Before submitting any invoice to Admin for payment
You should always highlight on the physical invoice:
- The amount to be paid (sometimes invoices include past due amounts)
- Invoice # (this is a contractor-issued #)
- Remit to address (where the check should be sent)
*Note: once an invoice is submitted for payment, Admin will not be making further copies of the invoice. If you need copies of the invoice for your files, make them prior to submitting to Admin for payment. Physical copes of all invoices and receipts of checks issued are saved for 5 years at the Finance Department.
1. 14-digit Operational Budget Code
- When to use operational budget: Not part of a capital (Eden) project. Operational expenses include professional development/training, general professional services/contracted support, tech/equipment purchases, office supplies, utilities
- Where can I get a YTD report: Admin provides monthly YTD expenditure reports (view in 01.02.13)
- What happens at the end of the fiscal year: Operating budget does not roll over at the end of the fiscal year. July 1 = new budget for the year. Note: For special funds (603, 205, 206), do not think “use it or lose it!”. Unused operational budget for non-General Fund just goes back into that fund’s balance
- All funds have operating budget: General Fund (001), Building Fund (603), Stormwater Fund (205), Gas Tax Fund (206)
2. 7-digit Project #
- When to use project #: Eden project #’s are set up to track capital projects, typically anything that would be in the CIP as a project. When they are set up in Eden, Finance will tie the project to a special fund (e.g. gax tax (206), building fund (603), etc.). When you code an invoice to a project #, you are not affecting a fund’s operational budget
- Where can I get a YTD report: Anyone with Eden access can follow the step-by-step “Running an Expenditure Detail Report for a Project” to generate a report with all YTD expenses for the project #
- What happens at the end of the fiscal year: Project budget does roll over at the end of the fiscal year. Projects are set up to cross-fiscal years. There is no “use or lose it!”
3. 5-digit Purchase Order #
- When to use a purchase order #: A purchase order should be made anytime there is a contract for services or a purchase or construction, and there is a need to encumber funds. Encumber = to hold funds for a specific purpose. To set up a purchase order, provide a copy of the contract or quote to Admin, as well as either a 7-digit project # or a 14-digit operational budget code the expense shall be charged to. Admin will in turn provide a 5-digit purchase order number you will code the invoices to when they come in. Note: give your contract to Admin as soon as it’s finalized! You need a purchase order number set up and approved by Finance before you can pay an invoice.
- For construction contracts: Purchase order amount shall be the full Council-authorized amount. E.g. construction award (bid) + Council authorized contingency
- For professional service contracts: Purchase order amount shall be the full contract amount.
- Where can I get a YTD report: Anyone with Eden access can follow the step-by-step “Running an Expenditure Detail Report for a Purchase Order” to generate a PDF report with all YTD expenses for the project #. To see a comprehensive list of Purchase Orders, view the folder in 01.14.01
- What happens at the end of the fiscal year: Purchase order budget does roll over at the end of the fiscal year. Purchase orders are set up to cross-fiscal years. There is no “use or lose it!”