1. Q: How will Suppliers know which purchase or receipt goes to which department? Can Suppliers filter by certain fields in eSettlements?

A: Currently the only search field within the eSettlements module is by Receipt or Purchase Order ID. Departments will need to relay this information to Suppliers.


2. Q: How can Suppliers check the status of a payment?

A: Suppliers can view the status of all invoices submitted and their payment status through SF City Partner.


3. Q: How does the receipt processor receive the invoice if it goes to the voucher system?

A: There is no need for the receipt processor to receive the invoice because they have created the receipt in the system.


4. Q: If an invoice is copied from a PO, will the invoice go through department approval?  How are we ensuring the product is actually received, especially if it's copied from PO?

A: As a receipt is required in SF Procurement for matching, this invoice will fail matching and a receipt will need to be created to satisfy matching requirements.


5. Q: If a Supplier has multiple remittance addresses, can eSettlements select the right one?

A: The Accounts Payable process pulls the remittance address and location from the purchase order, so multiple remittance addresses are irrelevant. 


6. Q: Would it be possible to add a workflow for Grant invoices (or other non-professional services contracts) so they aren't just matched and paid?

A: The Systems team can explore additional workflow for Grant invoices, but we would need to have approval from all departments on changes to workflow.


7. Q: POs often auto-populate terms to N30. Does purchasing need to verify this and enter correctly, taking discounts into consideration?

A: The Buyer who creates the PO should validate the payment terms and update if necessary. Payment terms can be updated on the PO by clicking the Supplier Details hyperlink on the Maintain Purchase Order page. Please refer to the Create a new Purchase Order job aid.


8. Q: If an invoice is copied from a PO, how does the receipt matching work? Will it be an automated process?

A: There is a process that runs in SF Procurement that tries to identify the Receipt ID when a Supplier creates an eSettlements invoice from a PO with existing Receipts. There can be issues with this process when there are multiple Receipts with the same amounts. The department should email the Receipt ID to the Supplier, and then the Supplier should create the eSettlements invoice from the Receipt. This is the preferred approach in eSettlements.Matching is an automated batch process that is run multiple times throughout the day.  The Matching process checks for a receipt id associated to a voucher.


9. Q: How can we get the invoice from a Supplier when goods are received? Usually departments need to see the invoice in order to do a receipt.

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).


10. Q: Can Suppliers change the payment date?

A: No, they cannot.


11. Q: How do Suppliers break up files over 25 MB if self-service is closed on submittal?

A: If the file size is over 25 mb, it will not load. Instead, Suppliers can create multiple documents. 


12. Q: What file formats can be uploaded?  

A:  All formats should be loadable, but the most common formats are Excel, PDF, and Word.


13. Q: Can Suppliers download packing slips from their file?

A: Yes, Suppliers can download packing slips from their file, but they must choose the receipt from the list in eSettlements. If they cannot see the receipt in the drop down list, Suppliers must use the Purchase Order (PO) method for creating the invoice and attach the Supplier receipt. There are inquiry pages for invoices, POs, receipts and payments on the SF City Partner site.


14. Q: The function that Suppliers enter the invoice number is risky for duplicate invoices/payments. Can the Invoice Number be generated by the system instead? 

A: When the voucher build runs, it will catch the duplicate invoice and will follow today’s process to fix duplicate invoices. Additional tips and tricks will be covered in the Voucher Data correction training session.


15. Q: Once a Supplier submits an invoice via eSettlements, is there a way to ensure that no duplicate paper invoice will be sent by the Supplier at a later time?  

A: The System checks for duplicate invoice number.


16. Q: Estimated shipping costs may be slightly different between a purchase order and the invoice amount. How does eSettlements handle that?

A: Suppliers can add their shipping amounts.  Should the shipping amount not match the PO or not be within the tolerance setup in PeopleSoft, a matching error would occur.


17. Q: Does the Supplier have to enter the location?  If the location does not match the location on the PO a match exception can occur. What is the best way to prevent this?

A: Location is defaulted in eSettlements based on the Supplier’s default location. This is also the default value on the Purchase Order. The best method to prevent any mismatches is to ensure PO has the current location value.


18. Q: Will eSettlements prevent Suppliers from submitting invoices if they are no longer compliant or if the prime contractor has not paid its subcontractor in a timely manner?

A: If the Supplier is not active, they will not be able to submit invoices through eSettlements.


19. Q: Some construction payments submitted through eSettlements did not go through the approval path, which they should have. Do SF Financials and SF Procurement have a solution to this?

A: This was an Oracle defect, which we fixed two weeks ago. Construction payments will now go through the voucher approval process for construction services.


20. Q: How do we make sure Suppliers receive a PO? 

A: Suppliers will see all their POs online. You don’t have to be as concerned about dispatching the POs manually. Also remember to let batch processes save you time!


21. Q: How will Suppliers be informed they shouldn’t use blanket purchase orders in eSettlements?

A: Departments are responsible for setting up POs for eSettlements. Suppliers can create eSettlements invoices from Receipts (Packing Slips) or POs. The department should email the Receipt ID for Blanket Purchase Orders to the Supplier and then the Supplier should create the eSettlements invoice from the Receipt. This is the preferred approach in eSettlements. The Controller’s Office does not recommend using Blanket Purchase Orders for eSettlements.



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