Invoice Overview
Registered users with invoicing rights can view and create invoices in VSS. If a site utilizes both Procurement and Electronic Invoicing functionality, the user can create referenced invoices from an award or order that has been posted to VSS. In addition to referenced invoices, users can create standalone and unreferenced invoices. Users are most likely to create standalone or unreferenced invoices when the site does not utilize the Procurement functionality or when the award or order related to an invoice is not found in VSS. Users may also upload multiple invoices to VSS through the Upload Invoice process.
Invoices may not reference awards and orders that have been closed out in Momentum.
Once an invoice has been created, the user may save the invoice as a draft or submit the invoice. Saving an invoice as a draft allows the user to work on an invoice, save the invoice and return to complete it at a later time. The user may delete a draft invoice at any time.
Agencies have the opportunity to specify what document status should be applied to VSS invoices as they are created in Momentum and specify if that created form should bypass workflow or continue to be submitted into the Accept Invoice workflow task, based upon this same criteria.
1. If the Rules Engine spreadsheet indicates a status = Submitted, the system will use the BypassAccept indicator to determine if that created invoice form should be submitted into workflow or if the form should bypass workflow and be directly submitted for processing:
a. If BypassAccept = True, that would indicate that the Accept Invoice task will be bypassed and the form will either be submitted for processing, saved in Held status, or saved in Scheduled status, depending upon the status indicated in the Rules Engine spreadsheet.
b. If BypassAccept = False, the Accept Invoice task will be created if the Rules Engine spreadsheet indicates a Document Status = Submitted. Otherwise, BypassAccept will be ignored if Document Status = Held or Scheduled and the form will be saved in Held or Scheduled status, respectively.
2. If the Rules Engine spreadsheet indicates a status = Held, the Invoice form will be created with a document status of Held and no notification or task will be initiated in Momentum.
3. If the Rules Engine spreadsheet indicates a status = Scheduled, the Invoice form will be created with a document status of Scheduled, setting the Scheduled Date to the current date, and no notification or task will be initiated in Momentum.
4. If the Rules Engine spreadsheet indicates any other value, the system creates an Integration Error task, which is routed to the ERRORADMIN workflow group.
5. If a matching rule is not located on the Rules Engine spreadsheet regarding document status, the system will use Submitted as the default document status and BypassAccept = False, which means submitting the invoice form into workflow via Accept Invoice task.
If agencies do not have a need to use the Rules Engine spreadsheet to determine invoice document type, there is an indicator in the Momentum-VSS properties section of the AmsISManagement integration server package that allows agencies to indicate that the Rules Engine spreadsheet should not be used for determining the invoice document type. In this case, the current default option will continue to be available and a new default option is also being added. This enhancement introduces the option to set a default document type for Unreferenced Invoices. This option allows users to create invoices in VSS that do not require any reference to awards/obligations or contracts/blanket purchase agreements and send those to Momentum using a different document type than the default Referenced Invoice option. For more details on the Rules Engine spreadsheet see the release documentation guide "Momentum VSS Integration User Guide"
When an invoice is submitted, it is sent to the external procurement or financial system. Once the invoice is accepted or rejected in the external system, the user receives an email notification of the updated status. A user may not delete the submitted invoice but can withdraw it. Additionally, a rejected invoice may be resubmitted via VSS.
Related Topics
Electronic Invoicing Functionality