INVOICE SMART FORM – VENDOR MANUAL
Engineering Financial Services (EFS)
Page 1 of 16 –Invoice Smart Form– Vendor Manual – v3.1 12/01/2022
2022
Invoice Smart Form
Vendor Manual
Engineering Financial Services (EFS)
ENGINEERING DEPARTMENT, OPERATIONS DIVISION
INVOICE SMART FORM – VENDOR MANUAL
Engineering Financial Services (EFS)
Page 2 of 16 –Invoice Smart Form– Vendor Manual – v3.1 12/01/2022
Contents
BACKGROUND................................................................................................................................................................... 3
BENEFITS ........................................................................................................................................................................... 3
HOW TO ............................................................................................................................................................................ 4
SPECIAL CASE INVOICING PRACTICE ............................................................................................................................... 14
GENERAL VENDOR INVOICING REQUIREMENTS ............................................................................................................ 16
INVOICE SMART FORM – VENDOR MANUAL
Engineering Financial Services (EFS)
Page 3 of 16 –Invoice Smart Form– Vendor Manual – v3.1 12/01/2022
BACKGROUND
The Engineering Financial Services (EFS) Unit is utilizing a structure that tracks Vendor invoices from the
time invoices are received to a system-specific email inbox to the time invoices are paid. The Engineering
Invoice Management System (EIMS), provides streamlining of processes and transparency, as each invoice
is reviewed and signed electronically and advanced under one homogenous workflow. As part of our
commitment for continued improvement, we are pleased to announce an upgrade to the EIMS.
BENEFITS
The new version is designed to improve quality, accuracy and increase invoice turnaround period with the
following new features:
1. One email account ([email protected]) for all invoice submission
2. Multiple invoices per email submission by Vendor
3. Invoice template for EIMS Phase II is a readable Smart Form
4. No conversion of readable Smart Form to PDF required
5. Auto-generated notifications to Vendors
6. Validation checks for required cells
7. Auto font-size reduction for free-form cells to insert extended text
8. Integration with Agency diversity and Sub-Vendor management platform B2Gnow (a.k.a. B2G)
Auto-generated email notifications to Vendors include detailed explanations for the following reasons:
1. Confirmation of receipt
2. Declined by EIMS due to failed validation
3. On-hold for issue resolution and Resumed (previously placed on hold) invoice
4. Voided by PANYNJ EIMS reviewer
5. Partial payment
6. Paid invoice (full payment or partial payment)
In addition, EIMS auto-declines invoices for the following reasons:
1. Not in Smart Form format
2. Not latest standard template
3. Missing Tax Payer Number
4. Missing Vendor Name, Vendor Address or Contact
5. Missing Discipline/Group
6. Missing PO Number
7. Missing Agreement Number
8. Missing Invoice Period Start and/or End date
9. Missing Invoice Number
10. Missing Accrual Period and/or Accrual Estimate Value (excludes retro and balance due invoices)
INVOICE SMART FORM – VENDOR MANUAL
Engineering Financial Services (EFS)
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11. Missing B2G Vendor # for Sub-Vendor who has invoice amount
12. Sub-Vendor # and Name does not match with B2G record
13. Sub-Vendor invoice amount in Pg1 does not match with Pg2 charge code breakdown
14. Multiple support documents or support documentation is not in PDF format
15. Duplicate Invoice Number.
An invoice with the same invoice number under the same PO is already in process in EIMS. You
may want to contact the reviewer to void the pervious incorrect invoice in this case.
16. Vendor Name does not match with SAP record.
HOW TO
The Invoice Smart Form requirements and instructions are displayed below:
• Enable macros to ensure Smart Form functions properly
• Formulas and tabs are locked
• No row, column or tab modifications
• Insert PDF supporting documentation to Smart Form (ONLY ONE PDF allowed per Smart Form;
i.e., timesheets, receipts, Sub-Vendor invoices
Tab 1 – Invoice Field Definitions
List definition of the fields in Invoice form.
