Third Party Invoice

Description

This screen is part of the Contractor Services subsystem and allows authorized users to view and generate an invoice for a third party who has agreed to pay a portion of the construction costs for a project. The agreement to provide funds is created and saved outside of ECMS, but the agreement number and the federal identification number (FID) identifying the third party are entered on the Project Development Checklist. The Agreement number is then selected on the Fund Description screen for the fund code(s) to which the items the third party has agreed to fund are linked. When these items appear on an approved Estimate for the project, they are eligible to be invoiced using this screen.

Authorized PENNDOT users access this screen by selecting "Third Party Invoice" from the Add links and clicking the Add button on the My Projects screen, or by clicking the Add button on the Third Party Invoices list. On this screen, the user selects the third party agreement from a drop-down list and clicks the generate button to create a preliminary invoice for the third party. If the user chooses to do so, they may save the invoice or click the BACK button to return to the Third Party Invoices list without saving the invoice.

Note: When an authorized PENNDOT user generates a Third Party Invoice they must click the SAVE button to prevent losing their information, but once the Third Party Invoice is saved it cannot be edited.

Fields

Field Name	State	Description
Project Header	Display	The full project header fields are displayed as a standard throughout much of ECMS. The header displays general project information including Project number, Short project description, District number, County, Project Status, SR, Section, Municipality, Group and Admin Org Code. The header also provides quick navigation to other screens related to the same project: Contractors click the word "Project" to navigate to the Contractor Project page. The words "Project Team" take Contractor users to the Third Party Project Team screen. PENNDOT, FHWA, Municipal, and Consultant users click the word "Project" to link to the Project Information or Construction Project Information screen (depending on Project Status). The words "Project Team" take these users to the Project Team screen. The header also provides a 'fast path' to the same screen for a different project number. Users navigate by typing the destination project number in the Project field (next to the Project link) and clicking the GO button.
Agreement drop-down box	Editable - Required	This field displays (or allows selection of) the agreement number identifying the agreement between PENNDOT and the third party. See "How Do I Establish Third Party Funding", under the Project Funding category of the Help system, for detailed instructions on setting up the necessary data for invoicing.
Invoice number	Display Only	This field displays the Third Party Invoice number. The Invoice Number is composed of the agreement number and the billing number with a space in between. The agreement number will be for the agreement selected from the agreement drop-down list. This field is displayed after an invoice has been generated.
Created	Display Only	This field displays the date the Third Party Invoice was created. This field is displayed after an invoice has been generated.
First Estimate	Display Only	This field displays the first estimate number that is included in this Third Party Invoice. This is the first estimate, or the next number after the last estimate from the previous Third Party Invoice for this agreement. This field is displayed after an invoice has been generated.
Last Estimate	Display Only	This field displays the last approved estimate for the project at the time this Third Party Invoice was generated. This field is displayed after an invoice has been generated.
Federal ID	Display Only	This field displays the FMIS Federal ID number for the vendor of this Third Party Invoice. This field is displayed after an invoice has been generated.
Agreement	Display Only	This field displays the agreement number selected from the agreement number drop-down selection box for this Third Party Invoice. This field is displayed after an invoice has been generated.
Billing	Display Only	This field displays the billing number of this Third Party Invoice. This field is displayed after an invoice has been generated.
Payer	Display Only	This field displays the name of the Payer of this Third Party Invoice. This field is displayed after an invoice has been generated.
Unlabeled (Payer Address)	Display Only	This field displays the address of the Payer of this Third Party Invoice. This field is displayed after an invoice has been generated.
POC	Display Only	This field displays the name of the PennDOT point of contact for this Third Party Invoice. This field is displayed after an invoice has been generated.
Unlabeled (POC Phone number)	Display Only	This field displays the phone number of the PennDOT point of contact for this Third Party Invoice. This field is displayed after an invoice has been generated.
