Process manual

Process manual

Receive and Capture Invoice /

Credit Note / Supporting
Documents

Created by: pt1

Created on: 20-11-2018

Database: Cluster ISRD Sydney Water Development

20171019

Version: [Please enter the version number.]

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 Process manual

1. Receive and Capture Invoice / Credit Note / Supporting Documents...........................................................3

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 Process manual

1. Receive and Capture Invoice / Credit Note / Supporting Documents

Overview

Person responsible NSW Gov STDs team

Description/Definition This process covers the steps required upon receiving invoices/ credit notes/
supporting documents. This includes: - Handling and routing the physical/
electronic receipt of the document - Scanning, storing, error handling of the
invoices/ credit notes/ supporting documents in an image repository system
(where applicable) Invoices are received at Department after a purchase
order is created in SAP and goods and/or services have been delivered and
accepted. This process deals with handling of receipt of Invoices/ Credit
Memos and any other document or correspondence from Vendors. - Invoices
could be received electronically as a flat-file with Invoice data and images of
Invoices. Such invoices will go straight into “validate invoice data” (refer to
STD.FI.AP.030) - Invoices could be received as printed copy by mail. Hard
copies of Invoices could be scanned to enable a more efficient and automated
processing of Vendor Invoices. - Vendor might send the Invoice to the
requestor as an email attachment. - Departments generate Recipient Created
Tax Invoice (RCTI) on behalf of the Vendor, in some instances. Non-Invoice
documents are also received from Vendors. These documents might be
Statement of Accounts, request to update Master Data in Department ERP
system.
Since/on Dec 12, 2013
Start event(s) Invoice for Internal Payment Received;
Invoice Received from Vendor for Service;
Invoice to be Received from Vendor;
Vendor Invoice Received
End event(s) ERS Invoice Generated;
Image from Email Forwarded to Image Repository;
Invoice/credit Note/documents Prepared;
Vendor Master Data Changes Requested
IT systems SAP ECC
Input Form for RCTI Vendor Invoice
Process interfaces incoming Identify and Document Goods Discrepancies;
Manage Work with 3rd Party;
Receive Service
outgoing Create and Approve Payment for Vendor Invoices;
Manage Vendor Master ;
Scan Vendor Documents
Superior processes Accounts Payable

Model graphic

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Details
Detailed information is available via the hyperlinks.
Activity Organization Input Output IT
Determine Mode Invoice Receipt
and Type of Administrator
Vendor Invoice / [R]
Credit Memo /
Supporting
Document
Determine Type of Invoice Receipt
Non-invoice Administrator
Document [R]
Received
Forward Image to Invoice Receipt
Image Repository Administrator
[R]
Generate RCTI Invoice Processor Form for RCTI SAP ECC
Vendor Invoice [R] Vendor Invoice
Perform PO Invoice Processor FNAP004 SAP ECC
Settlement to [R]
Generate Invoice

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Activity Organization Input Output IT

Prepare Invoice / Invoice Receipt
Credit Note / Administrator
Documents [R]
Sort Invoice / Invoice Receipt
Credit Note / Administrator
Documents [R]

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Appendix
Activities
Name
Determine Mode and Type of
Vendor Invoice / Credit Memo
/ Supporting Document
Determine Type of Non-
invoice Document Received
Forward Image to Image
Repository
Generate RCTI Vendor
Invoice
Perform PO Settlement to
Generate Invoice
Prepare Invoice / Credit Note
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Process manual
Description Links
A physical invoice / credit
memo is received at
Department from external
vendors by post. Some
vendors might email the
image of the Invoice.
Invoices that are not relating
to purchase orders may be
sent by suppliers to the
business initially and then
forwarded to Shared Services
for processing. On certain
Purchase Orders, the vendor
might not send an invoice for
payment. On such Purchase
Orders, Department will
produce a Recipient Created
Tax Invoice (RCTI). The
document received from
Vendor might be a Statement
of Account or a request to
update details on Vendor
Master in the Department
SAP system
A non-Invoice document
could be a Statement of
Account, correspondence that
could result in change to
Vendor Master. Any other
non-Invoice document
received from Vendor should
be handled by this process
stream
Image file received as email
attachment is forwarded to
the Vendor Invoice
Management system for
processing
Once a PO settlement is run,
an invoice is effectively
generated automatically on
behalf of the Vendor for the
value of the goods or services
confirmed as received
(approved receipts).
For certain POs, the vendor will not
send a tax invoice to the department.
The Department should generate the
Recipient Created Tax Invoice (RCTI)
after the PO Settlement job is run.
Once Invoices/ Credit Notes
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Name Description Links

/ Documents are sorted, they are kept
ready for scanning into the
Scanning System
Sort Invoice / Credit Note / Invoices are sorted by PO,
Documents Non-PO or by other criteria
prior to scanning payment
requests with special handling
are flagged and sorted
separately for manual
processing after scanning is
completed. Invoices received
by departments or the
business units are forwarded
to the Shared Services
Invoice Processing PO Box.
Incorrect addressed mail is
returned to the post office.

Organizations
Name Description Links
Invoice Receipt Administrator * Responsible to record
receipt of Vendor Invoices/
Credit Notes and other
Vendor Documents and
making the available for
scanning into Vendor Invoice
Management * Responsible to
successfully scan and record
the Vendor documents in the
system * Responsible to
successfully interface/ load
Vendor Invoice data file into
the system
Invoice Processor * Responsible to execute PO
settlement and generate Recipient
created Tax Invoice (RCTI)
* Responsible to release blocked
vendor Invoices and Credit Notes
* Responsible to communicate with
relevant stakeholders and take
corrective action if Invoice match fails.
* Responsible to clear vendor
downpayments against vendor
invoices

Data
Name Description Links
Form for RCTI Vendor Invoice Ability to generate an RCTI invoice via
smartforms. The system can be
configured to immediately print a form
once transaction MRRL has been
called.

SAP comes pre-configured to

generate RCTI invoices via SAP Script
with Form MR_PRINT. This can be

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Name Description Links

changed in config. via transaction
NACE (Output type MR) to enable a
smartform to be selected.
FNAP004 Utilise recipient created tax
invoice (RCTI) with a two-way
match between purchase
order and receipt information
(invoice less process).

IT
Name Description Links
SAP ECC SAP ERP Central Component
(ECC) is an enterprise
resource planning software
which consists of several
modules that provide the
organisations with great
control over their key
business processes.

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