INVOICE SMART FORM – VENDOR MANUAL
Engineering Financial Services (EFS)
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Tab 2 – Pg1 Invoice
• Select lead Discipline/Group from dropdown list. EIMS reads and directs invoice to appropriate
PANYNJ EIMS end-user to begin workflow
• Check Final Invoice if it is the final invoice of the PO
• Populate Sub-Vendor cells by adding Sub-Vendor name(s) HERE, not Pg5 Sub-Vendors Expense tab.
The Sub-Vendor with invoice amount requires B2G Vendor #. See next page for where to find B2G
Vendor #.
• Add additional rows by clicking the “Add Sub-Vendor” button
• Current Invoice Amount data is auto-populated reflecting data in other tabs
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Engineering Financial Services (EFS)
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• Remaining Budget is auto populated when the Total Work Order Budget, Previously Billed (if any)
and Current Invoice Amount cells are filled
• Update Accrual Period and Accrual Estimate Values. Accrual Start should be the day after
current invoice period end date; Accrual End should be last day of month in which invoice is
submitted by Vendor; Accrual Estimate should be the estimate billing amount for stated Accrual
Period.
NOTE: B2G Vendor # is unique to each vendor record in B2G. One Vendor could have multiple records in
B2G for different locations/branches/facilities. Make sure you use the B2G Vendor # within the
designated PO (a.k.a. Contract in B2G). Please follow below steps to find this # in B2G.
1. Search PO Number in Search Contracts functions in PA B2G instance.
2. Access the Contract/PO from search result.
3. Access Subs tab in Contract Management view. The System Vendor Number (8-digit number) can be
found in the View link of each sub-vendor.
INVOICE SMART FORM – VENDOR MANUAL
Engineering Financial Services (EFS)
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If a new sub-vendor needs to be added in B2G, please refer to PANYNJ Diversity Management Program
Intro and Contract Compliance Reporting training and other training material in B2G for PA compliance
and Sub-Vendor management. You can find this training video in B2Gnow under Help & Support -> Video
Library -> Core Training – Staff
B2G Vendor #
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Engineering Financial Services (EFS)
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Tab 3 – P2 Acct (Account) Code Breakdown
• Total and each Sub-total Account Code MUST equal to corresponded amounts in Pg1 Invoice tab
(highlighted in RED when the total does not match):
1) Account Code total for Prime Labor MUST equal “Prime Labor Cost” amount
2) Account Code total for Prime Expenses MUST equal “Prime Out-of-Pocket Expenses” amount
3) Account Code total for Prime Lump Sum MUST equal “Prime Lump Sum” amount
4) Account Code for each Sub-vendors MUST equal “Sub-Vendors” amount
5) Total Account Code Breakdown MUST equal “Current Invoice Amount” total
• In Sub-Vendors section, select Sub-Vendor Name from dropdown list (list is auto populated from
data entered in Pg1 Invoice tab)
• Add additional rows by clicking the “Add Code” button
Invoice Number
PO Number
AMOUNT ($)
BREAKDOWN *
GL
ACCOUNT
COST
CENTER
INTERNAL
ORDER
WBS ELEMENT DESCRIPTION
For ECIP
use only
44,000.00 591028 C410A03900000
100.00 591148 410A03 A03901901
44,100.00$ Total Account Code for PRIME Labor
Above Total Account Code(s) must equal Labor Cost in Pg1 Invoice. The Total above will be highlighted in red if it does NOT match.
AMOUNT ($)
BREAKDOWN *
GL
ACCOUNT
COST
CENTER
INTERNAL
ORDER
WBS ELEMENT DESCRIPTION
For ECIP
use only
15,000.00 591148 410A03 A03901901
15,000.00$ Total Account Code for PRIME Expenses
Above Total Account Code(s) must equal Out-of-Pocket Expenses in Pg1 Invoice. The Total will be highlighted in red if it does NOT match.
