Queen’s University Belfast
Procure-To-Pay (P2P)
Training Document
Task List & Notifications
Document Reference : P2P.TRAINING.TASKLIST
Version:
0.1
Last Save Date:
1 August 2017
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Contents
1.
2.
Introduction ....................................................................................................... 3
1.1.
What is a Task List? ............................................................................... 3
1.2.
Importance of 3-way Match ................................................................... 3
Accessing Qfis ................................................................................................... 4
2.1.
3.
Qfis Log-in ................................................................................................ 4
Your Task List ................................................................................................... 5
3.1.
Retrieving Your Task List ....................................................................... 5
3.2.
Understanding Your Task List ............................................................... 7
3.3.
Tasks for Requisitioners ........................................................................ 8
3.4.
Tasks for Nominated Buyers ................................................................. 9
3.5.
Tasks for Budgetary Approvers .......................................................... 13
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1. Introduction
1.1. What is a Task List?
A task is a notification of any action you are required to carry out in your role as a P2P user and
these tasks are held collectively, awaiting action.
This list is personal to the user and acts initially as notification of a required action, but is also an
ongoing reminder as it remains in your task list until actioned.
From the initial creation of a requisition to the final payment of an invoice, you can expect to
receive a range of tasks, which require a range of actions. The aim of this document is to explain
what each task means and the action required to complete it.
1.2. Importance of 3-way Match
In order for supplier invoices to be authorised for payment, the invoice details have to be
matched to the details on the Purchase Order and matched to the details in the goods/services
receipt.
In other words, a 3-way match between the Purchase Order, Goods/Services Receipt and Invoice
is required in order to authorise payment.
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2. Accessing Qfis
2.1. Qfis Log-in
Users should be able to access their Web-based version of Qfis by using the following link:
http://qfis-web-serv1/QfisP2P/Login/Login.aspx?ReturnUrl=%2fQfisP2P%2fDefault.aspx
If users have a problem accessing Qfis, they should contact the Qfis Helpdesk, details of which
can be found by using the following link:
http://www.qub.ac.uk/directorates/FinanceDirectorate/Qfis/
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3. Your Task List
3.1. Retrieving Your Task List
a. Access to your task list is available at any time from your tool bar.
b. Clicking on this section of your tool bar will produce a drop down box, giving details of your
tasks.
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c. Clicking on any one of your tasks will divert you to the necessary screen for you to perform
said task. This screen will vary dependant on the task you are completing but other tasks
which require the same action will be listed on the left hand side of your screen.
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3.2. Understanding Your Task List
Tasks have been created with the intention of providing as much information to the user as
possible and making the required action clear. As the task list has limited space, abbreviations
have been used to make room for other meaningful information. The most common
abbreviations are:
 PO – Purchase Order i.e. where action is required on a task with a valid
purchase order.
 NPO – Non Purchase Order i.e. where action is required on a task without a
valid purchase order.
 REQ – Requisitioner i.e. where action is required in your capacity as the
requisitioner for a cost centre.
 NB – Nominated Buyer i.e. where action is required in your capacity as the
nominated buyer for a cost centre.
 BUD – Budgetary Approver i.e. where action is required in your capacity as the
budgetary approver for a cost centre.
You are likely to receive a combination of these abbreviations depending on the task e.g.
PO/NB.
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3.3. Tasks for Requisitioners
3.3.1. P2P Req Review (REQ) Order No: 100000123 Project A1234ABC
o
o
o
o
This task is received by a Requisitioner when a requisition they have created has
been sent to the Nominated Buyer (as a P2P Req Approval (NB) task) for approval,
but the Nominated Buyer has rejected it.
Notes from the Nominated Buyer in the ‘Workflow Log’ section should indicate why
they have rejected the request.
To action the task and remove it from their notifications, the Requisitioner is
required to amend the requisition as required, then click ‘Save’.
