PHHE Production Procedures: 9b-Invoice Processing (OS7)

Transcription

1 Preceded by: 9-Cpyedit and Manuscript Tagging (PM7) 9b-Invice Prcessing (OS7) Fllwed by: 10-Line Art Prcess (AVPM2) Why: The timely prcessing f invices is an essential respnsibility f Operatins. Budget integrity and cash flw rely n timely invice management Wh: Operatins Specialists; All Prductin Team Members; Varius Editrial Staff Skills Needed: Ability t balance and track budget against actual spending Knwledge Base Needed: CES; Vendr/Invice Tracking DB; RADAR; WIP TASK: Invice Prcessing Step 1: Invice Ruting Overview Operatins Department Assistant receives the invice and enters the fllwing infrmatin int Invice Database: Date received Cmpany name r freelancer name Invice number Invice date 1099/after hurs r incrprated Date invice received (by Operatins Department Assistant) Invice amunt Cpyright year PO number Team Surce Discipline cde Operatins Specialist Assistant s name NOTE: Additinal assistance in entering invices is prvided by: all Senir Administrative Assistants, Clumbus Permissins Crdinatr, and Clumbus Prductin Assistant. If a purchase rder (PO) (r any f the infrmatin listed abve) is nt attached t the invice, the Operatins Assistant returns the invice t the vendr. If crrect, invice and POs are sent t the individual wh cmmissined the wrk. The individual wh cmmissined the wrk prcesses the invice accrding t the invice prcessing plicies detailed belw. Updated: 12/21/07 Page 1 f 6

2 Step 2: Invice is then sent, by the individual wh cmmissined the wrk, t the prject OS fr validatin and signature and returned t Operatins Department Assistant. Fr invices ver $25,000, r when Operatins is the requestr, the OS must first send the invice t the OS Supervisr (r higher level) fr cunter signature based n the apprver s schedule f authrity signing level) as fllws: Operatins Specialist $0.00 t $25,000 Senir Operatins Specialist $25,001 t $100,000 Assciate Directr and Directr f Operatins $100,001 t $250,000 Abve this will need t g t the CFO f the divisin (Pete Eiden r Jhn Owen). NOTE: If final invice and riginal/amended PO d nt match, requestr must take PO/invice t SME r Department Directr fr discussin and apprval. Step 2: The OS returns the invice t the Operatins Department Assistant fr final database entry and delivery t Accunts Payable (AP). Fields t be entered prir t AP submissin are as fllws: Actual Date t AP Original Batch # (week ending Friday) There is a calendarized mnthly clse fr AP, which usually falls within the last week f the mnth. T allw fr clear delineatin f mnth-t-mnth WIP spending, the next batch f invices will nt be sent AP by the Operatins Department Assistant until the first f the fllwing mnth TASK: Invice Prcessing Plicies Invice Requester (These steps apply t all invice requestrs in the fllwing departments Operatins, Prject Management, Editrial, Design, Media, and Central Publishing. Step 1: Invice Types The fllwing prcedures describe the frms apprpriate t the fllwing invicing situatins that will be encuntered. NOTE: If a PO has been amended, then the amended PO must accmpany the final invice fr prcessing. Freelancer Invice: Assciated frms: Invice r Check Requisitin r Exhibit 2 (Freelancer Agreement and Invice) (required) Purchase Order (required) Exhibit V (Freelancer Status and Agreement Certificatin Transmittal)(required) Cntract Incrprated Cmpany Invice: Assciated frms: Invice r Check Requisitin (required) Purchase Order (required) Cntract Updated: 12/21/07 Page 2 f 6

3 Afterhurs Invice: Assciated frms: Invice (required) Purchase Order (required fr AP) Timesheet cpy (required fr payrll) Permissins Invices: Assciated frms: Permissins Lg Authr Cntract Purchase Order Invice Ryalty Check Requisitin (if required) Step 2: Invice Requirements AP NEEDS Requestr MUST verify all plant cdes n invice. OS attaches a PO t every invice befre the Operatins Department Assistant sends t AP. AP scans all paperwrk received, including the PO, s OS can view it as PDF file in RADAR. This uphlds Operatins plicy f all invices having PO created and finalized in CES. AP needs a minimum f tw signatures n each invice. One validates that the wrk was dne (e.g., a PM, designer, editr) and the secnd must be an OS and his r her Supervisr depending n the SOA signing authrity. AP needs nly the tp and last page (signatry page) f a cntract (the entire cntract is nt necessary). AP needs a signed Exhibit V dcument (Freelancer Status and Agreement Certificatin Transmittal) with each invice/check requisitin that he r she receives if the vendr is a freelancer. AP DOES NOT NEED Anyne wh is cmmissining wrk and/r prcessing invices des nt need bth an invice and a check requisitin. AP des nt need Exhibit 1 (Freelancer Engagement Data Sheet) with the invice. AP requires Exhibit V that attests that the persn signing received and validated Exhibit 1 in accrdance with the Freelancer/Temprary Help plicy/prcedure. Anyne wh is cmmissining wrk and/r prcessing invices des nt need t send Exhibit II (Freelancer Agreement) t AP if there is an actual invice r check requisitin sent. Exhibit II can, by itself, take the place f an invice r check requisitin if necessary. Exhibit II shuld g t yur freelancer (with a purchase rder) at the beginning f every jb yu cmmissin with them. This frm has terms and cnditins, which the freelancer shuld return this signed t the individual cmmissining the wrk. Fr permissins invices, if the invice requires attachment(s) t accmpany the check when sent by AP, the accunts payable system has a drpdwn where they will check this ff. They will then make sure that the attachment (usually a cpy f the invice) is sent ut t the payee. An addressed envelpe des nt have t accmpany the invice and attachments. Nte r label in red n the frnt f the invice that the attachment has t g with the cut check. Updated: 12/21/07 Page 3 f 6

