Blanket Order and Computer Assisted Invoice Page

Blanket Order and Computer Assisted Invoice page

There two invoices that look alike, but are completely different – Blanket Order and Computer Assisted. On both invoices, the description on the Purchase Order does not display, only the account information displays.

A Blanket Order Invoice is one that is charged again a Blanket Purchaser Order. A Computer Assisted invoice is one that is charged again a Line–item Purchase Order. The majority of computer assisted invoices occur when the department orders a single item, but the vendor split ships and multiple invoices are entered for the single item. For example: A department orders a piece of equipment but the vendor invoice separately for the equipment and labor. Accounts Payable has to ‘computer assist’ the invoice in order to keep the encumbrance intact.

Since these invoices have so much detail, each section will be discussed separately.

Header Information Section

This section defines the information that is in the header of the invoice.

The table below defines the fields that display in this section of the invoice.

Field / Description
Mode / Mode of the invoice - this is always ‘Inquiry’.
Doc / Identifies the invoice type and the FIS document number that was assigned by the system.
Dept / Six-digit department number that is on line-one on the Purchase Order.
FY / Fiscal year the invoice was created.
Type / Identifies the invoice type.
Enc ID / Encumbrance number of the Purchase Order that the invoice is applied against.
Status / Status of the invoice. Valid status are:

• Complete - The invoice has received all approvals and is complete.
• Disapproved – The invoice was disapproved by the department or Central Area.
• Incomplete - The invoice was accessed and not finished properly (‘Save As Is’ button was used).
• Paid - The invoice has been paid.
• Purged - The invoice was canceled by Accounts Payable prior to payment.
• Rejected - The invoice has been rejected by the department.
• Sent - The invoice was entered by Accounts Payable and sent to department. The department has not taken the appropriate action.

Changed By / Denotes who entered the invoice.
Date Changed / Date the invoice was entered into AISystem.

Created By/Changed By Section

This section defaults to a collapsed mode and can be opened by clicking on the arrows. It identifies the person(s) that entered or changed the invoice along with their telephone number and a date/time stamp.

Field / Description
Name / Identifies the person that entered or changed the invoice. Note: ‘Processing Batch’ denotes that the invoice is for a preferred vendor and was automatically loaded by the batch system.
Campus Phone / The campus phone number of the person(s) that entered or changed the invoice.
Campus Box / The campus box number of the person(s) that entered or changed the invoice.
Change Time / The date/time stamp when the invoice was entered or changed.

Blanket Order /Computer Assisted Invoice Document Information Section

This section identifies the vendor information, terms and image indexing information.

The table below defines the fields displayed in this section of the invoice.

Field / Description
Vendor ID / Six-digit vendor number.
Addr # / Identifies the address type the payment was sent to for the vendor.
Invoice No / The invoice number the vendor assigned to this invoice.
Invoice Date / The invoice date assigned by the vendor.
Vendor Information / Displays the vendor’s address for the payment information.
Multi / Not applicable for these type of invoices.
Terms Rate / Discount terms
Days / Vendor payment terms.
Send / Denotes if Accounts Payable did a manual ‘send-to’ on the invoice.
Exp / Indicates whether or not funds for this Purchase Order have expired on open items. Valid values are:

• Blank – No fund has reached the expiration date.
• 0 - The fund will expire this month.
• 1 to 9 - The fund has been expired for that number of months displayed.
• An asterisk denotes the funds have been expired for more than 9 months.

F/A / Freight codes. Valid values are:

• N - Freight is not allowed as separate charge.
• Y or blank - Freight can be charged as a separate item.

Quote / Not applicable to the Blanket Order Invoice – will always be blank.
Image Index / Displays the imaging number Accounts Payable assigned to the Invoice.
Invoice amount / Total amount charged to the invoice.
Freight Amount / Freight amount charged on the invoice.
Payment Explanation (printed on check) / Displays the memo that either Accounts Payable or the department entered to list on the check stub next to this invoice number.
Remarks (Not Printed on Check) / There are two sections – Accounts Payable and Department. This is a free flow field that allows either area to enter comments or remarks about the invoice. For instance, Accounts Payable might state why the invoice has routed. The department could use this area for their rejection remarks.

Blanket Order/ Computer Assisted Invoice Accounts Section

This section displays the account(s) and remaining encumbrances entered by either a Purchase Order or Change Order. It also displays any accounts that were added to an invoice through the free-balancing option.

The table below defines the fields displayed in this section of the invoice.

Field / Description
LC / Ledger class of the account.
Dept / 6-digit department number.
Fund Code / Three-character fund code that is populated by the system if a valid fund number is entered in the Fund field.
Fund / Fund number on the account.
SC / Subclass
Obj / Object Code
SR / Special Reporting code, if any.
Zero Fund / Zero fund number
Open Encumb / Open encumbrance amount left on the account that can be spent.
Invoice Amount / Invoice amount charged to the account.
Freight Amount / The freight amount that is charged to this account.
Encumbrance Change / Encumbrance change-allowed the user to shift the charges from an existing account on the blanket order invoice to a totally new account that was added. Valid values are:

• Negative amount – The charges were shifted.
• Positive amount - The new account that the charges are being taken from.

Sub Totals / Sum of the account amounts. Values need to match the ‘Invoice Amount’ and the ‘Freight Amount’ fields in the invoice.
Unapplied BO Invoice / Includes the invoice amounts from other invoices for the same encumbrance that have not been applied to an account yet. (Includes invoices that exceed the encumbrance and invoices with multiple accounts that have not been saved in Open status.)
BO Total / Open encumbrances less unapplied invoice. This field shows the amount left on the encumbrance after accounting for all the sent invoices.
Trailing Docs Button / Advances the user to the Trailing Documents page where they can view existing or enter a new trailing document.