AMOUNT ($)
BREAKDOWN *
GL
ACCOUNT
COST
CENTER
INTERNAL
ORDER
WBS ELEMENT SUB VENDOR NAME
For ECIP
use only
5,000.00 591148 410A03 abc
5,000.00$ Total Account Code for SUB_VENDORS
Above Total Account Code(s) must equal Sub-Vendor Totals in Pg1 Invoice. The Total will be highlighted in red if it does NOT match.
64,100.00$ Total Account Code Breakdown*
* Total Account Code Breakdown must equal Current Invoice Total. The Total will be highlighted in red if it does NOT match.
Capital
Account Code Breakdown
4900000001
410-18-001
Invoice Date
Agreement No.
99855-JohnMain-LT
10/9/2018
PRIME Labor Breakdown
PRIME Expenses
Capital
SUB-VENDORS
Capital
Add Code
Add Code
Add Code
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Engineering Financial Services (EFS)
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Tab 4 – Pg3 Labor Expense Breakdown
• Labor Expense total is auto populated
• Staff eligible for multiplier MUST be listed at the top along with the multiplier stated in the
agreement, regular hours and other hours; i.e., overtime hours
• Premium portion (not subject to multiplier) MUST be listed in the center with premium hourly
rate; i.e., ½ hourly rate along with overtime hours
• Partners and Principals (not subject to multiplier) MUST be listed at the bottom with customary
billing rate along with number of hours
• Add additional rows by clicking the “Add Staff” button under each category
APPROVED STAFF NAME
(last name, first name in
alphabetical order)
ONSITE /
OFFSITE
Multiplier
Stated in
Agreement
STAFF PA ID
(Apply to
On-site
Consultant)
APPROVED
HOURLY
RATE
REG.
HOURS
WORKED
OTHER
HOURS
WORKED
TOTAL LOADED LABOR
For PA use only
COMMENTS
For ECIP
use only
NOT
APPROVE
D
Smith, John
Off-site 2.12 55.00$ 60.0 20.0 9,328.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Total Labor Expense 60.00 20.00 $9,328.00
Smith, John 25.00$ 20.0 500.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Total Labor Expense 20.00 $500.00
Mark, Jan 200.00$ 1.0 200.00
0.00
0.00
0.00
0.00
Total Labor Expense 1.00 $200.00
10,028.00$
Labor Expense Breakdown
Total Labor Expense
Invoice Number
Invoice Date
Invoice Period
99855-JohnMain-LT
10/9/2018
9/1/2018 - 9/30/2018
Premium Payment for Overtime, Night Work or Hazardous Duty
Billing Rates for Partners/Principals
Add Sta ff
Add Sta ff
Add Sta ff
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Engineering Financial Services (EFS)
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Tab 5 – Pg4 OOP (Out-of-Pocket) Expense
• Out-of-Pocket Expense Breakdown total is auto populated in Pg1 Invoice tab
• Add additional rows by clicking the “Add O-O-P Expense” button
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Engineering Financial Services (EFS)
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Tab 6 – Pg5 Sub-Vendors Expense
• Sub-Vendor Expense Breakdown total is auto populated in Pg1 Invoice tab
• Select Sub-Vendor Name from dropdown list (list is auto populated from data entered in Pg1
Invoice tab)
• List each Sub-Vendor invoice separately
• Add rows by clicking the “Add Sub-Vendor Expense” button
INVOICE SMART FORM – VENDOR MANUAL
Engineering Financial Services (EFS)
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Tab 7: Pg6 ChangeOrders-Stages (optnl)
• The Change Orders or Stages tracking tab is OPTIONAL, as required and imparted by the
Agreement Project Manager
• The Sub-Vendors in this list is auto-populated from Pg1 Sub-Vendor.
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Engineering Financial Services (EFS)
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Tab 8: Support Document – Please read carefully…
• The Smart Form must be submitted in its original format (EXCEL) ONLY
• As a result, insert ONE (1) support document in PDF format ONLY into the Smart Form’s “Support
Document” tab; i.e., timesheets, Sub-Vendor invoices, expense receipts, etc.
