amount, and the Reimbursable (Non-Taxable) amounts. It also enters this amount in the 'Total Amount this invoice' field at the bottom of the column.
Note: The auto-calculation of the Billed Total gives the user recording the invoice a chance to double check the values entered against the totals displayed on the submitted invoice.
If needed, enter the following information:
Vendor Invoice Number. Free form text field for tracking Vendors invoice number provided on invoice submitted.
Date Billed. Select the date billed for the invoice by clicking the calendar and selecting the date.
Date Due. Auto-filled based on date billed plus 30-days; due date value can be edited.
Description. Text box field for invoice description entry (optional).
If needed, enter the following Holdback information:
To apply a lien holdback:
- Select Yes for the Apply Lien Holdback? field.
  The application calculates 10 % of the Billed Total and enters this as the Lien Holdback Amount.
  The application uses the invoice tax rate (based on the Billed Amount and Billed Total for the invoice) to calculate the Lien Holdback Tax. See Invoice Tax Rate.
  When you enter a lien holdback or tax amount, the application updates the ' Total Amount this invoice' field by subtracting these holdback amounts from the Billed Total.
To record a deficiency holdback, enter the following:
- Deficiency Holdback Amount.
  The application uses the invoice tax rate (based on the Billed Amount and Billed Total for the invoice) to calculate the Deficiency Holdback Tax. See Invoice Tax Rate.
When you enter a deficiency holdback or tax amount, the application updates the ' Total Amount this invoice' field by subtracting these holdback amounts from the Billed Total.
For more information, see Holdbacks.
Click Save & Next.
On Save … The Planner-Approved Invoice tab shows the Total Amount for this Invoice, Revised Contract Amount, Total Invoices Sent to Finance, and the Commitment Remaining. The application calculates these amounts based on your entries.

Note: The invoice amount you recorded is available in the Commitment Progress Status and the Work-In-Place Projections reports. Refer to Approving Invoices procedure below.

Step 2 - Approving Invoices

To approve an invoice:

Select Capital Projects / Projects / Edit and Approve Invoices.
The Select Invoice pane lists the invoices that have already been recorded.
If needed, enter search criteria in the Filter and click Show. You can filter by project, work package, or vendor.
Select the invoice from the list.
The Record Invoice form appears.
Review the information on the Record Invoice form. You can edit any of the information except the Archibus Invoice Number which is system-generated, and the Invoice Status which is tracked by the system.
From the Record Invoice screen, click Save and Next.
The Planner-Approved Invoice tab appears.
To add a scanned copy of the stamped invoice:
1. Click the Check In New Document button next tot he Document field.
  The Check In New Document form appears.
2. Click Browse to locate the document.
3. After locating the document, select the lock status for document and click OK.
  The Document field now has the Show Document button that you can use to see the scanned invoice. See Using the Document Management System.
Enter the following information provided by your Finance department. These codes indicate that funding for this project has been put into the capital budgeting plan and has been authorized at the regional director level. Entering this information is required to approve the invoice:
FAC-Stamp Business Unit
FAC_Stamp Account
FAC-Stamp Cost Center
FAC-Stamp Site
FAC-Stamp Project Number
FAC-Stamp Sub-Project Number.
Click Approve.
When you approve an invoice the following occurs:
- The Invoice Status is set to "Sent to Finance," the Approve button is disabled as the invoice is already approved, and the invoice fields are read-only.
- The work package status is set to "Issued - In Progress."
- The following work package fields are updated:
  - Work Package Costs Lien Holdbacks total = Invoice Amount Lien + Invoice Amount Lien Tax.
  - Work Packages Costs =Deficiency Holdback Total = Invoice Amount Deficiency + Invoice Amount Deficiency Tax.
- The project's Cost - Paid field is increased by the Amount Paid on the approved invoice.
Note: You can also access this task from Edit and Approve Invoices. In this case, you can use the filter console to select specific project, work package, and vendor. The invoice panel displays the filtered invoice lists. Selecting an invoice record in the view will load the Record Invoices form. An ‘Add Invoice’ button is provided to record any new invoices.
Note: You can also access the Record Invoices form from the Commitment Progress Status report. In this case, you can follow the procedure from by selecting project and work package, choose the Invoice tab and a filter invoice lists is displayed. An ‘Add Invoice’ button is provided to record any new invoices.