Invoicing Instructions and BFS Invoice Tracker

Introduction

Business and Financial Services is the department that processes invoice processing and payment for specific charges to vendors for services to the Purchasing Office. Invoices need to be authorized by the account holder for payment, with some instructions added to the accountant to help them process the payment.

Invoice Processing

An invoice will arrive via the Purchasing mailbox – purchasing@austin.utexas.edu, or through other mediums. The receiving process is not well defined however regular invoices that are received periodically should be sent to the Purchasing mailbox.

Tip: Ask vendors to send invoices to the general purchasing inbox to ensure that the request is processed.

Request information on the account number that will be used to make the payment. Include the date that the services or products were received by the department.

Initial Review and DocuSign

The reviewer will ensure that the invoice or payment request has correct amounts and that there are no errors in date. Reviewer should make note of when the services were received and either write in wet ink or add electronically in DocuSign. Prepare the envelope in DocuSign.

Have the following information ready to add into the DocuSign envelope:

Name of person who can authorize payment (account holder)

Account number to charge (10-digit, XX-XXXX-XXXX)

Optional: Contract number

Add the authorized signer in DocuSign and a generic message with information pertaining to the request. Add the following fields in DocuSign invoice:

Signature
Title
Date Signed
Text box – “Services Received:” + date
Text box – “Please pay from (account number)”
Optional: Text box – Contract number

BFS Invoice Tracker

Once the invoice has been reviewed and signed in DocuSign, download the combined PDF and prepare to submit via BFS Invoice Tracker.

Refer to the BFS Invoicing Procedures below standard operating procedure to submit the invoice.

BFS Accountants will reach you by email if there are any follow up questions or if more information is needed on payments.

BFS Invoicing Procedures

PO – Purchase Order

1. Click on “Create” on the Menu Bar on the top right side.

2. Select “New Invoice”.

3. Select the payment type from the drop down menu.

4. Department contact and Department is auto filled based on the login ID of the submitter.

5. Input the following items:

a. PO Number

b. Vendor Invoice Number

i. If multiple invoices, separate by a comma. For example, INV12345, INV678910.

c. Vendor Name

i. *If associated with a 36 account please include in Vendor Name. For example, P36-Ferguson.*

d. Amount

i. Total payment amount, if submitting multiple invoices at one time.

e. Priority - will default to “Normal”.

i. Priority – items needing processing and final approval within 7 business days.

ii. Rush – items needing processing and final approval same day. *Notes will be required.*

f. Notes – Any information that you would like to provide to BFS for processing. For example, departmental coding, DTN#, DEFINE codes field, etc.

g. Attachment – Click on the “Choose an Image or PDF”

i. Attach approved invoice along with any supporting documentation.

6. Verify information inputted correctly.

7. Click on “Submit Invoice”

Non-PO and Contract – The instructions are the same for these payment types.

1. Click on “Create” on the Menu Bar on the top right side.

2. Select “New Invoice”.

3. Select the payment type from the drop down menu.

4. Department contact and Department is auto filled based on the login ID of the submitter.

5. Input the following items:

a. Vendor Invoice Number

i. If multiple invoices, separate by a comma. For example, INV12345, INV678910.

ii. If reimbursement to an employee, name of vendor and date of charge. For example, TXDL_110117.

b. Vendor Name

i. *If associated with a 36 account please include in Vendor Name. For example, P36-Ferguson.*

c. Amount

i. Total payment amount, if submitting multiple invoices at one time.

d. Account

i. If multiple accounts to be used, indicate 1 account in field and other accounts in the Notes section.

e. Contract – not required for Non-PO

f. Priority - will default to “Normal”.

i. Priority – items needing processing and final approval within 7 business days.

ii. Rush – items needing processing and final approval same day. *Notes will be required.*

g. Notes – Any information that you would like to provide to BFS for processing. For example, departmental coding, DTN#, DEFINE codes field, amounts split between multiple accounts, etc.

h. Attachment – Click on the “Choose an Image or PDF”

i. Attach approved invoice along with any supporting documentation.

6. Verify information inputted correctly.

7. Click on “Submit Invoice”

Entertainment

1. Click on “Create” on the Menu Bar on the top right side.

2. Select “New Invoice”.

3. Select the payment type from the drop down menu.

4. Department contact and Department is auto filled based on the login ID of the submitter.

5. Input the following items:

a. Vendor Invoice Number

i. If multiple invoices, separate by a comma. For example, INV12345, INV678910.

ii. If for employee reimbursement, name of store and date of charge. For example, HEB_111017.

b. Vendor Name

c. Amount

iii. Total payment amount, if submitting multiple invoices at one time.

d. Priority - will default to “Normal”.

i. Priority – items needing processing and final approval within 7 business days.

ii. Rush – items needing processing and final approval same day. *Notes will be required.*

e. Notes – Any information that you would like to provide to BFS for processing. For example, departmental coding, DTN#, DEFINE codes field.

f. Attachment – Click on the “Choose an Image or PDF”

iv. Attach approved invoice along with any supporting documentation.

6. Verify information inputted correctly.

7. Click on “Submit Invoice”

ProCard (Purchasing Card)

1. Click on “Create” on the Menu Bar on the top right side.

2. Select “New Invoice”.

3. Select the payment type from the drop down menu.

4. Department contact and Department is auto filled based on the login ID of the submitter.

5. Input the following items:

a. Vendor Invoice Number

i. Naming convention: First Initial/Last Name_MON (example: MTanksley_SEP)

b. Amount

c. Priority - will default to Normal. *Please select Priority.*

d. Notes – Any information that you would like to provide to BFS for processing. For example, departmental coding, DTN#, DEFINE codes field.

e. Attachment – Click on the “Choose an Image or PDF”

i. Attach signed ProCard transaction log and all supporting documentation.

6. Verify information inputted correctly.

7. Click on “Submit Invoice”

Links:

Link to BFS Invoicing Procedures Document:

Link to BFS Tracker System:

https://utdirect.utexas.edu/apps/campus/invoicetracker/

Invoice Tracker Tip

For Pro Card:

Department Contact = Name on Card

Save document file as = FirstInitialLastName_month

Rush option requires comments

Add Priority to all Reimbursements (will change to default)

Normal processing takes 2-3 days at BFS