Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

57
Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation

Transcript of Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Page 1: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Accounts Payable Training

Vendor InformationRequest to PurchaseVoucher Preparation

Page 2: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Vendor Information Before you purchase anything from a vendor

you must make sure they are set-up in FAMIS, have a W-9 on file with us and are not on state hold. This is done on FAMIS Screen 103.

Page 3: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

If a vendor has a W-9 on file with Business Services there will be a date listed in the W-9 field of screen 103.

Page 4: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

The W-9 Form is listed on the Business Services homepage under Accounts Payable Forms & Info.

Page 5: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Vendor Information If the vendor is not set-up in FAMIS you will

need the following information (located on the W-9 form): Vendor name Vendor address Vendor phone and fax numbers Vendor Federal Employer Identification Number

Also referred to as the Tax ID # or FEIN Is the vendor a sole proprietor, partnership, or

corporation?

Page 6: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Further Information needed depending on the Type of Business

Sole Proprietor – you will need the persons name and SS# (ID Number) If the Vendor gives you a FEI #, but marks sole Proprietor we still need the owner’s name & SS#

Partnership – you must get the owners names and SS# (ID numbers)

Corporation Out of State – just their tax id number is needed Texas Corp – they will need to provide their Charter

Number

Page 7: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

If you have any questions about any of the information you need to get about a vendor, please do not hesitate to call Christi Pfau at ext 9606.

Once you receive all of this information please email this to Christi Pfau at [email protected]

You will be contacted once the vendor is approved.

If this procedure is not followed your payment could be delayed.

Page 8: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

REQUEST TO PURCHASE-When do I use this form?

Page 9: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

• Request to purchase Form is Available on the Business Services homepage under Accounts Payable Forms

Page 10: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Request to Purchase

Food Purchases Alcoholic Beverage Purchase Registration Fees Award Items Clothing Memberships Flowers, Floral Arrangements, and Plants

Page 11: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Food Purchases

Request to Purchase (RTP) is required on all food purchases (including Sodexo Invoices)

Must have an alcohol statement (alcohol was or was not purchased)

Reimbursement for business lunches Maximum reimbursement for a gratuity is

20%

Page 12: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Entertainment Policy

Entertainment RTP’s must have the required signatures to be processed.

If under $100.00 then one signature from the signature card and the Department Head’s or Director’s signature. (If delegated)

If Over $100.00 then the Department Head’s or Director’s signature and the Department Vice President’s signature.

Any RTP for Entertainment for a VP, or Executive Director must be signed by the President.

President’s RTP for Entertainment signed by Jerry Graham

An individual can not approve their own expenses.

The signatures must be on the RTP when submitted to Business Services or payment will be delayed.

Page 13: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Alcoholic Beverage Purchase

The President must pre-approve all purchases of alcohol.

Please send a memo to the President’s office for approval

Can not use state funds to purchase Business meal receipts, which contain

alcohol, must show dollar amount of alcohol purchased for coding purposes.

Page 14: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Registration Fees

Advanced payment of fee 6 weeks in advance only The following items must be included

with the RTP Invoice &/or registration form Copy of the Travel Request

Page 15: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Award Items All award items must have an RTP No more than $100.00 per item when using

state funds. Local funds may be used to grant employee

service awards. All cash awards must go through payroll and are

subject to taxes. (including gift cards) Requires the following information:

Who received award Why When What award is it

Page 16: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Clothing Purchases

All clothing purchases require an RTP This needs to explain who will be

receiving the clothing What it will be used for Why the clothing is being purchased This is considered a personal item and

must be explained for auditing purposes.

Page 17: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Memberships All memberships must be approved by your Vice President

(even if it is a renewal) Must be under the name “Tarleton State University” not an

individual. Some memberships are required for an individual to

perform his or her specific job. (attach verification documents)

Benefit Statement and Beginning and Ending date must be included on the request.

6 weeks in advance Please route through your Vice President’s office. Once the

RTP is signed the Vice President’s office will forward the paperwork to Business Services for processing.

Page 18: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Flowers, Floral Arrangements, and Plants

Can not use state funds for these purchases May use local funds for purchase of floral

arrangements for a common office space (waiting room) and landscaping plants

President’s office will send flowers from the University in case of illness or death.

Please contact Susie Fagan in the President’s office at 9921 or [email protected].

Page 19: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Voucher Preparation Form

Page 20: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Voucher Preparation Form

Page 21: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Voucher Preparation Form Information

Must be attached to each invoice submitted for payment (except those paid by RTP)

All information is important on the voucher prep form

Payments will be made using the information provided by each department on the voucher prep form.

Please completely fill out each voucher prep form

Left side of form is for the department to fill out, and the right side is for payment processing.

Page 22: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Basic Voucher Prep Form Information Department is

responsible for the following information. Account # Purchase Order

# Date invoice

received Date

goods/services received

Amount approved to pay

Comments

Page 23: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Invoice Requirements

Remit to address Charged to TSU PO# referenced Valid description of purchase Correct prices Check to make sure NO tax was charged Does the invoice match what is in FAMIS?

Page 24: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Invoices

If the invoice is correct then attach a completed voucher prep form and send to Business Services T-0120

If the invoice is not correct then contact the vendor to make changes. Credits New invoice

Page 25: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Dates

Prompt Payment Law Must pay invoice within 30 days of:

The day you receive the goods or service The day you received a correct invoice

Do not send invoices to us for payment if there is a dispute with the vendor.

