Aggie Enterprise Invoice and Payment Process

This page provides an overview of the Invoice and Payment Process in Aggie Enterprise.

Purchase Order Payments

Past Process	Current State in Aggie Enterprise
Invoices are submitted to AP through multiple channels (e.g. email, USPS, Transcepta, PDF).	Invoices are submitted through the Aggie Enterprise Invoicing Module inbox with a standard route for all invoices.
Accounts Payable staff (and some departments) manually create invoices in the system.	Central AP is responsible for all invoice processing.
A routing invoice to a Fiscal Officer provides a warning message advising that receiving needs to be completed for the associated Purchase Order. A Fiscal Officer cannot approve the invoice until receiving is completed by the department.	Receiving is available and optional in the system. Business rules are not driven based on whether or not receiving is completed in Aggie Enterprise. Please note that receiving may still be required by the funding agency/source for the purchase, even if it's not required by the system. At the time a Requisition is created, a customer can opt-in to require departmental approval for all associated invoices for specific line items on a Requisition. Standard functionality requires invoice departmental approval for transactions at or above $10K.

Past Process

Current State in Aggie Enterprise

Invoices are submitted to AP through multiple channels (e.g. email, USPS, Transcepta, PDF).

Invoices are submitted through the Aggie Enterprise Invoicing Module inbox with a standard route for all invoices.

Accounts Payable staff (and some departments) manually create invoices in the system.

Central AP is responsible for all invoice processing.

A routing invoice to a Fiscal Officer provides a warning message advising that receiving needs to be completed for the associated Purchase Order. A Fiscal Officer cannot approve the invoice until receiving is completed by the department.

Receiving is available and optional in the system. Business rules are not driven based on whether or not receiving is completed in Aggie Enterprise.

Please note that receiving may still be required by the funding agency/source for the purchase, even if it's not required by the system.

At the time a Requisition is created, a customer can opt-in to require departmental approval for all associated invoices for specific line items on a Requisition.

Standard functionality requires invoice departmental approval for transactions at or above $10K.

Non-Purchase Order Payments

Past Process	Current State in Aggie Enterprise
Departments initiate non-PO payments directly in KFS on the Disbursement Voucher document.	Department completes a Payment Request. AP finishes processing the invoice. The invoice routes for fiscal approval. All non-PO invoices require departmental fiscal approval. Payment is issued after the non-PO invoice has been fully approved.
AP reviews payment requests as the last step of the workflow.	After the department fiscal officer review, the payment request is ready for payment. Unlike invoices assigned to a PO, ALL non-PO invoices will require review and approval by the department.
Tax Reporting reviews payments that might require tax withholding.	No change. Tax Reporting still reviews payments that might require tax withholding.

Other Payment Types

Professional Reimbursement Processing

Employee reimbursements for professional expenses continue to be processed in AggieExpense. AggieExpense continues to be available and interfaces with Aggie Enterprise.

Travel Payment Processing

Travel payments (and travel arrangements) continue to be processed in AggieExpense.