The task will be re-sent to the Nominated Buyer for approval, as task ‘P2P Req
Approval (NB) Order No: 100000123 Project A1234ABC’
3.3.2. P2P Missing GRN (PO/REQ)
o This task is received by a Requisitioner when an invoice has been received and
scanned by Accounts Payable, but a 3 way match of Purchase Order, Goods Received
Note and Supplier Invoice has not been achieved, due to the goods or services
recorded as received being less than that reflected on the invoice.
o To action the task and remove it from their notifications, the Requisitioner is
required to review the details of goods which have been receipted, to ensure it
accurately reflects what has actually been received and on that basis, determine if
they want payment to proceed or not.
o The Requisitioner has a choice of three actions:
 Selecting ‘Do Not Receipt’ will forward the task to the Nominated Buyer
seeking approval on whether the invoice should be paid without being fully
goods receipted or not. When selecting this option the Requisitioner is
required to add a note within the ‘Workflow Log’ giving any information on
why the transaction has not been fully goods receipted.
 Selecting ‘Receipt All’ will acknowledge full receipt of the goods or services
and return the task to Accounts Payable for payment of the associated
invoice.
 Selecting ‘Place On Query’ allows the Requisitioner to put the task on hold
while they carry out further investigation. When this option is selected the
‘P2P Missing GRN (PO/REQ) task will be replaced on the Requisitioners task
list as ‘P2P Missing GRN On Query’. Once a satisfactory conclusion has been
reached, the on query task should be actioned as soon as possible by
selecting either ‘Receipt All’ or ‘Do Not Receipt’.
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3.3.3. P2P Missing GRN On Query (PO/REQ)
o This task is received by a Requisitioner when they have placed a ‘P2P Missing GRN’
task on hold for further review.
o To action the task and remove it from their notifications, the Requisitioner is
required to review the details of goods which have been receipted to ensure it
accurately reflects what has actually been received and on that basis, determine if
they want payment to proceed or not.
o The Requisitioner has a choice of two actions:
 Selecting ‘Do Not Receipt’ will forward the task to the Nominated Buyer and
ask them for approval to pay without being fully goods receipted. When
selecting this option the Requisitioner is required to add a note within the
‘Workflow Log’ highlighting why the transaction has not been fully goods
receipted.
 Selecting ‘Receipt All’ will acknowledge full receipt of the goods or services
and return the task to Accounts Payable for payment of the associated
invoice.
3.4. Tasks for Nominated Buyers
3.4.1. P2P Req Approval (NB) Order No: 100000123 Project A1234ABC
o
o
o
o
This task will be received by a Nominated Buyer when a Requisitioner has generated
a requisition for which they are seeking approval.
To action the task and remove it from their task list, the Nominated Buyer is
required to select ‘Approve’ or ‘Reject’.
Selecting ‘Approve’ indicates that, as the Nominated Buyer, they are happy for the
order to proceed. Once ‘Approve’ is selected final approval will be sought from the
Budgetary Approver and in some cases Procurement, before a Purchase Order is
generated.
Selecting ‘Reject’ will prompt the Nominated Buyer to insert a comment explaining
why the transaction is not being approved and the task will be diverted back to the
Requisitioner to amend as appropriate.
3.4.2. P2P Invoice Review (PO/NB)
o This task will be received by a Nominated Buyer when an invoice has been received
and scanned by Accounts Payable but a 3 way match of Purchase Order, Goods
Received Note and Supplier Invoice has not been achieved.
o To action the task and remove it from their notifications, the Nominated Buyer is
required to review the differences between the purchase order and the supplier
invoice to determine if the invoice should be paid or not.
o The Nominated Buyer has a choice of three actions:
 Selecting ‘Approve for Payment’ will forward the task to the Budgetary
Approver seeking approval, before the task is sent to Accounts Payable with
instruction to pay the invoice. Any additional costs on the supplier invoice
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

will be shown on the task as a new GL (General Ledger) line and coded as
account 9600 and the primary project within your cost centre. The
Nominated Buyer is unable to save the transaction while it contains this
information so they are required to review any additional charges and recode using the appropriate account, project and VAT code before payment
can be made.
Selecting ‘Do Not Pay’ will return the task to Accounts Payable for further
action. When selecting this option the Nominated Buyer should add a note
within the ‘Workflow Log’ giving clear instruction to Accounts Payable of the
action required e.g. ‘New invoice requested from supplier. Delete current
invoice registration.’
Selecting ‘Place On Query’ allows the Nominated Buyer to put the task on
hold while they carry out further investigation. When this option is selected
the ‘P2P Invoice Review (PO/NB)’ task will be replaced on the Nominated
Buyers task list as ‘P2P Invoice Review On Query’. Once a satisfactory
conclusion has been reached, the on query task should be actioned as soon
as possible by selecting either ‘Approve for Payment’ or ‘Do Not Pay’.
