BUSINESS PRACTICES WILSON COUNTY BOARD OF EDUCATION ACCOUNTS PAYABLE DEPARTMENT

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1 BUSINESS PRACTICES WILSON COUNTY BOARD OF EDUCATION ACCOUNTS PAYABLE DEPARTMENT Invoices are mailed in by the vendors. Some invoices are mailed to the Accounts Payable department and then distributed to the appropriate department. Invoices are to be reviewed, initialed off by supervisors and then forwarded to Accounts Payable for payment. The invoices are calculated. Also, the invoices are attached and checked against the purchase order dates, to make sure the invoices are correct. Once each department head signs off on the invoices, they are ready for payment. Match the invoices received with the purchase orders that have been issued. Invoices are keyed into the MUNIS Computer System. Procedures listed below: Sign into MUNIS Go into the MUNIS Application Menu Click Financials - Accounts Payable - Invoice Processing Menu - Invoice Entry/Proof - Click Add Batch: 1. Batch number is automatically assigned 2. Fund# Choose Cash Account delete default account, enter 001, click on lookup choose your fund from the list the description will be CASH GPS FUND, ETC. whichever your fund is name, or key in cash account number manually. 4. Warrant: Employee s initials and batch number or date entering checks.

2 5. Due date, Effective date, Year/Period leave as default 5. Save by clicking CHECK PROCESSING WITH A PURCHASE ORDER AP Invoice Entry Screen (2): - Year comes up automatically to current one. (It will need to be changed if it is a prior year/date) - Enter purchase order number. - Open Amount balance remaining on purchase order is shown - Vendor number is shown automatically - Remit there could be several addresses: Click on the icon (This box shows all addresses listed to each vendor) Addresses are numbered 1, 2, etc Choose the appropriate address listed on invoice. - Document number is shown automatically - Key Invoice number

3 - Key Gross Amount - Net amount is shown automatically (Normal) - Descriptions are automatically filled from purchase orders - Voucher & Warrant are shown automatically - Enter Invoice Date - Enter Invoice Received Date - Enter Due Date (Make sure it is always after the invoice date) - Dept/Loc shown automatically - Check Sep Check box (Separate Check) if keying more than one check to a certain vendor with different line items. - Click Liquidation by Line Screen: - If purchase order to be fully liquidated Click Full Liquidate

4 Message: Fully liquidate and close PO. Are you sure? YES / NO - If partial order Click Modify Tab to Liq Amount (Liquidate Amount) and key amount. Tab twice Inv Amount should balance Liq Amount. Click Click Continue AP Invoice Entry Screen (2): - Click - Invoice Page Count Message: Please enter the number of pages of the invoice. (1) OK/CANCEL Click Cancel - Click located in the upper right hand corner of the screen to exit - This will take you back to the main AP Invoice Entry Screen.

5 CHECK PROCESSING WITH DIRECT PAY INVOICES ** ALL DIRECT PAYS ARE SIGNED BY SUPERVISOR AND DEPUTY DIRECTOR OF SCHOOLS ** AP Invoice Entry Screen (2): - Vendor number: Enter number provided on direct pay or click on the icon to see the list of vendors by typing the name (UPPER CASE) - Remit there could be several addresses: Click on the icon (This box shows all addresses listed to each vendor) Addresses are numbered 1, 2, etc Choose the appropriate address listed on invoice. - Document number is shown automatically - Key Invoice number - Key Gross Amount - Net amount is shown automatically (Normal) - Key Description - Voucher & Warrant are shown automatically - Enter Invoice Date - Enter Invoice Received Date - Enter Due Date (Make sure it is always after the invoice date) - Dept/Loc shown automatically - Check Sep Check box (Separate Check) if keying more than one check to a certain vendor with different line items.

