Invoice Processing System (IPS) via Quickbase

How to submit a WIT or ECR to Accounts Payable using IPS

1. From the Home tab click

2. An Invoice Submission Form will open.

Note: All fields with a red asterisk * are mandatory. The yellow to the left of some field names will give you additional information about that field.

A. From the Facility Number dropdown, choose the proper site.

B. If the invoice is to be divided between multiple sites, click on the

Invoice to Multiple Sites? check box. Then, in the text box that appears on the right, using the proper site numbers and amounts, let AP know how to divide up the invoice among the multiple sites.

A. The Facility Name will automatically be filled in and today’s date will be entered in the Date of

Submission field.

3. In the Invoice Details section, you will enter all pertinent information for this invoice.

A. WIT or an ECR? If you select ECR, a checkbox will appear, giving you the option to choose to have the check sent out via Express Mail (FedEx or

Priority, depending on the situation).

B. Vendor Name - enter the vendor name.

C. Mail Payment to Alternate Address - when the check is to be sent to an address other than the one on the invoice, check this box and enter the correct address in the form that appears on the right.

D. Invoice Date - either type all 8 characters (mm-dd-yyyy) for the correct date or click on the calendar icon and choose the correct date.

E. Invoice Number - enter the invoice number from the invoice, or if it doesn’t have one, enter the date the invoice was received.

F. Payment Amount - enter the amount the check needs to be made out for all the way to the second decimal place (e.g. 172.00).

Note: If the amount in the Payment Amount field is different than the amount on the invoice or receipt, notate the reason why they are different on the invoice or receipt.

G. Invoice Due Date - if you know the invoice due date, enter it in here.

H. GL Code - if the invoice has only one GL Code, enter it in here. If the invoice has multiple GL Codes, click the checkbox, on the invoice next to each item write the proper GL code, and enter the GL Code in the Invoice Submission Form that is used most often on the invoice.

I. Name of Person Submitting - whoever is filling in this form, enters their name here. It is used for AP follow-up.

Invoice Attachment - attach a copy of the invoice (scan all pages; PDF format preferred). Note: You can only submit/attach one invoice at a time (even if they’re all from the same vendor).

K. General Notes - type in any information that you feel would be important for AP to know about this invoice.

L. Save and Close - to submit the invoice it must be saved. Click on the dropdown and choose Save & Close if this is the last invoice you are submitting at this time, or choose Save & New if you have another

invoice to submit.

Note: If your invoice requires approval (based on the GL Code) it will automatically be routed to the proper Approver. Once approved it will automatically be routed to your Accounts Payable Rep for processing.

You will receive an e-mail notification from notify@quickbase.com when:

• You submit an invoice

• An invoice requires approval, once the invoice has been approved

• The AP Rep has begun processing your invoice

Training Video: https://vimeo.com/401518809 Password: nvalearn