Billing Address	Display Only	This field displays the billing organization address for this Third Party Invoice. This field is displayed after an invoice has been generated.
Carryover Total	Display Only	This field displays the amount that could not be billed on this Invoice due to exceeding Maximum Funding Amounts for this Third Party Invoice. This amount will be carried over to the next invoice, if necessary. This field is displayed after an invoice has been generated.
Invoice Total	Display Only	This field displays the positive or negative total value of the invoice for this Third Party Invoice. This field is displayed after an invoice has been generated.
Pay/Credit Message	Display Only	This field displays the amount of the positive or negative total value of the invoice for this Third Party Invoice. If positive, “Pay This Amount” is printed. If negative, ***Credit*** is printed. This field is displayed after an invoice has been generated.
Mail Payment to	Display Only	This field displays the mailing information for the Office of the Controller. This field is displayed after an invoice has been generated.
Fund	Display Only	This field displays the fund code number used to divide the body of the invoice into sections. This field is displayed after an invoice has been generated.
Participation	Display Only	This field displays the third party participation percentage in the fund. This is the percentage of funding that is stated in the agreement with the payer. This field is displayed after an invoice has been generated.
Available	Display Only	This field displays the available third party dollar value for the fund. This is the dollar value of the remaining funding for the agreement with the payer. This field is displayed after an invoice has been generated.
Item	Display Only	This field displays the item number. This field is displayed after an invoice has been generated.
Type	Display Only	This field displays the item type code description. This field is displayed after an invoice has been generated.
Unit Price	Display Only	This field displays the item unit price. This field is displayed after an invoice has been generated.
Unit	Protected - Required	This field displays the item unit of measure. This field is displayed after an invoice has been generated.
Quantity	Protected - Required	This field displays the quantity of item/type for fund. This field is displayed after an invoice has been generated.
Item Price	Protected - Required	This field displays the price of item/type for fund. This field is displayed after an invoice has been generated.
Subtotal	Protected - Required	This field displays the subtotal of item/type for fund. This field is displayed after an invoice has been generated.
Fund Participation	Protected - Required	This field displays the Third Party participation in fund. This field is displayed after an invoice has been generated.
Participating Subtotal	Protected - Required	This field displays the Third Party participating portion of subtotal. This field is displayed after an invoice has been generated.
Previous Invoice Carryover	Protected - Optional	This field displays the carryover dollars from a previous invoice, if applicable. This field is displayed after an invoice has been generated.
Carryover to Next Invoice	Protected - Optional	This field displays the carryover dollars to go to the next invoice, if applicable. This field is displayed after an invoice has been generated.
Fund Subtotal	Protected - Required	This field displays the participating subtotal after carryovers. This field is displayed after an invoice has been generated.
Carryover Total	Protected - Optional	This field displays the amount that could not be billed on this Invoice due to exceeding Maximum Funding Amounts for this Third Party Invoice. This amount will be carried over to the next invoice, if necessary. This field is displayed after an invoice has been generated.
Invoice Total	Protected - Required	This field displays the positive or negative total value of the invoice for this Third Party Invoice. This field is displayed after an invoice has been generated.
Pay/Credit Message	Protected - Required	This field displays the amount of the positive or negative total value of the invoice for this Third Party Invoice. If positive, “Pay This Amount” is printed. If negative, ***Credit*** is printed. This field is displayed after an invoice has been generated.

Actions

Action	Description
Click on the Project link	When the user clicks on the Project link, the related Project Information screen is displayed.
Click on the Project Team link	When the user clicks on the Project Team link, the related Project Team Information screen is displayed.
Click on the BACK button	When the user clicks on the BACK button, they are returned to the previous screen in the browser’s history.
Click on the GENERATE button	When the user clicks on the GENERATE button, the Third Party Invoice is generated based on the agreement selected from the Agreement drop-down box.
Click on the SAVE button	When the user clicks on the SAVE button, the Third Party Invoice is saved making it an official document. Once the Third Party Invoice has been saved it cannot be edited, but it can be printed.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:56:40 AM