Purpose

The purpose of this section is to provide information on how to use the Invoice Approval Process in e-Builder to process and pay invoices.

Responsibility
  •  Accounting Staff is responsible for initiating the Invoice Approval Process by entering invoices into e-Builder.
  •  The Project Manager or Construction Manager PM/CM is the first in line responsible for reviewing the invoice for accuracy and approving the invoice for payment.
  •  The Invoice Approver is responsible for reviewing the invoice for accuracy approving the invoice for payment.
  •  Business Affairs is responsible for reviewing invoices greater than $300,000 and approving the invoice for payment.
Timeframe

Accounting Staff enter invoices into e-Builder when they are received from vendors at various stages throughout the life cycle of the project.

Process

e-Builder Workflow


Project Manager Responsibilities

  1. Invoices that need to be approved will show up in “Workflows in your court” on the Home Page.

  1. Click on the Process Name to access the approval screen.

  1. Payment Due Date will default to 10 days after the PM/CM approves the invoice.
  2. The Attached Documents tab will include a copy of the Invoice for review.
  3. Contact Address is the vendor being paid
  4. % Cost Complete will reflect the current billing
  5. Payment terms (in Days) will default to 30
  6. If it is a final invoice, O&M and Record Documents may be required.  The PM is required to check a box stating whether any or none is required.
  7. The Commitment Invoice Details and Commitment Invoice Custom Fields boxes include a summary of information about the invoice and vendor.  This information is entered by the Invoice Entry user in the start step of this process.

  1. Invoice Items are entered by the Invoice Entry User and include the following columns:
    1. Item #
    2. Description of Work
    3. Budget Code with Description
    4. Scheduled Value
    5. Work in Place from Previous Application(s)
    6. This Period
    7. Total Materials Presently Stored
    8. Current Work Invoiced this Period
    9. Current Payment Due
    10. Total Completed and Stored to Date
    11. %
    12. Balance to Finish
    13. Retainage Release Amount
    14. Retained this Period
    15. Amount Less Retainage
    16. Cumulative Retainage
  2. The Project Manager should review all of the information and attached invoice documents for accuracy and choose one of the following from the “Please select an action” dropdown menu:
    1. Approve
    2. Initiator Revise
    3. Vendor Revise
  3. Once the action is chosen, select “Take Action” to complete your portion of the process.

Additional Process Information

  •  The process will continue to Accounting’s Invoice Approver and then to Business Affairs if over $300K.
  •  The Invoice will be paid through Banner and when completed will be marked as Paid and the process will be finished.