Instructions to Create and Submit an Invoice Payment for items with a Purchase Order (PO)

Step 1: Open the Purchase Order Payment Approval Form

1. Select this link to open the Purchase Order Payment Approval Form aka the “Ok to Pay form”.

Step 2: Complete All Required Information

2. Enter the Preparer Information.

3. Select the Type of Request from the options:

   1. Select Non-sub Award if the request account codes (funding strings) are not linked to a grant.

   2. Select Sub Award if the request account codes (funding strings) are linked to a grant. Additional fields will populate.

      1. Enter the Subaward Number.

      2. Enter the Award Department.

      3. Enter the PI Approver email.

4. IF the supplier is foreign, select the Foreign checkbox, otherwise leave the checkbox blank.

5. Enter the Requisition Information.

   1. Supplier Name: Enter official supplier name.

   2. PO Number: Enter with PO prefix: "PO136559" (not 136559)

   3. Line Number(s) on PO: If the PO only has one line, you can leave this blank or type "1". If there are multiple lines, enter the correct PO line number you want the charge(s) on the invoice paid against.

Step 3: Submit Final Payment (if applicable)

Check the box Final Payment to inform Purchasing that the PO is closed and any encumbrance balance can be released.

What’s next:

Once submitted, the “Ok to Pay” will indicate the PO invoice can be paid. There is no standard workflow approval for submitted Ok to Pays; approval was granted at the time the PO was created.

To follow-up on the status of submitted Invoice Payments, access the UFS Request Tracker.

End of Process

Instructions to Create and Submit an Invoice Payment for item(s) without a Purchase Order (PO)

Step 1: Log in to Bronco Hub and Access Invoices

1. Begin by signing in to Bronco Hub.

2. Select My Organization from the top navigation section of Bronco Hub and then select Invoices.

Step 2: Create an Invoice and Enter Invoice Details

1. Select Create.

2. Enter the following details

   1. Identifying PO: If a Purchase Order (PO) is in place, use the Submit Invoice Payment - with PO Job Aid. If the cost is associated with a PO but not actually on the PO, leave this blank.

   2. Business Unit: Enter IDBSU

   3. Supplier Site: Select the magnifying glass in the Supplier field. In the next window, type the Supplier name and select "Search". Select the correct supplier from the search results then select "Ok". [Select the "Advanced" button in the upper left hand corner to expand search options.].

   4. Supplier Site: This is the site the payment will go to; the site will auto-populate based on the supplier’s selection. Please verify that the address populated matches the address on invoice. If not, select the chevron to the right of Supplier Site and select the address listed on the supplier invoice.
      
      If the address from the supplier is not listed in Bronco Hub, let the supplier know that they need to update their PaymentWorks account. If they need additional help, send an email to P2P_Suppliers@boisestate.edu. If a supplier is a state agency, government agency, university, county, city or other supplier that has multiple divisions and addresses, just send an email to P2P_Suppliers@boisestate.edu with the supplier name and attach a copy of the invoice with the new address. Do not request a Substitute W-9 form from the vendor/supplier.

   5. Invoice Group: Leave blank.

   6. Number: Enter number from invoice. For invoices without a number use the Numbering Convention outlined by Procurement and Vendor Services. If you are submitting an Invoice Payment for the same supplier that was previously rejected and canceled, use the original invoice number and end with an “R”.

   7. Amount: Enter the amount from the invoice.

   8. Type: Leave as default “Standard” for payments; If you are submitting a credit memo, change to “Credit Memo.” Pro Tip: Hold credit memos until you have an invoice payment due, then submit them at the same time. The credit memo and invoice must have the same supplier address.

   9. Business Purpose: Enter a detailed business purpose for the transaction. Please note: Add any special handling instructions to the Business Purpose. Include the name and phone number of the person picking up the items. Example - SPECIAL HANDLING: Send check to Payments and Disbursements. Pick Up will be by Billy Bronco; (208) 999-9999

   10. Date: Enter the date listed on the invoice. If there is no date listed, enter the date of service (if dates span a period of time, enter the last date of range).

   11. Payment Terms: Default is set to Net 30. If supplier terms are different, select different terms from the dropdown list. Note: If Invoice Payment is urgent, select Immediate from Payment Terms dropdown.

   12. Terms Date: Leave as default.

   13. Requester: Enter requester as Last name, First name. The supervisor of the requester will be added to the approval workflow.

