Accounts Payable Job Aid
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1 About Using Pay Terms Accounts Payable Job Aid State Agencies and Institutions are required to pay for all completely delivered goods and services by the required payment due date. The CAPP Manual Topic Prompt Payment sets forth the policies regarding the payment for goods and services and contractual agreements with nongovernmental and privately-owned businesses. Per CAPP Topic 20315, the required payment due date is established by the terms of the contract; or if no contract exists, the required payment due date shall be thirty calendar days after receipt of a proper invoice, or thirty days after the receipt of goods or services, whichever is later. When creating a Cardinal voucher, it is imperative the correct Pay Term is selected on a voucher in order to ensure: disbursement of state funds are processed timely and in accordance with the requirements of the Prompt Pay Statutes accurate prompt payment reporting out of Cardinal This job aid provides information on using the correct Pay Term in Cardinal. Cardinal Payment Due Date Processing Every voucher in Cardinal requires a scheduled payment date which is populated based on the selected Pay Terms. In Cardinal, there are three Pay Terms configured to facilitate processing vouchers with the correct Payment due date. Two are subject to prompt payment policy and one is not. Subject to Prompt Payment Policy: 30 Net 30 (Net 30): This term is used when there is no specified payment date in the contract and payment is due thirty days after the receipt of the invoice or the goods or services, whichever is later. 00PP Due Immediately Prompt Payment (Due Now PP): This term is used when there is a specified payment date in the contract. Not subject to Prompt Payment policy: 00 Due Immediately (Due Now): This term is used when the voucher does not require a due date and is not subject to Prompt Payment statues. Cardinal Prompt Payment reports and the interface to send prompt payment statistics to Department of Accounts (DOA) include vouchers using Pay Terms 30 and 00PP. The reports and interface automatically omit payments to vendors classified as State Agencies, Local Governments or Federal Government. Page 1 of 13 Rev 6/02/2015
2 Entering Pay Terms on a Voucher The use of each Pay Terms is slightly different. This section will review what you must do in Cardinal for each Pay Term. Note that Pay Terms are only changed on the Invoice Information page, not on the Payments page. Using Pay Term - 30 Net 30: The Net 30 Term defaults on all Cardinal vouchers. When using Net 30, the Invoice Receipt Date and/or the Goods & Services Receipt Date are used to calculate the payment due date. It is critical that these two date fields are entered accurately. The later of the two dates is used as the start date and 30 days from that date is calculated as the Schedule Due date on the voucher. The Basis Date Type field specifies the business rule for due date calculation. This field defaults to Prompt Payment. The calculated Scheduled Due date displays on the voucher Payments tab. Page 2 of 13 Rev 6/02/2015
3 Once the voucher is approved, it will be selected for payment based on the Scheduled Due date. Payments are selected by Cardinal Pay Cycle, two business days prior to the Scheduled Due date (as displayed on the Payments page) with the exception of EPAY, which is processed approximately 15 business days before the due date. Page 3 of 13 Rev 6/02/2015
4 Pay Term 00PP Due Immediately Prompt Pay: To use 00PP as your Pay Term on your Cardinal voucher, follow the steps outlined below. 1 Enter the Invoice Receipt Date and Goods and Services Receipt Date. While these fields do not impact the payment due date on the voucher, they are still required for accrual reporting 2 Click the Transfer to Pay Terms Detail icon to access the Payment Terms page. Page 4 of 13 Rev 6/02/2015
5 3 Click the Payment Terms ID lookup button. 4 Select 00PP. 5 Click the Due Date Control dropdown menu. 6 Select User. Selecting this value will allow you to enter a specific Due Date. 7 Enter the appropriate scheduled payment date in the Due Date field. This field is only populated by the processor when Pay Term 00PP is used. The value entered will be set on the voucher as the Scheduled Due Date. 8 Click the Back to Invoice link to complete your voucher. The Scheduled Due date selected by the processor displays on the voucher Payments tab. Page 5 of 13 Rev 6/02/2015
6 Once the voucher is approved, it will be selected for payment based on the Scheduled Due date. Payments are selected by Cardinal Pay Cycle, two business days prior to the Scheduled Due date (as displayed on the Payments page) with the exception of EPAY, which is processed approximately 15 business days before the due date. Page 6 of 13 Rev 6/02/2015
7 Pay Term 00 Due Immediately: To use 00 Due Immediately as your Pay Term, follow the steps outline below. 1 Enter the Invoice Receipt Date and Goods and Services Receipt Date. While these fields do not impact the payment due date on the voucher, they are still required for accrual reporting 2 Click the Transfer to Pay Terms Detail icon to access the Payment Terms page. Page 7 of 13 Rev 6/02/2015
8 3 Click the Payment Terms ID lookup button. 4 Select 00 (Due Immediately). 5 Click the Basis Date Type dropdown menu button. 6 Select Inv Date. The Inv Date option is used in conjunction with 00 Pay Terms only. The Invoice Date entered on the voucher header page is the basis for the due date, but if that date is in the past, the Scheduled Due date is calculated as the current date (the scheduled date the voucher is entered in Cardinal). 7 Click the Back to Invoice link to complete your payment voucher. The calculated Scheduled Due date displays on the voucher Payments tab. Page 8 of 13 Rev 6/02/2015
