Accounts Payable Service Contract Invoice (AiM)

Owned by Sara Yilmaz
Last updated: Apr 15, 2022Version comment

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
  4. 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
  7. IF AT THIS POINT YOU DO NOT HAVE A WORKORDER NUMBER OR CONTRACT NUMBER, SKIP TO INFORMATION REQUEST ROUTING
  8. 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.
  9. Select Done.
  10. Repeat for all workorders applied to the invoice.

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

  12. 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.
  13. Select Done.
  14. Save the Service Contract Invoice
  15. 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.

IF MAKING A PAYMENT THROUGH BANNER

Payment - Banner

  1. Log in to Banner on a separate tab
  2. Select the FAAINVE tab located on top ribbon menu
  3. Banner will generate a document (IDoc) number
  4. Copy IDoc number to enter in to AiM
  5. in the AiM Service Contract Invoice:
    1. Under the View menu select User Defined Fields
    2. Enter the IDoc number in the Banner Doc Num field
    3. Select Done → Save
  6. Return to the Banner page
  7. Enter the following information from the SC Invoice page into Banner
    1. vendor number
    2. Date of invoice
    3. Address
    4. Payment Due Date
    5. Contractor invoice number
  8. Select the icon next to the transaction date to generate today’s date
  9. On top ribbon menu – Select Options
    1. Select document text
  10. In the document text page enter the SC number, dollar amount, work order number, budget authority
  11. Enter items paying for
  12. Accounts Payable Specialist name and phone number
  13. Select Save
  14. Click X to exit and go back to front page of Banner
  15. Select Next
  16. This will load the Commodities Info Page
  17. Enter the commodity code
    1. The commodities code list is available through the BAO office

  18. Enter dollar amount in approved box

  19. Select Next
  20. This will open the Invoice Accounting Distribution Page
    image2019-4-12_10-20-20.png
  21. Enter the following information from the SC FOAPAL report:
    1. Index, Account Code, and dollar amount
  22. Select Next
  23. This will load the Balancing completion page
  24. Ensure amounts are correct
  25. Select Complete
  26. Close Banner

Payment - Pcard

  1. Contact contractor and pay amount via designated Pcard on the Service Contract Invoice.
  2. ***HOW TO GET CONCUR REPORT NUMBER***

Service Contract Paid - Update AIM

  1. Return to AiM Service Contract Invoice
  2. Select edit
  3. Under the View menu select User Defined Fields
  4. Enter Concur Report Number number in the Banner Doc Num field
  5. Select Done
  6. Save

AFTER CONTRACTOR PAYMENT:

  1. On the AiM Service Contract:
  2. Select Edit
  3. Select the query icon in the status box
  4. Select ‘Paid’
  5. Select Save