There is an integration between AmpiFund and the ERP/SAP system, enabling agencies to continue in ERP/SAP after creating the Contract and submit Payment Authorizations (Invoices) in AmplIFund. Below are the AmpliFund Considerations, the Pre-Payment Authorization requirements, steps to create the Payment Authorization, and Post-Payment Authorization requirements in ERP.
AmpliFund Considerations:
1. A Contract created in AmplIFund.
2. If you create the Contract in AmpliFund you must create the Payment Authorization (Invoices) in AmplIFund.
3. If you do not create the Contract in AmpliFund you cannot create the Payment Authorization (Invoices) in AmplIFund.
Pre-Payment Authorization ERP/SAP Requirements and Suggestions:
1. A Contract created in AmplIFund.
2. Available Funds in ERP/SAP.
How to create the Contract in AmpliFund:
1. Log in to AmpliFund.
2. Click on Grant Management > Grants Awarded.
3. Select the appropriate Award by clicking on the Award Name. You will be taken to the Award Details page.
4. Click on Post-Award > Cashflow > Payment Authorizations.
5. Click on the + icon on the top right of the screen.
6. Payment Authorization Fields.
a. Name – Name the Payment Authorization.
b. Payment Status – Select the Payment Status.
c. Related Payment Requests – If Grantees are submitting Payment Requests in AmpliFund
i. Add the related Payment Requests here to pull in the Total Amount Approved.
d. Total Amount Approved – Auto populates when adding a related Payment Request.
e. Amount Authorized – The total amount of the Payment Authorization.
f. Authorization Date – Enter the appropriate date. Defaults to today’s date.
g. Authorized By – Defaults to the person submitting the Payment Authorization but can be changed to any User in your account.
h. Comments – Add comments as needed.
i. Document Type.
i. KR
ii. ZU
iii. ZM
j. Document Date – Defaults to today’s date and should not be updated.
k. SAP Vendor Number – Pulling from a list of Vendor Numbers in ERP/SAP.
l. Baseline Date – Date the Payment Request was received.
m. Service Date From – The start date of the current invoice.
n. Service Date To – The end date of the current invoice.
o. Pre-Audit Text.
p. Item Text - Auto populates from the Award Identification Number on the Award Details page.
q. Accounting Line
i. Amount Currency – Total amount of the Invoice.
ii. SAP Contract Number – Dropdown list of SAP Contracts entered on the specific Award.
iii. Earmarked Funds – Dropdown list of Earmarked Funds on the selected Contract.
iv. Earmarked Funds Document Item – Selection based on Contract.
v. GL Account – Selection based on Contract.
vi. Business Area – Populated based on Contract.
vii. Fund – Selection based on Contract.
viii. Cost Center – Selection based on Contract.
ix. Functional Area – Selection based on Contract.
x. * Internal Order – Selection based on Contract.
xi. *WBS – Selection based on Contract.
xii. Fund Budget Period – Selection based on Contract.
* Fields specific to using FM HANA View.
7. Click Add on the bottom right of the screen.
8. Click Create on the bottom right of the screen.
Post-Payment Authorization ERP/SAP Requirements:
1. If the contract is successfully created in AmpliFund the contract will be in SRM workflow in ERP.
a. Agency can add any necessary attachments in ERP.
2. Follow your Agency Approval process in ERP to process the contract.
3. Review the invoice correction process: https://il-amplifund.zendesk.com/hc/en-us/articles/25866869447443-Invoice-Correction-Process-in-ERP
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