Evaluated
Receipt Settlement or ERS is an invoice automation tool for automatic
settlement based on goods receipt/service entry.
What is EFT?
Electronic
Fund Transfer or EFT is a payment method, which releases payments from
Dominion’s bank account to the supplier’s bank account.
Can anyone else see my company's
information?
No, your company is the only one who can see your information.
Can anyone change my company's data
on the screens?
No, the site data cannot be altered either by the vendor
or Dominion users.
What kind of information will I find
on your site?
Vendor Contact and Address Information
Invoice Detail
Check Detail
Payment Forecasting
FAQs
Forms (W9’S , Direct pay permits, etc.)
What time frame does the information
cover?
Invoice data is available for the previous business day
and rolling 365 days of history.
How current is the data?
Data updates nightly.
What criteria can I use to search
for information?
You can search by the following:
Invoice number
Purchase order number
Invoice dollar amount
Invoice dollar amount range
Invoice date
Invoice date range
Date paid
Date paid range
Check number
Payment Forecasting – No search feature available.
However, you can see an estimated date an invoice will be paid.
In invoice search, do I need to
know the whole invoice number?
The application does NOT support wild card searches. You
will need to enter the entire invoice number.
In invoice search, do I need to
know the invoice date?
No; however, if the invoice number field is left blank,
the invoices in the invoices detail screen are in date order.
In invoice search, can I search
by PO number?
Yes. You can also search by PO number in the invoice screen.
Can I sort this data?
No, not in Invoice Display. However you can copy the invoice look up information and past the information into Excel.
Can I find something in a range of data selected?
Yes, You can go under the tool bar Edit, Find.
How does Dominion key in my invoice?
Vendors assigned invoice number (no spaces, or punctuation).
Account number/bill number (no spaces, or punctuation).
Telephone number. (Telephone, cellular and pager numbers
should be used as the invoice number only if an invoice or
account number has not been provided, no spaces, or punctuation).
If NO invoice or account number is provided
Dominion will use Date and dollar amount of the invoice: MMDDYY$$$$$$$$$$
(example: invoice without invoice #, acct # or telephone # with an invoice
date of 01/05/04 and amount of 200.00, your invoice number will be 01050420000).
Is there a explanation why there's a difference between my invoice and
your payment?
It depends on the reason for the reduction. There should
be text on your search screen to indicate the reason for the short pay, if
there is not please contact Dominion.
Why doesn't the check number show?
There could be a couple of reasons why a check number doesn't
appear on the invoice screen:
The invoice is processed but not yet paid (set to pay
on the date shown)
Invoices processed but not paid will not show a check number until the check
has been issued.
Why is there a due date but no check
number?
The date for check issuance has not occurred.
Why do I have so many remittance
addresses?
If you have addresses that should not be active on the
Dominion Vendor file, e-mail us
at vendor_maintenance@dom.com.
How can I find out the amount and
issuance date of my next check?
Forecasted payments can be viewed on the invoice look up
screen. The system will calculate a date based on receipt date and your terms
with Dominion.
Is there a charge for using the
site?
There is no charge for accessing the Accounts Payable
Invoice Inquiry Application.
Can multiple people at my company
access your site simultaneously?
Yes, you will need to know the log in and password that
was use when your company enrolled..
Can our Canadian offices use the
site, too?
Yes, as long as you know your unique Canadian AP Vendor
number.
Can I update my company's contact
information on the site?
Our site is available 24 hours a day. Occasionally we may
need to perform site maintenace. During maintenance the site may not be available
for a few minutes.
Why do I have to sign in to the
Accounts Payable Invoice Inquiry Application again after being away from my
desk for a while?
These features safeguard your account information from
being accessed by unauthorized users.
What should I do if I can not find
the invoice I am searching for?
Try searching by the Purchase order number, Invoice dollar
number, Date range, Check number or dollar amount. If you still can not find
the invoice, call the appropriate Dominion Hotline to help you obtain this
information.
