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2
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Steps
Submit documentation for works completed
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Responsible Party
Supplier
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Template/Guideline
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Explanatory Notes
Submit appropriate
supporting documentation, such as a CP, Report, and Timesheet etc. for works completed,
to supervisor (Project Manager / Requester).
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3
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Steps
Prepare the AP Invoice
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Responsible Party
Finance staff or directly by the supplier through the Supplier Portal
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Template/Guideline
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Explanatory Notes
Finance staff are the custodians for the hard copies of the supporting documents.
Review the accuracy of the payment amount.
Ensure that the payment modality is correct.
Ensure that the Distribution and PPM chart field is correct.
Confirm that payment has not already been paid.
Verify supplier banking details.
Ensure credit notes received will be offset against the amount paid.
Ensure payments are entered into the system with the correct due date (term), so that payment can be scheduled in accordance with the agreed payment terms.
In addition, for PO invoice, finance staff must:
Ensure that the terms and conditions of payment are consistent with the PO or contract document;
Verify, if the Project Manager (or his/her designate) has recorded satisfactory receipt of goods/services in Quantum (or confirm outside Quantum that services were delivered in case of travel payments) and attach to the invoice in Quantum,
Bring any exceptions such as exceeding tolerance breaches, use of wrong account codes, currencies and accounting dates etc. to the attention of the approving manager who approved the PO. In addition, for non-PO Invoices, finance staff must:
Verify that the request for non-PO payment is approved by the Project Manager (including where applicable, verifying of satisfactory receipt of goods/services);
Verify if the payment does not require a PO (i.e. that it is under USD 5,000, NIM/ DIM advances , advances to implementing UN Agencies ,national utility payments, staff salary advances etc.);
Verify that the payment is in compliance with UNDP procedures;
Obtain explanations for any exceptions from the Project Manager such as lack of a documented receipt, lack of adequate budget, lack of an expense authorization etc., and bring these to the attention of the Approving Manager, prior to his/her approval of the non-PO payment
The invoice should be managed and stored in accordance with Records Management . Important dates for GMS computation in PPM and posting to GL - Non-PO Invoice - Invoice date – is defaulted to today's date but should be manually changed to the supplier's invoice date for the following reasons – influences expenditure item date, conversion date, accounting date, terms date and budget dates.
- The invoice date denotes the date of the transaction and is the basis for recording the transaction in UNDP "books" and recognising the expenditure.
- Expenditure should be recognised in the period it occurred- or as close as possible if the earlier periods are closed.
- Conversion date – The user should ensure that the conversion date matches with the invoice date.
- Expenditure item date – is defaulted to the invoice date.
Expenditure Item Date should equal the Conversion Date for Non-USD, Non-PO Invoice transactions for following reasons: "Conversion Date" (drives the conversion to USD in GL posting) and "Expenditure Date" (drives the calculation of GMS). When the transaction currency is in Non-USD, the GMS amount is calculated on transaction currency (a local currency e.g., AFN) using the exchange rate based on the "Expenditure Item Date". The same transaction amount in non-USD is converted to the USD Equivalent amount using exchange rate applicable on the "Conversion Date", which should be the same as the "Invoice Date". Expenditure Item Dates is relevant for calculating GMS in PPM, and the Conversion Date is relevant for converting Non-USD amount to USD in the GL. For the GMS amount calculated in PPM to equal the amount posted in GL the Expenditure Item date should equal the Conversion Date, so that the exchange rates used are the same. Date Exceptions for PO Invoice payments Expenditure Item Date for PO invoice is defaulted from the Expenditure Item Date of the PO and cannot be changed to match the conversion date (and invoice date). No adjustment is required.
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4
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Steps
Validate the invoice and initiate approval (optional for PO and Non-PO invoice, otherwise Quantum batch process will validate invoice and initiate approval every 4 hours beginning 6 am, NY time and again every other 4 hours)
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Responsible Party
Finance staff
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Template/Guideline
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Explanatory Notes
The CO should review validation errors and fix them. Errors could arise from insufficient budget, budget period is not open, insufficient receipt or lack of receipt, wrong receipt line selected for matching, etc.
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6
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Steps
Approve AP PO Invoice
PO Invoice is approved automatically once it is validated. If the amount excedes USD20,000 or equivalents, the PO Invoice requires 2nd approval by GSSC .
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Responsible Party
GSSC Approvers
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Template/Guideline
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Explanatory Notes
Ensure that the details match the PO; Check the following agree to the PO Invoice: Goods received note (GRN) attached, Invoice information such as amount, currency, date supplier must be correct and consistent with the supplier invoice.
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7
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Steps
Approve non-PO Invoice CO needs to approve all Non-PO Invoices. If the amount exceeds USD5,000 or equivalent, the non-PO Invoice requires 2nd approval by GSSC.
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Responsible Party
CO approvers and GSSC approvers
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Template/Guideline
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Explanatory Notes
Confirm that supporting documents are attached, correct dates including Expenditure Item dates are correctly stated, correct Paygroup and payment method are selected.
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10
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Steps
File the signed and the approved AP invoice together with all supporting
documentation
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Responsible Party
Finance staff
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Template/Guideline
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Explanatory Notes
The following documents are mandatory and the hard copies must be attached as supporting documentation to the AP invoice:
For PO voucher:
Signed and authorized PO;
Signed and authorized Receipt of Goods;
Supplier invoice. For Non-PO voucher:
For small value payments and for utilities provided by a Government – a receipt document is not required, but goods and services must be received before raising an AP invoice; However supporting documents such as requests for payment signed by the Project Manager and suppliers invoices must be attached.
Agency services – Agency Service Request form duly signed and authorized by the appropriate agency official for Non-Quantum Agency payments;
prepayments to Responsible Party –, FACE forms duly signed and authorized by the appropriate Responsible Party's official; Letter of Agreement (LOA) or Responsible Party Agreement(RPA), Low Value grant – LVG agreement, Request for payment or invoice from the grantee for subsequent payments after the first.
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