4 NOTE: When an invice ges t AP it ges int a central mailrm. Invices are distributed accrding t vendr and type (PO, nn PO, check requisitins, T&E, etc.). Every invice and all attached dcuments are scanned int RADAR. They are date stamped in the mailrm first, then scanned. Staple the invice n tp and its backup material. D nt use paper clips. NOTE: Certain invices are batched fr prcessing with ne pint persn: WDS Archive Invices = prcessed thrugh Lana Vichich in Clumbus Laserwrds Extract Invices = prcess thrugh Gert Cnklin in USR TASK: Invice Cding Step 1: All invices must be apprpriately cded s that the fllwing infrmatin is n either the invice r the accmpanying purchase rder: Invice number ISBN number ( H-ISBN-001 ) (Must be n invice) Invice date Cpyright year (shuld be n PO) Discipline cde (eg: 2735, 2102) (shuld be n PO) OS name (shuld be n PO) Surce cde (shuld be n PO) General ledger accunt cst cding Invice amunt (ttal) TASK: Operatin Specialist Prcessing Step 1: Operatins Specialist verifies Invice number ISBN number Invice date Cpyright year (shuld be n PO) Discipline cde (eg: 2735, 2102) OS name Surce cde Fed Frm V if it is a freelancer invice 1099, Inc. (Crpratin) r After Hurs General ledger accunt cst cding Dllar amunt Physical cpy f PO Cmpare t cmmitted PO and WIP and investigate/reslve any errneus charges. Step 2: OS must cmplete a quick rll up f WIP t date; utstanding billing against cmmitted POs, and ther charges that are still t cme but might nt yet have cmmitted POs. This is als an pprtunity t ensure verall spending is still in line with the apprved budget. If the verall budget will be exceeded by 10% r $2000, a surce f funding must be lcated befre invice can be prcessed fr payment. Updated: 12/21/07 Page 4 f 6

5 Prepare ryalty chargeback paperwrk fr excessive AAs, index, r ther cntractual tasks. Return Invice t Operatins Department Assistant t send t AP Retain a cpy f the invice in the prject file (PM/cmp and P&B) Fr final cmp invices, OS cnfirms that archive files have passed archiving (as indicated n weekly peratins status reprts). If files have passed, OS rutes as usual. If files have failed upn first grading, OS hlds the invice until prject is passed by archiving. Reduce cmp invice fr failure penalty $275 against Cmpsitin NOTE: N prjects withut apprved Blue Frm are allwed unless the divisin President and Business Manager apprves (within the standard signff authrity plicies). NOTE: Any invices received fr future cpyright years (titles nt yet having BP1 (Rev) budgets) must be evaluated befre invice can be passed t ensure that PPS budget is adequate. NOTE: All cmmitments t spend against an apprved plant budget require a PO issued by a prductin department prir t the start f services. All plant related invices are t be recrded, tracked, and recnciled against the PO. TASK: Permissins Payment Prcess Step 1: In-huse PM/Liaisn reviews the cntract t determine wh gets charged fr the payments. (Authr, Pearsn Educatin, r Authr/Pearsn Educatin split). If Pearsn Educatin pays: A PO must be entered int CES A cpy f this PO and a permissins invice summary must accmpany a cpy f the invice. Each frm must have tw signatures. Paperwrk is given t Operatins Department Assistant t be entered in the Invice Tracking system. Operatins Department Assistant then frwards t AP fr payment. Cpies f the PO and the riginal invice are kept in the file. If Authr pays: A ryalty check requisitin must be prcessed by the Operatins Department Assistant A cpy f the invice must accmpany the check requisitin. The check requisitin must have tw signatures. Tw sets f check requisitins (riginal and cpy) and a cpy f the invice are frwarded t Jessica Wrster in the Ryalty department Jessica will charge the authr s ryalties and frward paperwrk t AP fr payment. Updated: 12/21/07 Page 5 f 6

6 If Authr/Pearsn Educatin split the payment: A ryalty check requisitin must be prcessed A cpy f the invice must accmpany the check requisitin. The check requisitin must have tw signatures. Tw sets f check requisitins (riginal and cpy) and a cpy f the invice are frwarded t Je Green in the Ryalty Department Je will charge the split amunt t the authr s ryalties and frward the paperwrk t AP fr payment. Step 2: The permissins lg shuld be initialed and dated when the paperwrk ges ut fr prcessing. Step 3: A free cpy fr permissin list must be faxed t the sampling department Step 4: File permissin flder alphabetically in a dedicated permissins cabinet, available fr future reference. Updated: 12/21/07 Page 6 f 6