The Mileage module has options to create a requisition and/or invoice as well as have them submit to USAS. This guide will explain how this process works.
*Please note that not all titles of workflow queues or buttons may match your own database and not all databases have both options enabled to submit as a requisition and invoice.
Mileage Form
On the mileage form, there will be check boxes to Submit with PO (creating an Invoice) and Create Requisition. The user will not have to input this information at the start but the proper box will have to be checked and filled out before the final approval/submission.
Submit with PO check box
When checked, the PO Number field will populate and we need to enter the PO Number in order for an Invoice to be generated off of the Mileage request.
Create Requisition check box
When checked, the Vendor, Approval Path for Requisitions (Deliver To Vendor#), and Account section (Fund #)
will all populate. This information must be filled out before submitting the Mileage request through the final approval
in order for us to know where to send the requisition into the requisition workflow.
After the mileage approval process is at its final queue, typically called "Needs Submission", we will have button options for "Submit to Create Invoice" and "Submit to Create Req".
Workflow - Submit to Create Requisition Confirm Action screen
When we choose to create a requisition off of the Mileage request, we will not have a PO number yet. It will display the account code column and PO No column on the Confirm action screen regardless if we are submitting for Invoices or Requisitions. We just have to make sure the account code on the Confirm screen is valid if converting the Mileage request to a Requisition.
Once we click the OK button, it will make a copy of the Mileage request as a Requisition and send it to the Requisition workflow based on the approval path.
Workflow - Submit to Create Invoice Confirm Action screen
Now that we have the PO number, we can enter it either by editing the Mileage request in the workflow and updating the changes, or by clicking the Submit to Create Invoice button in the workflow. If we didn't need to create an invoice off of the Mileage request, we would use the Submit button under the Needs Submission queue. Otherwise, we would use the Submit button under the Holding for PO queue. We need to make sure the PO No is correct when submitting as an Invoice as this is the final step before it copies over and sends it to AP workflow with the proper line items based on the PO.
Note: If the PO number/req information isn't on the confirm boxes, it will not create an invoice/requisition.
Once we click the OK button, it will send the mileage request to the Completed queue in the Mileage workflow. At the same time, it will make a copy of the Mileage request but as an Invoice in the AP workflow.
