UR Financials Invoice Entry –Southern Region

Super User Training

May, 2021

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Welcome

Instructor – Kristina Mano, Accounts Payable Supervisor

Business owner – Marta Herman, Director of Accounts Payable

On the call support

Quan Quan, Manager Univ IT Applications

Kate Nguyen, Manager for Financial Systems Support Operations

Facilitator - Cindy Fronterre, Change Management, Training and Communications Lead

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Materials Used Today

Download from the UR Financials – Southern Region website, Training page:• Invoice Entry Student Guide for your reference

• Invoice Entry Quick Reference Card

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Agenda

• Non-PO Invoice Entry • Attachments

• Cancels/Edits

• Adjustments

• Recurring Supplier Invoices

• Ad Hoc Payments • Employee Reimbursements• Patient/Insurance Refunds

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Your Role in Training

• Logins are role-based

o Reflects what you’ll have permissions to do on the job

• Periodic “downtime” while instructor goes through details/exercises for other roles

o Please follow along for entire training

o May be affected upstream or downstream

o Visibility into other roles in your department

o What you do affects them; what they do affects you

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You Have Support

Pre-Training• Intro to UR Financial

eLearning/video

• UR Financials website

• Project Presentations and Focus Group Demonstrations

Post-Training• Student Guide

• Quick Reference Cards and

Videos (QRC/QRV)

• Project Testing Sessions

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UR Financials Uses Security-Based Access

UR Accounts Payable Data Entry Specialist Senior: Enter Non-PO Supplier Invoices, Enter Adjustments, Change/Cancel Supplier Invoices and Adjustments

UR Recurring Supplier Invoice Specialist:Create and Edit Recurring Supplier Invoices

UR Accounts Payable Manager: Approve Recurring Supplier Invoices, changes to Supplier Invoices and Adjustments

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Terminology Crosswalk

UR Financials Allscripts Other Systems

Supplier Remittance VendorPurchasing VendorManufacturer

SupplierVendor

Supplier ID Vendor Code Vendor Code/#

Supplier’s Invoice Number Invoice Number Invoice Number

Invoice Number Voucher Number Voucher Number

Payment Terms Terms

Payment Transactions Reference Check Number

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Learn the Language

Company:

o Corporation (Meditech/Paragon)

Inherited Worktags: Fund, Cost Center, Company for FAO

o Company for FAO validates that Worktags can be used with

the Company in the line

FAO: Financial Activity Object

o Worktags that represent the Meditech/Paragon Ledger + Account

• Operating Program, Gift, Debt Services, and Project

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Non PO Invoice Entry

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Non-PO Invoice Entry

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Navigate to Create Supplier Invoice task

o Required fields are marked with *

o Currency: Will auto-populate once Supplier is selected

o Invoice Received Date: Optional, but should be filled in

to improve reporting

o *Control Total Amount: Required

o Freight: Enter if appropriate

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Non-PO Invoice Entry

• Tip: For Check payments, confirm the Remit-To

Address of the Supplier you chose by hovering over

the Related Actions

o Payment Terms, Due Date, and Default Payment

Type will auto-fill based on Supplier and Invoice

Date entered

o No entry necessary in the Terms header section

but Overrides can be entered if needed

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Non-PO Invoice Entry

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o *Supplier’s Invoice Number: See invoice numbering suggestions

o *External PO Number: If any ASC invoice rejected from the

integration and needs to be manually entered in UR Financials –

enter ASC Purchase Order #

o *Header Memo: Other information that might be helpful to the

payment recipient in applying your payment correctly

*All these values pass to the Supplier on their payment remittance

o Optional fields

o Handling Code: Can only be used with Payment Type: Check

Separate

o On Hold: To withhold the invoice from payment

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Non-PO Invoice Entry

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Required Line Fields: o Company: Auto-populated from Header

o Spend Category: Enter Code or Name

o Quantity (always 1) and Unit Cost

o Or Extended Amount

o Additional Worktags

o Only enter your FAO, let the other fields auto-fill

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Documentation

• Attachments available in UR Financials, not Allscripts

• If you are currently getting non-PO invoices emailed to you, no need to print

• Attachments within UR Financials eliminates the need to store paper or scan at a later date

• Anyone with access to the Invoice in UR Financials can open the Attachment

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Tips for Invoice Entry

• Validations are used to help ensure proper entry, a couple you may encounter:

• Company in Header is also used on at least one of the Invoice Lines

• Invoice Date cannot be more than 5 years in the past, or future-dated

• Always add Attachments to support the Invoice/Adjustment being entered, and/or the change being made o Copy of Invoice/credit memo o Relevant Emails o Other relevant supporting documentation

