Non-PO Invoice Submission Training Program - STAN
Non- PO Invoice
Submission Training
Standardization Through Automation &
Notification (STAN)
program.
Training Purpose and Objectives
•
Most Invoices Without Purchase orders (previously known as DPay) will
be submitted to the Payment Operations automation tool by email.*
•
The new workflow will significantly reduce the time spent submitting
invoices, as the new tool will support the submission of invoices without
purchase order for approval on your behalf.
Context and
Purpose
Key Takeaway
*Payment requests that do not include an invoice (e.g., honoraria) will continue to be submitted
via the current K2 form as they are today.
**Prepaid invoices and invoices being expensed to a general ledger should be submitted on the
existing DPAY form and email toinvoice@northeastern.edu
Steps to email a Non-PO Invoice
Non-PO Invoices require 2-3 easy steps-
1. Email the Invoice to K2 Automation email in the following format:
•
To :
k2invoiceautomation@northeastern.edu
•
CC : (Optional)
If
submitting the invoice on behalf of another
northeastern university employee, you
should "cc" them at
their
@northeastern.edu
email, that person will
then be
asked to verify
invoice details and submit the invoice for processing.
Email Subject- Single Index
•
Type ‘
Index:
’ followed by the six-digit
index number.
•
This will be followed by a ‘
,
’ and
‘
AccountCode:
’
•
Add a ‘
,
’
Comments
and notes to
Payment
Operations
if needed (optional step).
•
Subject Line Example-
Index:123456,AccountCode:12345,
Comments:(notes to Payment Operations
if desired)
Email Body
•
Please leave body blank.
•
The body of the email
will
not
be reviewed or
referenced as part of
the automated process.
Email Attachments
•
The only 2 documents that can be
submitted to the automated process
are invoices & W9's (Separate
attachments).
•
Attach the
invoice -
required.
•
If this is a new vendor, also attach the
pdf copy of
W9
.
•
Accepted file types: .pdf, .jpeg, .png.
Note that .docx is also accepted but the
automation will convert it to a .pdf.
•
Make sure the file name does not
include any of the following characters:
& # / \ ; * ? " <>.
Email Subject- Multiple
Indexes and/or
Account Codes
Multiple Indexes and/or Account Codes will
require additional steps:
•
Type
‘Multiple
’ in the subject line.
•
You as the submitter (or the internal email
cc’d) will be notified via a Teams interactive
card when the automation has determined
that you need to submit multiple indexes .
•
Fill in the details like- Index number, Account
Code and amount.
•
Click ‘Submit’.
Email Subject- Credit Memo
Credit Memos will require additional steps:
•
Type
‘Credit Memo
’ in the subject line.
•
Click ‘Submit’.
Final Steps
•
Once the submitter has finished the
invoice submission process, he/she will
receive a notification after 2-3 minutes
stating that invoice was submitted
successfully.
•
To monitor the status of your invoice
after submission, check your K2
dashboard (
displayed after invoice is
submitted and or Payment Operations
Manual Review, if needed, is
complete
).
•
EXAMPLES OF SUBJECT LINES
•
Required fields /
Optional Fields
1.
Examples (Single Indexes):
•
index:237130,accountcode:78006
•
index:237130,accountcode:78006
,Credit Memo
•
index:237130,accountcode:78006
,Comments: Some awesome note to AP!
•
index:237130,accountcode:78006
,Credit Memo,Comments: Some awesome
note to AP!
2. Examples (Multiple Indexes)
•
Multiple
•
Multiple
,
Credit Memo
•
Multiple
,
Credit Memo,Comments: Some awesome note to AP!
•
Multiple
,Comments: Some awesome note to AP!
Thank You
Streamline the submission of non-PO invoices through the STAN program, improving efficiency and reducing processing time. Understand the steps to email invoices, use proper subject lines, handle attachments, and manage multiple indexes/account codes effectively.
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Presentation Transcript
Non- PO Invoice Submission Training Standardization Through Automation & Notification (STAN) program.
Training Purpose and Objectives Context and Purpose Most Invoices Without Purchase orders (previously known as DPay) will be submitted to the Payment Operations automation tool by email.* The new workflow will significantly reduce the time spent submitting invoices, as the new tool will support the submission of invoices without purchase order for approval on your behalf. Key Takeaway *Payment requests that do not include an invoice (e.g., honoraria) will continue to be submitted via the current K2 form as they are today. **Prepaid invoices and invoices being expensed to a general ledger should be submitted on the existing DPAY form and email to invoice@northeastern.edu
Steps to email a Non-PO Invoice Non-PO Invoices require 2-3 easy steps- 1. Email the Invoice to K2 Automation email in the following format: To : k2invoiceautomation@northeastern.edu CC : (Optional) If submitting the invoice on behalf of another northeastern university employee, you should "cc" them at their @northeastern.edu email, that person will then be asked to verify invoice details and submit the invoice for processing.
Email Subject- Single Index Type Index: followed by the six-digit index number. This will be followed by a , and AccountCode: Add a , Comments and notes to Payment Operations if needed (optional step). Subject Line Example- Index:123456,AccountCode:12345, Comments:(notes to Payment Operations if desired)
Email Body Please leave body blank. The body of the email will not be reviewed or referenced as part of the automated process.
Email Attachments The only 2 documents that can be submitted to the automated process are invoices & W9's (Separate attachments). Attach the invoice - required. If this is a new vendor, also attach the pdf copy of W9. Accepted file types: .pdf, .jpeg, .png. Note that .docx is also accepted but the automation will convert it to a .pdf. Make sure the file name does not include any of the following characters: & # / \ ; * ? " <>.
Email Subject- Multiple Indexes and/or Account Codes Multiple Indexes and/or Account Codes will require additional steps: Type Multiple in the subject line. You as the submitter (or the internal email cc d) will be notified via a Teams interactive card when the automation has determined that you need to submit multiple indexes . Fill in the details like- Index number, Account Code and amount. Click Submit .
Email Subject- Credit Memo Credit Memos will require additional steps: Type Credit Memo in the subject line. Click Submit .
Final Steps EXAMPLES OF SUBJECT LINES Once the submitter has finished the invoice submission process, he/she will receive a notification after 2-3 minutes stating that invoice was submitted successfully. Required fields / Optional Fields 1. Examples (Single Indexes): index:237130,accountcode:78006 index:237130,accountcode:78006,CreditMemo index:237130,accountcode:78006,Comments: Some awesome note to AP! index:237130,accountcode:78006,CreditMemo,Comments: Some awesome note to AP! To monitor the status of your invoice after submission, check your K2 dashboard (displayed after invoice is submitted and or Payment Operations Manual Review, if needed, is complete). 2. Examples (Multiple Indexes) Multiple Multiple,Credit Memo Multiple,Credit Memo,Comments: Some awesome note to AP! Multiple,Comments: Some awesome note to AP!
