1. Q: It sounds like there must be good coordination between departments and Suppliers. How do departments know when they need to do receipts? Will supplier notify departments that they are planning to issue an invoice and need a receipt? Do departments create receipts as they usually would for Supplier reference? 

A: Receipts need to be created within PeopleSoft to avoid Voucher Matching failures, so the best practice is to always create a receipt and relay this information to the Supplier.


2. Q: Is the paying department notified once the invoice was submitted in eSettlements?

A: No notification occurs if an invoice is submitted via eSettlements, similar to online invoice creation and/or the spreadsheet uploader.   


3. Q: If there's no notification when Suppliers submit their invoices via eSettlements, how do departments know when invoices submitted online need to be processed and approved?

A: Departments should review invoice information daily to monitor for eSettlements invoices.  Departments should also view SF Reports & Analytics dashboards and run the Voucher Error query daily to ensure no “stuck” invoices.


4. Q: Departments need invoices to do receipts. What's the communication with Suppliers to get invoices before submitting receipts?

A: Verification of the receipt of goods and services should be made by the City and County of San Francisco. Departments are responsible for validating the actual Quantities/Amounts of the products and services received. Departments should enter Receipts for the actual Quantities/Amounts of the products and services received. Departments can email the Receipt ID to the Supplier and then the Supplier can create the eSettlements invoice from the Receipt (Packing Slip).


5. Q: Will the department purchasing the item (i.e., the holder of the PO) be notified that the vendor has submitted the invoice?

A: No notification occurs if an invoice is submitted via eSettlements, similar to online invoice creation and/or the spreadsheet uploader.  


6. Q: If an invoice is past 30 days, we need to request a revised invoice with an updated date. How do we communicate to the Supplier to obtain a revised invoice?

A: This is an internal process set up by each department and would be the same whether using eSettlements or creating vouchers online.  


7. Q: How and when do Suppliers and departments communicate so that department can validate product/service has been received and can prepare the receipt? How does the department that purchased the item confirm that the item(s) have been received so that the invoice may be paid?

A: Departments are responsible for validating the actual Quantities/Amounts of the products and services received. Departments should enter Receipts for the actual Quantities/Amounts of the products and services received. Departments can email the Receipt ID to the Supplier and then the Supplier can create the eSettlements invoice from the Receipt (Packing Slip).


8. Q: Who is notified if there are errors in the match?

A: Departments should run their Match report to check for errors on a daily basis.


9. Q: How will a buyer be notified when a Supplier submits an eSettlements invoice?

A: There is no notification to the buyer.


10. Q: How will a buyer be notified when a voucher is initiated?

A: Buyers will not be notified when a voucher is initiated.


11. Q: What is the process for receipt processing and receipt communication between departments and Suppliers?

A: Make sure to communicate the receipt number to the Supplier to make it easier for them to submit their invoice. Departments can email the Receipt ID to the Supplier.


12. Q: Can there be a way to communicate electronically about receipts entered into eSettlements?

A: Departments can email the Receipt ID to the Supplier. When there are multiple receipt IDs, it's especially important that the department communicate the IDs.


13. Q: Depending on where the "materials" are received (ex. if it is will call at the Supplier's location or shipped) the location is not always known at the time of PO creation and AP processors need to make adjustments to the sales tax indicators. How can this be matched, especially since receipts do not capture sales tax?

A: The actual Ship To location should be determined when the PO is created. Sales tax is calculated based on the Ship To location. If there is a change in the Ship To location the PO should be Change Ordered to update the Ship To location before the Receipt is created. Data should be entered accurately upstream in the Procure to Pay process.


14. Q: Will departments be notified when there are voucher errors or if they need to run queries?

A: There is no notifications. Please run the Query a least weekly if not more.


15. Q: If there is a duplicate invoice number, it possible to notify the Supplier before they submit in eSettlements?

A: When the voucher build runs, it will catch the duplicate invoice and will follow today’s process to fix duplicate invoices. 



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