• Invoice Numbering Guidelines suggested to avoid duplicate payments:o Omit any spaceso If no Invoice Number or Account Number, use the Invoice Date with the format MMDDYYYYo If no Invoice Number but Account Number and Invoice Date: use Account Number+MMDDYYYYo Omit any dashes and other special characterso Omit preceding zeroes

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Bonus Material:

Line Detail fields can be extensive and cause you to scroll

• Upper right-hand corner of Line Details section can give you better options

• Filter when there are many lines on the invoice

• Grid/Column Preferences: Allows you to customize your screen by letting you

hide fields you do not use by un-checking them

• Toggle Fullscreen Viewing Mode enlarges the Line details to the full width of

your screen to make it larger and easier to see, simply toggle back when done

Right-click on an object to See in New Tab so you won’t lose your current screen

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Demonstration

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Exercise: Create Non-PO Supplier Invoice

A Supplier has sent an Invoice for work done and you need to create a non-PO Supplier Invoice

Scenario:

Objective:

Roles:

Create a Supplier Invoice and Submit

UR Accounts Payable Data Entry Specialist Sr

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Knowledge Check

1. Are Attachments required when manually entering invoices into UR Financials?

2. How can you check you’ve selected the correct Supplier?

3. Which fields transmit to the Remittance details of the Check that helps the payee

understand what is being paid for?

Invoice Date Supplier’s Invoice Number Header Memo

Handling Code External PO Number Attachments

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Knowledge Check

1. Are Attachments required when manually entering invoices into UR Financials? Yes

2. How can you check you’ve selected the correct Supplier? Preview the Supplier

record, can be done from the related action or See in New Tab

3. Which fields transmit to the Remittance details of the Check that helps the payee

understand what is being paid for?

Invoice Date Supplier’s Invoice Number Header Memo

Handling Code External PO Number Attachments

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Adjustments and Related Actions

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Hold Payment/Changes/Cancels

• Hold from Payment: Withholds that specific invoice from payment can be used as needed

• Change can only be performed if Invoice is not Paid

• Reasons to perform a Change: o Correct the FAO o Correct the Spend Category o Correct the Amount o Correct the Invoice or Due Date

• Reasons to perform a Cancel: o Duplicate, other situations when it is determined payment not neededo Cancel can only be performed if there is no Payment, or the Payment is Canceled

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Creating Adjustments

• The preferred method is to use the Related Action from the original Supplier Invoice: Create

Adjustment. This provides a better audit trail and is easier to know which invoices are related.

o It also auto-populates nearly all fields, saving entry time and potential typos!

• Locate the original Supplier Invoice and confirm it’s the correct one

• Check to make sure the Adjustment has not already been made

• Select the related action Create Adjustment

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Creating Adjustments

• Adjustment Date: Use credit memo date or if

there is none, change to the Invoice Date of the

original Supplier Invoice

• Select all Invoice Lines

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Creating Adjustments

• Nearly all fields auto-populate from the original Invoice

• Important fields

o Control Total Amount: Does not auto-populate

o Always enter as a positive number, UR Financials will not

allow any negative signs in header fields, so make sure

you have Decrease/Increase Liability marked correctly

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Creating Adjustments

o Supplier’s Invoice Number: Change to the appropriate credit

memo # from the Supplier or if no credit memo, add “CR” at the

end of the original Supplier’s Invoice Number

o You can also use the External PO Number field and Header Memo

field as appropriate to convey remittance/application information

o Attachments: Required. Do not copy over from the original Invoice

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Creating Adjustments

• Another option: use Create Supplier Invoice Adjustment task

• This process is to be used only when there isn’t an appropriate

Invoice to create an Adjustment against

• Fill in all applicable fields as you would when creating an

Invoice or creating an Adjustment from an Invoice

• Remember to attach any supporting documentation

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Available Supplier Invoice Reports

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Find Supplier Invoices URF0288 Can filter multiple ways to find Invoices

Find Supplier Invoice Lines URF0355

Provides line level details for Supplier InvoicesTip: Enter Cost Center if known and filter/prompt is available to make your report run faster.

Find Supplier Invoice Line Distributions URF1033

Most detailed Supplier Invoice report, includes line splits

Find Payment URF0286 Useful when looking for payments, but does not provide Supplier Invoice details

Supplier Invoice Reports

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Demonstration

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Exercise: Create an Adjustment

A Credit Memo is received for the previously entered invoice.

