Medius
Never check the coding in Medius.
False! Check the coding, fill out the line memo, add project code if needed.
Field Engineers should check Medius at least 2 or 3 times a week. Managers should check Medius more often.
True! Get those invoices processed to avoid late fees.
You should add your sub-contractors to our business accounts.
FALSE! We do have accounts with many different vendors. Do not add sub-contractors or anyone who is not an employee to our accounts. This should go through Procurement.
Add Operations to the Watch List in the Procurement Portal.
True! Start doing this moving forward. Meet David!
For payment on an invoice in Medius, we need a W-9 for the vendor.
True. An invoice should not just show up in Medius without having the W-9 and being set up in our system as a vendor. (All services should go through as a PO so that the COI can be checked by Legal.)
Reject invoices if they are not yours.
False! Tag the AP team member whose name is in the top left corner of the invoice to change the approver, check coding, ask questions, etc.
Services need to be on a PO.
True! We should not have these invoices going through Medius. They should be pre-approved in NetSuite to review T&Cs and COIs and approve the dollar amount.
It is not necessary to put the call sign, city, and state on the PROC form.
False. Always fill in the call sign box on the form. If there is not a call sign use 3729 for HQ.
Share your FedEx account numbers with your sub-contractors, friends, family, etc.
FALSE!!!!!! You are getting new FedEx account numbers. Don't share. Meet Brad!
Before we get an invoice, vendors should be set up for ACH or check. ACH is preferred.
True! AP is trying to convert current vendors to ACH and set up new vendors on ACH.
For questions in Medius regarding invoices, tag the Accounts Payable team member whose name is in the top left corner of the invoice.
True! AP is taking over all invoicing within the next month. Meet Mark!
If a service vendor has a contract, a PO is not necessary.
False. Put in a PO. The contract might not have the dollar amount.
If a vendor is not listed in the Procurement Portal, choose Vendor Unavailable.
True! Choose "Vendor Unavailable" and note in the your preferred vendor in the description.
Molly is transitioning away from Medius to focus on Engineering POs and Training.
TRUE! I will still onboard new hires but will no longer code/process invoices.
If a vendor has a question about payment, they should ask Molly.
False! Reach out to the Accounts Payable email address. Meet Chris!
If you have a PO for something, you will see that invoice in Medius for approvals.
FALSE! A PO Invoice was already approved beforehand in NetSuite, so it is not approved again in Medius. (If a vendor forgot to put the PO# on the invoice, you might see the invoice. Tag AP member to correct this.)
Amazon, Home Depot, Lowe's, Grainger purchases go on your P-Card. Buy anything anywhere any time.
False. Put these purchases through the Procurement Portal. Emergency Amazon purchases can go through your REM who will put it on their P-Cards.
You must include a quote on the Procurement Request.
FALSE! You can, but the buyer has the liberty to quote it out and possibly choose another vendor.
Katelyn is the new Purchasing Card Administrator.
True! Send questions and concerns to PCardAdmin email address. Meet Katelyn!
An invoice needs to be sent in PDF format including the logs... as in 1 PDF file per invoice.
True. Our system only accepts PDFs.
Send PDF of invoices to APinvoices email address. ENGinvoices will still be utilized. Both will go straight into Medius.
True! I am transitioning away from enginvoices.
Include the call sign that is to be charged on every shipment in the SHIP TO/FROM field after the name.
TRUE! This is frequently the only indicator we have when receiving the invoice needed for coding. Meet Jackie!
If there is an associated work order related project, don't put that information in the Procurement Portal.
FALSE! Always put associated projects in the Procurement Portal. This changes the coding.
If there is a contract for services, it is STRONGLY recommended to still get a PO.
TRUE! Example: You might have an MSA for HVAC company. However, the MSA is a blanket service agreement. The PO will have specific information tied to it. Get a PO for the finance side and approvals on the dollar amount.
Vendors should have the call sign, the field engineer's name, and the CNTR# on the invoices.
TRUE! Check the invoice in Medius and contact your vendors that are missing this information. THIS HELPS AP SOOOO MUCH! Meet Dauna!