Step

Create Pre-payment – Create Purchase Order

Responsible Party

Template/Guideline

Explanatory Notes

In order to make a prepayment, an approved purchase order (PO) for the entire procurement transaction (not just the prepayment amount) must exist in Quantum.  See Purchase Orders/Commitments.

Step

Complete Prepayment invoice Request (Prepayment) form

Responsible Party

Staff

Template/Guideline

Explanatory Notes

Based on pro-forma invoice, contract, or other supporting documentation, a Prepayment Invoice Request form is completed, referencing the related approved PO#.  The Prepayment Invoice Request form along with a hard copy of the PO and all other supporting documentation must be forwarded to the Project Manager for approval.

The Payable Infolet-Prepaid shows all aged & outstanding prepayments which can be exported to Excel.

Step

Review Prepayment Invoice Request Form

Responsible Party

Project Manager

Template/Guideline

Explanatory Notes

Review the Prepayment Invoice Request form and supporting documentation and decides whether or not to approve.  If approved, the Prepayment Invoice Request form and supporting documentation are forwarded to Finance. 

Step

Create Prepayment Invoice 

Responsible Party

Template/Guideline

Explanatory Notes

Create and complete the prepayment invoice with supporting document in Quantum, validate and initiate approval. Quantum will automatically route to designated Approving Manager who needs to check PO reference (if any), COA (which includes only GL distribution combination)  and supplier information. The project segment of the CoA should not be included in the prepayment invoice given that the PO has already encumbered resources at PPM level during the approval process. Upon liquidation of the prepayment the full project COA is required, which includes the PPM segment. 

Step

Approve the Prepayment Invoice

Responsible Party

Template/Guideline

Explanatory Notes

Review supporting documentation and approve the prepayment invoice in Quantum if appropriate.  Unlike in the case of a standard PO matched invoice, the information from the PO is not automatically copied on the prepayment invoice. Therefore, approving manager should ensure that:

The amount and timing of the prepayment are consistent with the contract, agreement, TOR, PO, etc.

The supplier and COA (GL Segment only) are correct.

Step

Disburse the prepayment
 

Responsible Party

Template/Guideline

Explanatory Notes

Disburse the prepayment once the prepayment invoice is approved by the Approving Manager.