Scenario:

Objective:

Roles:

Find original Supplier Invoice: Run Find Supplier Invoices URF0288 Create an Adjustment from the related action

UR Accounts Payable Data Entry Specialist Sr

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Knowledge Check

1. What Supplier Invoice Related Action is used to

a) Temporarily stop an invoice from being paid?

b) Permanently stop an invoice form being paid?

c) Fix data on the invoice before it is paid?

d) Create a related invoice for a different amount?

e) Create another version of the invoice?

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Knowledge Check

1. What Supplier Invoice Related Action is used to

a) Temporarily stop an invoice from being paid? Hold from Payment

b) Permanently stop an invoice form being paid? Cancel

c) Fix data on the invoice before it is paid? Change

d) Create a related invoice for a different amount? Create Adjustment

e) Create another version of the invoice? Copy

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Ad Hoc Payments

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Ad Hoc Payments

How are they different than Supplier Invoices?

• Need to select the Bank Account to pay from

• Select the Payee or create a new one

• Payment Date instead of Invoice Date (with calculated Due Date)

• No PO#, Supplier’s Invoice Number, or Payment Terms

• Remember: Ad Hoc Payees only require a Name

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Ad Hoc Payments

• Patient and Insurance Refunds

• Employee Reimbursements

• If a Handling Code is selected, Payment Type must be changed to Check Separate

• Payment Type and Handling Code are used in the print order for checks and may

help you organize the checks printed, otherwise everything prints alphabetically

• “50” is the equivalent of EPIC term HB (for Hospital Billing), “91” = PB

(Professional)

• Payment Memo allows up to 74 characters and transmits on the Check Remittance so

the payee knows what the payment is for

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Exercise: Create an Adjustment

A Patient Refund is needed from the legacy patient system.

Scenario:

Objective:

Roles:

Create an Ad Hoc Payment

UR Accounts Payable Data Entry Specialist Sr

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Recurring Supplier Invoices

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Recurring Supplier Invoices

User role: Recurring Supplier Invoice Specialist

Set up the Recurring Supplier Invoice criteria once

Auto-Create invoices as needed

Navigate to Create Recurring Supplier Invoice task

• Reference: Required, used in the Supplier’s Invoice Number field

To stop invoice activity, Close Contract: Stops automated Invoices

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Recurring Supplier Invoices

• Use the related action Edit to change the following information

• End Date

• Extended Amount

• Total Amount

• Spend Category

• FAO

• Company and Supplier cannot be changed

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Recurring Supplier Invoices

• Use the Schedule Supplier Invoice Auto-Create Task

• Run Frequency: Run Now, then click OK

• This task will need to be repeated for any subsequent days you need to schedule Invoices by changing

the field shown below

• After filling out the field, click OK, and on the next screen click Refresh until you see 100% complete

• Open each invoice that generates in a new tab if you need to confirm that they all ran as expected

We’ll spend more time on your actual scenarios during testing. No exercise today.

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Knowledge Check

1. What is they key field on Ad Hoc Payments that passes to the check remittance?

2. True or False: Payment Type is the only value UR Financials uses to separate and sort check output?

3. Bonus: Why was the UR Accounts Payable Manager included in this training?

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Knowledge Check

1. What is they key field on Ad Hoc Payments that passes to the check remittance? Header Memo

2. True or False: Payment Type is the only value UR Financials uses to separate and sort check output? No,

Handling Codes can be utilized as well

3. Bonus: Why was the UR Accounts Payable Manager included in this training? They approve Supplier

Invoice Changes and Recurring Supplier Invoices

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Wrap up and Next Steps

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Summary

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• Non-PO Invoice Entry • Attachments

• Cancels/Edits

• Adjustments

• Recurring Supplier Invoices

• Ad Hoc Payments • Employee Reimbursements• Patient/Insurance Refunds

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You Have Support

Pre-Training• Intro to UR Financial

eLearning/video

• UR Financials website

• Project Presentations and Focus Group Demonstrations

Post-Training• Student Guide

• Quick Reference Cards and

Videos (QRC/QRV)

• Project Testing Sessions

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If You Need Help

• UR Financials Website - Southern Region

o http://www rochester edu/adminfinance/urfinancials/projects/ur-financials-southern_region/

o Information central for the new system: FAQs, Tools, Training

• Training Information

o Introduction to UR Financials

o Quick Reference Cards and Videos

o Student Guides from class

• Technical support:

o University IT Help Desk (585) 275-2000, Email: univithelp@rochester edu, Online Chat

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Next Steps

• Complete training survey sent after class

• Testing Phase for the ERP Affiliate Southern Region project starting

• Training again for Go Live late summer

• Go Live for UR Financials, October 2021

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Questions?

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Thank You!