   14. Attachment: The original invoice is required; your submission will be rejected if the invoice is not attached. An email with the invoice attached is not sufficient as not all information is shown. Download any invoices prior to attaching. If you are scanning a paper bill, be sure to scan both sides. Quotes and bids are not considered invoices.

Step 3: Enter Invoice Lines and Funding Information

To enter funding, select the chevron to the left of Lines and enter necessary information

1. Type: Leave as Item

2. Amount: Enter as appropriate for the funding source line. Note: You only need to enter one line per funding source.

3. Submitting Department: Select the blue icon below the Submitting Department header. A new window will populate. Enter the 5 digit department number, then select Ok.  

4. Description: Will populate from Business Purpose in Invoice Header. End users may modify the description as needed.

5. Distribution Combination: Enter the Funding Segment String for transaction.

6. Accounting Date: Defaults to Invoice Date entered in Header or the first day of the open accounting period

7. Track as Asset: Check this box if the account code used in the Distribution Combination begins with a 6 or ends in 25. The exception to this rule is Department 82601 and account 651000, which do not need the Track as Asset box checked.

Step 7: Project Funded Invoice Payments (skip this step if not using Project funds)

1. Scroll to the right of the Line to enter funding source using POET. Information entered in POET should match the Distribution Combination.

   1. Project Number: Enter the 10-digit project segment. Contract number and Funding Source fields will auto-populate after Project Number is entered.

   2. Task Number: Enter 100001 for all services and non-asset goods and 100002 for tagable asset goods.

   3. Expenditure Item Date: Defaults to today’s date. Update to date purchase/service date.

   4. Expenditure Type: Enter the 6-digit account segment.

   5. Expenditure Organization: Enter the 5-digit department segment.

   6. Budget Date: Defaults to Invoice Date entered in Header. Update to Expenditure Item Date.
      Contract and Funding Source: Defaults using the entry from the Project Number field.

Step 8: Adding Pay Alone and Remittance Messages (skip this step as needed)

1. To indicate either Pay Alone OR to add Remittance Message, select Invoice Actions > Manage Installments.

Pay Alone Invoice Payments: Select the checkbox for Pay Alone. Then select Save and Close.

Remittance Messages: Add the message in the Message 1 field only. Then select Save and Close.

Step 9: Save the Invoice Payment

Save the Invoice Payment before validating OR Save and Close to save the Invoice Payment and validate at a later time. Both options are located in the upper right-hand corner.

Step 10: Validate Invoice Payment

To Validate Invoice Payment data, select Invoice Actions and Validate.

Successful validation will result in “Validated” being displayed next to Invoice Actions.

If they still match, then cancel the line and create a new line with the correct amount.

Step 11: Submit Invoice Payment

Submit the Invoice Payment through the approval workflow by selecting Invoice Actions > Approval > Initiate.

To confirm Approval Workflow initiation, select on the Validated hyperlink and view the Approval Status; if approval status shows “Initiated” the request was successful.

If the approval status shows “Rejected,” then make sure both the asset boxes (on the line and inside the distribution tab) are checked. If this is not the issue, and this is a grant funded payment, make sure the POET fields are filled out on the right side of the lines.

Select Cancel to exit the Invoice Payment OR

Select Save and Create Next after initiating approval to create another Invoice Payment.

What’s next:

Once submitted, the Invoice Payment will route to the approvers in the Standard Approval Workflow. Payment will take place once all approvers have approved the transaction.

To follow-up on submitted Invoice Payments, follow the instructions outlined in Reviewing Invoice Payment Status OR follow the instructions outlined in the Transaction Approval Dashboard.

End of Process

Instructions to Create and Submit Digital Invoice Payments

Log in to Bronco Hub and Access Invoices

1. Begin by signing in to Bronco Hub.

2. Select My Organization from the top navigation section of Bronco Hub and then select Invoices.

Step 2: Create an Invoice and Enter Invoice Details

1. Select Create.

2. Enter the following details

   1. Identifying PO: If a Purchase Order (PO) is in place, use the Submit Invoice Payment - with PO Job Aid. If the cost is associated with a PO but not actually on the PO, leave this blank.

   2. Business Unit: Enter IDBSU

   3. Supplier and Supplier Site: Enter Digital Payment or select the magnifying glass in the Supplier field. In the next window, enter the Supplier name Digital Payment and select Search. Select Digital Payment from the search results then select Ok. If needed, select the Advanced button in the upper left hand corner to expand search options.

