Agenda • Invoice Entry for new Pilot Vendors as of 01/10/2013 • Status of Pilot Vendors • Receiving for a 3-Way Electronic Invoice • How to Research the Status of an Invoice in iSupplier • New 2-Way Approval Process • Re-Cap • Status of 2-Way Invoices • Online Training • FAQs • How You Can Help • Questions? • Additional Information Section about 2-Way Approval Process: • Approver Buttons and When to Use Them • FAQ Details
Invoice Entry for New Pilot Vendors • The Phase 2 Pilot Vendors were all invited to begin invoice-entry on 12/23: • Johns Hopkins • Roberts Oxygen • Deloitte • Intellipoint • ERPI • RemedyBiz • Jack Mahoney • We are working with some of the vendors who have submitted paper invoices since 12/23 to identify whether contracts still need to be modified, and to help them adjust their internal invoicing process. • Lessons learned collection on eVIP Pilot Phase 2 is being conducted in January and early February.
Receiving for a 3-Way Electronic Invoice • Potential impact for Receivers who used the MarkView image of a paper invoice to enter receiving: • The MarkView image is no longer available since the invoice was submitted electronically. • Invoice information can be researched in iSupplier including the invoice amount if needed for receiving. • Attachments: a vendor can attach a copy of their detailed invoice (that they used to submit by paper) when they create an electronic invoice. They can also attach any other documentation such as a monthly status report. • Please coordinate with your vendor to ask for any specific documentation that would help with entering receiving.
Research the Status of an Invoice in iSupplier - 1 • Training is available on the LMS to review how to use iSupplier’s research capabilities: NIH eVIP View-Only Web-Based Training (00051394) • Step 1: Login to the “NIH Internal iSupplier User” responsibility in NBS (Oracle). If you do not see this responsibility, please create a ticket with NBS as it may have become deactivated without use. • Step 2: Select “Invoices.”
Research the Status of an Invoice in iSupplier - 2 • Step 3: Enter the Invoice Number (or other search parameters if you do not know it ) and select “Go.” • Step 4: Select the “Action History Reason Codes” icon.
Research the Status of an Invoice in iSupplier - 3 • Step 5: The Action History table will show exactly where the invoice is in the process, and any cancellation or disallowance information that has been added during the approval process. • Note that this is the same information that appears in the notifications, and that is available to vendors who are participating in eVIP.
2-Way Approval Process Re-Cap • The new 2-way invoice approval process went live on 12/23. • Purpose: To streamline the internal 2-way invoice approval process for all paper and electronic invoices. • Benefits: • One Process in One System for paper and electronic invoices. • Shared real-time view of invoice status across NIH. • Improved transparency and accountability.
Status of 2-Way Invoices • Transition to new 2-way approval process has gone well. • After an initial spike in the number of 2-way invoices pending CO approval, numbers are now at or below averages in the old process (2008-2013, 590 invoices pending CO approval at any given time). Best Practices / Tips for 2-Way Approval Process: • Sort notifications by SUBJECT instead of Sent Date to take advantage of each subject beginning with the Prompt Pay due date. This will allow Reviewers and Approvers to prioritize the invoices that are the most urgent to process. • When Reviewing or Approving an invoice, please check the attachments section for any pertinent information. OFM is including questions and/or specific requests via attachment before they send it to the CPD.
2-Way Approval Process Online Training Course Purpose: Review of how invoices are approved and processed at NIH with a deep dive on 2-way invoices. Audience: all acquisitions and OFM staff who are affected by the new 2-way approval process. Access Course Duration: Role based – depending on user roles, 20 to 60 minutes. Cost: Free! CLPs: 1
2-Way Approval FAQs These are the most common questions coming from the community: • With regard to the LMS 2-Way Approval Process training, what should I do if: • I don’t get a Certificate of Completion when I take the course? • I can’t access the Interactive Simulations within the course? • What steps should I take if I need to partially suspend an invoice in addition to approving it with corrections for OFM to fix? • How can I research the status of an invoice after I have completed my Reviewer or Approver task? • What should I write in the comments field? • How do I get provisioned (or un-provisioned) as a Reviewer or Approver? • If an invoice is matched incorrectly, will it impact the amount available in Document Mapping? Detailed responses that can be shared with your staff are available in the Additional Information section (and #5 on following page).
How You Can Help Please provide any feedback/questions about eVIP pilot vendor invoice-entry OR the 2-way approval process to Jenny Macaulay and Sam Manapakam. Invoice Entry and eVIP Pilot Vendors: • Please ask your COs and Buyers who support the pilot vendors to include the electronic invoicing instructions in their awards, and to encourage their eVIP pilot vendor contacts to submit their invoices electronically. • Please distribute the job aid on slides 5-7 and encourage Receivers to take the NIH eVIP View-Only Web-Based Trainingon the LMS to learn about how to research invoices in iSupplier. 2-Way Approval Process: • Please share the FAQ responses in this presentation with 2-way community. • If your COAC needs any additional support or would like to schedule any follow-up training sessions, please coordinate with Jenny Macaulay.
