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This procedure outlines the Accounts Payable Service Contract Invoice procedure

FASS Agent Step-by-step guide

  1. Contractor sends invoice to the FASS Accounts Payable Specialist
    1. Invoices are either emailed or physically mailed (print emailed invoices)

Open the AiM Service Contract FOAPAL Report

  1. Log on to AiM
    1. From the home page – select Accounts Payable
  2. Under Report listing, click the ‘SC FOAPAL’ link
  3. The SC FOAPAL report Lists open Service Contracts by contractor.
    1. From the invoice, locate the contractor and work order/phase.
    2. Match the workorder/vendor from the invoice with the correct contract vendor/workorder from the ‘SC FOAPAL’ report.
    3. From the 'SC FOAPAL' report, write the FOAPAL and account code on the invoice

      IF NO WORKORDER IS ON THE INVOICE AND THERE ARE MULTIPLE CONTRACT/WORKORDER CHOICES FOR THE CONTRACTOR, NOTE THIS FOR ROUTING INFORMATION LATER.

Service Contract Invoice

  1. Return to the AiM homepage
  2. Select Accounts Payable
  3. Select Service Contract Invoice
  4. Select New
  5. From the new Service Contract Invoice screen:
    1. Enter the Vendor name and the vendor invoice number in the description box.
    2. Select the query icon in the Contractor box and select the contractor
  6. If there is more than one contract associated with the contractor – select the contract associated with the invoice. If unknown, select ‘Missing Contract’
    1. Enter the Contractor invoice number into the invoice number box
    2. Enter the invoice date into the Invoice date box

      IF AT THIS POINT YOU DO NOT HAVE A WORKORDER NUMBER OR CONTRACT NUMBER, SKIP TO INFORMATION REQUEST ROUTING
  7. Select Add (directly above the line items box) to add a line item to the Invoice.
    1. Enter a brief description of the services provided in the description box
    2. Select the query icon in the work order box and select the correct work order and phase
    3. In the invoiced and accepted amount boxes, enter the invoice amount.  This will typically be the same number.
    4. Select the query icon in the External Reference Code box and select either the p-card to pay the invoice on or “Check” for a banner payment.
  8. Select Done.
  9. Repeat for all workorders applied to the invoice.

  10. Select the query icon the status box and select ‘Pending Approval’

  11. Under the View menu, Select User Defined Fields:
    1. Select the query icon in the Approver box and select the supervisor for approval routing.
    2. INFORMATION REQUEST ROUTING: If additional information is needed (no workorder number, no contract number, etc.), select the query icon in the ‘Additional Information Request’ box and select the unit to route the information request to. Leave this field blank if no information is needed.
  12. Select Done.
  13. Save the Service Contract Invoice
  14. Scan the invoice and attach it to the Service Contract Invoice under related documents
    1. File the paper invoice

      ONCE THE INVOICE HAS BEEN CHANGED TO APPROVAL STATUS BY THE DESIGNATED APPROVER:

AiM

  1. Select the Ready to Pay query from the AiM work desk
  2. Click Invoice number hyperlink to open the Service Contract invoice to pay.
  3. Review the payment method designated in the External Reference Box on the line items.

Payment - Banner

Payment - Pcard

Service Contract Paid - Update AIM



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