Accounts Payable and Purchasing Refresher Workshop

Transcription

1 Accounts Payable and Purchasing Refresher Workshop Presented by Larry Byrne, Director of Business Services Patti Admire, Accounts Payable Clerk Fall 2008

2 Accounts Payable/Purchasing Refresher I. Introduction II. Areas That Will Be Covered: a. Voucher Lookup (VOUI) b. Purchase Order Inquiry (PINQ) c. Blanket Purchase Order Inquiry (BINQ) d. Codes and Descriptions e. Shortcuts f. Purchase Orders for CSC Credit Cards g. Purchase Orders for Vendors Who Do not Have an Address. h. Purchase Orders for College Bookstore (CBA), and College Cafeteria (CMCO) III. Questions.

3 1. In the lookup box type the company s name or person s last name.

4 First line shows the voucher number, status of voucher, vendor number, name of company, amount paid. 2. Second line shows the voucher date, (date it was entered in colleague), check number (if this is blank that means it is not paid), check date, invoice number, and invoice date.

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6 1. In the lookup box, type the purchase order number.

7 2. 1 First line shows the Purchase Orders number, status of PO, Vendor number, name of company, amount paid Second line shows date it was entered in colleague and the initiator s name

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11 Codes and Descriptions Requisition Statuses Codes U N O Description In progress/unfinished Not approved Outstanding (Approved) Purchase Order Statuses Codes U N O A B I P R C V Description Unfinished/in progress Not approved Outstanding - product not received Accepted - product received Backordered Invoiced Paid Reconciled - check has cleared our bank Closed - requisition remains attached to the P.O. and funds are no longer committed. Voided - releases encumbrance, requisition may become outstanding and could be called into a new P.O.

12 SHORTCUTS To check on what is unfinished with all, or a specific requisition, you have two choices: 1. Click on the little white box next to the req that you want to look at, or 2. Put the number(s) in the white box at the bottom of the page. 3. Click on Update.

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14 Purchase orders for CSC Credit Cards When making purchases using our Wells Fargo Visa credit card, Wal-Mart credit card, Staples credit card, Lowe s credit card, Menards credit card, and HyVee store card, use the following procedure: 1. Initiator will process a purchase requisition on Colleague, using the description as miscellaneous supplies and use an estimated dollar amount. 2. The requisition goes to Director or Dean for approval.

15 3. The requisition goes to Purchasing Agent for approval. 4. The Administrative assistant to Director of Business Services will process requisition into a purchase order and then will forward by the purchase order to the initiator. 5. The initiator then prints out the purchase order comes to the administration office to pick up credit card and leaves purchase order with Admin. Assistant or appropriate person depending which campus they are at then proceeds to the store to make their purchase. The employee can only overspend the purchase order by $50.00 per the Purchasing agent.

16 6. Upon return to the college the initiator must bring the receipt copy (and credit card) to the Administrative Assistant to process for payment when the statement arrives. 7. This procedure eliminates the employee having to use their own monies to pay for purchases and possibly being taxed and filling out request for payment forms.

17 8. All fulltime office staff, fulltime and part-time faculty have authorization to use the credit cards upon approval of Director or Dean. The type of expenditures may be supplies, materials, hotel charges, and meeting expenses (such as gas, meals, tolls). 9. These credit cards can only be used during the Business office hours of 8:00 a.m. to 5:00 p.m.

18 Purchase orders for vendors who do not have a address When making purchases from vendors in person, by fax, telephone or online orders this is the following procedure: 1. The initiator will process a purchase requisition on Colleague. If not sure about dollar amount use an estimated amount. 2. The requisition goes to Director or Dean for approval 3. The requisition goes to Purchasing Agent for approval

19 4. Administrative assistant will process requisition into a purchase order and then will forward by the purchase order to the initiator. 5. The initiator needs to print out the purchase order if going in person to make purchases. This way the vendor can use our tax exemption number that is printed on the form. Upon returning to the college the initiator must bring the purchase order copy and receipt copy to administrative assistant to process for payment. 6. If the initiator is purchasing by fax, telephone or online they must tell the vendor to please put the purchase order number on the invoice. When the invoice is received, Accounts payable will be able to reference it to the purchase order.

20 Purchase orders for the bookstore (College Bookstore of America) or the cafeteria (Consolidated Management) When making purchases for the bookstore or cafeteria use the following procedures: 1. The initiator will process a purchase requisition on colleague. 2. The requisition goes to Director or Dean for approval.

21 3. The requisition goes to Purchasing Agent for approval. 4. Administrative assistant will process requisition into a purchase order. The bookstore purchase orders will be ed to the initiator. The cafeteria purchase orders will be printed and delivered to the cafeteria. 5. The bookstore and cafeteria will process their invoices, attach them to the purchase orders and send them to accounts payable to process the payments.