INVOICES An invoice is an itemized statement of products and/or services provided by the vendor. Vendors shall submit invoices directly to Finance by emailing the invoice to accountspayable@ci.southlake.tx.us. If email is not available, invoices may be mailed directly to Finance. Vendors should not email and mail an invoice. The vendor may send a copy of the invoice to the Department.
Accounts Payable Discrepancies Before Accounts Payable (AP) can pay an invoice, there must be a 3-way match of the Purchase Order (PO), receiving records and vendor invoice. The PO authorizes the purchase, and the receiving records show the quantity/amount the City received from the PO, and if the invoice matches both the PO and the quantity/amount received by the Department, AP is automatically authorized to pay the invoice. If they do not match, an accounts payable workflow kicks off. The City uses the following Munis accounts payable workflows: • Accounts Payable Invoice (API) • Accounts Payable Discrepancy (APD)
Accounts Payable Invoice (API) When AP enters an invoice and there is no associated PO, Munis kicks off an API workflow. Munis determines the assigned approvers based on Org code (and sometimes the Object code), the dollar value of the invoice, and the Department Director’s assignment of Approvers. The Approvers approve or reject the payment of the invoice. These approvals authorize AP to pay the invoice. If the Department rejects the API, then the Department works with AP on resolving the issue, including the invoice dispute process (see the Invoices – Invoice Dispute Process section of the Playbook).
Accounts Payable Discrepancy (APD) When AP enters an invoice with the associated PO number and there is not a three-way match between the PO, receiving records and invoice, Munis kicks off an APD workflow. The three basic reasons are insufficient receiving on the PO, unit price variance, or quantity variance. Munis determines the assigned approvers based on the assigned purchasing department during the creation of the requisition and the Department Director’s assignment of Purchasing Liaison (PL) and Department Approvers for the APD workflow. The workflow first goes to the PL to either correct the outstanding variance and reject the discrepancy or approve the discrepancy as appropriate. If the PL approves the discrepancy, then it flows to the assigned Department Approver to approve or reject the discrepancy. If approved, it authorizes AP to pay the invoice with the discrepancy. (See Appendix - Munis section of the Playbook). The APD screen shows the quantity and unit price or the amount from both the PO and the invoice but does not give the quantity/amount received on the PO. Therefore, it may be helpful for the PL to also pull up the PO receiving records to understand the discrepancy (See Appendix - Munis section of the Playbook).
Insufficient Receiving Insufficient receiving means that the Department has not received enough quantity/amount on the PO to authorize the quantity/amount on the invoice. When the PL receives an APD for insufficient receiving, the PL reviews the attached invoice and checks with the appropriate Department personnel to determine if the Department received the product/services and how much. If the PL determines the Department received the product/services, the PL completes the receiving on PO process as normal, then notes the resolution on the APD under Notes and rejects the discrepancy. This returns it to AP. AP reactivates the discrepancy in Munis and if resolved, continues the accounts payable process to pay the invoice. If the discrepancy is not resolved, the APD returns to the PL. If the PL determines the Department has not received the product/service, the PL/Department starts the invoice dispute process (see the Invoices – Invoice Dispute Process section of the Playbook) and notes it on the APD under Notes and holds the APD for resolution. If the resolution is that the invoice was inappropriately sent to the City (should not have been invoiced or incorrectly invoiced and the vendor will send a new
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CITY OF SOUTHLAKE | P U R C H A S I N G P L A Y B O O K
