Paying Purchasing's Invoices

1. Financial FormsNirvana (Pink Label)



1. Have two copies of the invoice ready.
2. The original needs the bar-coded pink FFN label attached on the middle of the document without covering any important information. Labels are kept with the BIS Coordinator.
3. The duplicate invoice needs the small, non-bar-coded label. Add the area (556) to the document numbering.
4. Mark the boxes on the original label where appropriate. If there is an encumbered POT, then mark if the invoice is Final or Partial, and that it is encumbered. If there is no POT, then checking the boxes is unnecessary.
5. Go to Financial FormsNirvana on the web: nirvana.fss.umn.edu/index.html
6. Click "Use Enterprise Password to enter Financial FormsNirvana".
7. Enter your Enterprise ID and password. (This is different from the x.500 and Network passwords).
8. Set up a Template in FFN for Roadrunner and for State Register invoices, this will save some repetitious keying later on. See a copy of a Roadrunner Invoice for fields. For all other invoices, use the PV template setup for Purchasing Services.
1. Enter the date from the invoice in the Invoice Date Box. The PV Date is a FFN default. There is one exception on the date. If you are paying an invoice that references a POT, use the POT date or the system will not accept the invoice.
2. Enter the number of the label. Area first (556), F, then the rest of the numbers listed on the pink label. There is no space between these numbers and the F.
3. Choose the approver from the dropdown list.
4. Reference the POT number if you have one. Otherwise, leave this field blank.
5. Enter the Vendor Invoice Number.
6. If you are referencing a POT, do not enter a Vendor Number. If there is no POT# and you know the Vendor Number, enter it, otherwise, search for the vendor and then record the number.
7. Re-enter the PV Label Number for cross-verification purposes.
8. Choose the Accounting Period from the drop-down list.
9. If you are referencing a POT, the budget information is pulled from the POT, otherwise, obtain budget information from back-up documentation, contract, or from the Office Manager, and enter it in the appropriate fields.
10. Enter the dollar amount in the Line Total.
11. If you are referencing a POT, you do not need to add a description, that is carried forward from the POT. If there is no POT, enter a condensed, precise description, there isn't much room to work with.
12. Enter the Total of the Document in the PV Total box.
13. Enter a description title in the Summary of Request. Format suggested is: Company Name, INV#, Date of Invoice.
14. Click the Submit Request Button.
9. After entering the information in FFN, and the doc is approved and pending, give the duplicate copy to the Office Manager, and hold the original overnight. Put the held original copy in the Disbursement Services bin on the Receptionist's desk the next morning. CUFS updates overnight, so holding the document for filming the next day keeps everything current.
2. Non-Financial FormsNirvana
(Green Label)


1. Make a copy of the invoice and all backup documentation.
2. Put green bar-coded label, and green budget account information label on the original invoice. Avoid covering up anything pertinent. Add third green label to duplicate invoice. Labels are with the BIS Coordinator.
3. Obtain budget information from back-up documentation, PO, contract, or from the Office Manager. Write this information on the green label. Continue filling out the label by adding the date, phone, and your signature.
4. Circle the total amount, invoice number, date, and PO number in red on original invoice label.
5. Put the original invoice in the Disbursement Services bin on the receptionist's desk, and give the duplicate to the Office Manager for filing purposes.