How to Match a FlexCard Authorization PO to a FlexCard Invoice while Allocating

This document outlines how to allocate a FlexCard invoice in the absence of a cost receipt. In general, the receipt is the source of truth and will exhibit how much sales tax, shipping & handling, etc. is involved in the purchase. If no receipt is available, the allocation will be done based on what has been provided by U.S. Bank.

Sandra Featherson

Sciquest

Navigate to <https://gateway.procurement.ucsb.edu/Login.aspx>

Change the filter type from "All" to "Purchase Orders" in the filter on the top menu bar.

Enter the Purchase Order Number in the Search field and press Enter.

Click on the arrow, and scroll to find the "Invoices" tab.

Click "Invoices"

Click the Invoice Number.

***Note:*** Alternatively, you can also access your invoices in the "Action Items" section by clicking on the Flag icon in the upper right of the screen.

Next, click "Assign & Further Actions"

Scroll down to the Line Item section (i.e. "1 Line") and click the 3 dots next to the check box.

Click "Add new PO" to match the Flexcard Authorization to the Invoice.

Enter the PO Number of the PO you're looking for and press enter.

Next, click the "+" sign on the right side to select that PO.

Click "Add PO". Now two Purchase Orders will be matched - the original Flexcard PO and the Flexcard Authorization PO.

Scroll down to the original FlexCard line item and click the pencil icon next to "Item Details." NOTE: The item will always say "Annual Spend Limit-PO Amount" - this is the original PO.

If the Allocator is matching a Flexcard Authorization PO, the intent is to put the expense on **that** PO. To do this, the original Flexcard PO should be changed to $0.00 and the Flexcard Authorization PO should be updated to reflect the actual expense.

Click "Save"

Scroll down to the "Note/Attachments" section. Click the pencil icon next to "Discount, Tax, Shipping & Handling". The Allocator should review this section and enter the amounts to match the receipt from the vendor. (The Vendor Receipt is the source of truth). The Allocator should ignore the "Discount" field - any value other than $0.00 will error in validation.

Note: The vendor receipt is the source of truth! The Invoice Allocator should match the Gateway FlexCard invoice to the vendor receipt in terms of sales tax, shipping, handling, etc.

NOTE: The amount listed in the Note/Attachments section (i.e. $169.63) is the grand total.

Adjust the "Sales Tax" field to the tax amount in the "Note/Attachments" section.

Click "Save"

Scroll down to the Line level and click the pencil icon to change the line item amount to the grand total amount minus the sales tax. This is editing the Flexcard Authorization PO to match the actual expense (as identified on the receipt).

Remember: The grand total is the amount listed in the Note/Attachments section! The sales tax is also listed in this section.

Edit this number to be the grand total minus the sales tax (in this example, this will be $155.98).

Click "Save"

Click "Complete"

This concludes "How to Allocate a Flexcard Invoice/Receipt".

How to Match a FlexCard Authorization PO to a FlexCard Invoice while Allocating

Sandra Featherson

Sciquest

Navigate to <https://gateway.procurement.ucsb.edu/Login.aspx>

Change the filter type from "All" to "Purchase Orders" in the filter on the top menu bar.

Enter the Purchase Order Number in the Search field and press Enter.

Click on the arrow, and scroll to find the "Invoices" tab.

Click "Invoices"

Click the Invoice Number.

***Note:*** Alternatively, you can also access your invoices in the "Action Items" section by clicking on the Flag icon in the upper right of the screen.

Next, click "Assign & Further Actions"

Scroll down to the Line Item section (i.e. "1 Line") and click the 3 dots next to the check box.

Click "Add new PO" to match the Flexcard Authorization to the Invoice.

Enter the PO Number of the PO you're looking for and press enter.

Next, click the "+" sign on the right side to select that PO.

Click "Add PO". Now two Purchase Orders will be matched - the original Flexcard PO and the Flexcard Authorization PO.

Scroll down to the original FlexCard line item and click the pencil icon next to "Item Details." NOTE: The item will always say "Annual Spend Limit-PO Amount" - this is the original PO.

Click "Save"

Note: The vendor receipt is the source of truth! The Invoice Allocator should match the Gateway FlexCard invoice to the vendor receipt in terms of sales tax, shipping, handling, etc.

NOTE: The amount listed in the Note/Attachments section (i.e. $169.63) is the grand total.

Adjust the "Sales Tax" field to the tax amount in the "Note/Attachments" section.

Click "Save"

Remember: The grand total is the amount listed in the Note/Attachments section! The sales tax is also listed in this section.

Edit this number to be the grand total minus the sales tax (in this example, this will be $155.98).

Click "Save"

Click "Complete"

This concludes "How to Allocate a Flexcard Invoice/Receipt".