Invoice Submission via SharePoint

Below is an outline of the new process for submitting invoices and bank deposit receipts. Instead of emailing these documents, unit managers will upload them directly to a designated SharePoint folder. This setup provides clear visibility into what has been submitted and what has been processed, helping Operations and Finance stay aligned.

30 Apr 2025 By Kelsey Meyer

First, log in to SharePoint. GMs and unit managers will have access to only their own unit's folder. In this example we will be looking in unit 780 Velocity Wings Fairfax. Once logged in, open the folder for your unit.

Step #1: Click on the folder for your unit — Click on the folder for your unit

Step #2: In this folder there will be a folder for each period — In this folder there will be a folder for each period

Step #3: Inside the Period folder there is a folder for each week of the period, a Prior Period Invoice folder, and a Bank Deposit Receipts folder. — Inside the Period folder there is a folder for each week of the period, a Prior Period Invoice folder, and a Bank Deposit Receipts folder.

Open the folder that corresponds to the date of the invoice you are submitting. This is where you will upload your invoices.

Step #4: Click on "↑ Upload" — Click on "↑ Upload"

Step #5: Click on "Files" and choose the file you would like to upload — Click on "Files" and choose the file you would like to upload

The Prior Period Invoices folder is for late invoices from closed periods that need to be processed.

Step #6: Click on "Prior Period Invoices" — Click on "Prior Period Invoices"

Once the invoice is entered by the AP specialist, it will be moved to the COMPLETED - ACCOUNTING ONLY folder within the weekly folders. Unit managers should not be putting anything in this folder, but this is where we can check which invoices have been processed.

A few pointers:

-Upload invoices to SharePoint daily to support timely processing and prevent delays in preparing weekly P&Ls. Avoid submitting invoices in bulk at the end of the week.

-On the invoice file, ensure all data is legible, including the date, invoice number, total amount, and any other relevant details.

-If your invoice requires coding, clearly note it on the invoice.

-Use PDFs whenever possible and be sure to name the file something relevant to what invoice it contains.

Bank Deposit Receipts Folders:

Step #7: Upload your receipts to the Bank Deposit Receipts folder each time you make a bank deposit. Cash deposits should be made at least every three days. Be sure to clearly indicate the dates and amounts covered in each deposit on the receipt. — Upload your receipts to the Bank Deposit Receipts folder each time you make a bank deposit. Cash deposits should be made at least every three days. Be sure to clearly indicate the dates and amounts covered in each deposit on the receipt.