EOY CHECKOUT

Transcription

1 EOY CHECKOUT

2 ACCOUNTS PAYABLE Patsy Fellers

3 HOW TO WORK THE OPEN PO REPORT 1. Check to see if payment has been made on the PO/CR via Skyward a. Click on vendors b. Vendor Profile c. Click on Purchase Orders (on the left) d. Type in vendor name in vendor section (ex: Matthews)

4 HOW TO WORK THE OPEN PO REPORT e. Find & click on your PO/CR # f. Expand all g. Scroll down to PO Invoices to see any payments made on PO/CR IF ALL RECEIVED AND PAID IF NOT ALL RECEIVED AND PAID Contact purchasing to close PO/CR Done Contact vendor for missing invoices Receive on the invoice If PO/CR is ready to close, write Pay & Close when you scan over. Scan the invoice to the Accounts Payable inbox accountspayable@misdmail.org Done ** AP is working fast to get all invoices entered into Skyward; just keep in mind that the end of the year is super busy for everyone

5 HOW TO LOOK UP INVOICES IN SKYWARD 1. Looking up an attachment if you DO NOT know the invoice #, but you know the PO#. a. Click on vendors b. Vendor Profile c. Click on Purchase Orders (on the left) d. Type in vendor name in vendor section (ex: Matthews)

6 HOW TO LOOK UP INVOICES IN SKYWARD e. Find & click on your PO/CR # (if you do not see it, type the # in the bottom right corner). f. Expand all g. Scroll down to PO Invoices to see any invoice payments made on the PO/CR.

7 HOW TO LOOK UP INVOICES IN SKYWARD Continue on to step #2 for looking up attachment from the invoice #. 2. Looking up an attachment if you DO know the invoice #. a. After you locate the correct vendor and invoice # in Step #1, click on AP Invoices on the left. b. Find & click on your invoice # (if you do not see it, type in the # in the bottom right corner). c. Expand all d. Scroll down to Invoice Attachments to see any attachments for that invoice. e. Click on the PDF file under the Description column, this will open the attachment

8 HOW TO LOOK UP INVOICES IN SKYWARD

9 ACTIVITY ACCOUNT Chelcie Howley

10 RECONCILIATION Activity Account Reconciliation (high schools only) due Monday, June 4 th Once Chelcie Howley has checked the reconciliation, she will let Kati Walker know that the high school is cleared.

11 SALES TAX FORMS Sales Tax forms from all campuses are due Monday, June 4 th Chelcie Howley will keep a list of whom has turned in the form in order to give Kati Walker the all clear

12 FUND 461 ACCOUNT LINES ALL fund 461 accounts must be positive in order to be cleared Chelcie Howley will run fund 461 summary report to verify in order to get Kati Walker the all clear

13 LOST AND PAID FOR TEXTBOOKS INVOICES These invoices will be sent out from Terry Carranza to elementary and intermediate campuses only The funds collected from students for lost textbooks need to be deposited to 461 L XXX When the campus goes to pay for a lost and paid for textbook invoice, the code that will be charged is 461 E XX XXX 0 11 XXX. Please put the code on the invoice (may want to note if any funds were collected in 2171) and submit to Chelcie Howley for journal entry.

14 ACCOUNTING RECORDS FOR INTERNAL AUDIT Please scan and your log sheets of deposits to Chelcie Howley Chelcie Howley your campus MISD receipt book numbers with ranges of receipts that were used for fiscal year Ex. MISD Receipt Book #114 ( )

15 STUDENT NUTRITION, TRANSPORTATION, POSTAGE/WAREHOUSE INVOICES All student nutrition invoices, transportation invoices, and postage must have sufficient funds to process payment via journal entry

16 PURCHASING Ed Harper

17 CLOSING POS If you have multiple purchase orders to close, please send in ONE to Debra Crochett or Cody Cannon. PLEASE send to only ONE of them so they both are trying to work the purchase orders. When closing purchase orders, please send a list with the following: Purchase Order Number Vendor Amount of Purchase order

18 CLOSING POS (CONT.) When checking purchase orders, please make sure that all items have been received on and payment has been made. Once a PO is closed, payment can no longer be made so it is very IMPORTANT that the secretary verifies that invoices have been paid. We have had several s asking for purchase orders to be closed and payment has not been made. SO CHECK FOR PAYMENT BEFORE REQUESTING A PO BE CLOSED PLEASE!!!!

19 1410 PURCHASE ORDERS 1410 purchase orders should only be used when absolutely necessary is used when purchase order is needed BEFORE July 1 for items such as student planners, convocation shirts, registrations, etc.

20 PAYROLL Denise Miller

21 COMP TIME Principals, directors and supervisors must verify their employees comp time. Comp time must be used by June 30, 2018 or the employee will have to be paid which could hit campus or department budgets.

22 PARA TIMESHEETS After the May payroll period, Elizabeth Yates and Heather Hanson will begin ing campus principals if there are timesheets outstanding in Skyward.

23 PARA TIMESHEETS Please make sure all paraprofessionals SUBMIT their timesheets in Skyward before leaving for the summer. Once submitted, the principal or supervisor needs to approve.

24 TIMESHEETS Please make sure all PAPER timesheets are turned into payroll (extra duty, tutor, etc.) If you do not have any paper timesheets, so payroll can clear your campus / department.

25 EOY DEADLINES Kati Walker

26 RECEIVING DEADLINES The deadline to RECEIVE on purchase orders for ES & IS is JUNE 4 th. The deadline to RECEIVE on items for MS, HS & DEPTS. is JUNE 28 th

27 ALL CLEAR DEADLINES DEADLINE for ES & IS is JUNE 7th. DEADLINE for MS, HS, & Departments is JULY 12 th.

28 TRAVEL DEADLINES DEADLINE for ALL travel to be entered and turned in is JULY 12 th. If ES or IS teacher or administrator has travel to be entered or paid for, please bring to Building 200 at 605 East Broad Street. TRAVEL MUST BE ENTERED, APPROVED AND TURNED IN BY JULY 12 th.

29 TRAVEL CHECKLIST Please make sure all travel reimbursements have the following: Mapquest map (mileage) Hotel receipt (rate & taxes itemized) GSA chart if necessary (Exec. Council signature if required) Food receipts are ONLY required for grant funded travel. Receipts for any misc. expenses (parking, UBER, etc.) Agenda (proof of attendance at workshop / event) Employee Signature (2 spots) Supervisor Signature Budget Owner Signature

30 THIS IS WHAT IS NEEDED TO RECEIVE THE ALL CLEAR 461 Balanced Textbook Invoices paid 461 accounts positive/ 876 accounts should be zero or have negative since it is liability account All functions in 199 funds are positive (there is enough funds to cover postage, student nutrition and transportation invoices) Accounts cleared Sales for May & June (only ES & IS) ed deposit log book and receipt book numbers (Book number and ranges) Fundraiser Recaps completed Purchase Orders received on and closed if needed Extra Duty / Tutor Timesheets turned in All Paraprofessional timesheets submitted in Skyward.

31 ALL CLEAR CHECKOUT We do not want secretaries to travel from department to department obtaining initials. We LOVE seeing you, but we also recognize how much time is required to do the paper checklist which is why the Business Services departments want to use and interoffice mail as much as possible.

32 ALL CLEAR Once all items are received, Kati Walker will principal or director, secretary and April Abbott that your campus / department is all clear for the Business Services department.

33 HAVE AN AMAZING SUMMER!!!