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Business Office AA Round Up Wednesday February 28, 2007

Business Office AA Round Up Wednesday February 28, 2007. Topics of Discussion. A/P Check Cycle Calendar Invoice Discussion A/P Processes Business Office Forms Banner Forms. A/P Processes (cont.). Vendor invoice-Accounts Payable Department Breakdown

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Business Office AA Round Up Wednesday February 28, 2007

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  1. Business Office AA Round Up Wednesday February 28, 2007

  2. Topics of Discussion • A/P Check Cycle Calendar • Invoice Discussion • A/P Processes • Business Office Forms • Banner Forms

  3. A/P Processes (cont.) • Vendor invoice-Accounts Payable Department Breakdown • Maricarmen A/P Supervisor 872-4609 mramirez@southtexascollege.edu Ramirez • Bertha Arriaga A – F / Construction 872-4659 berthaa@southtexascollege.edu • Tony Garcia G - L 872-4631 aggarcia@southtexascollege.edu • Amy Lopez M – O 872-4666 adlopez@southtexascollege.edu • Sonia Cuellar R – Z 872-4623 scuell@southtexascollege.edu • Carlos Hernandez Travel 872-4656 jcarlosh@southtexascollege.edu • Marcos Garcia Travel Process 872-4611 mgarcia1@southtexascollege.edu • Cynthia A/P Contact / 872-4673 cdgarza@southtexascollege.edu Cantu-Garza Invoice Process

  4. Invoice Discussion • All original invoices should be mailed from Vendor to Accounts Payable Department. • If vendor sends an invoice to the department or the department picks up items at vendor’s business and receives an invoice at that time, all original invoices must be sent to A/P within 3 working days. • If we request signatures, please send original signatures to A/P within 3 working days. • Temporary Services time cards

  5. A/P Processes • Since purchase orders required by STC, make sure: • Employee has correct purchase order number for items to be picked up at vendor’s business

  6. A/P Processes (Cont) • If invoices are received that do not match purchase order, delays payment, sometimes caused by: • Changes or substitutions on purchase orders which are not allowed unless authorized by Purchasing • Vendor deliveries to departments-these need to be addressed with Purchasing

  7. Business Office A/P Forms • Notice of Non Compliance with Policies & Procedures (BO-6300) • 4 copies • 1 to dept, 2 stay in Business office, 1 to Mrs. Pena • Some examples: • Department holding original invoices more than 3 days after receipt • Department not turning in original signatures within 3 working days of fax request • Emergency Hand Cut check Requests • Any check requested outside of normal A/P check cycle

  8. Business Office A/P Forms (Cont) • Consultant Services Agreement Services Rendered form (BO-6610) • If consultant does not provide invoice, need this form signed by consultant before releasing check • Will hold checks only 3 days in our office

  9. Business Office A/P Forms (cont) • Prepayment requests (BO-1300) • Purchase Order needed within 3 working days • If not received – paperwork will be returned to the department • What is a pre-payment? • Any check requested prior to services rendered, or items received

  10. Business Office A/P Forms (Cont) • Emergency “Hand Cut” Check requests (BO-1200) • What is an Emergency “Hand Cut” Check? • Any check requested that will not be processed in the normal A/P Check cycle • When will the check be ready? • If request received at Accounts Payable Department by 12 noon, check ready by 4PM. When Hand Delivering or sending by inter-campus mail, please address to Marcos Garcia or Cynthia Cantu Garza in A/P department • If request received at A/P after 12 noon, check ready next morning by 10AM

  11. Most Frequently used Banner Forms • FOIDOCH – Document History • FGIENCD – Detail Encumbrance Activity • FGITRND – Detail Transaction Activity • FGIBDST – Organization Budget Status • FGIBAVL – Budget Availability Status

  12. FOIDOCH – Document History-Check for PO#, Ck# Options – Invoice/Req/ PO Info • Enter Document type. (PO, Req.) • Enter Document # • Tab & Next Block

  13. A/P Process (Cont) • FGIENCD • See Packet handed out • Can be used to: • Check balance on purchase orders • See what has been paid on PO • Verify if purchase order needs to be closed (does not show invoices pending signatures or pending receiving)

  14. FGIENCD –Detail Encumbrance Activity – Check PO Balances 1. Enter PO # 2. Next Block

  15. FGITRND – Detail of Organization • Enter any of the fund, organization, and/or account to check detail on FOAPAL. • Next Block. • F8 to view info.

  16. FGIBDST – Summarized transactions • Type organization and account. • Next Block

  17. FGIBAVL – Budget Available Need all FOAPAL. Next Block

  18. AA Round up • The End of 1st South Texas College Administrative Assistant Round Up! • Thank you for coming!

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