LBNL Disbursements

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LBNL Disbursements

• January 12, 2006
• Barbara Gomez

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Org Chart- December 1, 2005
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FY 2005 Accounts Payable Vouchers

• Non PO Vouchers 12,902 22
• PO Vouchers 39,270 65
• Travel (EDI) 7,908 13
• Total Vouchers 60,080 100
• 41.8 of invoices received electronically
• 11.9 of payments are made electronically

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Whats next?

• Automated processing
• Load journals electronically
• Pay electronically
• Fewer certifications
• Less paper

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Certification Process
Legend Brown Division Blue Procurement Grey
Vendor Green Payables (AP) Purple New processes
Requester

• Invoice Certification required for most 2-way
  (non-receiving) invoices gt5K

Performs services

• Subcontract has
• Ts Cs
• Payment terms
• Certifier
• Cert. Type

Preparer
Vendor
Invoice
Requisition
Subcontract Created
AP enters into PS gets Certifier OK
AP authorizes payment For approved invoices

• Requisition has
• Description
• Amount
• Project
• Requester
• Certifier

RequisitionApprover
Certifier approves invoice returns it to AP
Additional 100K/1M division/buyer certification
Procurement
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FAQs -Feeders

• RECAC
• Receipt accruals
• Goods are received without an invoice
• APSAC
• Invoices
• Costs are booked
• APSPY
• Payments

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FAQs- Non PO Desk

• Why do I need a business justification?
• To explain the expense
• Why do you need tax id information?
• To set up a new vendor
• Why do I need to send original entries?
• Prevents duplicates
• Why do I need to print my name?
• Verify approvers

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FAQ- Why didnt the invoice pay?

• The item was not received
• Receiving_at_lbl.gov
• The invoice is not certified
• Reply All to email notice
• AP does not have the invoice
• The invoice is paying per the terms of the PO

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Any Questions?