BANNER 7.X ACCOUNTS PAYABLE

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1 BANNER 7.X ACCOUNTS PAYABLE Community College of Rhode Island June 2007 Updated October

2 TABLE OF CONTENTS Table of Screen Shot. 1 Banner Basics 3 Banner Navigation.. 5 Common Error Messages... 7 Types of Forms 7 Accessing Forms. 8 Queries Reports Document History-FOIDOCH. 10 Vendor History Detail-FAIVNDH Check Payment History-FAICHKH.12 Vendor History Query-FAIVHIS. 13 Invoice/Credit Memo List-FAIINVL Vendor List-FOIVEND 15 Encumbrances-FGIENCD 17 Invoice Activity Report-FARINVA 18 Invoice Selection Report-FARINVS 23 Open Invoice Detail-FAROINV.. 27 Incomplete Document Listing-FGRIDOC Open Encumbrance Listing-FGROPNE

3 Accounts Payable Forms Vendor Searching, Vendor Set-up, Vendor Maintenance 36 Searching using FTIIDEN, FTMVEND, SOAIDEN. 36 Set up using FTMVEND 40 Maintenance using FTMVEND. 44 using FOAIDEN Vendor Set Up using FTMVEND. 47 Invoicing Invoice entry using FAAINVE.. 48 Grant Stamp instructions/sample...50 Multiple Invoice Consolidation using FAAINVE.54 Discoverer/FZROINV Invoice Printing. 59 Invoice query using FAIINVE 66 Invoice Re-establishing-FAAINVD...68 Invoice Canceling-FAAINVD 69 Auditing Vouchers. 70 Check Run Procedure. 71 Check Hold Procedure 72 Demand Check Procedure.. 72 Invoice Hold-FAAPAYC. 73 Purchase Order Open/Close-FPAEOCD...74 Encumbrance Liquidation-FGAJVCD..77 (E032 & E035 Journal Transactions) Online Notes-FOAPOXT. 81 Daily Procedures Mail handling and distribution 82 W-9 Procedures...83 Invoices Received without Purchase Order Numbers.84 Identifying an Incorrect Encumbrance Liquidation 87 3

4 Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 Figure 26 Figure 27 Figure 28 Figure 29 Figure 30 Figure 31 Figure 32 Figure 33 Figure 34 Figure 35 Figure 36 Figure 36A Figure 36B Figure 37 Figure 38 Figure 39 Figure 40 Figure 41 Figure 42 Table of Screen Shots Loading Screen Banner General Menu Banner Navigation Form Elements and Navigation Common Errors Banner Main Menu-Finance Banner Expanded Menu Document History-FOIDOCH Vendor History Detail-FAIVNDH Check Payment History-FAICHKH Vendor History Query-FAIVHIS Invoice/Credit Memo List-FAIINVL Vendor List-FOIVEND Vendor List-FOIVEND Encumbrances-FGIENCD Invoice Activity Report-FARINVA Saved Output Report-GJIREVO Saved Output Report-GJIREVO Invoice Activity Report Invoice Selection Report-FARINVS Saved Output Report-GJIREVO Saved Output Report-GJIREVO Invoice Selection Report Open Invoice Report-FAROINV Saved Output Report-GJIREVO Open Invoice Report Open Invoice Report-FGRIDOC Saved Output Report-GJIREVO Open Invoice Report Open Encumbrance Listing-FGROPNE Saved Output Report-GJIREVO Open Encumbrance Listing Finance Menu Finance Person Search-FOIIDEN Entity Name/ID Search -FTIIDEN Vendor Maintenance-FTMVEND Vendor Maintenance-Generate ID Vendor Maintenance-Duplicate Check Person Identification Form-FOAIDEN Vendor Maintenance-FTMVEND-Address highlight Entity Name/ID Search-FTIIDEN Person Identification Form FOAIDEN Person Identification Form FOAIDEN-Alternate ID Vendor Maintenance FTMVEND 4

5 Figure 43 Invoice/Credit Memo-FAAINVE Figure 44 FAAINVE-SCREEN 2 Figure 45 FAAINVE-SCREEN 3 Figure 46 FAAINVE-SCREEN 4 Figure 47 Invoice/Credit Memo FAAINVE-SCREEN 5 Figure 48 FAAINVE-SCREEN 6 Figure 49 FAAINVE-Multiple Invoice screen 1 Figure 50 FAAINVE-Multiple Invoice screen 2 Figure 51 FAAINVE-Multiple Invoice screen 3 Figure 52 FAAINVE-Multiple Invoice screen 4 Figure 53 DISCOVERER START PAGE Figure 54 DISCOVERER START PAGE-WORKSHEET LIST Figure 55 DISCOVERER START PAGE INSTALLATION-WORKSHEET HEADER Figure 57 DISCOVERER START PAGE INSTALLATION-INVOICE DETAIL Figure 58 DISCOVERER CREATE/OPEN-PRINTABLE PAGE OPTIONS Figure 59 DISCOVERER-PRINTABLE PAGE OPTIONS-PAGE SETUP Figure 60 DISCOVERER PDF SAMPLE READY PAGE Figure 61 DISCOVERER-INVOICE SAMPLE VIEW Figure 62 DISCOVERER-PDF READY-CLICK TO PRINT PAGE Figure 62A DISCOVERER-RETURN TO WORKSHEET Figure 63 Invoice/Credit Memo-FAIINVE Figure 64 Invoice/Credit Memo-FAIINVE Figure 65 Invoice/Credit Memo Cancel-FAAINVD Figure 66 Invoice/Credit Memo Cancel-FAAINVD Figure 67 CHECK CYCLE AUTHORIZATION Figure 67A Check Hold Procedure Figure 68 Payment Control-FAAPAYC (voucher hold) Figure 69 Encumbrance Open/Close-FPAEOCD Figure 70 FPAEOCD-SCREEN 2 Figure 71 FPAEOCD-SCREEN 3 Figure 72 Journal Voucher Entry-FGAJVCD Figure 73 FGAJVCD-SCREEN 2 Figure 74 FGAJVCD-SCREEN 3 Figure 75 Procurement Text Entry-FOAPOXT Figure 76 Purchase Orders by Vendor-FPIOPOV Figure 77 Entity Name/ID Search FTIIDEN Figure 78 Purchase Orders by Vendor-FPIOPOV Figure 79 Grant Stamp Figure 80 Invoice batch print FZROINV 5

