Munis P.O. Receiving & Invoice Approval

Transcription

1 Munis P.O. Receiving & Invoice Approval Central Office Staff Training December 12 th and 13 th, 2016 User Manual Updated December

2 Table of Contents 1. Introduction. (page 3) 2. Setting Up Your Computer - Installing PO Receiving as a Favorite. (pages 4-9) 3. PO Receiving for Hard Goods. a. Full Receipt of Hard Goods (pages 10-19) b. Partial Receipt of Hard Goods (pages 20-31) 4. Invoice Approval for Blanket PO s and/or 1 Line Contracts - 1 Fund Line. a. Partial Invoices (pages 32 38) 5. Invoice Approval for Blanket PO s and/or 1 Line Contracts (pages 39 42) - Split Funded. 6. Invoice Approval for Multi Line PO s with 1 Fund Line. (pages 43 46) 7. Invoice Approval for Multi Line PO s Split Funded. (Call the A/P Office) 2

3 Introduction Munis On Line PO Receiving & Invoice Approval is a key part of a larger plan to implement new Accounts Payable & Audit workflows that includes: 1. The Central Receipt of all vendor invoices. All vendors will be required to submit properly formatted pdf invoices via to a new SharePoint account maintained by the A/P department. This will allow the A/P department to control the A/P process from the start and effectively manage the invoice approval process. Benefits include; immediate knowledge of all outstanding District invoices, eliminate scanning of invoices and the ability to identify all outstanding invoice approvals by PO issuer/approver. 2. Utilize the Munis PO Receiving module to create an all-digital workflow for recording the Receipt of Hard Goods & Invoice Approval. This will eliminate paper flow between departments/schools and A/P office and greatly improve invoice approval times. 3. The entry of all Invoices into Munis within 30 days from vendor invoice date. This will result in faster payment times, a decrease in vendor shut offs and greater use of early pay discounts. 4. On line access to historical documents required for future audits. New Procedures for Receipt of Hard Goods & Invoice Approval The Munis PO Receiving module will be used 1) to record the quantities of hard goods received at all school and other locations 2) to approve all invoices for payment and 3) scan and attach any back up documentation required by the Audit Department. These new procedures replace the current method of sending signed PO s, vendor invoices and back up documentation to the Accounts Payable/Audit Department. Responsibility for Munis Data Entry - While the Munis data entry for invoice approvals will be done by assigned staff it is the responsibility of the PO originator and/or Department Head to review all invoices to assure the District is being properly charged for services performed. At the School Locations The School Clerks will act as the Central Receiver and be responsible for entering the receipt of all hard goods into Munis on a timely basis. The Engineers, custodians and others at the school will continue to physically check hard goods delivered against packing slips and will provide the checked and signed packing slips to the School Clerks on a timely basis for Munis entry. Deliveries from the Service Centers Central Inventory DO NOT have to be logged into Munis PO Receiving at the school or department level. Non Pub s & Charter Schools These new procedures DO NOT apply to Non Pubs and Charters. The Non Pub s & Charters will continue to use current procedures to record the receipt of hard goods and approve invoices for payment. The new procedures will be implemented at a later date at all Non Pub s & Charters. Important for Invoice Approvals on Contracts/Blanket PO s: a. Create detailed, clear and thorough Requisitions especially for multi-line split funded items. b. Carefully review all invoices before approving. Only approve invoices for work that is completed. c. Work with your vendors to comply with the new invoice requirements. d. Attach all documents required by Audit to the Munis PO Receiving record. This includes any deliverables or final reports submitted by contract vendors/consultants and time sheets or other records of attendance at PD or after school sessions. e. Use the NOTES SECTION of Munis PO Receiving to explain partial invoices and split funds. Please contact either Cathy Rivera (crivera1@buffaloschools.org) or Jim Barnes (jrbarnes@buffaloschools.org) with any questions or problems. 3

