RIFANS OVERVIEW
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RIFANS OVERVIEW
Working Efficiently In
Accounts Payable
TIP: Select Slid Show; From Current Slide; Click “RIFANS OVERVIEW” This Brings you to Web Page
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NOTIFICATIONS • From the Home Screen Click on Full List.
• Click on Item in the Subject Field for More
Detail
• Invoice Ready for Approval; Select
Approve, Reject or Reassign
• Important: If Rejecting an Invoice, Indicate
Reason for Rejection in the Note Section.
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Select Invoice for Approval
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IMPORTANT NOTE: "DUE DATE" DO NOT USE THIS DATE TO APPROVE INVOICES THIS IS SYSTEM GENERATED BASED ON NOTIFICATIONS USE; NOT INVOICE DUE DATE
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• Home Screen
• RI Financial Inquiry
• Invoice Inquiry
• Enter Invoice Number
• Click Find To ViewFROM THIS SCREEN: OTHER INVOICE VIEW OPTIONS:
Invoice Overview: Tools, Invoice Overview (Paid date, check No., amount, PO #,
Supplier Info)
Invoice Workbench: Brings you back to Invoice View
INVOICE INQUIRY
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Click on RI Financial Inquiry: Additional Financial Inquiry Options appear
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Enter invoice number; click find
TIP: You Can Narrow Search by EnteringDollar Amount or Date
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Tabs Contain Additional Information
TABS
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Invoice WorkBench
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VIEW DISTRIBUTION
• View From The Lines Tab:
• Purchase Order/ Release Number
• Line Item
• Dollar amount, Qty Invoiced, Unit Price etc.
• All Distributions Tab: Click on This Tab, it Will Show
Whole Account String, Description, Dollar Amount
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All Distributions Shows all Accounts on Purchase Order
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ACCOUNT BREAK DOWN
• Account String/Distribution
14.10.071.1675107.02.631200.00000
Yr.Fund.Agency.lineseq.fundsource.natural
.Projcode
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VIEW HIERARCHY APPROVAL
• Query Invoice
• From the Reports Tab
• View Invoice Approval History List
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List of Approvers
This View Shows: Invoice Approved, Approved Date, Name of Approver, Name of Next Approver (s)
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VIEW ATTACHMENT/BACKUP
• From the View Invoice Screen
• Attachment (Yellow Note with Paperclip on Header)
• Open Document
• Open-View Varies From Computer to Computer
• View Invoice
• Click through Pages
• Print Backup if Desired
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Paper Clip
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Select invoice, Open Document
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Select Open or SaveExample of One Attachment Once Document is Opened, You Can View an or Print
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View with Multiple Attachments
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VIEW HOLDS ON INVOICE PAYMENTS
• View Invoice
• Hold Tab
• Action is Required on
All Holds
• Types of Holds−Qty Rec’d −RI SFA-12 Missing−Insufficient Funds
NOTE: In order for SFA-12 Hold to be lifted The Agency must submit completed SFA-12 form in Excel and email to Accounts & Control
• Hold
Reason/Description• Qty Rec’d
− Quantity Billed Exceeds Quantity Received
• SFA-12 Missing− Hold Invoice until SFA-
12 is Attached by Accounts & Control
• Insufficient Funds− Failed for Cash and or
Budget
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Insufficient Funds
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SFA-12 Hold
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Quantity Rec’s Hold
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TIP: You do not have an Electronic (Excel) version of the SFA-12? The SFA-12 Form is Available on the Office Of Accounts and Control Website: http://controller.admin.ri.gov/Capital%20Assets/index.php
Screen Shot View of What an SFA-12 Looks Like
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VIEW INVOICE PAYMENTS
• Home Screen
• RI Financial Inquiry
• Payment Inquiry
• Check Number
• Find
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Click on RI Financial Inquiry: Payments Inquiry Additional Financial Inquiry Options appear
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Enter Check #
TIP: You Can Narrow Search by entering check number and dollar amount:
DO NOT fill all the fields as it will limit the findings NOTE: Multiple Payments can be found with one search as long as the check numbers are in sequence
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Multi check # search
Slide Scroll Bar to the Right for Additional Information
Scroll Bar
Highlight Invoice & Click Invoice Overview to See Invoice Detail/Attachments
Invoice #