6 Banner Basics Banner is a web-based application accessed with an Internet browser. The CCRI information Technology department supports Internet Explorer, Microsoft s browser. A browser plug-in will install, with some user interaction, the first time Banner is started on a computer. Once the proper software is installed, clicking the Banner Login button will bring up an initiation screen which must remain open the entire Banner session. (See Figure 1) This window can be minimized without interfering with the session. Banner loads and runs in a separate window. Banner is a collection of screens or forms organized into functional areas or products. The Banner products CCRI uses are Student, Financial Aid, Finance, Human Resources and General. Modules are organized within each product with the actual forms built around the functions of the module. Some of the modules found in the Finance product are; Finance Operations, General Ledger, Accounts Payable, Purchasing and Procurement, Stores Inventory, Investment Management, and Research Accounting. The job function and security level of the user determines which products, modules, and forms he or she can see and access. (See Figure 2) 6

7 Figure 1 - Loading screen Figure 2 - Banner General Menu 7

8 Figure 3 8

9 Figure 4- Banner Basics elements and navigation buttons 9

10 Figure 5-Common Errors Go To Box At the Banner General Menu screen, type the 7-character form name directly into the Go To box. Press enter on the keyboard and the form will open. Using this box gives you direct access to forms without having to navigate through hierarchy menu. 10

11 Figure 6-Banner Main Menu-Finance Navigating the Hierarchical Tree Menu Structure 11

12 Figure 7 Banner Expanded Menu 12

13 Query Forms All query forms can be accessed directly from the Go To box, or the hierarchy menu. The following forms are the most commonly used for daily Accounts Payable functionality. There are other forms available from the Accounts Payable Menu. Document History-FOIDOCH This allows you to access any document related to a particular document as long as you have security access to the screens. Once you pull up the form you can click on the document you wish to view, click on Options, and then click on the form name. The document will be automatically pulled up by Banner. Figure 8 13

14 Vendor History Detail-FAIVNDH This form allows you to view vendor payments made, or to be made. You can move your cursor to a particular invoice, click Options, choose FAIINVE from the list, double click and the invoice will open for you. Figure 9 14

15 Check Payment History-FAICHKH This form allows you to view check information. Enter your check number, or do a look up, enter the bank (usually BP, but could be different if there are bond payments made directly from the State), click next block. You can place your cursor on the invoice that was paid, click Options, and the invoice will open. Figure 10 15

16 Vendor History Query-FAIVHIS Allows you to look at total information by fiscal year, and by invoice type. If you choose Options you can look at more detailed information behind the totaled information. Figure 11 16

17 Invoice/Credit Memo List-FAIINVL Allows you to look at a list of invoices by vendor. There are four buttons you can choose from, then Next Block to display all the invoices that fit the button criteria chosen. Using Options, click Document Query and the invoice you have chosen will open in Banner. Figure 12 17

18 Vendor List-FOIVEND This form allows you to view a vendor list of numbers and names. By using the Wildcard search method, you can narrow your search. The example below shows a search of all vendors with a %587% query. Click the Execute query button and you will get all the vendors that have a 587 in their number. This is shown on the second example screen. If you enter no criteria you will get the entire list, which is quite lengthy. Figure 13 18

19 Figure 14 19

20 Encumbrances-FGIENCD This form allows you to view encumbrance balances by purchase order number, by FOAPAL string. The second block shows the activity that has taken place against the purchase order and the related encumbrance increase or decrease. There are no Option choices. This is the only form you can view. Figure 15 20

21 Accounts Payable Reports All reports can be accessed directly from the Go To box, or the hierarchy menu. The following reports are the most commonly used for daily Accounts Payable functionality. There are other reports available from the Accounts Payable Menu. Invoice Activity Report-FARINVA This report is run to show the daily invoicing activity for the department. This report is used to balance the check run, taking a total of all the FARINVA reports accumulated for the given check run period (usually every 2 weeks) to the total on the Invoice Selection Report-FARINVS. The criteria entered are Database, then Next Block, and tab to the date field. Enter the date you want to run the report for, then Next Block. Click Save to retain your criteria selections. Click Options then choose Review Output. The next form in the report process will appear (see below). 21

