Overview

The Create Menu lets you choose from multiple dashboards, grouped under NEW INVOICE, NEW REQUEST, and OTHER.

New Invoice

• The PO Invoice Form is for submitting invoices for payment against Purchase Orders (POs). This form is associated with a VP1. Note that the Tracker forms do not automatically create these DEFINE documents. To complete payment, the Processor must create the corresponding DEFINE document using the information provided by the submitter in Tracker.

  • This form requires a single PO number. Invoices with multiple PO numbers will be rejected.

  • The Matched field relates to signatures and received items from/payments against a PO and is currently only visible to processors and supervisors. These definitions are connected to current practices by BFS customers and are under review.  

    • If an item is Matched, the submitter has signed the invoice.

    • Not Matched and Partially Matched relate to whether the invoice is connected to a packing slip and the materials of the PO are received.

    • If Signature is selected, the Processor should help the submitter obtain a signature through DocuSign or other processes.

    • When a PO is listed as Recharge in FAMIS, the division will be paid back the amount of that PO once it is complete in FAMIS. Invoices related to recharged POs should be marked by Processors as Recharged. 

• The Non-PO Invoice Form is for an invoice without a purchase order or contract. This form requires an account number to pay against. This form is associated with a VP2 DEFINE Document. Please note that the Tracker forms do not automatically create these DEFINE documents. To complete payment, the Processor must create the corresponding DEFINE document using the information provided by the submitter in Tracker.

  • A Payee Name is also required – an individual’s name can be entered if this is for a reimbursement. Note that reimbursements for OOEFs should use the Entertainment form. This form also includes DEFINE Codes fields for users to submit information to enter into DEFINE depending on departmental practices.

• The Cash Awards Invoice Form is used for processing cash awards. This form is associated with a SS1. Please note that the Tracker forms do not automatically create these DEFINE documents. To complete payment, the Processor must create the corresponding DEFINE document using the information provided by the submitter in Tracker.

• The Contract Invoice Form is used for invoices associated with a contract. A copy of the fully executed contract should be included as an abstract. This form is associated with a VP2. Please note that the Tracker forms do not automatically create these DEFINE documents. To complete payment, the Processor must create the corresponding DEFINE document using the information provided by the submitter in Tracker.
  
  

  • If an item is Matched, the submitter has signed the invoice or the invoice is fully ready for processing. If Signature is selected, the Processor is obtaining a signature through DocuSign or other processes.

• The Entertainment Invoice/Reimbursement Form is used for reimbursements or payments to vendors associated with a Official Occasion Expense Form (OOEF). This form is associated with a VPE.

  • For reimbursement to an employee, the individual’s name should be entered in the Payee Name field. The OOEF and receipts should be included as attachments for this form. This form also includes DEFINE Codes fields for users to submit information to enter into DEFINE depending on departmental practices.

• The ProCard Log for Payment Form is used for the reconciliation of ProCard and/or Virtual Card transactions associated with current VP7s. Please note that the Tracker forms do not automatically create these DEFINE documents. To complete payment, the Processor must create the corresponding DEFINE document using the information provided by the submitter in Tracker.

  • Transaction logs and receipts should be combined into one attachment with the submission. If the file size is too large, consult with your department Processors.

New Request

• The IDT Correction Form is used to correct payment issues, typically relating to the wrong amount or account being charged. A common use for this form is when Procard charges should be paid from a different account than the one connected to the card. The charges are charged to the Procard’s original account and then corrected with this form after the fact. This form is connected to a VT6. Please note that the Tracker forms do not automatically create these DEFINE documents. To complete payment, the Processor must create the corresponding DEFINE document using the information provided by the submitter in Tracker.

  • This form requires the original DEFINE Doc ID connected to the first incorrect payment.

• The Contract Encumbrance Form is currently only used by BFS. This form is used to encumber funds for a contract or additional funds on an existing contract. This form is related to a VE3. Please note that the Tracker forms do not automatically create these DEFINE documents. To complete payment, the Processor must create the corresponding DEFINE document using the information provided by the submitter in Tracker.

  • This form requires the original contract number and the Change Order/Amendment Number if additional funds are being encumbered.

• The Project Funding/Lapse Transfer Form is currently only used by BFS. This form is connected to a VTA. Please note that the Tracker forms do not automatically create these DEFINE documents. To complete payment, the Processor must create the corresponding DEFINE document using the information provided by the submitter in Tracker.

  • This form is for project funding changes and requires the project manager’s information.

• The Deposit Form is currently only used by BFS. The Deposit form requires an account number and indication of whether the deposit is cash or check. The delivery method must be indicated.

• The Business Contract Form is currently only used by BFS and was created due to limited access to contract information. This form may be phased out in the future.

Other

• The New Packing Slip Form is used to record packing slips included with received items. Each packing slip is then matched with the corresponding Purchase Request for that item.