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Policy #:
Title:
Invoice Process
Version: 1
Adopted:
7/1/2014
Amended:
9/28/2015
Table of Contents
1.
2.
3.
4.
5.
6.
7.
Purpose.....................................................................................................................................1
Scope........................................................................................................................................1
Responsibilities.........................................................................................................................1
Fiscal Administration Guidelines..............................................................................................2
Procedure................2
Process Vendors Should Follow.........................2
Payment Process.....3
Step 13
Step 2....3
Step 3................................3
Step 4............4
8. Pit Falls To Avoid..........4
9. Address For Invoices.. ..4
10. Flowchart.......................4
1. Purpose
The purpose of this standard operating procedure (SOP) is to address workflow related to
payments of accounts payable invoices only (from the point of purchase to the point of payment)
including both purchase order and non-purchase order items. These policies are intended to be
guidelines for processing all expenditure documents through Accounts Payable. The
responsibility to observe these guidelines is that of both the employee and the department director
who approve such expenditures.
2. Scope
This standard operating procedure applies to all employees of the Fiscal Administration Accounts
Payable Section, Facilities maintenance Section. This material is not all inclusive, and if you
cannot find policies and procedures that relate to your situation or if you need interpretative
assistance, please contact the Accounting area.
3. Responsibilities
Accounts Payable Personnel
Accountant Supervisor
Procedure Title
Issuing Date
Procedure Number
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10.
11.
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13.
The process begins when an employee from the Facilities Maintenance division creates a work
order. At this time, the employee decides whether or not the work order content is urgent.
If the work order content is not urgent, the process remains the same as before.
If the work order is urgent, the employee from Facilities Maintenance will send the work order
directly to the vendor. This work order is to have a purchase order number.
The vendor will then complete the service draft an invoice, and send the invoice back to the
Facilities Maintenance division.
An analysis will be conducted to review/verify the work that was completed as requested in the
work order.
If the work does not meet the standards/expectations of Facilities Maintenance, the vendor is to be
notified. The vendor will either complete the work requested by the work order and/or create a
new draft invoice.
If the work does meet the standards/expectations of Facilities Maintenance, the drafted invoice
will then be forwarded to the Fiscal Department (accounts payable).
The accounts payable personnel in the DGS Fiscal Department will then record the acceptance of
the draft invoice and create a requisition in Citibuy.
Once in Citibuy, the requisition undergoes an approval process involving the following parties in
sequential order:
a. Department of General Services
b. Bureau of the Budget and Management Research
c. Bureau of Purchasing
When the Bureau of Purchasing approves the requisition in Citibuy, a release number is issued.
Citibuy forwards the release number to the vendor who updates their invoice with the release
number.
The updated vendor invoice is then sent to BAPS
At the same time (after the release number is issued) the Department of General Services Fiscal
Department receipts the invoice in Citibuy.
Procedure Title
Issuing Date
Procedure Number
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8. Pitfalls to Avoid
-- End of Document
Procedure Title
Issuing Date