CAFM

CAFM stands for Computer Aided Facilities Management and MAPP uses the Proactis software to deliver this solution.  Proacis delivers a more efficient P2P business solution to support our invoice approval process via a workflow web based tool . CAFM also incorporates full reporting functionality management control.

Accessing Proactis

The links to Proactis can be located on the Beekeeper home page. There are two links available:

• P2P application – main system
• Invoice capture query desk application – Purchase ledger team only

Invoice process

All invoice types bar utility invoices and client instructed invoices should be emailed directly into the Proactis system using the email address below.

[email protected]

Any utility invoices that are not processed via a utility bureau (Alfa Energy, Zero Trace or Clifford Talbot) should be emailed to the below email address:

[email protected]

There are the following exceptions:

• Client instructed invoices – these invoices are emailed to a unique email address which has been shared with the client accounting team

It is important to remember that invoices are required to be in the following format:

• One invoice per pdf image, however even though an email can contain several invoices, please do not email more than 50 pdf’s in anyone emails
• Only pdf images can be emailed, the system will not accept word documents, excel or any other file formats
• The email should only contain the pdf images and not be part of an email conversation, please remember this is an externally hosted email address

SLA

The Proactis invoice capture team is based in the UK.  All invoices data is automatically captured using the Proactis software. A secondary manual check is performed by the Proactis team for all invoices. The SLA for all invoices is 48 hours.

Once the invoice is verified the invoice will go through the following checks:

PO invoices

MAPP operates a No PO No Pay Policy.  Further details can be located in the policy here.

The IC query desk will perform the below control checks:

• The PO number is valid
• The invoice and PO relate to the same property and supplier

If the invoice fails any of the above checks it will route to a Purchase Ledger exception queue for further validation by the Purchase Ledger team.

In the P2P system further controls are performed:

• Tolerance level checks 5% or £50 whichever is lowest
• Checks to determine if the PO is receipted
• Checks to ensure the PO balance is adequate to match the invoice

If the invoice fails these control checks the invoice will route to the PO originator as an invoice discrepancy via their task menu.

Non-PO invoices

All Non-PO invoices will route to a Purchase ledger exception queue for further action. The purchase ledger team will need to confirm the legal entity check and enter the property information.

CAFM support and new users

• New user access – Please continue to request via a new starter form to our internal IT team.
• Proactis enquires – [email protected]
• Proactis IT support – [email protected]
• Invoice queries, amendments / General invoice queries – Please contact Purchase Ledger.
• Reassign a invoice or PO approval (task menu) – this does not relate to approval matrix changes as this is automatic. For only one off reassignments, please contact [email protected] where an IT admin will do this for you

 

Standard operating video’s and guides

Operating guides are available on wikiMAPP under the standard operating guide section.

Issues with expense coding on invoices
If you are having issues coding an invoice,  please bear in mind the following:

• Is it a new property?
• Is it a migrated property?

Proactis will only work as expected if the property is fully set up on the respective PM system and is live. Once this is complete the data will feed into Proactis, this occurs every 24 hours in the early hours of the morning. So before contacting the Proactis queries email please check with the client accountant.

Training

It is the responsibility of the line Manager to train any new staff on CAFM. Superusers are available if you have any queries or require any guidance

Proactis superusers:

• Kirsten Mason (Proactis Manager)
• Ben Stringer
• Cathy Hemming
• Claire McConnell
• Ian McCormack
• Raj Singh
• Brian House
• Nick Wetherill
• Rabea Ahmed
  Ross Connelly
• Scott Cains
• Shaun Brown
• Tammy Boparai

Purchase Ledger
If you  need to know when it was paid please contact Purchase Ledger.

Missing invoices
Please remember that when an invoice is emailed into CAFM the SLA is 48 hours for the Proactis team to perform the invoice capture. Once complete, if the system can match the invoice to our PM data the invoice will either automatically match to the PO or if a nonpo invoice will go the first approver via their tray.

Utility imports 

Utility bureaus will send csv files and corresponding images into Proactis on a regular basis. Please review the following controls:

• Duplicate invoices – Any duplicate invoices will fail import
• Supplier codes do not exist – Invoices will fail import
• PDF image referencing does not match the CSV file – Invoices will fail import

Service charge costs:

• Tramps service charge funds do not have a corresponding schedule number – Invoices will fail import
• Client service charge funds do not show NA in the transaction code – will route to the FM for approval (will not be pre-approved)
• Any invoices where the expense code data is incorrect – will route all invoices to the FM for approval (will not be pre-approved)

Non-recoverable costs

• Invoices will route for approval as per the standard invoice process.  BM/FM’s can reassign the invoices to the Surveyor.

