Nassau County - Long Island, New York

VC CLAIMS AND ADPICS PAYMENTS

18. I have a completed a VC Claim Voucher and the system is ADPICS. What do I do now?

A VC Claim is used by each individual county department or agency to request payment of an invoice for goods or services that the department or agency ordered using a Purchase Order (PO) that was created in ADPICS, Nassau County’s Procurement System. This process is different than the one governing approval and payment in FAMIS and is outlined below. Also, please note that:

  • A PO created for the purchase of goods is supposed to be set up in ADPICSrequiringthree-way matching (3W) of the PO, the Receiving Report and the Invoice in ADPICS before a VC Claim can be generated.
  • A PO created for the purchase of services is supposed to be set up in ADPICS requiring two-way matching (AB) of the PO and the Invoice in ADPICS before a VC Claim can be generated.

Creating a Receiving Report

Upon satisfactory receipt of the goods from a vendor, the County Department mustprocess a Receiving Report in ADPICS to record that the goods ordered were received as per the PO. Quantities of goods received must match the quantities ordered on the PO. Any discrepancy should be resolved with the vendor, who must submit a corrected invoice.

To generate the Receiving Report:

  • First, access the ADPICS Main Menu (PCHL0000), and press F3 to access the Receiving Menu (PCHL3000).
  • Press F1 to view the Receiving Header Definition Screen (PCHL3100).
  • Moving the cursor to the appropriate spaces, type in the PO number, the date the goods were received, the name of the person who received the goods, the date the goods were accepted and the name of the person who accepted the goods.
  • Press F10 to Save. ADPICS will now create the receiving report and generate a receiving report document number. Please note this number for your records.
  • Now ADPICS will automatically transfer to the Procurement Receiving Screen (PCHL3110).
  • Type in the quantity of goods received in the “Quantity Accepted” field and Press F10 to save. ADPICS will automatically display the next detail line.
  • Repeat the process of entering the quantities received until there are no more detail lines. Then press Pause/Break to return to the Receiving Header Definition Screen (PCHL3100).
  • Press F6 (VW Doc) to see the Receiving Report Detail Inquiry Screen (PCHL3300). Verify the quantities entered and Press Pause/Break again to return to the Receiving Header Definition Screen (PCHL3100).
  • Type a “P” in the “Action Ind.” field and press F10 to save.

Note: ADPICS will display the following message: “Document Posted, Voucher Not Generated – Matching Process Failed.”

This message appears because the Invoice Document has not been created yet and ADPICS requires it to complete its matching function (3W or AB). 

Creating an Invoice Document

Upon receipt of the invoice from the vendor for the good or services provided to the County as ordered on a PO, the County Department must process the invoice in ADPICS.

  • First, access the ADPICS Main Menu (PCHL0000), and press F1 to access the Accounts Payable Menu (PCHL1000).
  • Press F1 to view the Invoice Header Entry Screen (PCHL1500).
  • Moving the cursor to the appropriate spaces, type in the date on the invoice, the vendor’s invoice number, the date the invoice was received, and the PO number.
  • Press F10 to save. ADPICS will automatically transfer to the Invoice Detail Entry Screen (PCHL1510). The system will automatically generate an INVC number. Note this number in your records.
  • Type in the Quantity Invoiced and the Unit Cost. (If the Quantity Invoiced exceeds the Quantity Ordered, contact the vendor immediately to correct and resubmit.)
  • Press F10 to save. ADPICS will automatically display the next detail line.
  • Repeat the process of entering the quantities invoiced and unit cost until there are no more detail lines. Then press Pause/Break to return to the Invoice Header Entry (PCHL1500).
  • Once back on the Invoice Header Entry Screen, type a “P” in the “Action Ind.” field and press F10 to save.
  • If the invoice has been successfully posted, ADPICS will now generate the VC Voucher Number (will look like VCNCO4….) It is also known as the Document Number. Make a note of this number and enter it on the paper Claim Voucher form in the space provided (upper right hand corner). This number must be entered in ADPICS to generate the Claim Voucher. See the next section.  

