Financial Services

Bulk invoice process

Further information

This page gives an overview of the process within PeopleSoft to audit/approve bulk invoices.

Bulk invoices are loaded to the system from data supplied to the vendors when orders were placed.It is important when placing orders that the correct chartfield (Business Unit, PG and account) are used as will be included by the vendor in the bulk invoice file sent to UWA for processing

The process to audit / approve the invoices takes two steps. Here is a guide to these steps and the options available.

Print the bulk invoice approval / audit report
Lists all invoices received for the period selected and is used as the source document for audit purposes.
Mark invoices as approved in the system
Provides a method whereby the audit/approval of bulk invoices can be monitored and reviewed by Financial Services and internal/external auditors.

This process will only apply to those Business Units that have elected to audit/approve their bulk invoices online.

Bulk invoice approval / audit report

The Bulk Invoice Approval / Audit Report lists details of all bulk invoices received for the period and parameters that the report is run for. The recommendation is that this report should be run at least once a month listing all invoices that have been processed via bulk invoice processing.

Once printed the report needs to be reviewed by the appropriate person to verify the validity of all payments listed. The summary pages at the end of the report need to be signed and the report filed locally such that it can be reviewed by auditors if required.

PeopleSoft Navigation

UWA Reports - Accounts Payable - Bulk Invoice Approval/Audit

Parameters

The parameters available when running the report are:

Effective Date
To pickup current information this should be set to the current date.
BU From / To
A range of Business Units that the report is required for; to get all Business Units that you have access to use 00000 and 99999.
School From/To
A range of Schools that the report is required for; to get all Schools that you have access to use 00000 and 99999.
Faculty From/To
A range of Faculties that the report is required for; to get all Faculties that you have access to use 00000 and 99999.
Fac Group From/To
A range of Faculty Groups that the report is required for; to get all Faculty groups that you have access to use 00000 and 99999.
Entity
This should be 00200.
From / To Date
The date range for when invoices were loaded; extracts all bulk invoices loaded to PeopleSoft between these dates.
Include Approved
Include approved invoices in the report.
EC Business Doc Id
The unique id associated with a bulk invoice load from a specific vendor. If known can be used to filter report for a specific bulk invoice.

Once the required parameters have been entered press the Run button to select the report you wish to run.

Formats

There are two formats of the report available.

PDF
this must be run at least once a month and reviewed/signed and filed locally
Excel spreadsheet
this provides the data on the bulk invoices in an excel format to allow further analysis of the payments if required.

This Excel file example shows the data on the bulk invoices that allows further analysis of the payments.

If required the report can be run as often as needed to provide details on bulk invoices that have been processed in the system.

It is the responsibility of each Business Unit to ensure that the report is run at least once a month and the following processes performed:

  • All payments are reviewed.
  • The summary page(s) of the report are signed.
  • The complete report is filed.

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Bulk invoice approval

This process provides the mechanism by which Business Units can monitor and approve invoices loaded via the bulk invoice process. It is important to note that once the invoices have been loaded to PeopleSoft they will be paid in accordance with our Preferred Supplier Agreement. It is then the responsibility of the Business Unit / School to review the charges through this process and either approve the charges or alternatively address any problems identified with the vendor directly.

Financial Services will assist by loading the supplier files and monitoring the authorisation by Business Units / Schools.

PeopleSoft Navigation – UWA Processes -> Audit/Review -> Bulk Invoice Approval System

The parameters available for searching are as follows:

Business Unit
Enter the specific Business Unit or leave blank for all Business Units.
Document Id
This is the unique id associated with a bulk invoice load from a specific vendor. If known, it can be used to filter the list for a specific bulk invoice.
Vendor Id
This is used to limit list to payments for a specific vendor; leave blank for all.
Loaded By
Limit a list to invoices loaded by a specific user, or leave blank for all.
Status
This is used to limit lists to those rows with/without a specific status, for example, to only view all rows that are not Approved use Status not=Approved (see example below).

From the returned list select the payment that you wish to work on to access the approval page (selected row 2 from above list)

If this page is selected for a payment that is already approved then all values will be protected and cannot be changed.

The values that can be entered on this page are:

Status

used to specify the status of the payment.

Valid values are:

  • Open: no action has been taken on the payment.
  • Approved: the payment is valid and has been reviewed.
  • InDispute: there is an issue with the payment which the Business Unit is addressing directly with the vendor.

The following values are only available if the Status is InDispute

Dispute Type
Select a value from those available on the drop down list, Credit Due, Incorrect Amount, Travel Delayed or Unauthorised.
Comments
Add any additional comments that you may want to enter.
Resolved
Once a payment InDispute has been resolved select Yes to set payment status to Approved.

Once a payment has been set to Approved or Resolved on saving the data the following message will be displayed informing you of your responsibility in managing payments:

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