Fairbanks North Star Borough School District Invoice Approval Using the Accounts Payable Module in the Munis ERP System Prepared by: Accounting Services Department Version 9.1
Contents CHAPTER 1 - INTRODUCTION... 3 1.1 Approved Methods for Purchasing Goods and/or Services... 3 1.2 Types of Transactions Requiring Approval... 3 CHAPTER 2 INVOICE APPROVAL... 4 2.1 Objective... 4 2.2 Overview... 4 2.3 Prerequisites... 4 2.4 Workflow... 4 2.5 Procedure... 6 2.6 Results...10 2.7 Status Change...10 2.8 GL Impact...10 2.9 What s Next?...10 CHAPTER 3 INVOICES WHICH REQUIRE SPECIAL HANDLING...11 3.1 Definition...11 3.2 Workflow...11 3.2.1 Identifying and Approving Invoices that Need Special Handling...11 3.3 Results...19 3.4 Status Change...19 3.5 GL Impact...19 3.6 What s Next?...19
CHAPTER 1 - INTRODUCTION In order to take full advantage of approval workflow in the Munis Accounts Payable module, all invoices that are received in the Accounts Payable department must be entered into the system as they are received. The purpose of this document is to explain the types of accounts payable invoice transactions that will be routed through Munis online workflow to approvers in the Munis system (secretaries, principals, department heads, grant managers, assistant superintendents, etc.). 1.1 Approved Methods for Purchasing Goods and/or Services Pursuant to established purchasing policy (School Board Policy and Administrative Regulation) there are three approved methods for purchasing goods and/or services in the district: 1. Regular Purchase Orders 2. Field Purchase Orders 3. Petty Cash Any purchase made not using one of these three methods will require special handling, both on the part of the accounts payable department and the approver. See Chapter 3 for purchases requiring special handling. 1.2 Types of Transactions Requiring Approval The types of transactions that you may be asked to approve are as follows: Invoices for purchases made via district purchase order, Invoices for purchases made via district field purchase order, Check requests for refunds and/or reimbursements to non-employees, Check requests for travel-related advances or reimbursements, Check requests for petty cash replenishment, and Invoices that require special handling (no existing purchase order)
CHAPTER 2 INVOICE APPROVAL Module: Accounts Payable Topic: Invoice Approval/Workflow 2.1 Objective This chapter provides step-by-step instructions on how to approve invoices that don t require special handling. This includes: Invoices for purchases made via district purchase order, Invoices for purchases made via district field purchase order, Check requests for refunds and/or reimbursements to non-employees, Check requests for travel-related advances or reimbursements, and Check requests for petty cash replenishment. 2.2 Overview Workflow approval rules will be set based on specific departments, schools and general ledger accounts from which an invoice is being paid. The accounts payable clerk will release invoices for approval after scanning and attaching hard copy invoices. After all approvals, the accounts payable clerk will be notified so that all invoices may be posted to the general ledger. 2.3 Prerequisites Before you can successfully use this feature, you must ensure that the necessary parameters and codes are in place. If parameters and codes are not set up, or not set up correctly, you may need to contact your Munis system administrator to have them updated or added into the Munis system. You must have menu access to My Work or My Work Detail on the Tyler Dashboard. You must be recognized as an approver in Workflow Security and Settings. Accounts Payable business rules must be established to determine required approval paths. Pending approval records must exist. You must have permission to view departments batches. 2.4 Workflow Workflow for accounts payable invoices begins when the accounts payable clerk enters the invoice into the Munis system and releases it for approval. Please see the flowchart on the following page which documents the process for regular accounts payable invoices.
