Construction Invoice Sample by hxe15987

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									Mohave Vendor Reconciliation
        Reporting
              The Whys,
   the Do’s and the Double Checks
              Revised 2/18/09
  Monthly Reconciliation Reports
  Why?
• Mohave funds its operations with an
  administrative fee equal to one percent (1%)
  of the purchase price of ordered materials or
  services.
• Per the terms and conditions of your
  awarded contract you must remit that
  administration fee (admin fee) to Mohave on
  an assigned monthly date.
         Identification and Timeline of
            Reconciliation Reports
• Reconciliation reports are submitted on each unique
  contract. Contract number will identify report.

• The items paid in one month are reported to Mohave in
  the following month. The vendor is responsible for admin
  fee payment to Mohave after they have been paid by the
  member.

• Reconciliation reports are due on the Mohave assigned
  date each month. (i.e. Vendor submits March report by
  April due date).

• Admin fee is due to Mohave only on items covered under
  the terms of the contract.
Email to - adminreport@mesc.org
• Reconciliation reports are submitted monthly
  regardless of activity.
  – Regular Activity – Submit report electronically by
    due date, check mailed to Mohave.
  – No Activity – Submit report electronically by due
    date stating no activity for month of …
  – Minimum Activity – Submit report electronically
    by due date on minimum activity (admin fee
    amount less than $20), remit admin fee with the
    next month’s payment, or when total of admin
    fee due is $20 or more.
                            Sample Spreadsheet
Report Month                                        Vendor Name                                                    Contract #
Member   Member   Date of   Invoice    Material/      Freight    Bond    Trade-In     Tax    Pass Thru     Invoice     Mohave
 Name     PO #    Invoice      #       service/                                                Items        Total      Admin
                                      constructio                                             (Mileage,                 Fee
                                           n                                                 Per diem,                  Due
                                                                                              Lodging
                                                                                               non-
                                                                                             contract)




                            Report    $00.00         $00.00     $00.00   $00.00     $00.00   $00.00       $00.00      $00.00
                            Total:
            What the columns mean
1.   Member Name – is the Mohave member (the site location is not the
     Member Name, i.e., Manzanita School is a site, Kingman Unified School
     District is the member).

2.   Member PO # – is the entire sequence as it appears on the member
     purchase order (include any and all zeros please).

3.   Date of Invoice – is the date you created the invoice for the member.

4.   Invoice # – is the unique invoice number you have used in billing the
     member. Each invoice is entered separately on your report.

5.    Material/service/construction – is the invoiced amount for all items
     with Mohave’s admin fee included in the unit price (materials, services,
     construction, maintenance, labor, travel hours, etc).
            What the columns mean
6.   Freight – is listed as it is a part of the terms of the contract; however,
     admin fee is not calculated on freight.

7.   Bond – is required on certain contracts. Bonding rates are given in the
     terms of the contract or the cost may be absorbed by the vendor as
     stated in the terms of the contract. Admin fee is not calculated on bond.

8.   Trade-In – will be listed as a deduction on the member invoice; however,
     this is done after the admin fee is calculated on the contract items on the
     invoice.

9.   Tax – as noted in the terms and conditions of the contract.
            What the columns mean
10. Pass Thru Items – are items that do not have admin fee calculated on
    them, that are not listed otherwise. Examples of these type of items –
    mileage, per diem, lodging, NON-contract items.

11. Invoice Total – should be the total amount the member has paid on the
    invoice.

12. Mohave Admin Fee Due – is the administration fee calculated on all
    contract items. The column listed as Material/services/construction is
    calculated with the multiplier of .0099%. (Please note this includes any
    labor for installation or travel time, it does not include the other columns
    listed on the spreadsheet.).

13. Report Total – columns should add across for the invoice total and down
    for the report total in each row.
                 Corrections
• Errors that can be corrected at report
  submittal:
  – Month or Date error
  – Contract number reference error
  – Calculation/format errors (lines do not add
    correctly)

• Vendors may correct these type of errors for
  the submittal of that month’s report.
                        Corrections
• Errors that must be corrected on the next month’s
  report:
    – Entry error:
       • To delete an entry, reverse the entire entry on the next month’s
          report.
       • To correct an entry, reverse the entire entry and re-enter the
          correction on the next month’s report (Please do not try to
          recalculate the error as a correction).
       • To correct an over charge on admin fee, reverse the entry and
          re-enter the correction on the next month’s report.
       • To correct an undercharge on admin fee, reverse the entry and
          re-enter the correction on the next month’s report.
 Identify the internal vendor corrections (the error is in reporting to
  Mohave, the member has paid correctly) with “ADJ” in the invoice #
  column. A Member “credit” for an overcharge/return will be
  identified with a “credit memo #”.
                                 Sample Spreadsheet
November                                              This Business                                                   05D-XYZ-0422
Member      Member     Date of   Invoice    Material/     Freight     Bond     Trade-In       Tax          Pass        Invoice     Mohave
 Name        PO#       Invoice      #        service/                                                      Thru         Total      Admin
                                           construction                                                   Items                     Fee
                                                                                                         (Mileage,                  Due
                                                                                                         Per diem,
                                                                                                          Lodging
                                                                                                           non-
                                                                                                         contract)

Chandler,   00072566   8/24/08   12334           645.00      65.00                               48.60                   758.60         6.39
city of

