HomeMy WebLinkAboutElectronic Invoice-Finance Process-2018Electronic Invoice Process
The City of Cape Canaveral requires all invoices sent to the city electronically be sent to an assigned email
box: invoices@cityofcapecanaveral.org
Electronic invoices are to be processed as follows:
1. Open Invoice “Inbox”
2. Open each Invoice(s) e-mail separate
3. Invoice will open in Adobe
4. At the top of the page click on “ Tools”
5. Under “Tools” Click on “Comment & Markup” then “Stamps”.
6. Select the stamp to be used : Regular is “Orange” Visa is “Blue”
7. Find a location on the invoice that the “stamp” will be visible – adjust stamp as needed
8. Click : “Tools” again Click on “ Comment & Markup”
9. Locate: “ Dynamic”
10. Click: “Received by” place on the invoice – adjust as needed.
11. Save the invoice: Click “Save Disc” at the top of the screen.
12. Click: the drop down to locate “Finance (\\CAPE-Main) (P ;)
13. Locate : “Department Invoices” - Double Click
14. Click : “Fiscal Year” EX: (Dept. Invoices FY 15-16)
15. RENAME Invoice if needed : (ex: Staples Visa Inv # 1234 or Power One Inv#1234)
** VISA invoices may reference a transaction number – use that as Invoice #
16. Copy: renamed invoice (ctrl + c) to put in Subject field of email
17. Click: Month : (2015 02-FEB) or Vendor Folder
Invoices go in folder on the date received- EX: Inv. Date: Dec 26 2014 Received: Jan. 3, 2014-
Invoice to be place in January folder. Statements go in the Month of Statement.
18. Click : Department that invoice is for or Vendor Month Invoices- Click on save
19. Click: envelope at top of screen - A new email window will open-
This will allow you to send the “stamped Invoice “to the correct department.
20. Copy renamed invoice (ctrl + v) in subject field
21. Send email to city employee or director designated below
After invoices are sent you will move them to a saved folder in “Invoice email”
Locate Year and month to file invoice for email.
**Invoices are sent to the following City employees and Directors are copied
Public Works/IM/Stormwater = To: Ed Lawson CC: Debra Holliday & Joshua Surprenant
Building/Code = To: Patsy Huffman CC: David Dickey & Mike German
Leisure Services = To: Patty Roth & Molly Thomas CC: Gustavo Vergara City Clerk = To: Daniel LeFever CC: Mia Goforth
City Manager = To: Lisa Day CC: Ed Lawson
Legal Fees/IT = To: ------ CC: John DeLeo
Mailed/Hand Delivered Invoice Process
The City of Cape Canaveral receives invoices by mail and hand delivered to 100 Polk Ave. & PO Box 326.
Mailed/Hand Delivered invoices are to be processed as follows:
1. Open Invoice(s) received in mail/ hand delivered.
Envelopes can be discarded unless needed for verification.
2. Separate invoice(s) into departments
3. Review Invoices: Regular or VISA
4. Regular invoices: Stamp with the “Received by COCC Finance Dept. “then Date.
5. VISA Invoice : Stamp invoice with the Finance Dept. Stamp and VISA stamp
6. Scan invoices separately
7. After scanning you will “Save to Folder”
8. File name- Regular Invoice : Grainger Inv.# 12345
Visa Invoice: Grainger Visa Inv. #12345
9. Save In- Click Browse-locate Cape Main >Finance Click
10. Click on: Accounts Payable ( AccPayable)
11. Locate : “Department Invoices” - Double Click
12. Click on: “Fiscal Year” EX: (Dept. Invoices FY 14-15)
13. Click on: Month EX: (2015 02-FEB) or Vendor Folder
Invoices go in folder on the date received- EX: Inv. Date: Dec 26 2014 Received: Jan. 3, 2014-
Invoice to be place in January folder. Statements go in the Month of Statement.
14. Save the invoice – click on the “Save Disc” -top of the Top of the Toolbar
15. After the invoice(s) have been scanned and recorded send to the departments.
16. Open New Email – Locate the employee email for that department. (See list below)
17. Click on: “Attach File”
18. Locate the Invoice(s) to be sent in the department folder (Hint: if more than one click on first invoice
and hold down control key, it will then insert the selected invoices in the attachment to send.
19. Subject line –Example: One invoice : Name of Vendor & Invoice #
Multiple Invoices: PWks Invoices 02/02/15
20. Send email to city employee or director designated below
21. Regular Invoice : File in Accounts Payable Drawer – Accounts Payable Pending- A-Z
22. VISA Invoice: Place in Department Mailbox- Department will reconcile with VISA Statement.
**Invoices are sent to the following City employees and Directors are copied (if required)
Public Works/IM/Stormwater = To: Ed Lawson CC: Debra Holliday
Building/Code = To: Patsy Huffman CC: David Dickey & Mike German
Leisure Services = To: Patty Roth & Molly Thomas CC: Gustavo Vergara
City Clerk = To: Daniel LeFever CC: Mia Goforth
City Manager = To: Lisa Day CC: Ed Lawson
Legal Fees/IT = To: ------ CC: John DeLeo