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Through Workflow, if a Disburser user is assigned invoice tasks, or a second Disburser user has reassigned or delegated an invoice task, you can edit the applicable sections of the invoice.
The Disburser Administrator assigns a user a workflow Edit task for distribution and/or accounting. With this Edit task, the user can add, modify, or delete distribution information. The system automatically updates the quantity at the line information section.
Disburser users must separately save changes made to the Reference Data (Business Unit, Cost Center, and Dept. ID) on the invoice header, when editing lines on large invoices. IPP provides a separate Save Changes button to ensure IPP captures any changes you make to the Reference Data.
When the actual distribution of goods or services is different from what is specified in the PO or Blanket PO, or the account information is different or has changed, the agency can edit the invoice to provide the correct distribution quantities and/or change the accounting details. The Disburser Administrator specifies the fields that can be edited when configuring Workflow in the Disburser Administration module.
distribution
To use edit option, the Disburser Administrator assigns a Disburser user a Workflow Edit task and selects the Edit task options:
· Distribution only
· Accounting only
· Both Distribution and Accounting
· Apply Ceiling Limit to Distribution
IPP invoice distributions must be in line with the distributions stated in the PO/BPO upload file. PO/BPO based invoicing generates a corresponding distribution record on IPP. The Disburser user must edit the IPP distribution records manually to get the invoice distribution record in line with PO distribution records. IPP applies a ceiling limit to manual adjustments to ensure the adjustment to the IPP distribution line does not cause the invoice record to be out of synch with the PO/BPO distribution record.
If the Disburser Administrator has enabled the “Apply Ceiling Limit to Distribution” option in the Workflow configuration, IPP checks the distribution amount when the user edits or approves the invoice to ensure the distribution (zero ceiling) limit has not been exceeded.
IPP places PO/BPO in an Exception status and generates the PO Overage Report when the PO/BPO modification is uploaded to IPP:
Contains distribution amounts that do not equal the schedule amount.
Causes a negative remaining balance calculation.
Changes to the Unit of Measure Type causes a record failure.
To access the edit task screen, from the Invoices tab > In Process sub-tab, click an Invoice # link from the Invoice summary table.
Sometimes an invoice or credit memo passes a task level when there is an error on the invoice or credit memo. If a Task Administrator or a Disburser user, assigned an invoice/credit memo in task level two or greater, discovers an invoice or credit memo has errors that require correcting, the Disburser user can send the invoice back a level by selecting the Return a Level button on the invoice tab. IPP reroutes it through Workflow. A Disburser user addresses the invoice or credit memo errors and does one of the following: , , or or Reject the invoice or credit memo.
IPP does not display the Return a Level button for invoices/credit memos assigned to the first task level or with only one task level. IPP does not display the Return a Level button if the only previous task level is a system Auto Approval or Level Skip, or for invoices or credit memos in which the invoice or credit memo has previously been assigned one task level.
When the invoice successfully returns to the previous level, IPP sends a confirmation message: "Invoice has been successfully returned to a previous level."