4 Setting Up Your Computer 1. Go to the top right corner (see arrow) and click on TYLER MENU. 2. The TYLER MENU box appears. Click on FINANCIALS (see arrow). 4

5 3. Click on PURCHASING (see arrow). 5

6 4. Click on PURCHASE ORDER PROCESSING (see arrow). 6

7 5. The next step is to make PO Receiving a Favorite on your Munis Dashboard. 6. Right click on PURCHASE ORDER RECEIVING (see arrow). 7

8 7. Click on ADD TO MY FAVORITES (see arrow). 8. This will add PO Receiving to the Favorites on the left side of the screen. 8

9 9. PO Receiving is now in MY FAVORITES on your Dashboard (see arrow). 9

10 PO Receiving for Hard Goods EXAMPLE #1 FULL RECEIPT OF HARD GOODS ORDERED: 1. Go to Favorites and click on PURCHASE ORDER RECEIVING. 2. Click QUICK RECEIPT (see arrow). 10

11 3. Enter the PO# (see arrow) you are working on. 4. Click GREEN CHECK. 11

12 5. The screen below appears showing the order information exactly as it appears on the PO. 12

13 6. The first step is to attach the scanned Packing Slip or some other document confirming the quantities of the goods received. 7. Click the ATTACH button (see arrow). 13

14 8. Click the ADD button (see arrow). 14

15 9. Find and select the scanned PO file from your desktop. 10. Double click to attach the record. 15

16 11. The screen below appears and asks to name the scanned file that will be attached to the record. 12. Use the naming convention PACKING SLIP FOR PO# (see arrow). 13. Click GREEN CHECK. 16

17 14. The Packing Slip is now attached to the Receiving record. 15. Click GREEN CHECK to view the attachment (Optional). 16. Click RETURN (see arrow) to continue entering the receipt information. 17

18 17. The next step is to record the packing slip information into Munis PO Receiving so all information is recorded in the PO. 18. Please note the buttons at the left of the pop up. Among the options are Select Lines and Select ALL. 19. Click on SELECT ALL (see arrow). All items ordered have been received. 20. Please note the screen has now marked all items on this PO Received in FULL (see arrow). 18

19 21. Click RECEIVE (see arrow). This is your electronic signature. 22. Please note the screen now shows the full Quantities Received for each item and 0 Balance remaining. 23. The Receiving Record and the scanned Packing Slip are now attached to the PO. Run a PO Inquiry to review how the receipt information and Packing Slip are now attached to the PO. 19

20 EXAMPLE #2 PARTIAL RECEIPT OF HARD GOODS ORDERED: The procedure for entering a partial receipt begins the same way as entering a Full Receipt. 24. Go to Favorites and click on PURCHASE ORDER RECEIVING. 25. Click QUICK RECEIPT. 26. Enter the PO# you are working on. 27. Click GREEN CHECK. 28. The screen below appears showing the order information exactly as it appears on the PO. 20

21 29. Attach the scanned packing slip indicating which items and what quantities were received for this partial receipt. Hit RETURN. 30. Click on SELECT LINES (see arrow). 21

22 31. The screen below appears. Click on the drop down box in the RECEIVE column (see arrow) and choose either FULL or PARTIAL for each item on the PO. 32. If ALL quantities ordered were received for a specific line Click Full and proceed to the next line. 33. If NO quantities were received for a specific line simply SKIP to the next line item. 34. For the partial receipt of a specific line Click PARTIAL. The screen below appears. 22

23 35. Enter the Quantity Received (see arrow). 36. In the Comments box enter a note as follows PARTIAL - X of Y RECEIVED (see arrow). 37. In the example below we received 20 of 40 ordered for Line #4 on the PO. 38. Click GREEN CHECK. 23

24 39. The screen below appears and indicates we received Full Quantities for Line #1 and #3, NONE of Line #2, and a PARTIAL for Line # Click GREEN CHECK. 24

