Vendor Invoice Routing - How-To

Training Materials for Vendor Invoice Module in BST10

A guide for Office Administrators, Project Managers and Coordinators for Vendor Invoicing

Introduction

The purpose of the Vendor Invoice module is to provide a streamlined workflow for processing and approving vendor invoices.

Vendor Invoicing will provide automatic routing of invoices to the Project Manager and Project Coordinator for review.

Unrouted invoices may be manually routed for review.

Getting Started

Vendor Invoices that are awaiting your review will be listed in your To-Do pane in BST10. These can be opened by double-clicking on the appropriate vendor invoice.

Reviewing Vendor Invoices

When first opening a Vendor Invoice, there are four primary sections of the invoice, including the invoice attachment preview, the invoice header information, invoice reviewers, and the invoice line items.

Within the Attachment, General, and Line Items pane, you may review and/or edit the Vendor Invoice.

Within the Reviewers pane, you may Approve or Dispute the Vendor Invoice.

When an invoice is Approved, it is routed back to AP for Voucher creation.

When an invoice is disputed, it is effectively voided. A new invoice will need to be requested of the vendor and reprocessed.

Reviewing Vendor Invoices (cont.)

Once an invoice has been verified to be accurate, it may be Approved. This may be done by selecting the Approve Decision in the Reviewers pane under your name.

Multiple reviewers may be listed in the Reviewers pane, however only a single Approval is required to move the invoice to the next step of the workflow.

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Submitting Vendor Invoices

Once the invoice’s Decision field has been set to Approve or Dispute, it may be Submitted.

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When a Vendor Invoice is Approved, it will be routed to the AP Team for final review. The AP Team is responsible for creating a Voucher out of the Vendor Invoice. The state of the Vendor Invoice will be Pending Voucher.

When a Vendor Invoice is Disputed, it is effectively voided. The record will remain in BST but may not be used further. A new invoice will need to be issued by the vendor and reprocessed. The state of the Vendor Invoice will be Disputed.

Rerouting Vendor Invoices

Vendor Invoices may be routed to an additional Reviewer if the need arises. A scenario where this might happen is when a vendor invoice is assigned to an Office Administrator, who may then need to route the invoice to a Project Manager.

To add additional Reviewer, click the + button, then enter the employee’s name in the new Reviewer line item, and finally Submit the document.

Once an additional Reviewer is added, the invoice will also appear in their To-Do pane.

Reviewers may also be removed by selecting their row, then clicking the x button.

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Mailed/Emailed Invoices – APInvoicing@parametrix.com

If an invoice is physically mailed to an Office Administrator, Project Manager, or Project Coordinator, it should be scanned and emailed to APInvoicing@parametrix.com.

Similarly, if an invoice is emailed to any of the above parties, it should also be forwarded to APInvoicing@parametrix.com.

When an invoice reaches this email inbox, it will automatically be sent to the workflow for processing, and will be ready for review within BST10 in a few days.

Vendor Invoice Inquiry

An Inquiry is also available for pulling filtered result sets of Vendor Invoices.

Vendor Invoice Inquiry – How To

The Vendor Invoice Inquiry can be utilized to pull back filtered result sets of Vendor Invoices.

After setting up the Restrictions, the Inquiry may be run to return the filtered results.

The results of the Inquiry can be grouped to help organize the data. Grouping is done by Vendor by default. This grouping can be removed or altered to adjust how the data is rolled up by dragging existing groups out or dragging column headers into the Group By area above the result set.

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Vendor Invoice Inquiry – How To (cont.)

Vendor Invoices may be opened from the Inquiry by right-clicking on the invoice and selecting Related Items > Open Vendor Invoice.

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Vendor Invoice Inquiry – How To (cont.)

Within the Inquiry’s result set, the State can be filtered so that only Vendor Invoices that are Pending Review are shown.

Vendor Invoice Inquiry – Split Pane

The Inquiry also has a Split Pane view, which will provide a preview of the Vendor Invoice document when it is selected in the Inquiry.

Split Pane can be enabled by clicking the parallel vertical columns icon in the top-right corner of the Inquiry pane, then selecting Split Pane > Vendor Invoice.

Vendor Invoice Inquiry – Split Pane

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