Subaward Invoicing System (flextecs) Cheat Sheet (1 of 2) FAQs What is flextecs? The subaward invoicing system uses a software called flextecs to manage the payments of subawardees after a Purchase Order has been created. Who gets access? When the project is created in fame (within Project Costing), a DA and PI are assigned to the project as team members. Those assigned within Project Costing will be automatically granted access to the subaward system. How does it work? Subawardees will now be instructed to send invoices directly to Accounts Payable. Then, 1. AP scans the invoice and uploads to flextecs. 2. The Department Administrator will receive an email notfying them to review and approve the invoice online. 3. The PI will receive an email notifying them to review and approve the invoice. 4. Once approved by the PI, the invoice will be sent to fame, followed by AP for payment.

Getting Started 1

Sign in to NYU Home (home.nyu.edu) using your NYU NetID and password and click on the Work tab.

2

Under the Administrative Systems menu, click on Sub Award Invoice Workflow

3

Log in using your NYU NetID and temporary password (provided in the email you received from flextecs)

EASY WAY: Navigate directly to: https://www.flextecs.net/nyu_sawrkfl/login.asp

Resetting your password 1

Upon logging into flextecs for the first time, you’ll be prompted to reset your password. Click on the Change your Password link.

2

On the next screen, Click Inline Edit link.

3

Type in a new password and click Save all. Don’t forget to write it down! Log out of the system and log back in again using your new password.

Getting Oriented 1

After you’ve reset your password and logged in again, you’ll see the following options:

Important Note: If a DA submits an invoice, it goes directly to the PI for approval. If a PI submits an invoice, the invoice goes directly to fame for payment.

Need help? Email [email protected]

NYU Program Services Office

Subaward Invoicing System (flextecs) Cheat Sheet (2 of 2) FAQs How do I get access? Email [email protected] with the project and role you require (PI, DA). Is my flextecs username and password the same as my NYUHome credentials? Not exactly. Once you’re granted access to flextecs, you’ll receive an email with your username (NYU NetID) and temporary password, which you’ll be prompted to change upon your first login. I forgot my username or password! What do I do? Your username for flextecs will always be your NYU NetID, all lowercase. The FSM helpdesk can reset your password. Contact them at [email protected]. Will the system check the project’s budget for me? No! The system is a workflow and approval tool. You should still check your project’s financials via UDW+ before approving the invoice for payment. Can I edit an invoice once it’s been submitted? To maintain an audit tral, invoices cannot be edited once they have been submitted. To edit the invoice, you must reject it, and make any notes within the reject comments.

Submitting an invoice

NOTE: A PO must be created prior to submitting an invoice.

1

Start by scanning and saving the invoice. Then, login to the system. From the main menu, click on the Add New Invoices link. On the following screen, click Inline Add.

2

You’ll be redirected to the Add New Invoices window. Start by clicking the Select link next to the PO Number field. A pop-up will appear showing all POs currently listed under you. Click on the underlined PO Number to select the PO for the invoice you are submitting. The form will auto-populate the Project’s information.

3

Fill out the Invoice Number, Invoice Date, and Invoice Amount.

4

Click the Add files button and search for the scanned invoice. Double-click the file name, and in the next screen, click Upload.

5

Carefully review the form. Once you’re ready to submit, click Save all.

Approving an Invoice Once an invoice has been submitted, you’ll receive an email instructing you to review and approve the invoice for payment. 1

Log into the system and click on the Approve_Reject Pending Invoices Link.

2

Review the invoice details carefully. To approve, select the check-box next to PO number and click Approve Invoice.

3

To reject an invoice, click on “edit” buttton to the left of the check-box and enter any relevant comments in the reject comments field. Then click Reject Invoice.

4

Note: If a PI submits an invoice incorrectly, Accounts Payable should be notified immediately by contacting [email protected].

Need help? Email [email protected]

NYU Program Services Office