   4. Invoice Group: Leave blank.

   5. Number: Enter Digital Payment followed by the month, day, year and 5 digit department ID ( Digital PaymentMMDDYYYY-DEPTID). Invoice Number Example: Digital Payment01262021-90415

3. Amount: Enter the amount from the invoice.

4. Type: Leave as default “Standard”.

5. Business Purpose: Enter a detailed business purpose for the transaction.

6. Date: Enter the same date as that of the Invoice Number, except in the case of advance payments to students going on trips. In that case, enter today’s date or a date that is not more than seven days before the travel start date. If you enter a future invoice date, the invoice will not pay until that date.

7. Payment Terms: Select Immediate from the dropdown list.

8. Terms Date: Leave as default.

9. Requester: Enter requester as Last name, First name. The supervisor of the requester will be added to the approval workflow.

10. Attachments: The Digital Payment template is required with all fields populated in the template. Include relevant documentation regarding the payment, such as receipts, mileage logs, per diem documentation, Non Employee Reimbursement Form, etc.

Step 3: Enter Invoice Lines and Funding Information

Select the chevron to the left of Lines to add a Funding Segment String to the Invoice Payment. Select the + plus sign to add more lines as needed.  Select the X sign to delete lines.

1. Type: Leave as Item

2. Amount: Enter as appropriate for the funding source line.

3. Submitting Department: Select the blue icon below the Submitting Department header. A new window will populate. Enter the 5 digit department number, then select Ok.  

5. Description: Will populate from Business Purpose in Invoice Header. End users may modify the description as needed.

6. Distribution Combination: Enter the Funding Segment String for transaction.

7. Accounting Date: Defaults to Invoice Date entered in Header or the first day of the open accounting period

Step 4: Project Funded Invoice Payments (skip this step if not using Project funds)

1. Scroll to the right of the Line to enter funding source using POET. Information entered in POET should match the Distribution Combination.

   1. Project Number: Enter the 10-digit project segment. Contract number and Funding Source fields will auto-populate after Project Number is entered.

   2. Task Number: Enter 100001 for all services and non-asset goods and 100002 for tagable asset goods.

   3. Expenditure Item Date: Defaults to today’s date. Update to date purchase/service date.

   4. Expenditure Type: Enter the 6-digit account segment.

   5. Expenditure Organization: Enter the 5-digit department segment.

   6. Budget Date: Defaults to Invoice Date entered in Header. Update to Expenditure Item Date.
      Contract and Funding Source: Defaults using the entry from the Project Number field.

Step 5: Save the Invoice Payment

Save the Invoice Payment before validating OR Save and Close to save the Invoice Payment and validate at a later time. Both options are located in the upper right-hand corner.

Step 6: Validate Invoice Payment

To Validate Invoice Payment data, select Invoice Actions and Validate.

Successful validation will result in “Validated” being displayed next to Invoice Actions.

Step 7: Submit Invoice Payment

Submit the Invoice Payment through the approval workflow by Selecting Invoice Actions > Approval > Initiate.

To confirm Approval Workflow initiation, Select on the Validated hyperlink and view the Approval Status; if approval status shows “initiated” the request was successful.

Select Cancel to exit the Invoice Payment OR

Select Save and Create Next after initiating approval to create another Invoice Payment.

What’s next for the Invoice Payment Submitter?

Once submitted, the Invoice Payment will route to the approvers within Bronco Hub following the Standard Approval Workflow. Accounts Payable will create a Smartsheet alert notifying the submitter that the invoice has begun the department’s approval workflow.

Once your departmental approvals have completed, locate the Digital Payment Smartsheet alert email. Select Open Update Form and select the Workflow Approval Complete checkbox.

Payment will take place after receiving verification that workflow approval is complete from the Smartsheet form.

To follow-up on submitted Invoice Payments, follow the instructions outlined in Reviewing Invoice Payment Status OR follow the instructions outlined in the Transaction Approval Dashboard.

What’s next for the Invoice Payment Recipient?

An email from Concourse will notify the recipient that a payment is pending for them. The email instructs them to select Accept Payment, at which point they will be prompted to create a transfer account. They are NOT creating a bank account, they are creating a transfer account, similar to a Venmo or Zelle account. If a recipient does not accept the payment within two weeks, the payment will expire. Contact P2P_Payables@boisestate.edu for instructions to resubmit.

See What’s Next For Recipient of a Digital Payments for a step by step guide. Due to access restrictions to the Boise State Google Drive, you must download the PDF (What’s Next for Recipient) and then share it with the recipient.

End of Process

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