P2P Module: Ariba P2P INVOICING Garnishment P2P Module: Ariba P2P INVOICING Note: This content is subject to change. Please click on the link below for latest version http://eportal.sccgov.org/sites/proc/training/Pages/Ariba-P2P.aspx Inv Module 8 - Garnishment

Life Cycle of a Garnished Supplier Controller’s Office Receive garnishment notification from a government agency (IRS, FTB, etc.) Set up the government agency as a remittance vendor linked to the regular garnishment vendor ID in SAP and block the vendor for payment (code 96). Notify Ariba administrator in ASAP of vendor name, ID and A/P processor name Ariba Administrator Add the vendor to a garnishment vendor list. Add the A/P processor to Garnishment Vendor Processing group Department Monitor the Ariba To Do List for invoice subject to garnishment. Split the original invoice into two invoices (one for to pay supplier and one for garnishment) Approve and reconcile the two invoices Notify Controller’s Claims Unit to unblock the vendor for payment and block it after payment. Notify Controller’s Claim Unit after all garnishment payments are done. Notify Ariba administrator in ASAP the vendor name, ID and A/P processor name to take off the supplier and AP staff from Ariba Garnishment group. Inv Module 8 - Garnishment

Ariba Invoice Flow – Garnished Suppliers Invoices for garnished vendors are not automatically approved on entry. The Garnished Vendor Processing Team must split the original invoice into two. Garnished Vendor Processing Team AP Supervisor Edit Invoice to Pay Supplier Approve Invoice, Add Comments Reconcile the Invoice (if needed) Have Supplier Unblocked in SAP Approve IR (if accepted exceptions) Original Invoice Create Invoice to Pay Garnishment Approve Invoice, Add Comments Reconcile the Invoice (if needed Approve IR (if accepted exceptions Inv Module 8 - Garnishment

Open the Invoice from the To Do Portlet Garnishment invoices will appear in the To Do portlet with a status of Submitted. Click the Order tab and write down the Order number. Click Edit. Inv Module 8 - Garnishment

Reduce the Qty on Invoice to Pay Supplier Leave any tax, shipping or handling lines as is. They are not subject to garnishment. Use the Qty field to decrease payment to the supplier by the appropriate garnishment percentage. Use decimal places if needed (ex. 1.25 items). Click Update Total. When you are done, click Submit. Inv Module 8 - Garnishment

Approve the Invoice Approving the invoice creates the invoice reconciliation (IR) document and initiates the three-way match process. Click Return to the Ariba Home Page. In the To Do portlet, click the invoice’s Title. Inv Module 8 - Garnishment

Approve the Invoice Double check the invoice details. Then, click Approve. In the Comments field, type a message describing the garnishment. Click OK. The IR will be created and go to the three-way matching process. Inv Module 8 - Garnishment

Ariba Invoice Flow – Garnished Suppliers Garnished Vendor Processing Team AP Supervisor Edit Invoice to Pay Supplier Approve Invoice, Add Comments Reconcile the Invoice (if needed) Have Supplier Unblocked in SAP Approve IR (if accepted exceptions) Original Invoice Create Invoice to Pay Garnishment Approve Invoice, Add Comments Reconcile the Invoice (if needed Approve IR (if accepted exceptions) Inv Module 8 - Garnishment

Create the Invoice to Pay Garnishment Click Create and select PO-based Invoice. Enter the Supplier Invoice # and indicate that this is part 2. In the Purchase Orders field, select the PO. Inv Module 8 - Garnishment

Create Invoice to Pay Garnishment (continued) When you are done entering data, click Submit. In the Remit To Address field, select the appropriate government agency’s address. Update the Qty to arrive at the correct garnished amount. Note: Use partial quantities if needed (ex. 1.25 items). Inv Module 8 - Garnishment

Approve the Invoice to Pay Garnishment Click Return to the Ariba Home Page. In the To Do portlet, click the Title of the invoice. Inv Module 8 - Garnishment

Approve Invoice to Pay Garnishment (continued) Double check the invoice details. Then, click Approve. In the Comments field, type a description of the garnishment. Click OK. Inv Module 8 - Garnishment

Ariba Invoice Flow – Garnished Suppliers Invoices for garnished vendors will frequently have tax exceptions for taxable items and may have shipping exceptions. Garnished Vendor Processing Team AP Supervisor Edit Invoice to Pay Supplier Approve Invoice, Add Comments Reconcile the Invoice (if needed) Have Supplier Unblocked in SAP Approve IR (if accepted exceptions) Original Invoice Create Invoice to Pay Garnishment Approve Invoice, Add Comments Reconcile the Invoice (if needed) Approve IR (if accepted exceptions) Inv Module 8 - Garnishment

Address Any Invoice Exceptions Action Invoice to Pay the Supplier Over Tax If the tax amount is appropriate for the total quantity originally invoiced, accept the exception. Note the garnishment in the Comments field. If not, reject the invoice and request that the supplier resubmit it with the correct tax amount. Shipping If the shipping charge is appropriate for the total quantity originally invoiced, accept the exception. Note the garnishment in the Comments field. If not, dispute the exception. Invoice to Pay the County Under Tax Accept the exception. Note the garnishment in the Comments field. Inv Module 8 - Garnishment

Submit Request to Unblock Supplier Reminder You must contact the vendor master staff and request that the supplier be unblocked for payment in SAP. Inv Module 8 - Garnishment

AP Supervisor Approves Reconciled IRs The AP supervisor will open the invoice from email or from the To Do portlet. If you provided a comment at the original invoice approval, it will appear in the header area. To view comments from exception processing, the AP supervisor can click Accepted. Comments from exception processing will also appear in the By Line Item Comments area. Inv Module 8 - Garnishment

System Demonstration In this demonstration, you will see how to Edit and approve the original invoice for garnishment Create and approve the second invoice URL– https://sccgov-t.supplier.ariba.com/ad/register/SSOActions?type=full Inv Module 8 - Garnishment

Lab Activity Objective: Submit the two split invoices for garnishment Length: 15 minutes Refer to the Student Activity Guide for instructions [Read the slide to introduce the exercise. Show the participants which page to go to in the Student Activity Guide. Help students if they have questions during the activity.] Inv Module 8 - Garnishment