Requestor
Invoice Approval
October 8, 2008
CFS – Evolving to Meet Maricopa’s Needs
Change can be Hard for all of Us
Overview
•Currently Maricopa Processes approximately
100,000 invoices per year
•The new process will allow for online viewing of
invoices
•The new process will allow for online approval of
invoices for payment
Process Steps
•Invoice received at District Office
•Invoice entered in CFS and Image Created
•Invoice Electronically Routed for Approval
•Approvals applied as appropriate
•Payment Made to Supplier
How it Works
•Approver is Identified on Requisition
•Notification That Invoice is Ready for Review
•Invoice is Approved as Appropriate
•Payment Made to Supplier
Identifying Invoice Approver
The Invoice Approver is Identified as the Requester on
the Requisition
Notification Requesting Approval
A Notification is received in the Worklist and via email
Review Invoice
Requestor Reviews Invoice for Approval
View Invoice Image
To View the Invoice Image, select the image link by
Attachments:
View Invoice Image
The Image Will be Displayed
Approve the Invoice
If the Invoice is Correct, Approve it Online
Approval Scenarios
There are 6 scenarios for reviewing and approving invoices
for payment
•Invoices Matched to a Purchase Order
•Invoices not referencing a Purchase Order
•Invoices that exceed the open Purchase Order Amount
•Invoice that you are Disputing
•Invoices Issued in Error
•Invoice for a Prior Year Commitment
Invoices Matched to a Purchase
Order
•Review the Invoice for Accuracy
•Apply your approval using the Approve Button
Invoices not referencing a Purchase
Order
•Receive a Request for Information from your Fiscal
Office
•Provide the requested information in the Response box,
and select the Submit Button
Invoices that exceed the open
Purchase Order Amount
•What is an Overbill?
•You will be unable to approve invoice until the Overbill
situation is resolved
•Receive email letting you know a PO has been created
•Apply your approval using the Approve Button
Invoice that you are Disputing
•Use the Request Information button to ask the AP
Tech to apply the Dispute Hold. The following information
should be entered into the Information Requested
box.
•Provide Reason for Dispute
•Vendor Contact Name / Phone Number
•Work with Vendor to resolve Dispute
•Use the Request Information button to ask the AP
Tech to remove the Dispute Hold
•Apply your approval using the Approve Button
Invoice Issued in Error
•Verify that this invoice has really been issued in Error
•Invoice doesn’t belong to Your Campus or Maricopa
•Payment has already been made, and this is a duplicate
invoice
•The invoice was pre-paid or paid on procard
•Enter the reason you are rejecting this invoice in the
Approver Comments box
•Select the Reject Button
Invoice for a Prior Year
Commitment
•Review the Invoice for Accuracy
•Enter the reason the invoice was not paid in the
appropriate Fiscal Year in the Approver Comments box
•Apply your approval using the Approve Button
•The invoice will automatically be routed for the additional
levels of approval
Things to Remember
•Only use the Reassign button when directed to do so by
your Fiscal Office or your District AP Tech
•If the Requester on your Requisition is no longer
responsible for approving the invoices, work with your
Fiscal Office to update the Requester Name
•The campus is responsible for providing the correct
Purchase Order number to the vendor/supplier when the
order is placed
Getting Assistance
You may have questions on how to process a particular
invoice. If you have questions, you should:
•Refer to the Invoice Approval Guide
•Contact your Fiscal Office for help
Questions?