3.1 Complete peer check Print off the invoice or credit note and stamp with the approvals stamp. Another staff member (generally the person who requested the invoice, otherwise any staff member can complete the check) should carry out a peer review of the invoice or credit note along with the supporting documentation to check the following:
PO against issued quote and any approved variations - Values are correct (check currency and VAT requirements) - Line items are correctly named - Delivery and registered address (including if invoice should be for the attention of an individual) - If there are any special requirements i.e. invoicing and submission requirements Timesheets - Check number of days aligns with mobilisation in ERP. - Check number of hours worked (if greater than 12 hours per day for offshore works, this needs to be added as extra on invoice) - Mobilisation dates are correct - Check it has been signed by offshore representative
Delivery Notes - Date item sent - Address being sent to (including if invoice should be for the attention of an individual) - Correct items listed - PO number has been entered correctly - WO/PR number has been included (if applicable) - Signed as accepted
Attendance Certificates/Course Register (only applicable for training courses) - Attendance certificates should be included for all delegates who attended the course - Register should be signed by each delegate every day that the course is running VAT - Whether VAT is required to be charged and for what line items is correct
ERP - Check invoice totals match with the quote, PO and approved variations - Check SOA tab for any special requirements listed
General Invoice - Invoice to be checked that (check against PO): - PO number is included - Delivery address is correct - Registered address is correct - Ensure quote number has been completed - Correct date has been entered on to invoice (for the date invoice is being sent) - Correct values and line items have been entered - Check invoice is prepared as per client requirements - Check spelling - Check invoice has been named and saved correctly - Once peer review completed and agreed, this is to be signed by the person completing the peer review.
If changes are required, confirm with the Project Planner & Controller and go back to 2.0. If no changes are required, proceed to 4.0.