Proactis Mobile application

The Proactis mobile application can be used to:

• Approve purchase orders and invoices in your task menu (please note it cannot be used for tray expense coding)
• Set up your stand in cover routine

Instructions on how to set up the Proactis mobile application can be located here.

March 2024 – Riskwise reactive work order integration with Proactis

From the 19th March 2024  Riskwise work orders for reactive works once confirmed and authorised will import into Proactis in real time to generate a pre-approved purchase order using the same Riskwise work order reference.

Benefit realistion:

• Riskwise work orders for reactive works will seamlessly integrate into Proactis in real-time to create a Purchase Order for a Supplier to invoice against.
• Proactis Purchase orders will be assigned the same number as the Riskwise work order and be auto approved and to provide traceability.
• This integration will result in significant time savings for BM/FM’s, eliminating the need to manually approve non-PO invoices, which typically number around 2,000 per month. 
• Invoices will match to the corresponding purchase order, and provided they adhere to the relevant controls and fall within tolerance levels, they will be automatically matched and approved.
• Approximately 2,000 invoices per month will no longer require manual review and clearance by the Purchase Ledger team from the Proactis exception queue.
• Improved payment timelines for supplier invoices. Note the MAPP Framework T&C’s reflect this change in process and have been communicated to the Suppliers on RiskWise.
• The process is streamlined through the integration of two key MAPP systems.
• This supports the prevention of further unapproved suppliers.
• The business process is aligning with the Governance Future Shapers group plan by working towards implementing a No PO No Pay policy.

If any reasctive work orders have more than one nominal line i.e multiple expense codes or schedules you will need to amend the purchase order in Proactis to reflect this. The Riskwise work order only allows the user to select one expense code and schedule.

Standard PO and invoice approval limits

Q: What are the approval limits within the system for invoice approval?

• Building Manager/Facilities Manager up to £5,000
• Surveyor £5,001 to £10,000
• Client Director/Director £10,001 to £100,000
• Senior management team > £100,000 (Tom, Rob, David)

The above relates to all invoice types both service charge and non recoverable funds. Please note the exception is rates invoices where the first approver up to the value of £10,000 will be the surveyor.

Q: What are the approval limits within the system for PO approval?

• Building Manager/Facilities Manager up to £15,000
• Surveyor £15,001 to £100,000
• Client Director/Director > £100,000
• Senior management team N/A

Proactis security roles (highlevel)

Template-Enquiryuser 

View only access to invoice and PO search screens & reports.  No access to create PO’s or PO or invoice approval security rights

Template-Siteadmin

Create PO’s but not approve. Access to code invoices in the trays but not approve.  Access to invoice and po search screens. No approval security rights

Template-FM 

Can create and approve PO’s. Access to code and approve invoices via tray / task menu.  Approval limits are as per the approval matrix above. Access to invoices and PO search screens and reporting

Template-Surveyor

Can create and approve PO’s. Access to code and approve invoices via tray / task menu. Additional approval access for rates instalements. Approval limits are as per the approval matrix above. Access to invoices and PO search screens and reporting. This role can also include Surveying executives who are junior surveyors.

Template-Clientdirector

Can create and approve PO’s. Access to code and approve invoices via task menu.  Additional approval access for rates instalements. Approval limits are as per the approval matrix above. Access to invoices and PO search screens and reporting

Template-Regionaldirector

Same as Client Director

Template-SMapprover

This is for SEB members only. Can create and approve PO’s. Access to code and approve invoices task menu.  Approval limits are as per the approval matrix above. Access to invoices and PO search screens and reporting

Template-Accountant

Can approve invoices coded to a fund of NR-RF via the task menu only. Full access to the Funding management approval process. Access to invoices and PO search screens and reporting

Template-Teamleader

Can approve invoices coded to a fund of NR-RF via the task menu only. Full access to the Funding management approval process. Access to invoices and PO search screens and reporting

Template-plhelpdesk

Access to invoices and PO search screens, invoice trays and reporting

Template-plpayment

Access to invoices and PO search screens, invoice trays and reporting

Template-proactisteam

Full access and edit rights to amend invoices. Access to invoices and PO search screens and reporting. Access to approve rates specific PO’s and client instructed invoices via the tray. No other approval security rights

Template-datamanager

MAPP data team. View only access to invoice and PO search screens & reports.  No approval security rights

Template-procure

View only access to invoice and PO search screens & reports.  No access to create PO’s or PO or invoice approval security rights

Template-servicedesk

View only access to invoice and PO search screens & reports.  No access to create PO’s or PO or invoice approval security rights

 

 

Q & A

Q: What do the different invoice statuses mean in Proactis?