What should I do if the amount paid
does not agree with the PO price?
Always contact the Dominion buyer for information if your
PO price is not correct.
What should I do if I can not find
the PO I am searching for?
If you can't find a PO, and you have an unpaid invoice
referencing this number, contact your Dominion buyer.
What address do I mail my invoice
or payment to?
It depends what the invoice or payment is for. Please bill
all invoices to the appropriate Dominion company and mail them to the address
listed on the Contact Information on the
Dominions AP Web page.
Are their limitations on what I
can use for a password?
YES, you cannot re-use the same password when presented
with the Change Password screen.
Your password can not be the same as your user ID.
Your password must be from 6 to 10 characters long.
Your password must contain at least one digit.
Your password must not start with a digit.
How often am I required to change
my password?
You will receive a system-generated notification to change
your password every ninety days.
What do I do if my company's information
is inaccurate?
Waiting Approval – Waiting authorization to process
invoice
Invoice In Process – Invoice in AP for processing
Waiting Payments – Invoice approved & scheduled for payment based
on terms
Paid – Invoice Paid
Contact AP Group – There is a problem with your invoice. Contact the
appropriate Dominion AP group.
FAQ’S on Virginia's Sales and Use Tax Changes
What are the law changes?
The following Virginia tax law changes took effect on September
1, 2004:
Tax exemptions previously granted on most purchases made
by Public Service Companies were eliminated.
The “Direct Pay Permits” previously issued
to Virginia Power and Dominion Transmission were cancelled by the Virginia
Department of Taxation and replaced by a TEMPORARY Special Permit which later
expired on September 30, 2005.
Public Service Corporations are allowed to pass through
the additional (incremental) amount of taxes paid as a result of the legislation
through as a surcharge amount to ratepayers.
Who is impacted?
Virginia Power (Co Code 1000) purchases delivered to Virginia
locations
Dominion Transmission (Co Code 1004) purchases delivered
to Virginia locations
Construction Contractors performing contracts in Virginia
on behalf of Virginia Power or Dominion Transmission
What purchases remain exempt
after the law change?
Fuel purchases for use at power stations (i.e. coal, natural
gas, wood, nuclear)
Purchases of items for Certified Pollution Control Projects
Professional Services (accounting, legal, etc.)
Intangibles such as permits, licenses, custom software
and software delivered electronically
Other nontaxable services such as Construction Contracts
How were these changes
be implemented?
Registered vendors must begin collecting Virginia sales
tax on their sales of taxable items/services made to Virginia Power or Dominion
Transmission after October 1, 2005.
Vendors that are not required to register with Virginia
as a dealer are not required to collect the Virginia sales tax. In this situation,
Virginia Power or Dominion Transmission, Inc. will self-assess and pay the
appropriate use tax directly to Virginia.
Questions regarding the sales tax procedures for e:commerce,
ERS or other automated procurement process should be directed to your Dominion
Supply Chain representative.
How does this impact contractors
in Virginia?
Construction projects for Virginia Power and Dominion
Transmission performed in Virginia have been impacted. All equipment/material
purchases that were previously considered exempt as items directly used by
a Public Service Company in an exempt manner (VA Certificate ST-11A) are now
taxable to the contractor.
Contractors must pay the sales tax on equipment/materials
to their suppliers, unless the project qualifies as a Certified Pollution
Control project.
The amount of sales tax paid to suppliers by contractors
on items previously exempted by the ST11-A must be separately identified for
reimbursement from Dominion on all invoices/payment requests.
There has been no change to the sales taxes paid by contractors
on purchases of building materials (i.e. brick, cement) and consumables (i.e.
welding gas). These remain the responsibility of the contractor, as the consumer
of such materials in the performance of the contract. Any sales taxes incurred
by the contractor should not be separately identified on invoices and payments
requests to Dominion.
