1.
The current process for creating a PN (Project Number) is that upon receiving the PIF (Project Information Form)
through email, a PN is immediately created. The standard is that the PN must be created within 48 hours. After it
has been set up, including the agreement and budgets, the details are inputted into the project list file. The
projects team regularly checks this file to see if a PN has been created for the PIF they sent.
Sometimes the creation of the PN is delayed when there is multiple account numbers set up for the customer, so I
ask Jayson from AR to verify which account number to use. Sometimes, there's also no-account number set up yet,
so I must wait for the application to be completed. Another reason could be an incomplete address in the PIF. Or
sometimes, the total amount stated in the PIF doesn't match, so I need to confirm it first and wait for revision.
In the past few days, I made sure to create a PN for all the PIFs I received within the day.
Can I raise other concerns regarding invoicing?
Agreement No. in the events.
2. So, when entering events for billing, here's a sample invoice notification and here's what the events tab in
Oracle looks like.
The issue is, after entering an event, you can't check if the agreement is correct for that project number because
the agreement column is blank. The only way to verify it is to manually check the agreement, which complicates
and lengthens the process.
What I was taught during training is that I don’t have to check the agreement. Upon receiving the invoice
notifications, I should just continue entering the events until I’m ready to process the invoice.
When processing the invoices, the first step is to submit a request, specifically to generate draft invoices.
Once I’ve submitted the Run ID, I can no longer change the P.O even if I have checked it wrong in the
approve/release part of invoicing. In that case, I notify the AR team to manually edit the invoice before sending it
out to the customer. The problem is the backtracking—I can no longer change the P.O. in the system after
generating the draft invoice, which makes it incorrect and difficult to trace back in the future. P.O is pretty
important in recon especially in AR
Is it possible to add the agreement number in the events? That way, while entering the events, I can immediately
check if the agreement is correct before generating the draft invoices.
3. This is regarding the $8,881 discrepancy labeled as CREDITS & ADJUSTMENTS in the final billing report each
month. Per Anne, Melissa was unable to identify the reason for this discrepancy. Upon further checking, it appears
that the issue is due to a recurring line item in the monthly billing report under Walmart. When you check the Aug
final billing report, you will see this PN 47072, I think this is the reason why every month Melissa is adding a credit
line item to balance the GL. This PN shouldn’t be here because it has already been invoiced back in 2023. Upon
checking this PN in system, PN 47072 shows a rejected in transfer status, which is preventing the AR team from
locating the invoice on their end. This was not yet submitted to account for payment.
4. In here we close the PN only if the budgeted revenue and actual revenue match, or when someone from the
projects team asks to close the PN, possibly due to a canceled P.O. or for other reasons.
If the PN is already closed but someone requests a credit from this PN, I then change the status from "closed" to
"approved" so it can be included in invoicing, well it won't be included in the batch if the status of this PN is closed.
My question is, after invoicing the credit, when should I close the PN again? Do we need an email or advise from
the projects team, or can I go ahead and close the PN after invoicing? What would be the proper timing for closing
the project number again? Because If I don't close it, it could show up in the open project list again as an aged
open project number and could confuse the projects team.