• Registered – Non PO invoices only – pending in the first approver tray for expense coding
• Registered (returned) – return to invoicing – Non PO invoice has been rejected by a later approver & requires correction
• Awaiting matching – system is waiting to match the invoice to the PO
• Matched awaiting post-match authorisation – Non PO invoices pending approval or all invoices pending Client Accountant review sold properties or funding approval
• Awaiting discrepancy approval – PO invoice is pending with the PO originator for resolution
• Discrepancy resolution complete – PO invoice discrepancy now resolved
• Released for payment – Approved awaiting export to the PM system or pending funding with client (Non-rec requires funding invoices only)
• Standalone awaiting authorisation – Non PO invoice pending approval
• Posted – Exported to the PM system
• Posted – but the tray is shown as “Cancelled DR tray” this means the invoice has been rejected at the funding stage and is cancelled. The invoice cannot be amended or reprocessed.
• Cancelled – Invoice has been cancelled in the system

Q: Who do I contact if we need to amend an approver within the system? i.e. a reallocation of properties for Building Manager/Facilities Manager, Surveyor, Client Director or Client Accountant? Or who do I contact if I am onboarding a new client/property?

A:  BM / FM – please email [email protected]. Once confirmed she will ask Rob Stokes (Head of Data) to create / amend in the PMA systems.

A: Surveyor, Client Director or Client Accountant, this is controlled by the data team please email [email protected]

Once the approver has been updated in the PMA system  the data will be imported into our Data Warehouse (DHW). Our DWH will then export all of the required data into Proactis on a daily basis.

If the BM/FM, Surveyor, Client Director or Client Accountant changes Proactis will do the following:

• Move any standard invoices or PO’s pending approval to the new person automatically
• Move any invoices pending expense coding in the BM/FM tray to the new BM/FM

Please note it will not do the following:

• Any invoices pending expense coding at Surveyor level in the tray will not be automatically reassigned to the new Surveyor. If the Surveyor on the DWH file changes the invoice will route back to the FM for manual reassignment. Or, alternatively you can email [email protected] and we can move this for you

Q: What is the process for Schroder invoices?

A: All Schroder invoices will be processed through the system as pre-approved. We will continue to use the client system for all invoice approval. Please note for rates invoices only the surveyor will be required to set up the instalment plan on the invoice, but no approval is required as these are processed as pre-approved once the instalment plan is created.

Q: What is the process for AFIAA invoices?

A: All AFIAA invoices will be processed through the system as pre-approved. We will continue to use the client system for all invoice approval. Please note for rates invoices only the purchase ledger team will be required to set up the instalment plan on the invoice, but no approval is required as these are processed as pre-approved once the instalment plan is created.

Utility invoice process

Q: How are utility invoices being processed within Onbase?
A: Both Alpha Energy,  Clifford Talbot and Zero trace will email invoices to a specific email address. As per the original process  service charge invoices will be pre-approved, all other funds and system invoices will require approval.

Please note however, if the expense coding on the utility file is incorrect the invoice will route to the first approver for review and approval even if it is coded to the service charge fund.

Incorrect invoices or invoices requiring cancellation

Q. What do I do if an invoice needs amendment?

A. If it is a non-po invoice, please add a note in the note field and select the “return to pl tray”

Q. What do I do if an invoice needs cancelling?

A. If it is a non-po invoice, please add a note in the note field and select the “return to pl tray”

Rates invoices

Q: What is the rates process in Proactis?

A: The rates invoice will route to a purchase ledger exception queue in the query desk software. Here the purchase ledger team will enter the first instalment value, the due date and the number of remaining rates instalments.

Once the invoice is submitted the system will automatically create a draft purchase order. It is the responsibility of the purchase ledger team to enter enter the expense code data, define the due dates and approve the purchase order.

On the due date defined the rates instalment will route to the Surveyor for approval.

Q: Who approves rates invoices?

A:  The Surveyor will approve all rates instalments

Q: Can I reject an rates instalment?

A: Yes on the due date the rates instalment will route to the Surveyor for approval where they have the option to approve or reject.

Q: How can I reassign a current dated rates instalment as a one off to cover short term absence?

A: As long as the due date is dated today or before, and this is a one off reassignment, you can ask the CRGP team, [email protected] to do this for you.  If the Surveyor has changed on a property and the PM system has been updated  the system will route them automatically to the new approver.