25 41. The screen below appears. 42. Click RECEIVE (see arrow). This is your electronic signature. 25

26 43. The screen below appears. 44. Please note the screen now shows the Full Quantities Received for Lines #1 and #3, NOTHING received for Line #2 and a PARTIAL RECEIPT of 20 for Line # The Partial Receiving Record and the scanned Packing Slip for the items received are now attached to the PO. Run a PO Inquiry to review how the receipt information and Packing Slip are now attached to the PO. 26

27 46. When the remaining items on this PO# are delivered repeat the same steps as the initial receipt above. a. In your Favorites click on PURCHASE ORDER RECEIVING. b. Click on QUICK RECEIPT and enter the PO#. c. Scan and attach the Packing Slip for the items received with this delivery. Hit RETURN. The screen below appears. d. First Highlight a Line on the PO that has not been delivered in Full. e. Then Click SELECT LINES. 27

28 47. The screen below appears. 48. Click on the drop down box and choose FULL if this item has been received in FULL. 28

29 49. Skip to the next Line item (#4) that was not fully received with the initial delivery and choose FULL. 50. Click the GREEN CHECK. 29

30 51. The screen below appears. 52. Click RECEIVE (see arrow). This is your electronic signature. 30

31 53. The screen below appears. 54. The 2 Partial Receiving records and the 2 scanned Packing Slips are now attached to the PO. Run a PO Inquiry to review how the receipt information and two (2) Packing Slips are now attached to the PO. 31

32 Invoice Approval Blanket PO s & 1 Line Contracts 1 Fund Line NOTE - Under the new Accounts Payable workflows the vendor will submit invoices directly to the A/P office to a SharePoint account. The A/P staff will send an (with the invoice attached) to the Department Head or assigned staff to review and approve for payment in Munis PO Receiving. Assume a Blanket PO or Contract with 1 line item and 1 fund line. The vendor sends partial invoices as work is completed throughout the year. It is the responsibility of the department head or assigned staff to review the invoice and access Munis PO Receiving to approve the invoice for payment. 1. Go to Favorites and click on PURCHASE ORDER RECEIVING. 2. Click QUICK RECEIPT (see arrow). 32

33 3. Enter the PO# (see arrow) from the invoice. Note all invoices must contain a PO# prior to being approved for payment in Munis. 4. Click GREEN CHECK. 33

34 5. The screen below appears showing the information exactly as it appears in the PO. 6. The next step is to scan and attach any documents required by the Audit Department to support or verify the invoice being approved for payment. See pages above for instructions on attaching documents. Let s assume there are no attachments required for this PO. 7. We are going to approve an invoice for payment for the partial completion of services on this PO. 8. Click Partial (see arrow). 34

35 9. The screen below appears and should be completed as follows: a. Quantity this is always zero. Tab through. b. Dollar Amount - the Dollar Amount of the Invoice being approved for payment. c. Comments Section this must include the following PARTIAL or FINAL PAYMENT Invoice # and dates services were performed. 10. Click GREEN CHECK. 35

36 12. The screen below appears. 13. Click RECEIVE (see arrow). This is your electronic signature. 14. This invoice has now been approved for Payment and attached to the PO. Run a PO Inquiry to see how this Invoice Approval (and any Attachments) have been attached to the PO and will be viewed by A/P & Audit staff. 36

37 15. When additional invoices are received for this PO# repeat the same steps as the initial invoice approval above: a. In your Favorites click on PURCHASE ORDER RECEIVING. b. Click on QUICK RECEIPT and enter the PO# (all invoices must contain a PO#). c. Scan and attach any back up documentation required by Audit. d. Click PARTIAL. e. The screen below appears and should be completed as follows: i. Quantity this is always zero. Tab through. ii. Dollar Amount - the Dollar Amount of the Invoice being approved for payment. iii. Comments Section this must include the following PARTIAL or FINAL PAYMENT Invoice # and dates services were performed. 16. Click GREEN CHECK. 37

