Invoices

District A/P Tech for EMCC: Gaylene John, gaylene.john@domail.maricopa.edu, Ext. 18593

Suppliers should be given the approved Purchasse Order number when placing orders and request that the PO # be listed on the packing slip and invoice.  Verify that the supplier has the Ship-To as EMCC’s address and the Bill-To as the MCCD Accounts Payable address. If you receive an invoice at the EMCC address, please contact the Supplier and have them change the Bill-To address to the MCCD Accounts Payable address listed above. 

Invoice Procedures

1. Invoice sent to MCCD Accounts Payable (A/P) from Supplier
2. A/P Tech enters invoice into CFS and matches it against the PO indicated on the invoice.
   1. If the PO number is incorrect-it will be sent to Leda Johnson for research.
3. The Requester receives an email notification and an item is added to their worklist indicating the need for them to review the invoice for approval. 
   1. Each Requester is responsible for managing their worklist and ensuring that notifications are handled in an effective and timely manner.
4. Requisitioner verifies that there are funds available on the PO to cover the full amount of the invoice. If an increase to PO is needed, then the increase is completed prior to moving on to step 5.
5. If the Requester is ready to approve the invoice, they should select the ‘Approve' button.
6. A/P Tech releases hold on invoice already attached to PO or enters invoice to be paid
7. Check is cut to Supplier.

Things to Know.....

• Original Invoices sent to EMCC must be forwarded to Maritza Delgado
• District A/P will not accept faxed invoices, must be originals
• Refer to Requester Invoice Approval Guide for:
  • Reminder notification schedule
  • Process for approving Prior Year Commitment Invoices
  • How to communicate with A/P Tech regarding discrepancies on invoices
• District A/P cannot pay an invoice that has discrepancies:
  • Item price on invoice different than PO 
  • Item on invoice different than item on PO

Has my invoice been paid?

Responsibility: MCCCD Inquiry

1. Select Invoices
2. Enter Purchase Order number
3. Click Find
4. If message at bottom of screen says "Query caused no records to be retrieved," there are no invoices that have been applied to this Purchase Order 
5. All invoices entered under this Purchase Order will appear even if they have or have not been paid
6. To verify that a check has been cut, click Overview to find the check # and check date

OR

Responsibility: MCCCD Requisitioner

1. Select Purchase Order Summary
2. Enter Purchase Order number
3. Pull down the Inquire menu on the top tool bar. Select View Invoices

The Supplier sent me the ORIGINAL invoice. What do I do?

1. Call Supplier, give them MCCD Accounts Payable address for Bill-To
2. Make copy of original 
3. Give original invoice to Maritza Delgado. (The original invoice will be forwarded to A/P via blue bag)

It has been 4 working days since I sent my approval via workflow. What should I do now?

1. Verify that the invoice has been paid by doing 1 - 6 under question - Has my invoice been paid?
2. If the invoice has not been paid follow up with an email to Maritza Delgado and cc'd Gaylene John.

What do I do with the copy of the packing slip received from EMCC Receiving?

1. Receiving delivers a package with a copy of the packing slip
2. Sign Receiving original copy of packing slip to confirm delivery
3. Verify contents of the package against the packing slip
4. Verify the packing slip to the purchase order
5. If there is a discrepancy, send an email to Jim Kreipel cc Maritza Delgado explaining what the discrepancy is and to not on-line receive until further notice. Follow up with Supplier to correct discrepancy 
6. File packing slip for records
7. Verify that packing slip matches invoice received from District A/P
8. Approve invoice, if it is available, via workflow.

I have received or picked up a package directly from the Supplier. This was NOT delivered by EMCC Receiving

1. Verify contents of the package against the packing slip
2. Verify the packing slip to the purchase order
3. If there is a discrepancy, send an email to Jim Kreipel cc Maritza Delgado explaining what the discrepancy is and to not on-line receive until further notice. Follow up with Supplier to correct discrepancy - Note: package received directly original packing slip being sent to Jim Kreipel 
4. Send original packing slip to Jim Kreipel, EMCC Receiving 
5. File copy of packing slip for records
6. Verify that packing slip matches invoice received from District A/P
7. Approve invoice, if it is available, via workflow.