Q: My staff member has left how can I reassign all the future dated rates instalments?

A: The system will reassign them automatically once the approver is changed in the PM system

Q: How can I see who a rates instalment is with for approval?

A: Please use the invoice search functionality

Q: If an rates instalment is approved, how do I know when it was exported to the PM system?

A: Open the rates instalment from the invoice search screen and note the following:

A status of “released for payment”means the invoice is fully approved and will be exported to the PM system in the evening. A     status of “Posted” means the invoice has been exported to the PM system

Other

Q: My invoice requires funding from the client, what do I need to do?

A: Please approve as normal but code the fund to non-recoverable requires funding (NR-RF).  The invoice will route to the relevant approvers as per the approval matrix. At the end of the approval process it will route to the client accountant for approval / funding approval.

Q: What do I do if I have approved an invoice in error?

A: As long as the invoice has not exported to the PM system, please email [email protected].  The purchase ledger team or a IT admin can reprocess the invoice through Proactis.

Q: Can I reassign an invoice to another approver?

A: You can only reassign as follows:

• Non PO invoices can be reassigned to another user on the same approval matrix for expense coding and approval via the tray. Please user the move tray option.
• Invoices pending approval in the task menu cannot be reassigned by any user other than an IT admin. Please email the [email protected]

Q: Can I amend the coding on invoice once I have approved it?

A: No, once the invoice is fully approved you cannot amend the coding. If an invoice is pending approval with a 2nd, 3rd or 4th 3rd approver then they can reject the invoice back to the first person in the approval matrix to amend i.e. the BM/FM

Q: Can I reject an invoice that is incorrect?

A: Yes but when you reject an invoice it goes back to the first person in the approval matrix i.e. the BM/FM tray. If the invoice requires amendment or cancellation only the purchase ledger team can do this. The BM/FM will need to add a note to the invoice and select the “return to pl” tray.

Q: I have a duplicate invoice in my approval queue, what do I need to do?

A:  First approver level – If the invoice requires cancellation only the purchase ledger team can do this. The BM/FM will need to add a note to the invoice and select the “return to pl” tray.

Second approval and above level – select reject, this will route the invoice to the FM tray for amendment or returning to the PL team.

Q: I have received an invoice that is incorrect within CAFM, what do I need to do?

Incorrect invoice that will never be paid

A:  First approver level – If the invoice requires cancellation only the purchase ledger team can do this. The BM/FM will need to add a note to the invoice and select the “return to pl” tray.

Second approval and above level – select reject, this will route the invoice to the FM tray for amendment or returning to the PL team.

Incorrect invoice that requires a correction e.g. credit note

A:  First approver level – If the invoice requires cancellation only the purchase ledger team can do this. The BM/FM will need to add a note to the invoice and select the “return to pl” tray.

Incorrect Utility invoice

A:  First approver level – If the invoice requires cancellation only the purchase ledger team can do this. The BM/FM will need to add a note to the invoice and select the “return to pl” tray.

Second approval and above level – select reject, this will route the invoice to the FM tray for amendment or returning to the PL team.

Q: I have emailed my invoice to CAFM but cannot see it, why?

A: The Proactis team have a 48 hour SLA to process the invoice. Once this is complete please note that invoices may go to exception and the PL team are responsible for clearing these queues.

Q: Can I use the mobile app to approve invoices?

A: Only invoices and PO’s pending approval in the “task” menu (not tray) can be approved in the Proactis app i.e.

• Invoices pending approval with the 2nd, 3rd or 4th approver
• Invoices pending approval with the client accountant for the first stage of funding approval
• CIS invoices routed from the CIS PL tray will go to the BM/FM for approval in their task menu
• PO’s created by admin staff will route for approval to the BM/FM via their task menu. (If the FM creates the PO it will automatically approve)
• Non-po invoices edited by admin staff for expense coding will route to the BM/FM in their task menu (not tray)
• PO invoice discrepancies will route to the PO originator via their task menu

Q. Why is the invoice description not meaningful or shorter in the PM system?

IC query desk

Proactis will capture the entire invoice description as shown in the body of the invoice in the IC query desk module. However this description is not carried over to the P2P system.

P2P module

PO invoices  – the description will default from the purchase order.

Non PO invoices – the invoice description is left blank, the invoice approver is responsible for adding the description. Although there is a 100 character limit in the P2P software field, several property management have a lower limit which means the invoice description may be shorter when imported into these systems.