In the event that an approver rejects an invoice, they will be prompted to enter a reason for the rejection. A notification will then be sent back to the accounts payable clerk who initiated the invoice, so that they can then contact the vendor to resolve the issue. 2.5 Procedure Use the following steps to approve an accounts payable invoice transaction. 1. Open your Tyler Dashboard home page. 2. On the My Workflow Classic webpart you will find an icon that looks like a clipboard with the number of pending approvals that await decisions. 3. Click on the icon for approvals to open a list of pending approvals by type (i.e. Invoices pending approval, Purchase Requisitions pending approval, etc.). Note: Click the refresh option to update this window for any new pending records. 4. Choose the binoculars under the Viewer option. This will display the invoice from within the invoice entry program.
5. Select to create an active set of records that require action. This should be the same list of records indicated in the My Workflow Classic web part on the Tyler Dashboard. The active set indicates the number of records pending approval. 6. Review all data included for each transaction including vendor, dollar amount, invoice and due dates as well as general ledger accounts. 7. View the actual invoice copy by clicking on the Camera icon on the toolbar. The program displays a Documents window that gives you the option of viewing Checks, Invoices or POs. Select the radio button for View Invoices and press OK.
The program displays the following window: 8. Press the button. This will take you into our document retrieval system called Tyler Content Manager (TCM). You should see the invoice document listed in the document box.
9. Click on the invoice line to highlight it and press the button to open an image of the invoice. When finished, press the red exit button in the upper right hand corner of the screen to exit TCM. Click on the Munis icon to return to the Invoice Entry screen. 10. Select the applicable workflow action for each item. Option Approve Reject Forward Hold Approvers Description Identifies the record as approved, and sends notification to the next approver in sequence. Rejects the item. You must enter a rejection reason. The program notifies the originator of the rejection and reason. The originator determines the next course of action (alteration and resubmission or deletion). Allows you to choose another Munis user to review this pending record Retains an item in your approval queue for additional review. It will remain here until further action is taken. Displays all required approvers or notifications that exist for this record.
2.6 Results Depending on the action selected for each record, the status result will differ. See the Status Change below. 2.7 Status Change If approved, the invoice will be routed to the next approver until all approvers have been satisfied. Once all the approvers have been satisfied, the invoice will be included in the next check run. Rejected invoices will be returned to the accounts payable clerk with a note regarding the reason for rejection. The accounts payable clerk will need to take the next appropriate action, whether that be updating the transaction and resubmitting for approval, or contacting the vendor to resolve issues with the invoice. Any Held transaction will remain in the queue until further action is taken by the required approver. Forwarded transaction will sit in the queue of the recipient indicated. The new recipient will be required to approve or reject the invoice. 2.8 GL Impact The general ledger is not impacted by this transaction. The initial entry of the invoice updates the Actual (memo) amount for each GL account referenced, but until the record is posted by the Accounting Services Department, the transactions will not create any journal entries. 2.9 What s Next? Once accounts payable transactions have reached the final approver, they will be posted by the Accounting Services Department. Once posted, the invoices will be included in the next check run for payment.
CHAPTER 3 INVOICES WHICH REQUIRE SPECIAL HANDLING Module: Accounts Payable Topic: Invoice Approval and Workflow for Purchases 3.1 Definition Invoices which require special handling are those where the goods and/or services were not purchased using the following three approved methods: 1. Regular Purchase Orders 2. Field Purchase Orders 3. Petty Cash This results in an invoice that does not have an existing purchase order. Approval of the invoice will require special handling, both on the part of the accounts payable department, and the approver. 3.2 Workflow Workflow for all accounts payable invoices begins when the accounts payable clerk enters the invoice into the Munis system and releases it for approval. If an invoice is received in the accounts payable department and the clerks are unable to find an existing purchase order for the invoice, it will be entered into Munis with a generic account number. The invoice, along with an Invoice Approval Form, will be attached to the invoice recorded in Munis, and then released via workflow to the appropriate secretary, principal, department head or grant manager. As the first approver in the workflow, the administrative secretary will then review the invoice in Munis to approve or reject. Prior to approval an Invoice Approval Form must be completed, saved and reattached to the invoice. Also, the account number on the invoice record in the Munis system must be changed. Once these two steps are complete, the invoice can be approved. 3.2.1 Identifying and Approving Invoices that Need Special Handling There are several indications that an invoice requires different treatment in its approval. The following screenshot will show you some of those indicators.
