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
- Invoices that need to be approved will show up in “Workflows in your court” on the Home Page.
- Click on the Process Name to access the approval screen.
- Payment Due Date will default to 10 days after the PM/CM approves the invoice.
- The Attached Documents tab will include a copy of the Invoice for review.
- Contact Address is the vendor being paid
- % Cost Complete will reflect the current billing
- Payment terms (in Days) will default to 30
- 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.
- 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.
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Invoice Items are entered by the Invoice Entry User and include the following columns:
- Item #
- Description of Work
- Budget Code with Description
- Scheduled Value
- Work in Place from Previous Application(s)
- This Period
- Total Materials Presently Stored
- Current Work Invoiced this Period
- Current Payment Due
- Total Completed and Stored to Date
- %
- Balance to Finish
- Retainage Release Amount
- Retained this Period
- Amount Less Retainage
- Cumulative Retainage
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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:
- Approve
- Initiator Revise
- Vendor Revise
- 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.