22 Figure 16 22

23 Figure 17 When this form opens you must wait for the cursor to appear in the File Name box. You can hit the tab key and that may cause your cursor to appear quicker. The time delay is Banner building the report. Double click and you will see the file information that appears above. Click OK and the following form will open. 23

24 Figure 18 Choose Show Document and you will get a question to open the report in a browser. Click yes and the following form opens. This form is easier to read, can be searched with standard Excel search commands, and can be printed. 24

25 Figure 19 25

26 Invoice Selection Report-FARINVS This report is run to show all the check run period activity, usually a 2 week period. This report is used to balance the check run with a total of all the FARINVA reports accumulated for the given check run period to the total on this report. The criteria entered are Database, then Next Block, and tab to the date field. Enter the payment date you want to run the report for, then Next Block. Click Save to retain your criteria selections. Click Options then choose Review Output. The next form in the report process will appear. Figure 20 26

27 Figure 21 Click OK and the following form will appear. 27

28 Figure 22 Choose Show Document and you will get a question to open the report in a browser. Click yes and the following form opens. This form is easier to read, can be searched with standard Excel search commands, and can be printed. 28

29 Figure 23 29

30 Open Invoice Report-FAROINV This report will show invoices that have been completed but not paid. It is reported by vendor, invoice number, amount, and FOAPAL information. This report is used at year end, primarily, to track Accounts Payable. The criteria entered are Database, then Next Block, and tab to the date field. Enter the payment date you want to run the report for, then Next Block. Click Save to retain your criteria selections. Click Options then choose Review Output. The next form in the report process will appear. Figure 24 When this form opens you must wait for the cursor to appear in the File Name box (you can hit the tab key and that may cause your cursor to appear quicker. The time delay is Banner building the report). Double click and you will see the file information that appears above. Click OK and the following form will open. 30

31 Figure 25 Choose Show Document and you will get a question to open the report in a browser. Click yes and the following form opens. This form is easier to read, can be searched with standard Excel search commands, and can be printed. 31

32 Figure 26 32

33 Incomplete Document Listing-FGRIDOC This report will show invoices that have not been completed and not paid. It is reported by invoice number, invoice date amount, invoice code, transaction date, and amount information. This report is used to identify documents that are not completed. The criteria entered are Database, then Next Block, and tab to the date field. Enter the payment date you want to run the report for, then Next Block. Click Save to retain your criteria selections. Click Options then choose Review Output. The next form in the report process will appear. Figure 27 33

34 When this form opens you must wait for the cursor to appear in the File Name box (you can hit the tab key and that may cause your cursor to appear quicker. The time delay is Banner building the report). Double click and you will see the file information that appears above. Click OK and the following form will open. Figure 28 Choose Show Document and you will get a question to open the report in a browser. Click yes and the following form opens. This form is easier to read, can be searched with standard Excel search commands, and can be printed. 34

35 Figure 29 35

36 Open Encumbrance Listing-FGROPNE This report will show requisitions and purchase orders that have not been paid or closed. It is reported by document number, vendor (requestor) name, user id delivery date, transaction date, encumbrance amount, and remaining balance information. This report is used to identify documents that are not completed. The criteria entered are Database, then Next Block, and tab to the date field. Enter the criteria you want to run the report as, then Next Block. Click Save to retain your criteria selections. Click Options then choose Review Output. The next form in the report process will appear (see below). Figure 30 When this form opens you must wait for the cursor to appear in the File Name box (you can hit the tab key and that may cause your cursor to appear quicker. The time delay is Banner building the report). Double click and you will see the file information that appears above. Click OK and the following form will open. 36

37 Figure 31 Choose Show Document and you will get a question to open the report in a browser. Click yes and the following form opens. This form is easier to read, can be searched with standard Excel search commands, and can be printed. 37

38 Figure 32 38

39 ACCOUNTS PAYABLE FORMS Vendor Searching, Set-up, and Maintenance Searching Using FTIIDEN, FTMVEND, & SOAIDEN From Banner main menu: Name/Person Search Type in form FOIIDEN in box -- hit enter The FOIIDEN screen will open Place cursor in Last Name field Type in the name you are searching followed by % Place cursor in First Name field Type in the first name, followed by % Execute query List of names will appear, if any Write down the ID number for your person, if found 'X' out to the main menu You can type in SOAIDEN in the Go To box to go to the Student Information System to search names. After getting to the form follow the remaining instructions to search a name. 39

40 Figure 33 40

41 Figure 34 Non-Person Search Type in form FTIIDEN in box -- hit enter (see next page) Click rollback icon on toolbar Uncheck 'Vendor' box Check 'All' box Click 'Next Block' icon Tab to 'Last Name' field Enter first letter (s) or name of vendor you are searching for then '%'. Click execute query button on toolbar (or click on the word query, then click execute) The more you define your search, the narrower your results will be. Write down the ID number for your vendor/name if found 'X' out to the main menu. 41