Page 26: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Partial Payments

Several invoice for 1 order Invoice should be paid if all items are

received on that invoice Do not hold the completed invoices until

the whole order is completed Holding these could cause interest to build

Page 27: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Multiple Deliveries on One Invoice

Do not send invoice for payment until all items or service is received in proper working condition.

This is if the vendor is shipping your order in several shipments.

Page 28: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Discounts

We should take advantage of these discounts that vendors offer. Examples

2/10 (2% discount if paid within 10 days) 2% by 10th (2% discount if paid by the 10th of

the next month) Cash discount

These can be found in the terms section of an invoice.

Page 29: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Advanced Payments

Subscriptions (6 weeks) Rental Fees (6 weeks) Maintenance Agreements (6 weeks) Rent (14 days) If payment is required by the vendor

before the item will be delivered. Cost Savings involved

Page 30: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Accounts PayableFAMIS Screens

Page 31: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

OPEN FAMISOn this Screen, Where the cursor is Blinking: Type TPX and then press ENTER.

Page 32: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

You have been given a temporary password. The first time you use FAMIS, you will need to change your password.

USERID: Enter the USER ID assigned to you.

Hit the TAB key.

PASSWORD: Enter the temporary password assigned to you.

Hit the TAB key.

NEW PASSWORD: Enter a new Password using 5 to 7 alpha-numeric characters.

Hit ENTER

You will be asked to re-enter your password, enter your NEW PASSWORD again and hit ENTER.

Page 33: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Once you get to this screen, where the cursor is blinking: press ENTER

Page 34: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Once you get to this screen, where the cursor is blinking: press F2 key on your keyboard

Page 35: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

IMPORTANTDO NOT type anything on the New Password line unless you want to change your password.

Once you get to this screen, where the cursor is blinking:USERID: Type your user ID and hit the TAB keyPASSWORD: Type your password (the new password you selected in the previous step) and press ENTER.

Page 36: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

NOTEIf you forget to clear the screen before typing FAMI, you may get a “transaction is unrecognized” message. If you get this message, clear the screen, retype FAMI and then press ENTER.

Once you get to this Screen: Click on the “clear” button on your

screen Then type FAMI and hit ENTER

Page 37: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

For first time users, you will see a screen for FAMIS security requesting you to read and accept the Statement of Responsibility.

Page 38: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

To proceed you must enter a “Y” to accept the agreement. If you do not enter a “Y” you will not be allowed to continue.

Page 39: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Enter your legal name.

Hit the TAB key.

Enter your business phone number.

Hit the TAB key.

Enter your email address (optional).

Hit the TAB Key

Enter your office name and T-Box number.

Then hit ENTER.(you may have to hit Enter again)

On the next screen hit ENTER.

On this screen you need to provide or update the appropriate information.

Page 40: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

You are now at the Main MenuYou can access any screen by entering the screen number in the Screen

field.Start with screen 103. Type 103 in the Screen field and press ENTER.

Page 41: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Vendor Information Screen 103-Let’s search for the vendor Austin

Ribbon & Computer With cursor at Vendor line type as much of the

name as you can & hit enter

Page 42: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

This screen lists what matches to the search name-the Search line is longer now so if need be you can enter more of the name and hit enter to narrow down the list.

Page 43: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

F10 will allow you to see the Remit to address of the Vendor. To select the Vendor place an X by the name and press enter.

Page 44: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

On this screen we see the Vendor info. for Austin Ribbon & Computer and also that they do have a

W-9 on file.

Page 45: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Vendor on State Hold Screen 103 will show you if a Vendor is onHold with the State of Texas.

Page 46: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Vendor Payments in FAMIS

Screen 162 Allows you to see all payments to vendor for fiscal year.

Enter Vendor number and press enter-or search by name, choose the vendor and press enter

Page 47: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

See Vendor Payment by Invoice Screen 160 allows you to search by invoice-enter vendor number

or name, invoice number and press enter (if you entered name you will have to select one of the names with a X and then press enter)

Let’s search for Invoice SI-164696 for Austin Ribbon and Computer—After invoice number is entered press enter.

Page 48: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

• This screen shows that it was paid with voucher number 0100707. The check number was 579496. For more detail you can look up the voucher on screen 168.

Page 49: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Screen 168 Enter the voucher number (0100787) and press enter. This shows check number, description, Invoice

number, etc.

Page 50: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Screen 169• This screen shows more information for each line item on the

voucher.

Page 51: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Screen 26-Balance of Purchase order & Account number(s) tied to Order

Page 52: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Screen 278 This screen allows you to see the purchase order line

items

Page 53: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Screen 278 – F5 By pressing F5 on screen 278 you are able to see the

invoices that have been paid on a particular purchase order.

Page 54: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Screen 220 This screen allows you to see who your buyer is in

Purchasing. It also allows you to review the freight terms on your

purchase order.

Page 55: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Screen 220-F9 This screen allows you to review the

dates your goods were received in Central Receiving.

Page 56: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Screen 224 Type in your PO# Allows you to look at how each line item of your purchase order is

set up to pay. Things to note: Quantity, unit price, and extended price

Page 57: Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation.

Phone Numbers for Accounts Payable

Shelbie Kunselman 9609 Invoices Voucher questions General accounts

payable questions Leah Bartelt 9434

Travel Christi Pfau 9606

Transmontaigne bill

Vendor set-up & info

Copier bills Utility bills

Marenda Horton 9928 Accounts Payable

Manager Departmental

Transfers Signature Cards

Frances Blair 9610 All Credit Cards

ProCard, Travel Advance (group or individual), IBT & Fuel cards

Debby Payne 9836 Postage Charges Voucher Entry