Creating the VC Claim Voucher

  • First, access the ADPICS Main Menu (PCHL0000), and press F1 to access the Accounts Payable Menu (PCHL1000).
  • Press F2 to view the Voucher Header Entry Screen (PCHL1410).
  • Type the VC Voucher Number in the “Voucher Number” field and press ENTER to retrieve the voucher.
  • Type a “P” or an “F” in the “Partial/Final” field to indicate whether this will be a partial or final payment. **It is important to code this correctly. If incorrectly coded as “F”, the purchase order can no longer be used.
  • Press F10 to save. ADPICS will automatically transfer to the Voucher Detail Entry screen (PCHL1420).

Verify that the quantities and amounts ordered on the first line of the original purchase order agree with the amounts received and invoiced.

  • Press F5 to review any additional detail lines on the voucher.
  • Once done, press Pause/Break to return to the Voucher Header Entry Screen.
  • Post the voucher by typing a “P” in the “Action Ind.” Field.
  • Press F10 to save. This automatically routes the electronic VC Document through the Approval Processing module.

19. I have successfully created all three necessary documents: the Receiving Report, the Invoice Document, and the VC Claim Voucher. What do I do next?

Now go back to the paperwork. Specify the contact person, their department, and their telephone number on the bottom left hand portion of the original claim form, attach the original invoice and any other supporting documents, and send them to the individual in the County Department who approves all of that department’s claims. (It’s a good idea to keep a copy of all documents in the County Department’s files).

Note: This individual is already set up in the ADPICS approval path. 

Claim Review and Approval—Supervisory Level

The County Department Representative who is designated in ADPICS to approve the claim will receive it in their ADPICS Authorization Mailbox.

To see where a document is in the approval path, view the following screens:

PCHL9220 Document Authorization Table – Active
PCHL9230 Document Authorization Table - Archive

20. What is the next step in the approval process?

  • Upon receiving the electronic claim information, compare the information in ADPICS to the corresponding paperwork.
  • Type “A” next to the document number to approve and then hit F10. You will be required to enter your electronic signature indicating your approval for payment. Press F10 again after you have done so.
  • This will automatically route the claim to the next individual in the electronic approval path.

The County Department Representative who just approved the Claim in ADPICS must also remember to send the physical paperwork to the next individual designated in the ADPICS approval path.

21. There are no more County Department Representatives in the ADPICS approval path. What is the next step?

After all county department representatives in the approval path have authorized the claim, it enters the Document Authorization mailbox in the Claims Department of the Nassau County’s Comptroller’s Office. This is where the final review and approval of the claim is performed.

The approving department must now mail the physical paperwork to the Comptroller’s Office for final approval and vendor payment.

Send to:
Vendor Claims Section
Office of the Nassau County Comptroller
240 Old Country Road, Room 209
Mineola, NY 11501

ALL paperwork submitted with the claim in support of the payment should be forwarded. Departments are advised to make a copy of all documents and to keep a record of all claims.

Once approved for payment by Claims, the claim request is automatically sent to the county’s financial system, FAMIS.

FAMIS will process the request overnight. After the mandatory two-day waiting period, the Treasurer’s Office will print and mail the physical check to the vendor. The vendor will receive the check in the mail at the address specified when the vendor was set up in the FAMIS Master File. 

Post-Processing

22. How long does it take to pay the vendor once my department approves the claim online and forwards the claim voucher paperwork to the Claims Department?

In most cases, the Claims Department will release payment between two to ten days after receiving correctly completed paperwork.

23. The original paperwork for our claim has been misplaced, but the vendor still needs to be paid.  What can we do?

Using screens FAML6040, 6160, or 6162, verify that payment has not been made and submit a copy of the invoice and claim. If a copy is unavailable, another original may be requested from the vendor, but must be marked “Second Submission.”

24. What do I do if the vendor moved after the contract was submitted, and the addresses no longer match?

Anytime a vendor’s payment address changes, ask the vendor to complete and sign a 700-W9 form, notifying the County of its new address. Click here to download and print out the form. The form should be submitted to the initiating department, which will approve and forward the physical form to the Vendor Claims section of the Comptroller’s Office. Allow 2-3 days for the update to appear in FAMIS. Any change in the vendor’s main contact information should be submitted to the Purchasing Department.

25. My contract is stamped “Random File Audit." What does that mean?

This applies to health and human services vendors only. In an effort to expedite payment, less extensive supporting documentation is required from the vendor. On a random basis, full documentation may be requested by either the county department or the Comptroller’s Office.