ProjectWise Training Aeros Payment System What is this & why? An electronic way to pay invoices We call it e-invoicing
A way to reduce paper & postage costs Decrease processing time Who is involved?
Consultants & Contractors who want to get paid for the airport work Airports who have projects with State and Federal money MDOT Aero & ProjectWise staff
We all are in on this together When is paperless happening? NOW!! It has already started Aero is currently paying invoices electronically
Money issued in FY 2017 is required to be processed in ProjectWise. How do we start? New User Registration Form
Anyone who approves or processes payments may have access MDOT ProjectWise staff gets this form. They assign username and password. Youll get an email with the info & how to download ProjectWise.
Ask MDOT ProjectWise if you have questions. [email protected] Whats next? Once you have ProjectWise and have logged in, youre ready to process payments.
Follows existing paper system Consultant submits invoice into correct ProjectWise folder Airport receives email from consultant
Airport opens ProjectWise, reviews & approves invoice (clicks Next) MDOT receives email from sponsor MDOT opens ProjectWise, reviews & approves invoice (clicks Next)
Consultant and/or Contractor gets paid Payment process Paper old process E-Invoice/ProjectWise
Consultant sends invoice to airport 2-5 days Consultant submits invoice in ProjectWise 10 minutes Airport receives invoice
Airport reviews and mails invoice to MDOT AERO Airport receives e-mail with link to invoice
Airport opens ProjectWise, review and approves invoice 10 minutes MDOT-AERO receives email and approves invoice 10 minutes
Email goes to Finance to key into our MAIN system, approves and mails or sends EFT 3-10 days MDOT-AERO receives invoice (5-7 days via mail)
MDOT AERO reviews invoices and approves 30 minutes MDOT-AERO gives to Finance to key into our MAIN system, approves and mails or send EFT 3-10 days
3-5 weeks 2-3 weeks What does this really look like? Lets start with the consultant adding an invoice Save invoice as Consultant Adding Invoices
Consultant Adding Invoices Expand Consultant Consultant Adding Invoices
Expand Consultant Expand Consultant
Expand Consultant Expand
Consultant Scroll to your airport from the list Consultant No Access
Access Consultant Drag & drop, select No Wizard
Consultant Invoice is visible when -Submittals is selected Consultant This file shows up
automatically and sets the workflow of the folder. DO NOT delete this file or change state. Consultant Right click
Consultant Consultant Notice state change from Pending to
Ready for Sponsor Review Consultant Your email may open automatically. Do not delete default email address.
Consultant Send email Add sponsors email address
Consultant Consultant is done! Consultants - lets review 1: Name your file
2: Open ProjectWise 3: Drop invoice into appropriate Airport folder 4: Right click, change state to Next
5: Send Email Next up is the airport Email from Consultant Steps to Approve
Invoice are in the email If hyperlink doesnt work, find invoice here Airport Consultant Adding Invoices
Airport AirportManager Airport Consultant Adding Invoices
Expand Airport Consultant Adding Invoices Expand
Airport Expand Airport Expand
Airport Expand Airport
Only airports you have access to will show up Airport Double-click to open and review invoice. Expand
each folder Airport PDF opens out Document is checked
Airport Review the invoice per your usual process and save for your records. Follow the next steps in ProjectWise to document your approval.
Airport NOTE: Close the PDF, then click Check In
Airport Red check mark changes to a pencil Airport Right Click
Airport Airport Airport
Check in Notice state change from Ready for Sponsor Review to Submitted to MDOT Airport
Airport is done! Airports - lets review 1: Receive an email & open ProjectWise 2: Find and open invoice, review it, save it for your files
3: Check file back in 4: Right click to change state to Next
5: Send Email What happens next? MDOT receives the email MDOT goes through the same process you just did. We review it and right click to next.
Remember to keep a copy for your records. An invoice will no longer be visible to the airport or consultant. Contact your AERO Project Manager to check payment status, if you have questions. Helpful things Common 3 icons youll see
Naming convention examples FAQ resource Icons to look for
Red Check You have it checked out. Must check it back in. Right click, Check In Lock Someone else has it locked. Check audit trail and contact them.
Pencil- you can edit the document. This is the state we want. Naming conventions City_Consultant_Invoice Number
Essex_MeadHunt_235792.pdf City_Contractor_Invoice Number Common Abbreviations Mead & Hunt = MeadHunt
Commonwealth Associates = Commonwealth QoE Consulting, PLC = QoE
RS&H = RSH C & S Engineers, Inc = CS Wade-Trim = WadeTrim
Prein & Newhof Inc = PreinNewhof Baker and Associates = Baker DJMcQuestion and Sons = DJMcQuestion
Highlight Markings = Highlight Essex_RiethRiley_235792.pdf Troubleshooting
If its tech contact [email protected] Firewalls Email doesnt work
Username and/or Password problems Data folder- Empty folders/No folders If its processes Contact MDOT AERO (Your Project Manager, Erika, or Jenn) Payment not made
Its locked and you dont know how to free it Dont know next step
www.Michigan.gov/aero http://www.michigan.gov/aero/0,4533,7-145-61401_61434_61435_76144---,00.html Questions? Presentation website. and handouts are available on MDOTs
How to find the audit trail Right Click on file Comments stay with file Audit Trail
Audit Trail Audit Trail