3.4.3. P2P Invoice Review (NPO/NB)
o
This task will be received by a Nominated Buyer when an invoice has been received
by Accounts Payable without a valid Purchase Order.
o To action the task and remove it from their notifications, the Nominated Buyer is
required to review the notes within the ‘Workflow Log’ to assess any new
information and determine if it is now appropriate to pay the invoice or not.
o The Nominated Buyer has a choice of three actions:
 Selecting ‘Approve for Payment’ will forward the task to the Budgetary
Approver seeking their approval, before the task is sent to Accounts Payable
with instruction to pay the invoice. Any differences between the purchase
order and the supplier invoice are identified as a new GL (General Ledger)
line and will be coded as account 9600 and the general project in your cost
centre. The Nominated Buyer is unable to save the transaction while it
contains this information so they are required to review any changes and recode the account, project and VAT treatment appropriately to facilitate
payment.
 Selecting ‘Do Not Pay’ will return the task to Accounts Payable for further
action. When selecting this option the Nominated Buyer should add a note
within the ‘Workflow Log’ giving clear instruction to Accounts Payable of the
action required e.g. ‘New invoice requested from supplier. Delete current
invoice registration.’
 Selecting ‘Place On Query’ allows the Nominated Buyer to put the task on
hold while they carry out further investigation. When this option is selected
the ‘P2P Invoice Review (NPO/NB)’ task will be replaced on the Nominated
Buyers task list as ‘P2P Invoice Review On Query (NPO/NB)’. Once a
satisfactory conclusion has been reached, the ‘on query’ task should be
actioned as soon as possible by selecting either ‘Approve for Payment’ or
‘Do Not Pay’.
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3.4.4. P2P Invoice Review On Query (PO/NB)
o
o
This task will be received by a Nominated Buyer when they have place a previously
received ‘Invoice Review (PO/NB)’ task on query. This essentially puts the task on
hold to allow the Nominated Buyer time to investigation the matter before making a
decision on whether the invoice should be paid or not.
Once a satisfactory conclusion has been reached, the ‘on query’ task should be
actioned as soon as possible by selecting either ‘Approved for Payment’ or ‘Do Not
Pay’.
3.4.5. P2P Invoice Review On Query (NPO/NB)
o
o
This task will be received by a Nominated Buyer when they have place a previously
received ‘Invoice Review (NPO/NB)’ task on query. This essentially puts the task on
hold to allow the Nominated Buyer time to investigation the matter before making a
decision on whether the invoice should be paid or not.
Once a satisfactory conclusion has been reached, the ‘on query’ task should be
actioned as soon as possible by selecting either ‘Approved for Payment’ or ‘Do Not
Pay’.
3.4.6. P2P Invoice Review Again (PO/NB)
o
This task will be received by a Nominated Buyer when approval on a mismatched
invoice was originally rejected by the Nominated Buyer, but approval is being sought
for a second time.
o To action the task and remove it from their notifications, the Nominated Buyer is
required to review the notes within the ‘Workflow Log’ to assess any new
information and determine if it is now appropriate to pay the invoice or not.
o The Nominated Buyer has a choice of three actions:
 Selecting ‘Approve for Payment’ will forward the task to the Budgetary
Approver seeking approval, before the task is sent to Accounts Payable with
instruction to pay the invoice. Any additional costs on the supplier invoice
will be shown on the task as a new GL (General Ledger) line and coded as
account 9600 and the primary project within your cost centre. The
Nominated Buyer is unable to save the transaction while it contains this
information so they are required to review any additional charges and recode using the appropriate account, project and VAT code before payment
can be made.
 Selecting ‘Do Not Pay’ will return the task to Accounts Payable for further
action. When selecting this option the Nominated Buyer should add a note
within the ‘Workflow Log’ giving clear instruction to Accounts Payable of the
action required e.g. ‘New invoice requested from supplier. Delete current
invoice registration.’
 Selecting ‘Place On Query’ allows the Nominated Buyer to put the task on
hold while they carry out further investigation. When this option is selected
the ‘P2P Invoice Review (PO/NB)’ task will be replaced on the Nominated
Buyers task list as ‘P2P Invoice Review On Query’. Once a satisfactory
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conclusion has been reached, the on query task should be actioned as soon
as possible by selecting either ‘Approve for Payment’ or ‘Do Not Pay’.