42 Figure 35 At this point the record should be checked to see if there is a W9 on file. On the record that does NOT have a letter in the Change Ind column, click the Extender button. This will open the Extender software and load the W9 if there. If it is not there, a screen will appear stating no documents found. Contact Purchasing to obtain a valid W9 if there is not one on file. 42

43 Vendor Set Up Using FTMVEND Form Establishing company/person as a vendor: From Banner main menu: Type In form FTMVEND in box -- hit enter At screen, type in vendor/person # if you have it from above If not, use a query to perform search on this form Enter first letter or name of vendor/person you are searching for then % Click execute query button on toolbar (or click on the word query, then 'execute' If no results returned, click the Generate ID button Type in corporate/person name using accepted data standards Click Duplicate Check, like names will appear, if no duplicate Click 'Create New Start date will fill in, hit tab (this establishes vendor/person as vendor) Tab to 'Type Code', double click to get type code selection box Or type PO, hit tab Type sequence #, hit tab Type AP, hit tab Type sequence #, hit tab Tab past 'collect taxes', Tab past 'Owner ID','Next Block' Vendor type (used to code for minority vendors only) Double click for drop down options Choose MN, if needed, 'Next Block' Type in 'type code' addresses (PO), click save on icon tool bar Type in 'type code' address (AP), click 'save' icon on toolbar 'Next Block' (past tax codes), 'Next Block' (to main vendor page) Click 'save', entry complete, assigns new vendor number After all steps above completed, go back to FOAIDEN Enter your vendor ID number. Click Next Block Click Next Block again. Alternate ID box opens Change ID click drop down box, choose ID Enter vendor FEIN # in Alternate ID box. Click Save This last step allows for searches using the ID number on FOAIDEN and FTMVEND 43

44 Figure 36 44

45 Figure 36A 45

46 Figure 36B 46

47 Figure 37 47

48 Click Address Tab to add vendor address information. After AP address is filled in completely put your cursor in the Address Type box and arrow down on your keyboard to get to the PO address. Fill in the purchase order address information. Click save icon on the toolbar to save your addition. Figure 38 48

49 Maintenance for Vendors using FTMVEND and FOAIDEN Access FTMVEND via the Go To box as if you were doing a Set Up. Find the vendor you need to update using the search feature. When you have found your vendor on FTIIDEN, double click the selection and that vendor will be pulled into the Vendor field on FTMVEND. Figure 39 49

50 You can then tab to whatever field you need to update. Usually this is address information. As Address Types are in alphabetical order, the AP Address is usually the first address type to appear. Change as necessary. You can then arrow down on the keyboard and change the next Address Type if necessary. Click the Save icon on your toolbar to save your changes. Figure 40 You make changes to the Vendor information on FOAIDEN also. Access FOAIDEN from the Go To box. You can then tab to whatever field you need to update. Usually this is address information. As Address Types are in alphabetical order, the AP Address is usually the first address type to appear. Change as necessary. You can then arrow down on the keyboard and change the next Address Type if necessary. Click the Save icon on your toolbar to save your changes. 50

51 If you want to change/add an Alternate Identification number, click that tab, click Change Type and choose which change you want to accomplish. Please note that you can change the name of the vendor here, or the ID. This should not be done without consulting the Accounts Payable Supervisor or the Assistant Purchasing Officer. Figure 41 51

52 1099 Vendor Set Up To set up a vendor to receive a 1099 at the end of the year the social security information has to be entered into the Additional Information form from FTMVEND. The social security information is obtained from the W-9 form provided by the vendor. This information should be added to FTMVEND when the vendor is being set up, but can be updated after the vendor set up. Access FTMVEND via the Go To box. Choose your vendor using the vendor number if you have it, or by doing a search. Click on the Additional Information tab. Tab to the ID field, and enter the social security number or Federal ID #, NO DASHES. Tab to Income Type. Use the drop down box to choose the correct Income Type (for Accounts Payable vendors this is usually NC-No employee Compensation. Tab to State Indicator, choose In State or Out of State. Click the Save icon on the tool bar to save your update. Figure 42 52

53 Invoicing The invoicing process begins when purchase orders are turned over to the Accounts Payable Department. The purchase orders are filed by purchase order number. Receiving documents and invoices will come into Accounts Payable from various areas and maintained by purchase order number. All documents will be reviewed for accuracy. The three sets of documents will be matched by purchase order number before vouchering. Grant Invoices When an invoice is to be charged to a grant the Project Director must sign the invoice. A copy is to be made, stamped with the grant stamp, and sent to the Project Director. This is to be attached to the voucher packet. This HAS to be done regardless if there are other receiving documents. The Accounts Payable Supervisor and the Controller each have a stamp. Figure 79 53

54 Invoice entry using FAAINVE Type in FAAINVE in the Go To box. Entering Next in the Document Box then tabbing will result in Banner automatically numbering the invoice. Using the drop down box, choose which type of invoice you will generate. The most common choice will be Regular. Direct Pay is used when there is a prior year purchase order number being used. (That is most often used in the beginning of a new fiscal year). General Encumbrance is not used at this time. Enter your purchase order number next. Then put a Y in the Select PO Items. Next Block will bring you to the next screen that needs to be completed. (See next page) Figure 43 54

