If the total number of items ordered is not delivered at the same time, you may submit an invoice for the amount you have received and then submit an additional invoice for the remaining quantity once it arrives.Subgrantee Functionality Only
After submitting the POE information, you must wait until the expenditure items have been delivered to continue to the next step of the process—invoicing.
If the total number of items ordered is not delivered at the same time, you may submit an invoice for the amount you have received and then submit an additional invoice for the remaining quantity once it arrives.
To submit an invoice:
From the home page, click the On-Order number in the Expenditure List Items row. The Subgrantee Expenditure List page displays with all on-order expenditure items listed.
Click the Needs Invoice hyperlink in the Local Invoice State column for the appropriate item. The Invoice page displays.
From the Invoice page, complete the Invoice Number and Invoice Date fields. All fields with the >> symbol are required to submit invoices for reimbursement.
The invoice information entered must exactly match the invoice you fax to the state. Any discrepancy between the two could cause the request for reimbursement to be denied. Denial of the invoice re-opens the item for editing, and the invoice must be re-submitted before the invoicing process can continue.
***If the unit cost of each invoice item is less than $5,000.00, proceed to step 9.***
If the unit cost of items on the invoice are greater than or equal to $5,000.00 you must enter a serial number and location information for those items. To do this, click the [serials] hyperlink in far right of the item’s row in the Invoice Items section. The Invoice - Locations page displays in a new window.
In the Serial Numbers section, enter the serial number for the first item into the first Serial Number field and then select a location from the first Existing Locations drop-down menu.
If the needed location is not listed, select [new location] from the Location drop-down menu in the Locations section and then enter the name of the location into the field below. Then complete the Address and City/State/Zip fields. All fields designated with a >> symbol are required.
Once all required fields in the Locations section are complete, click the Save Location button. This saves the entered location and updates the Existing Locations drop-down menu with the new option.
If the unit cost of additional invoice items is over $5,000.00, you must repeat the steps to enter the serial number and location information for each item until all items requiring serial numbers are documented.
Once you have entered the serial numbers and location information for all items over $5,000.00, Click the Save button in the Actions section of the Invoice window. This saves the serial number and location information entered for each item and returns you to the main Invoice page.
Click the arrow button in the far left column of each expenditure item in the Invoice Items section of the Invoice page. The distribution chart displays, allowing you to review the distribution for any errors or changes that should be made.
If changes are made that require the totals to be updated, the [auto adjust] hyperlink displays on the right side of the page. You must click the hyperlink to adjust the numbers and continue the invoicing process.
Once you have entered all of the invoice information, select the appropriate radio button from the Proof of Payment sub-section of the Invoice Items section.
If desired, enter notes and attach any supporting documents in the Invoice Notes section.
Once all information has been added, click the Reimbursement button under the Actions heading to save changes to your invoice and place it in the queue for reimbursement. The Reimbursement page displays for the vouchered items.
After submitting the invoice, the status of the expenditure item(s) is changed from Needs Invoice to Invoiced. Once an item has reached the Invoiced status, you are ready to proceed to the Reimbursement Process.