Pay App Billing
There are two things that need to be updated after the completion of a Payment Application billing. What are they?
Team Desk Ticket Options & Daily Billing Submission Spreadsheet
When there are no sign offs, but you have the approval of the PM to process the invoice what should you do?
Reject the vendor invoice and educate the PM on the process
What is the first level resource when there is a billing question?
Process Guides/SOP/Reference material on Microsoft Teams
In which two applications can you find the quote or contract?
TeamWorks
SharePoint/One Drive
Who is responsible for converting a quote to sales order?
Sales/Sales Coordinators
When escalating to the PMO group, who is included on the 2nd request for information?
PM and PM Manager
When there is a labor variance what is required from Project Management?
Variance Code/Variance Amount/Operations Approval
<=$1,500 - Aimee Egesa
>= $1,501 - Bryan Busby
What is the second level resource for billing questions?
Your billing team members
Should symbols be used in the TeamDesk ticket options where dollar amounts should be entered?
No
You should only use the decimal point
What is the approval process for deposit waivers?
Sales > Rick Dean > Miguel Valdovinos
or
PM Managers submit the deposit waiver request to be approved by Bryan Busby. It is then sent to Miguel Valdovinos for sign off.
After reviewing a rejected/disputed payment application and you determine your initial findings are correct, what is the next step to resolve the issue?
Schedule a call with the customer and PM (if needed) to discuss
When a invoice needs to be rejected what ticket options should be updated to reflect the rejection?
TeamDesk Ticket Options should indicate:
Rejected
Rejected Reason Code
Rejected Amount
If an internal department is pushing back on a request for information and not willing to partner to resolve a billing variance, what is the next step?
Follow the escalation process and copy Hannah
Where would you find additional information pertaining to a specific Purchase Order or Sales Order within in the ERP system.
The header notes in AX
When is it appropriate for the the billing team engage with Christine Guggina?
When there are questions pertaining to the certificate of insurance or any legal documents.
When a project doesn’t have any AX invoices to bill for the month, what is the next step to determine the status of billing?
Follow-up with the PM
When a invoice is short paid how should this be reflected in TeamDesk?
Ticket Options:
Short Paid > Short Paid Reason Code > Short Paid Amount
Canned Note to AP should indicate the short payment and amount
Vendor Notification
How long do you wait after sending the initial request for information before sending a follow-up request? (Labor Billing & Pay Apps/Special Project Billings)
72 hours - Labor Billing (accounting for weekends and holidays)
48 hours - Pay Apps (accounting for weekends and holidays)
In what system can you check the status of a new order?
CRM
Who is responsible for creating a sales order in AX for change orders?
PM's do change orders for anything less than $10K. Anything over $10K goes back to Sales.
What needs to be validated by the PM prior to processing final billing?
If the project is 100% complete
If a deductive CO has been issued for open line items
How additional cost outside of the quote will be handled
If any COs are coming down the pipeline
What needs to be validated prior to processing an invoice in AX?
Invoice > Signoffs > Receipts > Contract or Quote > PO > SO
When should Hannah be sent a billing escalation due to needing information from an internal resource?
After ALL escalation attempts have been made in accordance to the Escalation Guidelines
What are the ways to search for a project within TeamWorks?
Project Name
Sold To Account
Bill To Account
Sales Order Number
Who on the approval matrix is able to give product or labor away for free of charge?
Bryan $50k
Aimee $25k
Nico $100k
Kelly Bowers $1k