55 The screen enables you to choose which items you want to invoice. In the case of a regular purchase order you will most likely be choosing all lines. The sample here is a blanket purchase order where choosing lines will be based on what you need to invoice according to what was billed on the vendor invoice. When the screen first appears you will be in the top block that shows the Document Number, PO Number, and Vendor. Next Block will take you to the area that you can choose the items to be invoiced by clicking in the Add box to place a checkmark there. The check marked items are the items that will be available to invoice when you get to the appropriate screen. When you complete your line item selections you must click save. You get to the next invoicing screen by clicking the small black X at the end of the toolbar. Figure 44 55

56 Figure 45 You are now at the header screen. All information must be filled in as the above sample. Discounts and credit memos are not used at the present time. Those two items, if available, are netted against the invoice being paid. If the vendor is a 1099 vendor, the 1099 Tax ID will be populated and the 1099 vendor box will be check marked. The vendor address should be checked to make sure it matches the correct remit to invoice on the vendor s invoice. Next Block will take you to the next screen to be completed. 56

57 Figure 46 Invoice item is highlighted to demonstrate that we are on the first line item selected for payment. Mar 07 is highlighted to emphasize that if you have a dated service that should be entered here. You can type over whatever description appears on the commodity line. The description is brought in from the purchase order. Notice that the Accepted box is $100.00, and the same as the Approved and Invoiced box. Purchasing will do the receiving function which will result in the Accepted box being populated when you get to this screen. You will fill in the Invoiced and Approved amounts as per the vendor invoice. This amount maybe in units or dollars depending on how the purchase order was set up. Using your down arrow will take you to the next line item to be invoiced (see sample below). 57

58 Figure 47 Of the boxes in the Indicators column, you will only use Final Payment. Most regular purchase orders will be finalized when you invoice. You must put a Final Payment checkmark for each line that you are invoicing to finalize the whole document. Blanket purchase orders (such as the sample purchase order being used) will not be finalized until all payments are made against the blanket. The Accounts Payable Department will review balances of blanket purchase orders more closely at the end of the fiscal year to determine if payments are final or not. When you are done with this screen, Next Block will take you to the final screen to be completed. 58

59 Figure 48 Multiple Invoice Consolidating This function allows you to put more than one invoice for a purchase order on one voucher. The main point of using this feature is that each vendor invoice number appears on the checkstub. This allows the vendor to correctly apply payments to the College s account. The process started by entering FAAINVE in the Go To box. The following screen will appear. 59

60 Figure 49 The Multiple box must be checked. Enter which type of purchase order, and the purchase order number as with a regular invoice. Fill in the header screen as any other invoice. The exception will be the Invoice Number field will already be populated with Multiple. Next Block will take you to the next screen. 60

61 Figure 50 Enter your first invoice number and the invoice date. Next Block to choose the line item you wish to voucher. You will have to put a check in the box next to the line item you want to use. Enter a description if necessary. You will have to enter the Approved Quantity. The Approved Amount may be there if coming from the purchase order. You will have to enter an F in the Partial box if the line item is complete. 61

62 To enter the next invoice from the vendor, perform a Previous Block. Next you will go to Record, select Insert and the top screen will refresh allowing you to enter the next invoice number you have. Figure 51 Repeat this invoice process of line selection and Record/Insert until you have entered all the invoices you have. Next Block will take you to the completion screen. Most often, as with regular invoices, you will have a FOAPAL string already assigned to the purchase order that when you hit Next Block you will not be taken to the Accounting screen. If you have to enter a FOAPAL string you may get back to the Accounting screen by performing a Previous Block. Enter your FOAPAL and tab through the accounting boxes. 62

63 Figure 52 Perform Next Block. Choose No Receiving, and click on the Complete. 63

64 Printing a voucher from Discoverer After the invoice voucher is created on line it must be printed from the Discoverer software. You must close out of Banner altogether to be able to access Discoverer. From you desktop or from the Banner introduction page you access Discoverer. This is the screen that will appear. Fill in User Name, Password, and Database. Database for Accounts Payable is Dora. Figure 53 Click Go and the next screen appears. Use the drop down arrow on Invoices-Ver. 2 (LMCNEILLY-owner), then Invoice Detail (Ver.2). 64

65 Figure 54 This screen will open. Figure 56 You need to fill out the three boxes as demonstrated above. You must put in Dora for the database. Hit Go and the following box will open. 65

66 Be advised that in between these screens you will see a processing screen. It tells you that your request is being processed. After that processing time, which is usually less than one minute, you will get the work screens as exampled in this section. Figure 57 Use the drop down box to access all the invoices that are in the Invoice box to choose the invoice that you need to print. All invoices created on the day you entered on the above screen will appear. You can tab to the invoice you need to print and the main screen will refresh with the information. 66

67 Click Printable Page and following screen will appear. Figure 58 67

68 Click Page Setup and the following screen will appear. Figure 59 Fill out all information as completed in the sample above. These parameters will produce an invoice that will print on one page. When information completed, click Preview Sample. The following screen will appear. 68

