C-05-01 Verify a Claim

Who: Verification
Why: Until the Claim is verified, the Supplier cannot submit an Invoice.
When: When the Supplier has completed work on an Order and submits a Claim for payment, the person in the Verification role checks the claim. The following procedure describes how to accept the Claim if all items are verified. See the procedure Dispute a Claim if one or more items are not being accepted.
Related topics
Procedure
The following procedure describes how to accept the Supplier’s Claim if all items are verified. See the procedure Dispute a Claim if one or more items are not being accepted.
  1. On the ConSol menu, select Worklist > All.
    The My Worklist Summary appears.
    • NOTE: Other methods to find the required Order include using the Search Order or Find Order functions (see user guide Find/Modify/Export Order Details) and using the My Work function (see user guide My Work Overview & Search).
  2. Scroll down to the Orders section and click Work Completed – Docket Submitted For Approval.
    NOTE: If there are no orders with dockets submitted (Count is 0), you cannot click on the link.
    • If the Order is part of a Project View, it can also be accessed via the Project View screen (instead of the Worklist). See user guide Find a Project View for details.
  3. Click the Action button next to the Order you wish to process.
    The Verify Claim screen appears. The Items tab is selected with the list of items displayed.
    N1 - Any items on the list that are the result of a new variation are highlighted in pink.
  4. Click each tab on the Order and ensure that all data is correct.
  5. To accept all items on the list, click the Accept check box at the top of the list.
    • NOTE: If not all the items on the Claim are being accepted, follow the procedure for rejecting a Claim. See user guide Dispute a Claim for details.
  6. If this is a claim for part payment on the Order, select “Order Continues” from the Continuing Order drop down list. If it is the final Claim (or only Claim) on the Order, select “Order is final”.
    Select “Order continues” if there are further Claims to be made against this order in the future. Once the Invoice is submitted for payment the Order will return to the Supplier's Work in Progress Worklist and they will be able to make additional Claims on the order.
  7. Scroll to the bottom of the Verify Claim screen and click Accept.
    • NOTE: If the Claim exceeds the amount the user is authorised to accept, the Claim is automatically escalated to an approval manager.
    The Claim is accepted. The Claim is now with the Supplier to action (by creating and sending an Invoice). The Claim can now be viewed from Worklist > Viewable on the ConSol menu. It appears under the Invoices heading in the Requests for Invoice (View Only) (N2).
    • NOTE: If necessary the claim can be recalled to the Verify Claim stage by opening it in the Requests for Invoice (View Only) worklist. See user guide Recall a Verified Claim.
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