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RIFANS OVERVIEW

RIFANS OVERVIEW. Working Efficiently In Accounts Payable. TIP : Select Slid Show; From Current Slide; Click “RIFANS OVERVIEW” This Brings you to Web Page. NOTIFICATIONS. From the Home Screen Click on Full List. Click on Item in the Subject Field for More Detail

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RIFANS OVERVIEW

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  1. RIFANS OVERVIEW Working Efficiently In Accounts Payable TIP: Select Slid Show; From Current Slide; Click “RIFANS OVERVIEW” This Brings you to Web Page

  2. NOTIFICATIONS • From the Home Screen Click on Full List. • Click on Item in the Subject Field for More Detail • Invoice Ready for Approval; Select Approve, Reject or Reassign • Important: If Rejecting an Invoice, Indicate Reason for Rejection in the Note Section.

  3. Select Invoice for Approval

  4. IMPORTANT NOTE: "DUE DATE" DO NOT USE THIS DATE TO APPROVE INVOICES THIS IS SYSTEM GENERATED BASED ON NOTIFICATIONS USE; NOT INVOICE DUE DATE

  5. INVOICE INQUIRY • Home Screen • RI Financial Inquiry • Invoice Inquiry • Enter Invoice Number • Click Find To View FROM THIS SCREEN: OTHER INVOICE VIEW OPTIONS: Invoice Overview: Tools, Invoice Overview (Paid date, check No., amount, PO #, Supplier Info) Invoice Workbench: Brings you back to Invoice View

  6. Click on RI Financial Inquiry: Additional Financial Inquiry Options appear

  7. Enter invoice number; click find TIP: You Can Narrow Search by Entering Dollar Amount or Date

  8. TABS Tabs Contain Additional Information

  9. InvoiceWorkBench

  10. VIEW DISTRIBUTION • View From The Lines Tab: • Purchase Order/ Release Number • Line Item • Dollar amount, Qty Invoiced, Unit Price etc. • All Distributions Tab: Click on This Tab, it Will Show Whole Account String, Description, Dollar Amount

  11. All Distributions Shows all Accounts on Purchase Order

  12. ACCOUNT BREAK DOWN • Account String/Distribution 14.10.071.1675107.02.631200.00000 Yr.Fund.Agency.lineseq.fundsource.natural .Projcode

  13. VIEW HIERARCHY APPROVAL • Query Invoice • From the Reports Tab • View Invoice Approval History List

  14. List of Approvers This View Shows: Invoice Approved, Approved Date, Name of Approver, Name of Next Approver (s)

  15. VIEW ATTACHMENT/BACKUP • From the View Invoice Screen • Attachment (Yellow Note with Paperclip on Header) • Open Document • Open-View Varies From Computer to Computer • View Invoice • Click through Pages • Print Backup if Desired

  16. Paper Clip

  17. Select invoice, Open Document

  18. Select Open or Save Example of One AttachmentOnce Document is Opened, You Can View an or Print

  19. View with Multiple Attachments

  20. VIEW HOLDS ON INVOICE PAYMENTS • View Invoice • Hold Tab • Action is Required on All Holds • Types of Holds • Qty Rec’d • RI SFA-12 Missing • Insufficient Funds NOTE: In order for SFA-12 Hold to be lifted The Agency must submit completed SFA-12 form in Excel and email to Accounts & Control • Hold Reason/Description • Qty Rec’d • Quantity Billed Exceeds Quantity Received • SFA-12 Missing • Hold Invoice until SFA-12 is Attached by Accounts & Control • Insufficient Funds • Failed for Cash and or Budget

  21. Insufficient Funds

  22. SFA-12 Hold

  23. Quantity Rec’s Hold

  24. Screen Shot View of What an SFA-12 Looks Like TIP: You do not have an Electronic (Excel) version of the SFA-12? The SFA-12 Form is Available on the Office Of Accounts and Control Website: http://controller.admin.ri.gov/Capital%20Assets/index.php

  25. VIEW INVOICE PAYMENTS • Home Screen • RI Financial Inquiry • Payment Inquiry • Check Number • Find

  26. Click on RI Financial Inquiry: Payments Inquiry Additional Financial Inquiry Options appear

  27. Enter Check # TIP: You Can Narrow Search by entering check number and dollar amount: DO NOTfill all the fields as it will limit the findings NOTE: Multiple Payments can be found with one search as long as the check numbers are in sequence

  28. Multi check # search Scroll Bar Invoice # Slide Scroll Bar to the Right for Additional Information Highlight Invoice & Click Invoice Overview to See Invoice Detail/Attachments

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