69 Figure 60 Click Open PDF to view sample. The invoice sample will appear. Figure 61 69

70 X to close this window if invoice is correct. You will be back at Figure 56, PDF sample ready. Click Printable PDF and the invoice will be generated on the screen. Print the invoice using the printer icon or file, print (it should appear as it was seen in Figure 57). Figure 62 Figure 62A Click Return to Worksheet. That will take you back to the header page. You can use the invoice drop down box to choose another invoice to print, starting the process again. When you are done printing invoices you can click exit to close Discoverer. You will be asked if you want to save your changes, answer No, and Discoverer will close. 70

71 Printing all vouchers using FZROINV Figure 80 Running this job prints all invoices in one batch. Date parameter must be entered. You can also enter one invoice if that is all you need by filling in the invoice number in parameter #4. This is the preferred practice over Discoverer printing. 71

72 Invoice Query Using FAIINVE Using this screen allows you to look at an invoice that is in the system. You can see all the same screens that you see when you are creating the invoice. In the Go To box type FAIINVE and the following screen will open. Figure 63 Type in the invoice number you wish to view in the Document box and the header screen of the invoice will appear. 72

73 Figure 64 Next Block to view the rest of the screens of the invoice. You cannot update any information; this form is for viewing only. 73

74 Invoice/Credit Memo Cancel (Re-establishing/Canceling)-FAAINVD This function allows an invoice to be cancelled altogether, or re-established so it can be corrected or edited. In the Go To box type in FAAINVD, or choose the option from the Accounts Payable hierarchy menu. The following screen will open. Figure 65 Enter the invoice number you wish to cancel or re-establish. Next Block will bring in the invoice information. 74

75 Figure 66 If you check the Re-establish Indicator, then click Options, then Process Cancellation the invoice will be opened and available for correction or change. If you do not click Re-establish Indicator, and only click Process Cancellation then invoice is cancelled completely. It will appear on FOIDOCH with an X. You cannot bring the invoice back if you cancel entirely. You will have to create another invoice. 75

76 Auditing Vouchers Auditing all invoice vouchers created is done at three different levels within the Accounts Payable area. The first audit is done by the clerk that prepared the voucher. The voucher should be reviewed by the clerk checking for correctness on the following items: Vendor name and address, invoice date, payment date, vendor invoice number, line item amounts, FOAPAL string, and total. If all is correct the clerk will initial the Discoverer cover invoice sheet. The next audit is performed by the Accounts Payable Supervisor. All the above information should be verified. The Supervisor should review the content to make sure it seems correct and investigate anything that looks abnormal. Fund balances should be checked, especially on the blanket purchase order items. The Supervisor then initials the Discoverer cover invoice sheet. The invoices are then sent to the Business Manager whom will perform that audit portion. The Business Manager then signs the cover invoice sheet as the Authorized Agent for the College. The last audit is conducted by the Accounting Department. The invoice vouchers are given to Accounting with the FARINVA report that correlates with the batch of work they are being given to audit. 76

77 Check Run Procedure The check run is accomplished at a pre-determined time frame, usually every two weeks. All the FARINVA reports are totaled and compared to the FARINVS report. The dollar amount should be the same. If not, a reconciliation must take place to correct the imbalance. Common errors are invoices not being in a Complete status or on Hold status. An invoice can be counted twice if it appears on two FARINVA reports. Checking each line item on each report is the method to use if the problem cannot be found quickly. After the amounts match, the Check Cycle Form needs to be completed and signed by the correct parties. This form is the given to the appropriate Accounting Clerk to print the checks. Figure 67 77

78 Check Hold Procedure This process is to inform the Accounting Department which checks from the check run have to be held out of the batch for special hand carrying instructions. The form below lets Accounting know which check(s) is to be held, and where or who the check is to be routed to. The completed form should be given to Accounting when they receive the Accounts Payable Check Cycle Authorization form. Figure 67A Demand Check Procedure To accomplish a demand check the same procedure is followed to produce a check run. Creating a check apart from the regularly scheduled check run requires permission from the Business Manager. When permission granted, all the necessary steps to create an entire check cycle must be done. Invoicing must take place; the invoice voucher must be put through all audit stages. The FARINVS must be run to validate the correct check run amount. The Check Cycle Form must be completed and given to the Accounting clerk that will print the checks with the invoice voucher (s) to be paid. 78

79 Invoice Hold-FAAPAYC This function allows you to put a voucher that has been completed on hold so the voucher will not feed into the Invoice Selection Process and be paid in the next assigned check run. Type FAAPAYC in the Go To box and the following screen will appear. Enter your invoice number and hit Next Block. The invoice date and payment due date will automatically populate. Click the Hold Box to put the voucher on hold. No save is required. Figure 68 To take the voucher off hold, enter the form in the same manner. Enter the invoice number and next block. Click in the Hold box and the check mark will be removed and the voucher will feed into the assigned check cycle. No save is required. 79

80 Purchase Order Open/Close-FPAEOCD This function allows purchase orders to be closed or re-opened, and it allows requisitions to be closed. In the Go To box type in the FPAEOCD and the form will open. Type Next in the Document Number box so Banner will automatically assign a number. Choose which job you need performed (which close/open) then Next Block. Enter your purchase order number. Tab to click Close All Items, click Change Accounting. Next Block will take you to the next form in this process. Figure 69 This screen shows what lines will be closed in the purchase order. The line (s) to be closed will be highlighted as shown in the middle block below. Next Block to change the accounting. 80