3.4.7. P2P Invoice Review Again (NPO/NB)
o
This task will be received by a Nominated Buyer when approval on a invoice without
a valid purchase order was originally rejected by the Nominated Buyer, but approval
is being sought for a second time.
o To action the task and remove it from their notifications, the Nominated Buyer is
required to review the notes within the ‘Workflow Log’ to assess any new
information and determine if it is now appropriate to pay the invoice or not.
o The Nominated Buyer has a choice of three actions:
 Selecting ‘Approve for Payment’ will forward the task to the Budgetary
Approver seeking their approval, before the task is sent to Accounts Payable
with instruction to pay the invoice. Any differences between the purchase
order and the supplier invoice are identified as a new GL (General Ledger)
line and will be coded as account 9600 and the general project in your cost
centre. The Nominated Buyer is unable to save the transaction while it
contains this information so they are required to review any changes and recode the account, project and VAT treatment appropriately to facilitate
payment.
 Selecting ‘Do Not Pay’ will return the task to Accounts Payable for further
action. When selecting this option the Nominated Buyer should add a note
within the ‘Workflow Log’ giving clear instruction to Accounts Payable of the
action required e.g. ‘New invoice requested from supplier. Delete current
invoice registration.’
 Selecting ‘Place On Query’ allows the Nominated Buyer to put the task on
hold while they carry out further investigation. When this option is selected
the ‘P2P Invoice Review (NPO/NB)’ task will be replaced on the Nominated
Buyers task list as ‘P2P Invoice Review On Query (NPO/NB)’. Once a
satisfactory conclusion has been reached, the ‘on query’ task should be
actioned as soon as possible by selecting either ‘Approve for Payment’ or
‘Do Not Pay’.
3.4.8. P2P Missing GRN Review (PO/NB)
o This task will be received by a Nominated Buyer when a Missing GRN task has been
rejected by a Requisitioner.
o A Requisitioner receives a Missing GRN task when an invoice has been received and
scanned by Accounts Payable but a 3 way match of Purchase Order, Goods Received
Note and Supplier Invoice has not been achieved, due to the goods or services
recorded as received being less than that reflected on the invoice.
o To action the task and remove it from their notifications, the Nominated Buyer is
required to review the reason for rejection by the Requisitioner in the ‘Workflow
Log’ and determine if they want payment to proceed or not.
o Selecting ‘Return for Approval’ will return the task to the Requisitioner for further
action. When selecting this option the Nominated Buyer should add a note within
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the ‘Workflow Log’ giving clear instruction to the Requisitioner of the action
required.
o Selecting ‘Do Not Pay’ will return the task to Accounts Payable for further action.
When selecting this option the Nominated Buyer should add a note within the
‘Workflow Log’ giving clear instruction to Accounts Payable of the action required.
3.5. Tasks for Budgetary Approvers
3.5.1. P2P Req Approval (PO/BUD) Order No: 100000123 Project A1234ABC
o
o
o
o
This task will be received by a Budgetary Approver when a Requisitioner has
generated a requisition, which has been subsequently approved by a Nominated
Buyer.
To action the task and remove it from their notifications, the Budgetary Approver is
required to select ‘Approve’ or ‘Reject’.
Selecting ‘Approve’ indicates that, as the Budgetary Approver, they are happy for
the order to proceed. Once ‘Approve’ is selected a Purchase Order will be
generated.
Selecting ‘Reject’ will prompt the Budgetary Approver to insert a comment
explaining why the transaction is not being approved and the task will be diverted
back to the Requisitioner to amend as appropriate.
3.5.2. P2P Invoice Review (PO/BUD)
o This task will be received by a Budgetary Approver when an invoice has been
received and scanned by Account Payable but a 3 way match of Purchase Order,
Goods Received Note and Supplier Invoice has not been achieved.
o To action the task and remove it from their notifications, the Nominated Buyer is
required to review the….
3.5.3. P2P Invoice Review (NPO/BUD)
3.5.4. P2P Invoice On Query (PO/BUD)
3.5.5. P2P Invoice On Query (NPO/BUD)
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