FROM REQUISIONS TO CHECKS. FPAREQN: End Users create requisitions. Types: Open Order and Regular

Transcription

1 FROM REQUISIONS TO CHECKS FPAREQN: End Users create requisitions. Types: Open Order and Regular If a requisition is dis APPROVED at any level in the process, it is routed back to the End User for corrections or adjustments. After corrections are complete, the document will start through the approval process again. Disapproved Required APPROVALS: 1. Department Chair 2. Division VP or President PURCHASING: 1. Requisition is Assigned to Buyer 2. Buyer assigns a PO number 3. Approved (Creation of Purchase Order) Purchasing will print all Purchase Orders. 1. Document Text will note if there is special handling of the Purchase Order. 2. If not otherwise noted in the Document Text, the Purchase Order will be mailed to the vendor. FPARCVD: Receiving Goods Form Receiver must be completed for all Regular Purchase Orders. RECEIVERS must be created and complete for all Regular Purchase Orders. Forward all supporting documentation (vendor invoices, receipts, reimbursements, etc ) with the Purchase Order number to to process for payment. If the check requires special handling, please note on the supporting document and Document Text of the Purchase Order. Please allow 7 10 days upon receiving Supporting Documentation in Accounts Payable to process payments to vendors. CHECKS Finance: Page 1

2 BANNER INVOICING IMPORTANT: ALL VENDOR INVOICES REVEICED IN ACCOUNTS PAYABLE MUST HAVE REFERENCE TO A PURCHASE ORDER. Vendor Files: Payees, both vendors and employees who are issued payment or reimbursements, must be entered into the active Banner Vendor file. All vendor files are maintained by Purchasing Department personnel. New vendors must complete and return a W 9 Substitute Vendor Information Form to the Purchasing Office via fax or (lydia.huber@victoriacollege.edu) before issuance of payment. Invoice Types: Direct Pay o Check Requisitions o Travel Reimbursements Requests o Club Withdrawals Requests Regular o Invoices received referencing Purchase Orders Processing Direct Pay: Go to FAAINVE Enter NEXT in the Document field. Tab twice. Select Direct Pay from the drop down menu (if not defaulted in). Perform a vendor query: o Click the down arrow next to the Vendor field. o Select Alternate ID Search (GUIALTI) from the Options List to search for employees. Finance: Page 2

3 Search by know criteria social security number or last name (Remember: the % sign is a wildcard and can be used at the beginning or end of any query). Click Execute Query icon or F8. If there is more than one vendor record (for example, a Donor record), SELECT THE HUMAN RESOURCES (HR) VENDOR RECORD. To select a vendor record/id, double click on column on far left. Finance: Page 3

4 o Select Vendor Maintenance (FTMVEND) to search for vendors. NOTE: Using the Vendor Maintenance (FTMVEND) form to perform the search, you may make any corrections to vendor information during data entry of the invoice. Finance: Page 4

5 Follow the same procedures as stated above in the instructions to search for an employee, just perform the search under Vendor Maintenance (FTMVEND). The same search procedures/criteria are applicable to this form. NEXT BLOCK. o Note: The Invoice/Credit Memo block now has the proper Vendor ID (as selected in previous steps). In Invoice/Credit Memo Header block: o Type in Check Vendor (same as in Invoice/Credit Memo block above) if it does not auto populate. The BU address will default into the Address Code field. Review the address and update as necessary (required field). You may also enter the code directly, if known. The Sequence Number attached to the BU address will default into the form and the address fields will populate. Enter a Payment Due date (required field). Enter a Bank code Always 1A (required field). NOTE: The Document field populates. NEXT BLOCK. Tab through the Commodity field (VC does not utilize commodity codes. Finance: Page 5

6 Enter a description in the next field. Tab twice to Approved field and enter amount. Use Next Record icon or down arrow on the keyboard to enter another commodity (or item) if necessary. Note: commodity Info Direct Pay/General Encumbrance will now show Item 2 of #. Repeat steps as necessary until each line of invoice/reimbursement is complete. NEXT BLOCK. Finance: Page 6

7 Enter accounting information: o COA and Year default. o Enter FUND, ORGN, ACCT, and PROG. Tab through form through Bank field, which defaulted from initial invoice entry page. NEXT BLOCK. If entry is balanced/complete, mark the Complete icon. If entry is incomplete, mark the In Progress icon. Finance: Page 7

8 Processing Regular Invoices: Finance: Page 8

9 Selecting One Check per Invoice There are two methods to make the choice to create one check per invoice: From FTMVEND form: Use this method only if you want one check per invoice every time you use this vendor. o Enter Vendor number or perform a search for the appropriate vendor. o Click the Additional Information tab. o Change Invoice Grouping to (1) Invoice per check. During creation of invoice on FAAINVE form. Use this method if cutting one check per invoice is an isolated occurrence for the vendor. o When on Invoice/Credit Memo Header block, select Options from the menu bar. o Select View Document Indicators. Finance: Page 9

10 o Change Grouping field to (1) Invoice per check. Finance: Page 10