81 Figure 70 When you are in the next block and want to liquidate the entire encumbrance, you Tab to the Adjust Encumbrance By column and fill in the appropriate amount then Tab. Usually the number will equal the Current Encumbrance column. You then have to click Options, then Complete. No Save is required. 81

82 Figure 71 To re-open a purchase order, you would chose Open PO Document then enter your purchase order number, then Open All Items, then Change Accounting, then Next Block. The middle screen will show highlighted line items to be opened. You will adjust the accounting in the same manner as above. A special note here is that you can re-open the purchase order with any dollar amount needed. If you only need to add portion of the original invoice, the system will allow you to do that. You can enter any amount that is LESS THAN or EQUAL to the original encumbrance amount. Access Options, then click Complete, and the transaction will complete. No Save is required. 82

83 Encumbrance Liquidation-E032 & E035 These two transactions will liquidate the encumbrance on purchase orders and requisitions either partially or in total. E032 will only do total transactions, an E035 will allow partial transactions. These transactions will not close the purchase order or requisition. This is used to adjust encumbrances rather than an Advice of Change to a purchase order or requisition. Only the Accounts Payable Manager or the Assistant Business Manager will perform this task. This is used when a document will not close. Most commonly these are used to bring a purchase order or requisition to-0-. There are a variety of reasons a document won t close, the most common being that a change order affected the document and Banner will not let the document close. Prior to starting this process it is helpful to go to FGIENCD to get the FOAPAL information you will need during this process. Taking a screen print is helpful as you will have all the information in front of you that you will need, and you can record your journal number on this for future reference. A file of liquidations completed is kept in the Account Payable Manager s files. To start this process you must access FGAJVCD. You are going to create a journal entry to reduce the encumbrance on the purchase order or requisition. 83

84 Figure 72 Typing Next in the Document Number box will automatically assign the document number. You must enter the total amount that you will be liquidating. Next Block to the next form shown below. 84

85 Figure 73 Your document number will be there. You must fill in all the blocks of information as shown above. If you are liquidating 2 different FOAPAL strings you will put the correct percent to be liquidated for each string in that field. You would also put the correct corresponding amount. When you finished the first FOAPAL, use your arrow down key to create another record. The second record would have to be updated for Sequence, Percent, Amount, Item Number, and Sequence again. When you are done, Next Block again and the Complete Box will appear on the bottom of the screen. Click Complete to post the document, or In Process if you need to leave the document and go back to it at another time to finish. 85

86 Figure 74 86

87 Online Notes-FOAPOXT Notes should be put online on either the purchase order or requisition when any communication or action has taken place to affect the document or the purchase. Vendor comments and department comments are the most common type of notes that will be put on the purchase order or requisition. In the Go To box type FOAPOXT and the following screen will appear. Enter either PO or REQ then Tab. Enter your purchase order number or requisition number in the Code box. Next Block will take you to the lined area where you can start entering your notes on the highlighted line. Notes should be dated and initialed. Numbering schematic is that the Purchasing Department uses 6xxx line numbers and Accounts Payable uses 7xxx lines. The Print box will be populated with a checkmark when you open the form. You will need to click the Print box to remove the checkmark so that the notes will not print if the purchase order is printed. When done click Save. Figure 75 87

88 MAIL HANDLING AND DISTRIBUTION All mail for Accounts Payable will come via direct mail delivery or from the Business Office. All mail that is Accounts Payable will be date stamped, including correspondence. Date stamping should be put on the front in free space if available. If no free space is available on the front of any document, date stamping should be done on the back. All mail should be given to the supervisor before distribution. The supervisor will review all the mail, everyday. If the supervisor is absent then discretion should be used on the part of the clerks to determine where the mail should go, or if it should be left for the supervisor to review upon their return. Mail will then be distributed by the supervisor. The supervisor will retain any mail that needs the supervisor s attention and action. The blanket invoices will be given to the appropriate clerk for processing. The standard and direct invoices will be given to the other clerk for processing. W-9 s that are received should be given to the appropriate purchasing clerk to be properly processed with the state and then returned to the Accounts Payable area to be put in the binders. The Accounts Payable supervisor should confirm that the vendor is or is not a 1099 vendor. If the vendor is a 1099 vendor the Accounts Payable supervisor should make sure the Banner vendor account was set up correctly, or update the vendor file to make the vendor a 1099 vendor. If there is any miscellaneous mail, the supervisor should provide routing instructions for this mail to the clerks, or any special instructions the supervisor deems necessary. Requests for tax exempt certification forms will be given to the appropriate clerk to be fulfilled. 88

89 W-9 INSTRUCTIONS W-9 s will be obtained by the Purchasing Department. The process is started when a new vendor is used to do a service or provide goods. The Purchasing Department sends out the W-9 with all bid packets. If the vendor is new, but without the bidding process, Purchasing will obtain the correct form W-9. After Purchasing receives the W-9 the vendor should be built on Banner in the vendor file (FTMVEND). Currently there are only two people in the Business Office that can update that screen, the Accounts Payable Supervisor and the Assistant Purchasing Officer. The vendor should be checked to see if it is a 1099 vendor. If so, this should be brought to the supervisors attention that the vendor can be properly set up as a 1099 vendor. After Purchasing enters the vendor on Banner, the physical paper should be sent to the Accounts Payable Supervisors office. Make sure that the Banner ID is written on the W9 for use when putting the W9 into Extender (BDMS). The Accounts Payable Supervisor (or assigned clerk) will scan the W-9 on the office copier, sending the scan file to the appropriate clerk via . The clerk will create a text file from the , then append the file to the vendor record via FTIIDEN, using the Extender button. Multiple W9 forms can be added here as new year or updated W9 forms are received for an existing vendor. 89