38 17. Click RECEIVE (see arrow). This is your electronic signature. 18. This second invoice has now been approved for payment and attached to the PO. Run a PO Inquiry to see how these Payment Approvals (and any attachments required by Audit) have been attached to the PO and will be viewed by A/P & Audit staff. 38

39 Invoice Approval Blanket PO s & 1 Line Contracts Split Funded NOTE for future Requisitions it is possible to create 2 (or more) lines with the exact same description but with different fund numbers. To approve invoices under the current method of creating Requisitions please follow the steps below. 1. Go to Favorites and click on PURCHASE ORDER RECEIVING. 2. Click QUICK RECEIPT. 3. Enter the PO# (see arrow) from the invoice. Note all invoices must contain a PO# prior to being approved for payment in Munis. 4. Click GREEN CHECK. 5. The screen below appears showing the information exactly as it appears in the PO. 39

40 6. The next step is to scan and attach any documents required by the Audit Department to support or verify the invoice being approved for payment. See pages above for instructions on attaching documents. 7. We are going to approve an invoice for payment for the partial completion of services on this PO. 8. Click Partial (see arrow). 40

41 9. The screen below appears and should be completed as follows: a. Quantity this is always zero. Tab through. b. Dollar Amount - the Dollar Amount of the Invoice being approved for payment. c. Comments Section this must include the following PARTIAL or FINAL PAYMENT Invoice # dates services were performed AND THE FUND LINE ALLOCATION. 10. Click GREEN CHECK. 41

42 11. The screen below appears. 12. Click RECEIVE (see arrow). This is your electronic signature. 13. This invoice has now been approved for Payment and attached to the PO. Run a PO Inquiry to see how these Payment Approvals (and any attachments required by Audit) have been attached to the PO and will be viewed by A/P & Audit staff. 42

43 Invoice Approval - Multi Line PO s with 1 Fund Line NOTE - For some consultant contracts it will be required to create a multi-line Requisition listing each of the services that the consultant is supposed to complete. These services should be listed in the scope of services within the Contract and the vendor invoice should itemize the charges by the line items on the Requisition/PO. In these situations you would approve the invoices in Munis just like PO Receiving for Hard Goods (pages 10-31) with the exception of completing the NOTES Section differently and instead of attaching packing slips you would attach time sheets, final reports from the consultant etc.. Follow the exact same steps as you begin any other Approval: 1. Go to Favorites and click on PURCHASE ORDER RECEIVING. 2. Click QUICK RECEIPT. 3. Enter the PO# (see arrow) from the invoice. Note all invoices must contain a PO# prior to being approved for payment in Munis. 4. Click GREEN CHECK. 5. The screen below appears showing the information exactly as it appears in the PO. 6. This PO is for legal work for 2 separate cases with 2 separate line items. 43

44 7. The next step is to scan and attach any documents required by the Audit Department to support or verify the invoice being approved for payment. See pages above for instructions on attaching documents. 8. We are going to approve an invoice for payment for the completion of services on 1 line of this PO. 9. High Light the line item for the invoice that was received. 10. Click Partial (see arrow). 44

45 11. In this example we received an invoice for the full amount of Line 1 on the PO. 12. The screen below will appear and should be completed as follows: a. Quantity this is always zero. Tab through. b. Dollar Amount - the Dollar Amount of the Invoice being approved for payment. c. Comments Section this must include the following PARTIAL or FINAL PAYMENT Invoice # dates services were performed. 14. Click GREEN CHECK. 45

46 15. The screen below appears. 16. Click RECEIVE (see arrow). This is your electronic signature. 17. This invoice has now been approved for Payment and attached to the PO. Run a PO Inquiry to see how these Payment Approvals (and any attachments required by Audit) have been attached to the PO and will be viewed by A/P & Audit staff. 46