9 Once the voucher is approved, it will be selected for payment based on the Scheduled Due date. Payments are selected by Cardinal Pay Cycle, two business days prior to the Scheduled Due date (as displayed on the Payments page) with the exception of EPAY, which is processed approximately 15 business days before the due date. Payments with 00 Pay Terms are not included in Prompt Payment reports or calculations, so they will not be reported as late, even if the Payment date is after the Scheduled Due date. Page 9 of 13 Rev 6/02/2015
10 PAY TERM SUMMARY: The following Chart summarizes the options for each Pay Term as outlined in the previous section: PAY TERM DUE DATE CONTROL BASIS DATE TYPE DUE DATE 30 Terms Prompt Payment BLANK 00 Terms Inv Date BLANK 00PP User BLANK Actual Due Date EXAMPLES: Utility Bill Due date of 5/05/15 Due date determined by the terms of the contract PAY TERM DUE DATE CONTROL BASIS DATE TYPE DUE DATE 00PP User BLANK 5/05/2015 Regular Voucher Due date is not specified in related contract terms PAY TERM DUE DATE CONTROL BASIS DATE TYPE DUE DATE 30 Terms Prompt Payment *BLANK Board Member Reimbursement Paid upon receipt of acceptable reimbursement request PAY TERM DUE DATE CONTROL BASIS DATE TYPE DUE DATE 00 Terms Inv Date *BLANK * The Due Date field is blank. The Scheduled Due Date field (on the Payments tab); will be populated when the voucher is saved. Page 10 of 13 Rev 6/02/2015
11 Interfacing Agencies: Interfacing agencies use the same three payment terms: 00 Due now 00PP Due now (Prompt Pay eligible) 30 NET30 (Prompt Pay eligible) Payment for goods and service and contractual agreements with nongovernmental and privately-owned businesses are subject to prompt pay reporting. The table below includes the date fields used in conjunction with the payment terms in Cardinal. It provides a description of the field and whether it is required as part of the voucher upload. DATE FIELD Invoice Date Invoice Receipt Date Goods & Services Receipt Date Scheduled Due Date DESCRIPTION The date for which the invoice is issued for the goods or service The date for which the invoice is actually received by the agency The date for which the goods or service is received The date the payment is due to the vendor REQUIRED IN UPLOAD? Yes Yes Yes *Yes *Except when using NET30 Important Note: Vouchers will fail the upload if a required field is not populated. Due Date Calculation: Payment Term of NET30 = 30 days after the Goods & Services Receipt Date or Invoice Receipt Date, whichever is later. Payment Terms of 00 or 00PP = Scheduled Due Date is required in the interface with these Pay Terms: o When due date cannot use the NET30 calculation o Payments with Payment Term 00 will NOT be included in prompt pay o Payments with Payment Term 00PP will be included in prompt pay Page 11 of 13 Rev 6/02/2015
12 Other Pay Term Clarifications: Payments to Bank of America for SPCC or ATC should use the 00PP Pay Term with a scheduled due date of the 7 th of the month. Ensure the voucher is entered in time to go through edit, budget check, approvals and payment processing in time to meet this date. Payments are dated two business days in the future once they are pulled for payment in Cardinal, so the related voucher must be fully validated and approved in Cardinal before 6:30 p.m. at least two business days prior to the 7 th of the month. When using the 00PP Pay Term: o Be sure to enter the correct Due Date on the Payments Terms page. o Do not let the date default to the current date. o Do not add extra days to the actual due date to allow for processing time. Remember the voucher must be fully validated and approved in Cardinal before 6:30 p.m. at least two business days prior to the scheduled payment due date. Once the Voucher is saved, go to the Payments tab and verify the date in the Scheduled Due field is correct. The Scheduled Due date populates upon voucher save. To view it prior to saving the voucher, click the Scheduled Payments button. While only the Pay Term 30 (Net 30) will utilize the Goods & Services Receipt Date and Invoice Receipt Date to calculate the scheduled payment date, these fields should be entered accurately for all vouchers in Cardinal to facilitate accurate accrual reporting for the Department of Accounts. At this time, payments to state agencies will not be included in prompt payment reports. If your payment to another agency has a specified due date, use 00PP and the required payment date; otherwise, use 00 as the Pay Term and pay immediately. CAPP Topic (Prompt Payment) covers the process for agencies to request adjustments to late payments where processing errors occurred. Page 12 of 13 Rev 6/02/2015
13 CARS to Cardinal Pay Terms Crosswalk Cardinal Voucher Processes and/or Transaction Codes to Pay Term in Cardinal CARS Voucher Processes and/or CARS Transaction Code Pay Term in Cardinal CARS Transaction Code CARS Transaction Code no date specified by contract 30 CARS Transaction Code 324 date specified by contract CARS Batch Type 2 s (example: board member reimbursement) Voucher s with contract terms of monthly due date 16 th of every month Utility Vouchers 00PP 00 00PP 00PP Payments to Localities with set disbursement schedule (e.g., 16 th and end of month) 00PP Refunds 00 Vouchers subject to Prompt Payment policy 30 days after receipt of goods/services or invoice date 30 Page 13 of 13 Rev 6/02/2015
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