6 - GL Accounts: Line Item Enter line item to be charged provided on direct pay. Ex: : If it is a business or a person using their social security number on mileage or reimbursement, DELETE #7 on this pre-filled box and make sure you tab after deleting number 7, otherwise the system will not recognize the change. - Click - Invoice Page Count Message: Please enter the number of pages of the invoice. (1) OK/CANCEL Click Cancel - Click located in the upper right hand corner of the screen to exit - This will take you back to the main AP Invoice Entry Screen. AFTER INVOICE BATCH IS ENTERED: AP Invoice Entry Main Screen Click:

7 - VIEW BATCH: List all the invoices entered to verify batch is correct. - RESUME: To view in detail invoice(s) keyed individually, verify keyed correctly and make any corrections if required. - RELEASE: Bottom, left hand corner of the screen shows total number of invoice(s) marked as released. - APPROVALS: This will initiate the Approval Process Do you wish to continue? YES/NO - OUTPUT POST: On output options click - Print - POST BATCH: No errors detected. Post invoices? YES/NO - Click located in the upper right hand corner of the screen to exit MUNIS CHECK PRINTING (AFTER BATCH IS POSTED) ***** Keep Track of batch and warrant numbers ***** Cash Disbursement Menu: * Select Items to Be Paid: - Click DEFINE: 1. Enter warrant number and date 2. Choose Cash Account delete default account, enter 001, click on look up and choose cash account for your department. 3. Make sure Print certification page is unchecked 4. Click 5. Click

8 Cash Disbursements Menu: * Select Print Checks: - Click PRINT OPTIONS: 1. Change cash account 2. Enter warrant number 3. Click to default to first check number (Do not change check number unless GPS) Enter check number for GPS A log is kept for all check number (Binder with Cash Disbursement Journal) Use last check number 4. Click 5. Click - Choose MUNIS A/P Check Printer

9 *** Print checks and verify accuracy. Any reprints need to be done before Cash Disbursement Journal is generated *** RERUN CHECKS PROCESSING Cash Disbursements Menu: * Select Print Checks: - Click RERUN: 1. Click Select 2. Enter Original check range 3. Enter First check number 4. Click 5. Click - Choose MUNIS A/P Check Printer

10 Make copy of all checks Stamp copy on the copied checks Mail the original check. The copy is placed on top of the Purchase Orders/Invoices or Direct Pay with Invoices. Place a Check Approval Form on top of the completed batch. This form is for the Board Chairman to approve the checks. The checks are placed in the Director s Conference Room on top of the filing cabinet waiting for signature from the Board Chairman. These forms are then approved and signed by the Board Chairman. When the checks are returned to the Accounts Payable Department, they are filed in the appropriate fiscal year. *** THE NEXT STEP IS THE MOST IMPORTANT STEP*** DO NOT FORGET TO PRINT CASH DISBURSEMENT JOURNALS THIS POST ALL TRANSACTIONS TO BOOKS CASH DISBURSEMENT JOURNAL:

11 - Click Define: 1. Choose Cash Account delete default account, enter 001, click on look up and choose cash account for your department, or manually key it in. 2. Enter warrant number 3. Reference: Type your initials as a reference 4. Click 5. Print and post cash disbursement VOIDING CHECKS PROCESSING Sign into MUNIS Go into the MUNIS Application Menu Click Financials Cash Disbursements Menu

12 * Select Void Checks: 1. Click Find 2. Choose Cash Account delete default account, enter 001, click on lookup choose your fund from the list the description will be CASH GPS FUND, ETC. whichever your fund is name, or key in cash account number manually. 3. Enter check number(s) to be voided 4. Click 5. Click Select 6. Click Select All or check the box for the check to be voided. 7. Click 8. Click Void and

13 Cash Disbursement Journal: - Click Define: 1. Choose Cash Account delete default account, enter 001, click on look up and choose cash account for your department, or manually key it in. 2. Warrant number is not required for voiding checks 3. Reference: Type your initials as a reference 4. Click 5. Print and post cash disbursement Once the check is voided, the invoice must be voided as well: VOIDING INVOICES PROCESSING Sign into MUNIS Go into the MUNIS Application Menu Click Financials Invoice Processing * Modify Invoices: 1. Click Define 2. Enter Effective Date 3. The Year/Period will change based on the effective date 4. Enter journal description Ex: VOID Enter Vendor Number 6. Document and Invoice are optional (will narrow down the search for the invoice)

14 7. The selected invoice will pull or a list with invoices for the selected vendor will pull so you could select the invoice you wish to void. 8. Click Void 9. Click and print

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