Accounts Payable Invoice Process

Overview SUPPLIER (raises invoice) BOX-IT (Scan invoices to e-Financials) e-FINANCIALS (AP team review invoice) e-FINANCIALS (AP team send out invoice to FPM) FPM (Invoice is approved by Budget Holder) e-FINANCIALS (Payment of invoice)

When ordering goods or requesting a service from new or existing suppliers please ensure you provide them with your budget code and the account code If you are unsure of what your budget code is please liaise with your service manager or management accountant Budget Code

ALL invoices need to be billed and posted to the following address (and not to the site address or Finance dept-HQ): CNWL NHS FOUNDATION TRUST PO BOX 1947 ANDOVER SP10 9FD Invoice Address

The PO BOX address is of our scanning partner BOX-IT who scan all our invoices onto our finance system If invoices are directly sent to the site please inform the supplier of the PO BOX address and ask them to re-issue and resend the invoice Invoice Address

If an invoice does not state the cost centre, we are unable to establish who is responsible for the order or service If the invoice is sent to the incorrect address this will never show as outstanding on our system Both of the above causes delays in processing payment No Budget Code and Incorrect Address

FPM=Finance Process Manager FPM is our electronic invoice approval system Invoices are sent out by the AP team to FPM users Users will receive an notification Users login to FPM to verify/approve the invoice FPM / E-Invoicing

Team leader/Ward Manager receives an Automated Invoices in FPM Transaction Workbench are waiting for verification and submitting to Approver. Verifiers can also approve invoices if they have budget. FPM / E-Invoicing Verifiers

Budget Holders FPM / E-Invoicing Service Manager/Approver receives invoice from Verifier in their Approvers Workbench and approves it or forwards it to another FPM user. All approvers will have a limit to their budget and can not approve invoices above that limit

Once an invoice is approved by the budget holder it is ready to be processed for payment Our payment run is every Wednesday morning – invoices need to be approved by close of pay Tuesday to ensure they are paid on time Suppliers receive funds in their accounts on the Friday Processing Payment

Suppliers will receive payment quickly FPM retains invoices (archived, searchable) Live system quick turnover of invoices FPM users can keep track of what is being ordered in their department (FPM history) Invoices approved and paid electronically, saves paper chasing/time Benefits of FPM