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The Engineering Invoice Management System (EIMS) streamlines processes and increases transparency by allowing each invoice to be electronically reviewed, signed, and advanced through a single, unified workflow. As part of our commitment for continuous improvement, we are pleased to announce an upgrade to the EIMS.  \nBENEFITS  \nThe new version is designed to improve quality, accuracy and increase invoice turnaround period with the following new features:  \n1. One email account ([ENG-Invoices@panynj.gov](ENG-Invoices@panynj.gov)) for all invoice submissions  \n2. Multiple invoices per email submission by Vendor  \n3. Invoice template for EIMS Phase II is a readable Smart Form  \n4. No conversion of readable Smart Form to PDF required  \n5. Auto-generated notifications to Vendors  \n6. Validation checks for required cells  \n7. Auto font-size reduction for free-form cells to insert extended text  \n8. Integration with Agency diversity and Sub-Vendor management platform B2Gnow (B2G)   \nAuto-generated email notifications to Vendors include detailed explanations for the following reasons:  \n1. Confirmation of receipt  \n2. Declined by EIMS due to failed validation  \n3. On-hold for issue resolution and Resumed (previously placed on hold) invoice  \n4. Voided by PANYNJ EIMS reviewer  \n5. Partial payment  \n6. Paid invoice (full payment or partial payment)  \nIn addition, EIMS auto-declines invoices for the following reasons:  \n1. Not in Smart Form format  \n2. Not latest standard template  \n3. Missing Tax Payer Number  \n4. Missing Vendor Name, Vendor Address or Contact  \n5. Missing Discipline/Group  \n6. Missing PO Number  \n7. Missing Agreement Number  \n8. Missing Invoice Period Start and/or End date  \n9. Missing Invoice Number  \n10. Missing /incorrect? Accrual Period and/or Accrual Estimate Value (excludes retro and balance due  Page 3 of 19 –Invoice Smart Form– Vendor Manual – v3 .1 12/01/2022  \n\n| | INVOICE SMART FORM – VENDOR MANUAL Professional Services Unit (PSU) |\n| --- | --- |\n| invoices)\u003Cbr>11. Missing B2G Vendor \\# for Sub-Vendor who has invoice amount\u003Cbr>12. Sub-Vendor \\# and Name does not match with B2G record\u003Cbr>13. Sub-Vendor invoice amount in Pg1 does not match with Pg2 charge code breakdown\u003Cbr>14. Multiple support documents or support documentation is not in PDF format\u003Cbr>15. Duplicate Invoice Number.\u003Cbr>An invoice with the same invoice number under the same PO is already in process","cbCainSlIBFL9Is5","https://ap.wps.com/l/cbCainSlIBFL9Is5","pdf",1254333,19,"English","# Contents\n## BACKGROUND\n## BENEFITS\n## HOW TO\n## Tab 1 - Invoice Field Definitions\n## Tab 2 - Pg1 Invoice\n## SPECIAL CASE INVOICING PRACTICE\n## GENERAL VENDOR INVOICING REQUIREMENTS","[{\"question\":\"What purpose does the EIMS workflow serve for vendor invoices?\",\"answer\":\"EIMS tracks vendor invoices from receipt to a system-specific inbox and streamlines review, electronic signing, and progression through a single unified workflow. The goal is improved transparency and efficiency before payment.\"},{\"question\":\"What are the key benefits of the upgraded Invoice Smart Form version?\",\"answer\":\"The upgrade improves quality and accuracy while increasing invoice turnaround time. It enables a readable Smart Form submission without PDF conversion, adds validation checks for required fields, provides auto font-size reduction, sends vendor notifications, and integrates with B2Gnow for diversity and sub-vendor management.\"},{\"question\":\"What validations can cause an invoice to be declined by EIMS?\",\"answer\":\"EIMS may decline invoices not submitted in the Smart Form format, missing required identifiers (such as tax payer number, vendor name/address/contact, discipline/group, PO number, agreement number, invoice period dates, or invoice number), or failing accrual period/estimate requirements. It can also reject mismatches involving B2G sub-vendor records and duplicate invoice numbers under the same PO.\"}]","Invoice Smart Form - Vendor Manual - Professional Services Unit (PSU) - v3 - 12/01/2022 | PDF",1789232429,7]