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Deck of Cards
id6.06
Card
labelSummary

This process is used to submit pay requisitions and invoices. It can started by the A/E Lead, Consultant or Contractor. It can also be initiated by the Administrative Assistant when the A/E, Consultant or Contractor is unable to do so.

This process integrates with SAP. The process includes a step to ensure that invoice numbers submitted by vendors comply with SAP requirements. (11 alphanumeric characters are allowed)

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labelProcess Map
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Card
labelStep Descriptions

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1. Start

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  • The process is started by the A/E Lead, Administrative Assistant, Contractor or Consultant who fills out the required fields and attaches the associated documents before taking the Submit action.
  • The next step is Final Invoice?.

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2. Valid Invoice Number

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The invoice number is checked to ensure that it complies with SAP requirements.

 

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2. Final Invoice?

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  • This is a decision step to determine if the final invoice is being processed. (The final invoice is handled differently than others)
  • If True the next step is Contractor or CM?
  • If False the next step is Contractor or CM?

Note: Though the next steps share a common name they are on separate processing paths. See the process map for clarity.

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3. Contractor or CM (Final Invoice True)

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  • This step determines if A/E Review is Yes.
  • If True the next step is A/E Review Final.
  • If False the next step is PM Reviews Final.

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4. Contractor or CM (Final Invoice False)

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  • This step determines if A/E Review is Yes
  • If True the next step is A/E Review.
  • If False the next step is PM Review.

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5. A/E Review Final

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  • The A/E Lead reads the comments and reviews the process fields and has the option to take the Submit or Don't Sign action.
  • If Submit is chosen the next step is PM Reviews Final.
  • If Don't Sign is chosen the next step is PM Reviews Final.

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6. Initiator Submit and Revise

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  • The Process Initiator reads the comments and reviews the process fields and updates as necessary and has the option to take the Resubmit or Void action.
  • If Resubmit is chosen the next step is Final Invoice?
  • If Void is chosen the next step is Finish.A/E

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7. PM Reviews Final

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  • The Project Manager reads the comments and reviews the process fields and has the option to take an action to Approve, Reject or Void.
  • If Approve is chosen the next step is Waiting for Payment.
  • If Reject is chosen the next step is Initiator Revise and Resubmit.
  • If Void is chosen the next step is Finish.

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8. A/E Review

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  • The A/E Lead reads the comments and reviews the process fields and has the option to take an action to Submit or Don't Sign.
  • If Submit is chosen the next step is PM Review.
  • If Don't Sign is chosen the next step is PM Review.

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9. PM Review

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  • The Project Manager reads the comments and reviews the process fields and has the option to take an action to Approve or Reject or Void.
  • If Approve is chosen the next step is Waiting for Payment.
  • If Reject is chosen the next step is Initiator Revise & Resubmit.
  • If Void is chosen the next step is Finish.

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10. Waiting for Payment

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  • The process will hold for the SAP integration to automatically update the process once payment has been made. The automation will cause the Paid action.
  • The next step is Finish.

11. Finish