No – once the invoice has been entered with the incorrect vendor number it will need to be voided by the Auditor’s AP team and rekeyed to the correct vendor.

No – The keyer can upload the correct document even if the invoice has reached the Auditor’s AP team in workflow.

• Upload the correct document to the invoice.
• On the incorrect document select the Stamp button at the top of content manager.
• Change the message to DELETE and font color to red.
  • Save the Edit Text box.
  • Save the document in TCM.
• The Auditor’s office will remove the wrong upload and use the correct one for auditing purposes.

The invoice will not go through Workflow Approval and will need to be Voided and rekeyed. Contact Andrew Towns or Michelle Milby to void.

• Payee / Vendor #
• Address (Remit)
• Invoice amount  
• Invoice #-if using an invoice number other than what is on the invoice the number needs to be added to the document
• Purchase order
• Approval (goods received and or service completed)

• Yes – The department code needs to be 3XXSP. 
• The include documentation box on the invoice entry screen needs to be checked.
• If the check is to be Held use the same Department code number 3XXSP. 
  • Stamp or write HOLD in red on the uploaded document.
     
• XX to be replaced with agency number.

Yes – please put the required invoice information on the first page of the document, if the approval is an email make that the 2^nd page.
 
 

Yes – It is required at the W-9 set up, the vendor will be set up but put at a stopped status until the PEDACKN form is received in AP.
 

• When keying the invoices related to a P-Card the department code needs to be 3XXPC, this will prevent the invoices from going through the Workflow Approval process.  (XX to be replaced with agency number)
• All P-Card invoices are processed via paper, the Invoice Proof list will need to be printed and all documentation and approvals should be attached then sent to the Auditors AP Department.
• Once the batch is audited and approved by AP all the documentation will be uploaded and attached to the invoices in ERP by the AP Department.
   

When an invoice is voided a record of the invoice is kept in ERP but is removed from the workflow process. If the invoice is rekeyed add something to the end of the invoice number such as an A. (invoice # 12345 becomes 12345A)

There usually is an issue with the saved PDF, to fix you will need to resave the PDF and then upload again. If you already saved the document that is not showing the stamp, please write DELETE in red to that document.