Voucher Information ACCOUNTS PAYABLE 1

Transcription

1 Voucher Information ACCOUNTS PAYABLE 1

2 Contact Information Accounts Payable Research Parkway, Suite #590 (405) Management Processing Travel Vendors Files 2

3 Vendor Information Vendor reactivation New vendor forms required Add/Update vendor address Submit address information with TIN Copy of invoice with new address W9 or new vendor form with address Memo from vendor with new address from vendor with new address No generic accounts (Gmail, Yahoo, Outlook, etc.) Individual vendors Operating under SSN and providing a service Must be classified as Independent Contractor or Honorarium Independent Contractor or Honorarium forms much accompany all payments Foreign vendors Additional documentation may vary based on payment type, residency status, country of origin, etc. Additional reporting may be required Some foreign vendors cannot legally be paid by OUHSC 3

4 Voucher Checklist 4

5 Voucher Information 5

6 Voucher Information 6

7 Voucher Queries Voucher Query Navigation Main Menu Report Tools Query Query Viewer Query Name, begins with Enter query name Search HTML or Excel OU_AP_BY_WARRANT_NBR Search for voucher by warrant/check number ZZ_AP_PAID_VCHR_BY_VEN Search for vouchers paid to a vendor by date OU_AP_VOUCHER_BY_CLAIM_NBR Search for voucher by claim number Claim number required to request paid invoice copies from AP Files 7

8 Invoice Conventions Invoice Number? Yes. Use Invoice Number. No. Other Identifying Number? Yes. Use Other Identifying Number. No. Account Number for monthly billing? Yes. Use Account Number with Month and End of Year. No. Account Number for multiple billings? Yes. Use Account Number with Month, Day and End of Year. No. Account Number related to an employee? Yes. Use Account Number, Last Name of Employee, Month and Year. No. Contact AP Processing for clarification. 8

9 Invoice Convention Examples Contractor with one invoice per month Last name/ending service month and year Example: SMITHMAY18 Contractor with multiple invoices per month Last name/ending service month, day and year Example: SMITHMAY1518 Insurance premium with policy number Policy#/last name/end month and year of policy Example: 12345SMITHMAY18 Lodging Folio Number for invoice number, when available Use departure date for invoice date If no folio number provided see specific Supplier examples below Miscellaneous Services, no identifying number Account/date of service (when specific date of service) Example: 12345MAY0818 If monthly billing only use month and year of service Example: 12345DEC18 Monthly Utility Bill Once a month rental invoice Account number/ end of service period month and year. Example: 12345MAY18 Patient Refund/Research Participants Account number/last name/last date of service If account number is not provided, exclude account number Example: 1234SMITHMAY1518 9

10 Invoice Convention Examples Registration/Course/Exam Last name/event starting date (month, day and year) Example: SMITHMAY0218 Reimbursement Last name/purchase date Example: SMITHMAY0218 Purchase date is also used for invoice date Reimbursement of multiple purchases Example Purchase Dates: May 02, 2018 and May 15, 2018 Last name/most recent receipt date Example: SMITHMAY1518 May 02, 2018 would be used as the invoice date Reimbursement of cell phone or data plan where payment date is not provided Last name/last date of plan period being reimbursed Scholarships Paid by semester = Last name/semester/year Example: SMITHFALL18 Paid by month = Last name/month/year Example: SMITHMAY18 Paid for non-qualified travel = Last name/last date of travel month and year Example: SMITHMAY

11 Vendor Specific Examples OU Medical Center Use account number EAN Services LLC Use the bill reference number OU Norman Printing Services Invoice number followed by customer number Marriott/Renaissance Account number/guest last name Example: 12345SMITH 11

12 Voucher Payment Problems Credit Memos Must be applied to existing invoice Cannot exceed amount of existing invoice Gross Amount = Invoice minus Credit Memo Use convention of Invoice #, CM, Credit Memo # CM1064 Addendums Used when invoice is accidentally short paid Gross Amount = Remaining amount owed Use convention of original Invoice #, A A Reissues Contact AP or AP will contact voucher enterer Wrong amount paid and payment cancelled Wrong vendor paid Payment cancelled by statute (90 days) Check lost/destroyed Check undeliverable Original invoice number followed by RP RP 12

13 OnDemands Refunds for monies erroneously received Change Funds/Petty Cash Supplier does not have to be setup Types of OnDemands Change Fund/Petty Cash Establish Restore Other Refund Non-patient refunds Patient Refund Patient overpayment refunds Navigation Main Menu OUHSC Main Menu Accounts Payable Ondemand Check Entry 13

14 OnDemands Add a New Value Plan Type Add 14

15 OnDemands Check Amount Payee Name No punctuation Payee Street, City, State and Zip Use 9 digit zip code Contact Name Last,First (No space) Comments Print on check GL Account Refund codes begin with 482 Invoice Ref Use standard invoice conventions Save Record Check Transaction ID Equivalent to Voucher ID 15

16 OnDemand Report Equivalent to Voucher Register Navigation Main Menu OUHSC Main Menu Accounts Payable On demand Report Find an Existing Value Search 16

17 OnDemand Report From Check Transaction ID To Check Transaction ID Run Ok Process Monitor Details View/Log Trace PDF 17

18 OnDemand Information OnDemand report must be signed by someone with budgetary authority before sending to AP Attach copies of information to be mailed with check Refund checks will be mailed from the AP office Change Fund/Petty Cash must be picked up from AP OnDemand Query Navigation Main Menu Report Tools Query Query Viewer Query Name, begins with Enter query name Search HTML or Excel ZZ_AP_ONDEMAND_SEARCH OnDemand payments by payee %LastName% ZZ_AP_ONDEMAND_SEARCH_INV OnDemand payments by invoice OU_ONDEM_OR_VCHR_BY_DATE Other Refund payment information OU_ONDEM_PR_VCHR_BY_DATE Patient Refund payment information by date OU_ONDEM_OR_VCHR_BY_TRANS Other Refund payment information by transaction 18

19 PO Invoice Checklist 19

20 PO Information 20

21 PO Invoice Example 21

22 PO Payment Information Activity Summary Navigation Main Menu Purchasing Purchase Orders Review PO Information Activity Summary PO Number Search 22

23 PO Payment Information Invoice Tab Amount Invoiced Amount of paid vouchers Un-invoiced Amount Amount remaining 23

24 PO Payment Information Payment Queries Navigation Main Menu Report Tools Query Query Viewer Query Name, begins with OU_AP_PO_PYMT AP_PO_ACTIVITY_DISTRIB_2 Search HTML or Excel 24

25 PO Payment Information OU_AP_PO_PYMT Query OU Claim ID Voucher Number Invoice Date Invoice Number Chart Field Spread Amount GL Account 25

26 PO Payment Information AP_PO_ACTIVITY_DISTRIB_2 Query Requisition Number PO To/From Dates Supplier Information Distribution Lines Line Description Budgeted Amount Invoiced Amount Chart Field Spread 26