Accounts Payable Training

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Accounts Payable Training : 

Accounts Payable Training Vendor Information Request to Purchase Voucher Preparation

Vendor Information : 

Vendor Information Before you purchase anything from a vendor you must make sure they are set-up in FAMIS and not on state hold. This is done on FAMIS Screen 103. All vendors must have a W-9 on file with Business services verifying the taxpayer ID. A W-9 also lists the type of Business. 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.

Vendor Information : 

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?

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

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

Vendor Information : 

Vendor Information Sole Proprietor – you will need the persons name and SS# (ID Number) 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 After you know the type of business you will need further information to set them up in FAMIS.

Vendor Information : 

Vendor Information If you have any questions about any of the information you need to get about a vendor, please do not hesitate to call me at 9606. Once you receive all of this information please email this to Darlene Barton at barton@tarleton.edu or 9609 Darlene will let you know if the vendor is approved to purchase from. If this procedure is not followed your payment could be delayed.

REQUEST TO PURCHASE-When do I use this form? : 

REQUEST TO PURCHASE-When do I use this form?

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

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

Request to Purchase : 

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

Food Purchases : 

Food Purchases Request to Purchase (RTP) is required on all food purchases Must have an alcohol statement Reimbursement for business lunches Maximum reimbursement for a gratuity is 20%

Alcoholic Beverage Purchase : 

Alcoholic Beverage Purchase The President must pre-approve all purchases of alcohol. Can not use state funds to purchase Business meal receipts, which contain alcohol, must show dollar amount of alcohol purchased. It must be broken out for coding purposes.

Registration Fees : 

Registration Fees Advanced payment of fee 6 weeks in advance only The following items must be included with the RTP Invoice Travel Request

Award Items : 

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

Clothing Purchases : 

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.

Memberships : 

Memberships All memberships must be approved by the 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. Benefit Statement and Beginning and Ending date must be included on the request. 6 weeks in advance Please route through Presidents office T-0001

Flowers, Floral Arrangements, and Plants : 

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 Jeanie McEndree in the President’s office at 9921.

Voucher Preparation Form : 

Voucher Preparation Form

Slide 18: 

Available on the Business Services homepage under Accounts payable Forms

Basic Voucher Prep Form Information : 

Basic Voucher Prep 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.

Basic Voucher Prep Form Information : 

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

Advanced Payments : 

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

Items that require a PO# : 

Items that require a PO# Advertising Computer purchases must be approved through IR. Items that can not be purchased on a procurement card. (items over $2000) Only options for normal purchase : Get a PO # issued before the purchase Use your procurement card to make the purchase

Invoice Requirements : 

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

Invoices : 

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

Dates : 

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.

Partial Payments : 

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

Multiple Deliveries on One Invoice : 

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.

Discounts : 

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.

Accounts PayableFAMIS Screens : 

Accounts PayableFAMIS Screens

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

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

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

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.

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

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

Slide 33: 

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

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

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 key PASSWORD: Type your password (the new password you selected in the previous step) and press ENTER.

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. : 

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

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

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

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. : 

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.

Slide 38: 

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.

You are now at the Main Menu : 

You are now at the Main Menu You 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.

Vendor Information : 

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

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. : 

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.

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. : 

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.

On this screen we see the Vendor info. for Austin Ribbon & Computer and also that they do have a W-9 on file. : 

On this screen we see the Vendor info. for Austin Ribbon & Computer and also that they do have a W-9 on file.

Vendor on State Hold : 

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

Vendor Payments in FAMIS : 

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

See Vendor Payment by Invoice : 

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-150745 for Austin Ribbon and Computer

This screen shows that it was paid with voucher number 9000692. The check number was 548955. For more detail you can look up the voucher on screen 168. : 

This screen shows that it was paid with voucher number 9000692. The check number was 548955. For more detail you can look up the voucher on screen 168.

Screen 168 : 

Screen 168 Enter the voucher number (9000692) and press enter. This shows check number, description, Invoice number, etc.

Screen 169 : 

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

Helpful FAMIS Purchasing Screens : 

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

Screen 278 : 

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

Screen 278 – F5 : 

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.

Screen 220 : 

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.

Screen 220-F9 : 

Screen 220-F9 This screen allows you to review the dates your goods were received in Central Receiving.

Screen 224 : 

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

Phone Numbers for Accounts Payable : 

Phone Numbers for Accounts Payable Christi Pfau 9606 Invoices Voucher questions General accounts payable questions Leah Bartelt 9434 Travel Darlene Barton 9609 Vendor information Vendor set-up Copier bills Utility bills Marenda Horton 9928 Accounts Payable Manager Procurement Card Cheryl Coffey 9436 Departmental Transfers Transmontaigne Bills (fuel) Fed-Ex Bills Debby Payne 9836 Postage Charges