90 Adding W-9 to the Vendor files on banner Creating W-9 Folder 1. Click on Start and choose My Documents. 2. Click on file new folder. 3. A folder will appear in which you can name it W-9 and then right click. 4. Exit My Documents Scanning W-9 1. At the copier press scanner on the left hand side and press the manual entry button on the screen. 2. Enter your address and press ok. 3. Place the W-9 either on the glass or top feeder and press start. This will scan the W-9 to your . Please note that each W-9 must be scanned separately for each vendor. Saving the W-9 1. Check your and look for an that says scanner@ccri.edu. 2. Click on the PDF file that is attached to the and open. 3. Click on file and choose save a copy option. 4. An adobe message will appear just click OK. 5. The save in screen will appear, you must then select the W-9 folder that s in my Documents. 6. In the file name box back space and enter the Banner ID that pertains to the W-9 and press save. Close out of . 90

91 Locating vendor file and importing the W-9 to vendor file. 1. On Banner go to FTMVEND, click on the down arrow key. This takes you to FTIIDEN. Enter name of person/non-person with % to find correct vendor. If vendor should come up more than one line, select Banner ID that has an empty Change Ind box. 2. After you have selected the correct vendor file click on the green plus sign located on the toolbar. 3. The import new page screen will pop up. Click the browse button and locate the file in the W-9 folder with the Banner ID and click on it. The file will appear in the file name box and you must click on open. The next step will be to click on upload. Note: if a screen pops up asking you to run thumbnail, click OK. 4. Once the W-9 appears on the left look above and click on the Icon that says add. (Run the mouse over the icons and this will help you locate the add icon) 5. As the W-9 uploads to the right side of the screen click on Document Type and select W-9. Select Fiscal Year option and click on the correct year. 6. Confirm that the document that uploads is the W-9 for the correct vendor. Click save and a screen will pop up saying all document pages have been indexed. The W-9 has been successfully added to the vendor file. A Unique Violation If there is already a W9 of file for the vendor you are working on a screen should pop up saying that a unique violation has occurred then you must click OK, click on the icon that says Select Indexes. Once you have clicked this the screen will show you the new document with the green plus sign to the right of it. Click on the plus sign and this will successfully upload the W- 9 to the vendor file. 91

92 INVOICES RECEIVED WITHOUT PURCHASE ORDER NUMBERS If an invoice is received without a purchase order number the following routine should be followed: In the Go To box type in FPIOPOV the following screen will open. Figure 76 A search can be conducted through Purchase Orders by Vendor FPIOPOV. Search for the vendor name via FTIIDEN by clicking on the drop down box. 92

93 Figure 77 When you find the correct vendor, double click and the vendor name will appear on the FPIOPOV screen. 93

94 Figure 78 A search through the open purchase orders may produce the number needed. If not, a call to the vendor can be made. If there is no purchase order number, the department needs to be made aware that a requisition needs to be put in for the invoice received. The invoice should be stamped with the signature stamp and sent or faxed to the department for authorizing signature. 94

95 IDENTIFYING AN INCORRECT ENCUMBRANCE LIQUIDATION Purpose: To identify the document that resulted in the creation of an out of balance status in FGRCTRL between the operating ledger and the GL in control accounts and Procedure: 1. If after monitoring the FGRCTRL report in the Accounting Office, an encumbrance out of balance is found, the error is brought to the attention of the Assistant Controller who in turn over the identification process to Accounts Payable. 2. To identify the encumbrance error, go to FGIGLAC (General Ledger Activity) in Banner Finance for the fund in question. The fund in question is found in FGRCTRL. 3. To retrieve the detail activity, enter the chart, period, fiscal year, fund, and account in the header block. Go to NEXT BLOCK. The EXECUTE QUERY. 4. Download the detail transactions into an EXCEL file. To download the detail, depress the CTRL key on the keyboard ad keep it down through the whole process of downloading data into an EXCEL format. Go to HELP on the form s menu bar. Go to EXTRACT DATA NO KEY in the drop down menu. When all the data has been downloaded, a FILE DOWNLOAD dialog box will appear. This usually takes a few seconds. 5. Open the file and copy the data into an EXCEL spreadsheet. 6. In the detail, look for an amount ½ or double the amount of the out of balance on the FGRCTRL. 7. When a suspect document is found, go to FOIDOCH (Document History) to retrieve the corresponding Purchase Order/Invoice number. 8. Compare the document number amount sign (+/-) found in FGIGLAC to the Purchase Order/Invoice Amount information on FGIENCD. 9. If this document is the cause of the out of balance, bring the information to Accounting Office for correction. (See Procedure- Correcting Encumbrance-Operating Ledger Out of Balance/FGRCTRL). 95

96 96

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