Generate Third Party Invoice

Description

Third party invoices are used by PENNDOT to bill third parties for the funds they have agreed to provide as part of the construction project. When a third party agrees to pay a portion of the construction costs, PENNDOT and the third party sign an agreement, which is assigned an agreement number. A Contribution checklist item is then added to the Project Development Checklist and includes the Agreement Number and the third party's federal identification number (FID).

When the funding splits are done, PENNDOT can select the agreement number and third party (“Other Agency”) on the Fund Code screen and set participation levels and maximum dollar amounts (if applicable); thus each third party is linked to one or more specific Fund Codes.

While the project is still in Design status, the Design Items are linked to Fund Codes such that each Design item is funded and no maximum dollar amounts are exceeded. When the project moves through the Contract Awards process, the funding structures created during Design are copied to the Construction Items. Authorized users may modify the item-to-funding linkages, create or modify fund codes, add or delete third parties, and add new SPNs or FPNs to the project. However, the funding must remain ‘balanced’, and no construction items may exist without being related to a fund code. (Business rules concerning funding are contained in the Execute Rules (to Check Funding) program.) This Construction Items Funding is the source for generating third party invoices from ECMS.

The Invoice may be generated at any time after at least one Estimate for the project (which includes one or more items+ associated with the third party fund code) has been created and approved. The frequency with which invoices are generated and the responsibility for generating them varies by District.

The Generate Third Party Invoice function is part of the Contractor Services subsystem and provides part of the Third Party Invoice functionality. This function is not available until at least one Estimate has been created and approved. The function remains available until all invoiceable dollars have been invoiced and the Project Status is Final.

Quick Navigation

The following table provides an overview of the steps in this process. Detailed step-by-step directions are provided in the next section.

From this screen….	perform this action:
My Projects	Select project by clicking in checkbox Select Third Party Invoices from Go links and click GO button
Third Party Invoices list	Click ADD button
Third Party Invoice screen	Select Agreement Number – Payer from drop-down list Click GENERATE button
Preliminary Third Party Invoice screen	View invoice details Click SAVE button (to lock invoice from changes) Print invoice using the browser print function (e.g., File>Print)

Step-by-Step Directions

User Action	Result
Open your browser software and access the ECMS Welcome page.	The ECMS Welcome page is displayed with the navigation bar on the left.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
From the navigation bar, select the Contractor Services option.	The Contractor Services option available to your user group are displayed.
Select the My Projects option beneath Contractor Services on the navigation bar.	The My Projects page is displayed and lists the projects associated with your personalized search.
If desired, update your personalized search by clicking the Personalize Project Search link.	The search fields are displayed and open for entry.
If needed, enter search criteria to narrow the displayed listing of projects, then click the REFRESH button.	The My Projects page is updated based on the search criteria.
Locate the project for which you want to generate a Third Party Invoice and select it by clicking in the checkbox to the left of the Project Number.	An ‘X’ appears in the selected checkbox.
Select Third Party Invoices from the Go links and click the GO button.	The Third Party Invoices list is displayed. If this is the first invoice generated for this project, the screen displays a ‘no records found’ message, but allows you to add a new invoice.
Click the ADD button.	The Third Party Invoice screen is displayed with only the Agreement number field open for entry.
Select the Agreement number-Payer from the drop-down list and click and the GENERATE button.	The Preliminary Third Party Invoice screen is displayed. Note: If you click the BACK button without saving the screen, the invoice is not saved but can be generated at a later point with the most current data. If you save the screen, the invoice is generated and saved (locked from changes).
View the invoice data.	None.
If you want to save the invoice and lock it from changes, click the SAVE button. (Otherwise, click the BACK button.)	A ‘please wait’ message is displayed. When processing is complete, a ‘successful’ message is displayed. Note: If you do not save the invoice, you can re-generate it later with the most current data.
Click OK on the message box.	The message box closes, and you are returned to the Third Party Invoices list. If you saved the invoice, it appears in the list.
Use the ID-R10 Report to manually enter invoices in Accounts Receivable system.	The ID-R10 Report can be accessed from the GO links of the Third Party Invoice screen.
	Use the Go links to access other project-related screens, or use the navigation bar to access other ECMS functions or to log out of the system.

Related Help Documents

Topic	Help Document
List of invoices for third party for given project	How Do I View Third Party Invoices for Project
Invoice field definitions	Tell Me About Third Party Invoice
ID-R-10	How Do I View ID-R-10 Accounts Receivable Report Tell Me About ID-R-10 Accounts Receivable Report
Funding	How Do I Create Fund Code

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:53:28 AM