1. Q: Can a department limit Suppliers to only invoice based on packing slips/receipts?

A: No, it's not possible. However, our preferred method is to invoice based on receipts.


2. Q: Can we insert additional approvers?

A: Yes, Approvers can add additional ad-hoc approvers, excluding vouchers that pass matching 100% and are not construction or professional services. Only employees who have approval roles can be designated as approvers. Once an ad-hoc approver is added, they must approve. For additional information, please contact SF Employee Portal Support.


3. Q: How and where does the department approve the invoice? 

A: The approval process will be the same because eSettlements is only for submitting invoices.


4. Q: How can departments manually change the invoice date at year-end once the system matches and automatically posts?

A: Prior to payment, departments can unmatch and unpost invoices to change the date. Once an invoice is paid, it cannot be changed. Additional information will be provided as we approach fiscal year-end.


5. Q: How is a department's internal control process (approving an invoice before a voucher is generated) addressed in eSettlements online invoicing?

A: If departments have controls for approving vouchers outside of the system, they will need to communicate with the Supplier about when the Supplier should submit invoices via eSettlements.


6. Q: Can departments require an additional step for workflow approval in eSettlements if we have internal approval process (for example, an Invoice Approver needs to review and approve the invoice, especially on service invoice)?  

A: Additional Workflow and Approvals can be configured in the Systems based on AP origin of eSettlements. There would need for a general agreement Citywide for these new approvals.


7. Q: Our department requires Project Managers and CFO to approve invoice before a voucher is processed. Can we still require this approval if the voucher is auto generated?

A: Your internal control process can continue. However, if this request is to have this approval within our systems, then new approval controls would need to be added and agreed to Citywide.


8. Q: Is there a way to ensure that a department can review eSettlements vouchers before they are fully approved and paid through matching process?

A: Departments can review eSettlements vouchers using SF Reports & Analytics before they are paid, but not before they are approved. 


9. Q: If a voucher is related to a contract, will it go through departmental approval? 

A: Only if the contract is Professional Service or Construction. General contracts do not go through approval if they pass matching.


10. Q: If vouchers for goods do not go to approval, how do we obtain approval for payment of the invoice?  Is simply recording the receipt enough for internal controls?  We usually obtain approval before creating vouchers manually.

A: For goods, the Requisition is reviewed and approved, then the Purchase order is reviewed and approved, and then the receipt is created once receiving has occurred, thus validating the receipt.  


11. Q: When a supplier uploads an invoice and it is received, how do I pass this invoice to another manager for payment approval?

A: You cannot add additional approvers to a voucher for payment. Current configuration in Accounts Payable is as follows: If the invoice is for Goods, the invoice/voucher is created and then the matching process is run. If the voucher has no matching issues, it will be triggered to be paid and no additional approval is triggered. However, for an invoice/voucher is associated to a contract (professional services or construction), additional approval is triggered even with 100% matching.


12. Q: We change all our invoice numbers to start with our 3 digit department code. Is there a way to ensure that happens through eSettlements?

A: Once an invoice becomes a voucher through submission, any AP Processor can change the invoice number.


13. Q: Which departments have delegated authority?

A: There are no Departments that have been given blanket delegated authority to issue Tech Marketplace POs; rather there are specific individuals from certain departments who have been given delegated authority. 


14. Q: Should there be separate people with the PO Buyer, Receiving Processor and AP Processor roles? Some colleagues may have several or all roles.

A: Yes. Controller’s Office Accounting Policies & Procedures Manual, Section 1.7 Internal Controls:

  • Departments shall develop a plan of organization that provides segregation of duties appropriate for proper safeguarding of the City’s assets. 
  • Key duties such as authorizing, approving or recording transactions, issuing or receiving assets, making payments, and reviewing or auditing shall be assigned to separate individuals to minimize the risk or loss. 
  • A satisfactory internal control system depends largely on the elimination of opportunities to perpetrate and then conceal errors or irregularities. 
  • This, in turn, depends on the assignment of work in such a fashion that no one individual controls all phases of an activity or transaction.



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