1 2 1. There is no Purchase Order number. This is not always an indication of the need to take special action, but it s the first indication; 2. The account number looks similar to what you see above. It will have one of three long accounts (also called suspense accounts): a. 599-10-00-9999-000-CLERK1-0 (Terry Ham, ext. 317) b. 599-10-00-9999-000-CLERK2-0 (Valinda Taylor, ext. 314) c. 599-10-00-9999-000-CLERK3-0 (Norma Wivoda, ext. 315) If you notice the suspense accounts on an invoice that does not have a PO number listed, you will need to do the following: 11. Click on the Camera icon on the toolbar. The program displays a Documents window that gives you the option of viewing Checks, Invoices or POs. Select the radio button for View Invoices and press OK.
The program displays the following window: 12. Press the button. This will take you into our document retrieval system called Tyler Content Manager (TCM). You should see two documents listed: the invoice and the Invoice Approval Form.
13. Click on the line containing the Invoice Approval Form and press the button to open the PDF document that you will need to fill out. An example of that form is included at the end of this document. The form has several purposes: a. If you are aware that a purchase order does in fact exist, you can let us know the purchase order number; b. If this invoice is not an invoice for a good or service that has already happened (ex: subscription renewals, dues renewals, etc.), please indicate this in the remarks section. In this instance, the invoice will then be forwarded to the Purchasing Director for his approval prior to payment; c. If this invoice is for a purchase that has already been made for goods or services, without using one of the above mentioned approved methods for making a purchase, you will need to give an explanation as to why one of those methods was not used. In this instance, the invoice will be forwarded to the appropriate assistant superintendent/chief financial officer for his/her approval prior to payment. 14. After you fill out the form, you will need to scan and save it to a place on your computer where you will be able to locate it again. Once saved, re-attach the form to the invoice. You do this by choosing the Attach File button from the TCM screen (third button from the top on the right hand side of the screen) and browsing for the document you just saved. After selecting the document the program displays the following window:
15. Press to attach the competed form. Press the red exit button in the upper right hand corner of the screen. The program will display the following window: Press. The Tyler Content Manager document retrieval system will close. Click on the Munis icon to return to the Invoice Entry screen. 16. The next thing you will need to do is change the account number.
From the menu on the left-hand side of the screen, choose Change Lines. This will bring you into the Account section. You can type directly over the account number listed. Or you can blank it out using the spacebar, and use the field help button to find your account number and pull it into the Munis invoice form.
After you have chosen the correct account number, choose Accept You will now need to approve the invoice., or hit the Enter key. In the workflow section, please choose Approve. You will then see the following window: If you desire, you can add a comment here. Then click Accept Invoice Entry screen.. You can now close the Please see the flowchart on the following page which documents the process for invoices requiring special handling.
3.3 Results Depending on the action selected for each record, the status result will differ. See the Status Change below. 3.4 Status Change If approved, the invoice will be routed to the next approver until all approvers have been satisfied. Once all the approvers have been satisfied, the invoice will be included in the next check run. Rejected invoices will be returned to the accounts payable clerk with a note regarding the reason for rejection. The accounts payable clerk will need to take the next appropriate action, whether that be updating the transaction and resubmitting for approval, or contacting the vendor to resolve issues with the invoice. Any Held transaction will remain in the queue until further action is taken by the required approver. Forwarded transactions will sit in the queue of the recipient indicated. The new recipient will be required to approve or reject the invoice. 3.5 GL Impact The general ledger is not impacted by this transaction. The initial entry of the invoice updates the Actual (memo) amount for each GL account referenced, but until the record is posted by the Accounting Services Department, the transactions will not create any journal entries. 3.6 What s Next? Once accounts payable transactions have reached the final approver, they will be posted by the Accounting Services Department. Once posted, the invoices will be included in the next check run for payment.