Document Title:
Document Number:
AVI-PRO-304
Approved By:
Assistant Director of Administration
Description of Last
Change:
Initial Release
Revision
Number:
Effective Date:
1
02/14/2013
Invoice Creation for National Explosive Detection Canine Team Reimbursement
7.2 in ISO 9001:2008
PURPOSE: This work instruction establishes uniform guidelines for invoicing National Explosive
Detection Canine Team Reimbursement within the Aviation Departments Accounts Receivable
section.
SCOPE: This process shall apply to all processes by Aviation Accounts Receivable staff to
invoice for the National Explosive Detection Canine Team Reimbursement.
RESPONSIBILITY & AUTHORITY: All Managers and Supervisors are responsible for ensuring
that employees follow this work instruction.
SAFETY: Follow all applicable City of Dallas safety guidelines associated with this work
instruction.
ENVIRONMENT: Follow all applicable City of Dallas Environmental procedures associated with
this work instruction.
PROCEDURES:
1. After receiving report from the Dallas Police Department, open
L:\Revenue\AlexWork\Invoices\Security Checkpoint\Balance Canine HSTS0208HCAN417.xls. Log the total amount requested data from the DPD letter into the
worksheet tab YTD HSTS0208HCAN417. Follow previous entries as examples. Save file.
2. Create the new Excel invoice by accessing the most current months report within the folder
and save as the next calendar month. Folder is located at
L:\Revenue\AlexWork\Invoices\Security Checkpoint\Canine Program\FY 2011-12
2.1. Change invoice date to current date
2.2. Under BILLING PURPOSE Change to Period of Performance (i.e., October 1 – 31,
2011)
2.3. Under DESCRIPTION using the DPD Monthly Reimbursement Request report log in the
data from the report in to the appropriate columns on the invoice.
2.4. Go to secondary tab in the worksheet (SF 270) and fill out Standard Form 270. Refer to
instructions located page 2 of the SF270 and the
L:\Revenue\AlexWork\Invoices\Security Checkpoint\Balance Canine HSTS0208HCAN417.xls file
2.5. Save
3. Log onto SAP and go to the CIC0 screen.
4. Retrieve customer account: Contract account is 507000109
1 of 4
Document Title:
Document Number:
AVI-PRO-304
Approved By:
Assistant Director of Administration
Description of Last
Change:
Initial Release
Revision
Number:
Effective Date:
1
02/14/2013
Invoice Creation for National Explosive Detection Canine Team Reimbursement
7.2 in ISO 9001:2008
5. Create SAP invoice by Clicking
5.1. Select Sales Order Create (ZSAL).
5.2. Order Type is ZOR and Division is 07. Sales Office and Sales Group are left blank.
Then hit enter.
5.3. Only fill in the following fields. All others are blank.
5.3.1. Material = AVI-100-399
5.3.2. Order Quantity = 1
5.3.3. Plnt = 1040
5.3.4. Net Price = Total Amount requested from the letter.
5.3.5. Hit enter.
5.4. Change Description from EXPLOSIVE DETECTION CANINE TEAM to NEDCTP and
include the Performance Period start and end date. (i.e., NEDCTP 10/01 – 10/31/11)
2 of 4
Document Title:
Document Number:
AVI-PRO-304
Approved By:
Assistant Director of Administration
Description of Last
Change:
Initial Release
Revision
Number:
Effective Date:
1
02/14/2013
Invoice Creation for National Explosive Detection Canine Team Reimbursement
7.2 in ISO 9001:2008
5.5. In the PO Date field enter the Performance Period start date (i.e., 10/01/2011) and in
the Payment terms field change to 0060. Hit enter.
5.6. Click save
5.7. Select Inv Only from the pop-up menu to create the invoice.
5.8. Document invoice number listed at the bottom left corner of the screen.
6. When Contact creation appears click to Exit without Saving.
7. Go to each tab of the spreadsheet and input the invoice number data into the required field.
3 of 4
Document Title:
Document Number:
AVI-PRO-304
Approved By:
Assistant Director of Administration
Description of Last
Change:
Initial Release
Revision
Number:
Effective Date:
1
02/14/2013
Invoice Creation for National Explosive Detection Canine Team Reimbursement
7.2 in ISO 9001:2008
REFERENCES:
Grant Agreement # HSTS0208HCAN417 regarding the National Explosives Detection Canine
Team Program.
RECORDS:
SAP Invoice
Excel invoice
Standard Form 270
TSA Form 10XX
Dallas Police Department Report
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