• Instructions for support document insertion are located in the Smart Form’s last tab labeled
“Support Doc Instruction”
Tab 9 – Support Doc Instruction
Instruction of inserting the PDF support document (one file only) into Excel invoice smart form
INVOICE SMART FORM – VENDOR MANUAL
Engineering Financial Services (EFS)
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SPECIAL CASE INVOICING PRACTICE
1. When Vendor has multiple staff located at various PANYNJ locations (facilities) AND staff is
approved under a single Purchase Order, Vendor MUST submit multiple monthly invoices per
PANYNJ location (facility). Each monthly invoice is tracked, reviewed and paid individually. The
following requirements apply:
• Each invoice number MUST incorporate the consultant staff name for whom Vendor is
invoicing and the PANYNJ location (facility acronym); i.e., for Invoice No. 333, staff name John
Smith and facility LaGuardia Airport (LGA), use Invoice No. “333-JohnSmith-LGA” – (no spaces)
• PANYNJ facility acronym MUST be selected from the drop-down list located in Pg1 Invoice tab
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Engineering Financial Services (EFS)
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2. When Vendor has a single staff located at various PANYNJ locations (facilities) AND staff is
approved under a single Purchase Order, Vendor may CHOOSE ONE of the following two options:
a)
b) Select “Other” from the dropdown list in Pg1 Invoice tab AND use Pg3 Labor Expense tab to
list the individual staff name and facility.
Submit multiple monthly invoices, one per PANYNJ location (facility)
NOTE:
This method offers quicker invoice turnaround, as each invoice is reviewed by
fewer PANYNJ EIMS end
-users
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Engineering Financial Services (EFS)
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3. For the balance due on a previously disallowed invoice, Vendor MUST submit an invoice using the
same (original) invoice number with the suffix “BALANCE” and a number reflecting if the invoice
balance is being submitted for the first or second time. For example, for original Invoice No. 2088,
use Invoice No. “2088BALANCE1”. The “Vendor’s estimate for next month’s invoice” should be
“zero.”
4. For a retroactive amount due, Vendor MUST submit an invoice using a new (original) invoice
number with the suffix “RETRO”. For example, for Invoice No. 22556, use Invoice No.
“22556RETRO”. The “Vendor’s estimate for next month’s invoice” should be “zero.”
5. For bills in accordance with a PANYNJ Audit Department report, Vendor MUST submit an invoice
using a new (original) invoice number with the suffix “AUDIT”. For example, for Invoice No. 68997,
use Invoice No. “68997AUDIT”. The “Vendor’s estimate for next month’s invoice” should be “zero.”
6. For a final invoice in a Purchase Order, Vendor MUST submit an invoice using a new (original)
invoice number and flag the “Final Invoice” indicator located to the right of the “Invoice Number”
field. The “Vendor’s estimate for next month’s invoice” should be “zero.”
GENERAL VENDOR INVOICING REQUIREMENTS
• Vendor must bill on or about the 15th of each month for services performed and reimbursable
out-of-pocket expenses incurred in the prior month
• Invoice must display Vendor's taxpayer and purchase order number (the PANYNJ issued Vendor
number is also required by the Comptroller’s Department)
• Vendor and Sub-Vendor must keep daily records of time spent, salaries and amounts actually paid
for the performance of services
• Vendor and Sub-Vendor must keep records and receipts of reimbursable expenditures incurred for
the performance of services
For questions or concerns regarding Vendor invoices, please contact one of the following EFS staff:
• For Engineering and Architectural Design Division (Unit 415), Principal Customer Service Manager,
Amy DeNardo at [email protected] or 201-395-3627
• For all OTHER Engineering Department divisions (including Sandy Projects), Principal Customer
Service Manager, Stacey Gibson Williams at [email protected] or 201-395-3651
• Elia Zedeño, Program Director of Financial Performance at [email protected] or 201-395-3674