Approver Buttons and When to Use Them • Approve (to be re-named Approve in Full) – select to authorize the invoice for FULL PAYMENT. Please DO NOT select this button if the invoice is not matched to the correct lines or if there are any other errors on the invoice.Only select Approve in Full after you have VALIDATED that it is matched and entered correctly. • Approve w/Correction (to be re-named Approve w/Correction by OFM)– select if the invoice is not matched or entered correctly. This will authorize the invoice for full payment AFTER THE INVOICE IS RE-MATCHED/FIXED by OFM. You must provide instructions in the comments field or through an attachment on how the invoice should be re-matched or fixed. • Suspend/Disallow (to be re-named Partially Suspend/Disallow) – select to authorize the invoice for PARTIAL PAYMENT / PARTIAL SUSPENSION. Attach Form-2522.The system will not allow you to select this button for full suspension. • Cancel (to be re-named Fully Suspend/Cancel) – select to FULLY SUSPEND / REJECT the invoice. Attach Form-2522.
FAQ: Technical Issues with LMS Training With regard to the LMS 2-Way Approval Process training, what should I do if: • I don’t get a Certificate of Completion when I take the course? • I can’t access the Interactive Simulations within the course? • If you experience any issues with the course, please try the Skillsoft Browser Capability Check on the LMS landing page. • This checks computer settings to make them compatible with courses on the LMS. • If it does not resolve the problem, please create a ticket with LMS.
FAQ: Partial Suspension AND Approve with Corrections What steps should I take if I need to partially suspend an invoice in addition to approving it with corrections for OFM to fix? If an invoice needs to be BOTH partially suspended and have matching or another error corrected by OFM, it is a best practice to use the Suspend/Disallow button – soon to be renamed “Partially suspend/disallow”. Please follow these steps: • Select the Edit Disallow section to enter the amount you want to partially suspend/disallow and select the reasons from the drop down menu. • Attach Form 2522 for the suspension through Edit/Add Attachments. • In the Comments field, indicate that the invoice needs to be both suspended and corrected. Here is some suggested language: “This invoice needs to be re-matched and suspended. Please see provided re-matching instructions and partial payment information in the Disallow section.” • Include any additional suspension explanation as necessary. • Specify the new matching instructions OR attach matching instructions via a word document and reference the attachment in the comments. • In the Notes to Vendor field, include any additional suspension explanation as necessary – this information as well as the reasons you selected in the drop down menu will appear on the Suspension notice that is automatically generated for the vendor. • Select the Suspend/Disallow button.
FAQ:Comments Field Best Practices What should I put in the Comments field? • To Approve a correctly matched invoice for full payment, please include this statement: • “This invoice is matched correctly and I approve it for full payment.” • To Suspend/Disallow an invoice that was matched correctly, please include this statement: • “This invoice is matched correctly and I approve it for partial payment per the information in the Disallow section.” • To Suspend/Disallow an invoice that was matched INcorrectly, please include this statement: • “This invoice needs to be re-matched and suspended. Please see re-matching instructions and partial payment information in the Disallow section.” • Note – if you provide your re-matching instructions via an attachment instead of in the comments field, please indicate so in your comment. • For complex comments, e.g. re-matching instructions or a complicated explanation of a suspension, detail your comments in a word document and add it as an attachment through the View/Edit Attachments function in the notification. • The comment field has a character limit of 250 characters, and you cannot save your comments and come back to them later. • Attaching complex comments will enable you to format your instructions, type without concern for the character limit, and to save your comments while you are working on them without the risk of losing them in an unsaved notification. • In the Commentfield, please include a high level summary of the nature of the comment, e.g. “I approve this invoice for full payment after it is re-matched to the correct lines. Detailed instructions are included in the attached document.” • If it is an eVIP invoice, please put these same notes in the Notes to Vendor comment field.
FAQ:Researching the Status of Invoices How can I research the status of an invoice after I have completed my Reviewer or Approver task? There are two options: • iSupplier: • The status of any invoice at any time using iSupplier. • There is also a training module on the LMS that gives a full overview of the research capabilities of iSupplier • Temporary SharePoint Report: • A report has been created to research the status of all 2-way invoices in the new 2-way approval process. • This excel-based report is posted on SharePoint and will be refreshed daily until further notice. • It can be filtered by IC and down to the CPD level.
FAQ:Role Mapping How do I get provisioned (or un-provisioned) as a Reviewer or Approver? On a temporary basis, the eVIP User Access form on the NBS portal should be used for requesting any role mapping changes for CPD Reviewers or Approvers. • This form has been updated to reflect all the new CPD Reviewer and Approver responsibilities. • Advocates and Buyer Contract HPOCs are Authorized Requestors and should submit the form via a help desk ticket to NBS. • In the coming weeks, it will either be renamed, or the Contract Invoice Approver form will be updated to replace the eVIP User Access form since these roles are no longer just for staff supporting eVIP vendors.
FAQ:Document Mapping If an invoice is matched incorrectly, will it impact the amount available in Document Mapping? • In Document Mapping, Billed Qty – Order Qty = Available Balance • The Billed Qty value INCLUDES matched unpaid and paid invoices: therefore, it is greater than the amount actually disbursed. • If an invoice is matched to a line and is waiting for approval, it could cause the Available Balance amount to appear lower than what is actually available. • If re-matching instructions are given to OFM, then the unpaid amount will go back to the incorrectly matched lineswhen they re-match it. • Potential solution discussed on slide 10. In the meantime, iSupplier contains detailed information about all line, invoices matched to those lines and their payment status.