Birch Street AP Training Outline

Birch Street AP Training Outline

Training Outline

I. Birch Street Login Link:

A. Login ID and Password

II. Basic Reconciliation Steps

A. Reconcile Invoice – Reconciliation screen

B. Generate Invoice – AP Invoice Tab

C. Print or View Invoice – AP Invoice Tab

D. Submit Invoice – AP Invoice Tab

E. Transmit Invoice – AP Invoice Tab

III. Reconciling Invoices that Don’t Match Receiving

A. Reconciliation Screen

1. Enter Invoice #

2. Enter Invoice Date

3. Enter Control Total (Hard Copy Invoice Total) to Compare Invoice with Receiving – Difference Field Must be “0”

4. Update Freight

5. Reconcile Order Quantities

6. Reconcile Item Prices

7. Reconcile Individual Item Tax

8. Allocate Items like Copy Paper

9. Confirm Department & GL

10. Update Tax on Entire Purchase Order

B. AP Tab

1. Use Gen Invoices button to create a system copy of the paper Invoice

2. Set “New” Filter on AP Invoice Tab to see newly created Invoice

3. Use Print/View button to review the newly created system Invoice

4. Use Edit link next to Invoice to do any final edits

a) Tax Accruals

b) Reconciliation

c) Oracle Supplier Number

d) Oracle Site Code

e) Set Invoice on Hold

f) Changes to Department & GL

5. Use Submit button one Invoice at a time to Validate that it is Complete and Ready to be Transmitted

6. Set “Invoice Complete” Filter to see Invoices ready to be Transmitted

7. Use Transmit AP button to transmit all submitted Invoices that will now have a Status of Invoice Complete

C. Credit Memos

1. Credit Memos are automatically created and transmitted based on the following criteria:

a) Positive Difference between Receipt Qty and Invoice Qty

b) Positive Difference between PO Price and Invoice Price

2. Use Print/View once Invoice has been created for a Summary View of the Credit Memo

3. Use the Credit Memo Screen for a Detail View of the Credit Memo

4. Submit Credit Memo for Approvals

5. Transmit Approved Credit Memo & Invoice Together

D. AP Batch Report

1. Use to review the Invoices and Credit Memos transmitted to Oracle

IV. SOTF Supplier Cross Reference Maintenance and Updates

A. Verify Birch Street SOTF is in Oracle

1. If SOTF is in Oracle, Confirm Information is Correct and Edit if Necessary

2. If SOTF is not in Oracle, Add SOFT

B. Link Birch Street SOTF with Oracle Supplier No and Site ID

C. Update Any Invoice Records With Oracle Supplier No and Site ID if Necessary

D. Update SOTF Fax Numbers

1. Change the Fax Number When Necessary

2. Notify Buyer once Fax Number is Updated

V. End of Month Process

A. Run Reconciliation Rollup Report

1. Show Which PO’s Have Been Received But No Invoices Generated or Transmitted

B. Run Accrual Report

1. Show Which Items Still Haven’t Been Invoiced By the End of the Month

2. Show What Journal Entries Still Need to be Made in Oracle

VI. Birch Street Best Practices/Oracle AP Procedures (Omni to Deliver)

VII. Deliver Trainee “Take Away” Documents

Quick Tip Document

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