Douglas     92117      7/30/08   11371       105,627.56    1,767.25             -3500.00      8,555.83      12.00     112,462.64    1,113.38
USD

ELOY FIRE   C82        9/01/08   13555        22,632.07     842.11                            1,833.20     208.50      25,515.88     224.06
DISTRICT




                                 Report     $128,904.63   $2,674.36   $00.00   $-3,500.00   $10,437.63    $220.50    $138,737.12   $1,343.83
                                 Total:
            What went wrong?
• November entry one correct
• November entry two incorrect:
     • Admin fee is miscalculated – do not calculate on invoice
       total. Calculate on Material/service/construction amount.
• November entry three incorrect:
     • Admin fee is miscalculated – pass thru is comprised of
       mileage, per diem, lodging, travel time per PO. =
       44.50+29+65+70 = 208.50
       (Mileage .445 x 100, Per Diem $29.00, Lodging $65.00,
       travel hours 35.00 x 2)
     • Travel hours are wages and need to be moved to
       materials/service/construction column and calculate
       admin Fee on it.
                             How to correct:
                    Reverse entry and RE-enter correctly
December                                                 This Business                                                  05D-XYZ-0422
Member      Member    Date of   Invoice    Material/        Freight      Bond      Trade-In      Tax       Pass Thru     Invoice      Mohave
 Name        PO#      Invoice      #       service/                                                          Items        Total       Admin
                                          constructio                                                       (Mileage,                  Fee
                                               n                                                           Per diem,                   Due
                                                                                                            Lodging
                                                                                                             non-
                                                                                                           contract)

Douglas     92117     7/30/08   ADJ         -105,627.56    -1,767.25                3500.00    -8,555.83      - 12.00   -112,462.64   -1,113.38
USD


Douglas     92117     7/30/08   11371      105,627.56                               -3500.00   8,555.83        12.00    112,462.6     1,045.71
USD                                                         1,767.25                                                            4

ELOY FIRE   C82       9/01/08   ADJ         -22,632.07      - 842.11                           -1,833.20     - 208.50   -25,515.88     -224.06
DISTRICT

ELOY FIRE   C82       9/01/08   13555       22,702.07        842.11                            1,833.20       138.50    25,515.88       224.75
DISTRICT




                                Report         $70.00        $00.00       $00.00     $00.00      $00.00       $-70.00      $00.00      $-66.98
                                Total:
                               Sample Spreadsheet
January                                                This Business                                                  05D-XYZ-0422
Member    Member    Date of    Invoice    Material/       Freight      Bond       Trade-In     Tax       Pass Thru    Invoice     Mohave
 Name      PO#      Invoice       #       service/                                                         Items       Total      Admin
                                         constructio                                                      (Mileage,                Fee
                                              n                                                          Per diem,                 Due
                                                                                                          Lodging
                                                                                                           non-
                                                                                                         contract)

Tempe     928831A   11/14/08   C62221         350.00                                                                    350.00        3.47
USD

Tempe     928831A   11/22/08   C62222       7,326.80        321.60                             593.47                  8,241.87      72.54
USD


AZ        021677    10/15/08   17774       67,523.91       2,957.55    1,012.86               4,003.68                75,498.00     668.49
Western
College




                                                                                                                      Credit on     -66.98
                                                                                                                           Dec.
                                                                                                                         report

                               Report     $75,200.71      $3,279.15   $1,012.86     $00.00   $4,597.15      $00.00    $84,089.8    $677.52
                                                                                                                              7
                               Total:
               Correct Report
• January Report Correct!!!
  – The credit forwarded from December’s
    reconciliation report total is carried to January,
    decreasing the amount due.
  – For admin fee of less than $20, carry forward to
    the following month’s report and annotate at the
    bottom including amount in the total due.
                                  Quick Check
Do:                                                   Double Check:
   Report month, company name & contract #              Correct reporting month
   List Mohave members on report                        Removal of entries made correctly in the previous
   Use complete PO #/Invoice #/dates                     month
   Use one member PO per report entry                   Use of entity names not site names
   Use broken out Invoice entries (see sample           Partial invoice/PO numbers
    report)                                              Use of one invoice # per report entry
   List admin fee items separately from non admin       Use of one purchase order per report entry
    fee items                                            Use of non contract items in admin fee
   Use Freight at correct contract terms                 calculation
   Use Tax at correct contract terms                    Total of billing does not exceed PO
   Make corrections as a complete reversal and re-      Response to requests for invoice and purchase
    entry for miscalculations                             order copies by Mohave
   Make adjustments & corrections found in one          Errors in spread sheet calculations
    month on the next month’s reporting                  Additions and deductions from prior month
   Report any missed invoice payments reporting on      All Mohave Contract invoices paid in reporting
    next reconciliation report                            month are listed on report
   Send copies of requested POs and invoices to         Admin fee is not on recon report for leased items.
    Mohave                                                Leasing agent pays Mohave the admin fee, and
   Send check matching amount due on admin fee           the vendor the product fee.
   Contact Mohave on questions                          For no E-Rate contract entries are on report
                 Who to Contact
• Questions                  • Mohave contact
  – Formatting your report     – Assigned Accounting Specialist
  – Reporting Error            – Assigned Procurement Specialist
  – Contract/Pricing           – Assigned Contract Specialist




       You can find your assigned specialist at:
                  www.mesc.org

								
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