Accounts Payable Invoicing Service UC Davis Shared Services Center

Mission and Vision Mission Vision Develop a service team responsible for the intake and processing of vendor invoices on behalf of the campus departments Vision All Purchase Order related invoices are delivered to a single location The service team provides scanning, data entry, and quality assurance for invoice payments Two-way matching reduces the need for the Fiscal Officer to approve low value invoices Departments can easily retrieve invoice payment status and request assistance with payment disputes

Why Now? Top Reasons (in no specific order) Reduce overall workload for campus departments 871 campus KFS Users created 208,764 PREQ/CM documents 518 KFS Users created 125,763 documents that went to Final 17,335 of 33,783 KFS Documents created by APIS Team bypassed Fiscal Officer approval Faster processing time Average calendar days from invoice date to PREQ/CM create date by campus departments 42.7 Calendar Days APIS Team FY1617, 1.7 Business Days

Why Now? Top Reasons (in no specific order) Increase discount capture rate and potential revenues through strategic settlement options APIS – 1,796 docs, $32,633 Campus – 522 docs, $8,929 Provides a single channel of communication for vendors/staff, and reduce fraud SSC Service Desk 530-754-4772 SSCHelp@ucdavis.edu Aggieservice.ucdavis.edu

Why Now? Top Reasons (in no specific order) Better alignment with best practices and procedures implemented by other Universities UC Davis is the only campus in our system NOT following this practice UC San Diego Disbursement Accounts Payable Team UC Santa Cruz FAST/AP UC Berkeley Accounts Payable UC San Francisco Controllers Office UC Los Angeles Accounts Payable UC Merced (Processed by UCLA) UC Riverside Accounting Office UC Irvine Accounts Payable

How does it work? Invoice is received at the SSC, either in paper form or by email (any source) Emailed invoices feed directly into the Request Tracker ticketing system Paper documents are scanned and sent to the Request Tracker ticketing system Invoice processor reviews and matches the invoice to the PO noted If it matches, invoice is processed If it does NOT match, it is sent to Exceptions Team for review A cancelled document will appear in KFS under the PO number with the RT# and reason it was sent to Exceptions If Exception Team cannot resolve issue, item is sent to Escalation Team

How does it work? Once processed, the document will NOT bypass FO approval if the invoice is over $1,000, or a KFS Line Item Receiving document is required. < $250, document bypasses FO and AP Review > $250 & < $1,000 with no receiving required bypasses FO, but not AP Review FO will receive FYI in KFS for items that bypassed them Invoice pays vendor according to Purchase Order payment terms and payment method setup in the KFS Vendor Table or specific to the invoice Check Payment Plus (PMT+) ACH Wire Transfer (Foreign Vendors only)

Questions? Bob Jahn Nicole Snethen Finance Supervisor - rajahn@ucdavis.edu Nicole Snethen Service Delivery Manager - ndsnethen@ucdavis.edu