Accounts Payable Group

1. Accounts Payable Group End Of Year Elluminate Session

2. All Standard PO’s must be RECEIVED ONLINE AND SENT TO A/P. • A shipping line needs to be included on the original requisition if needed.I have included the Hot topic on the next slide that shows you how to set up the shipping line correctly. • Please remember to return all invoices to AP. We Cannot process payment without an invoice. • Remember to also receive the shipping lines (when added). STANDARD PO’S ALL START WITH A 45….

5. S & S = SIGN & SEND YOUR 75 FRAMEWORK PO’S • All Framework PO’s require authorized signatures. • Remember when setting up a Framework PO you must have a “B” in the itemcategory of the requisition. If the “B” is not in the item category we CANNOTpay the invoice and the PO WILL HAVE TO BE CANCELED.

6. URGENT INFORMATIONON STANDARD PO’S • YOU CANNOT UN-RECEIVE PURCHASE ORDERS IN SAP THAT HAVE ALREADY BEEN PAID!! • ONCE AN INVOICE HAS BEEN PAID THE ONLY WAY TO GET MONEY BACK IS TO OBTAIN A CREDIT MEMO. NO EXCEPTIONS!!

7. MILEAGE Use proper names, NO NICKNAMES!! ALWAYS PUT YOUR PERSONNEL # Mileage rate for 2011 currently is .51 cents per mile. Parking/tolls that are over $5.00 per trip require a receipt. For information on mileage refer to Business Practice Bulletin A-442. If it’s a new person who has never received mileage or they have changed locations, please contact Purchasing to have them set up a vendor number before submitting the mileage voucher to Accounts Payable. This will expedite payment to the person. Attach a mileage voucher summary form when submitting multiple months or multiple paged mileage vouchers with the same coding and for the same year. It’s recommended that mileage be turned in monthly. Fill in and check the line of coding. Make sure you do a budget transfer prior to submitting mileage vouchers. Obtain original signatures on all mileage vouchers. Please remember when submitting school principals mileage, the signature must come from the area directors. Bookkeeper / Budget Keeper: Always put your name, phone number, and full name of the location on the mileage voucher.

8. TRAVEL REIMBURSEMENT Business Practice Bulletin A435 provides guidance for travel reimbursement. Please remember to check both GL Accounts“53330000” (in state) “53370000” (out of state) and“57330000” before submitting to Financial Reporting. Please make sure the fees for the registration is transferred to the “57330000”GL ACCOUNT. When sending in your travel vouchers please include the following: TDA- car rental MUST be pre-approved before you travel TRIP REPORT TICKET STUBS ORIGINAL RECEIPTS MOST ECONOMICAL APPROPRIATE SIGNATURES WAY. PLANE, CAR. AGENDA/PROGRAM We have a special contracted rate with Avis Rent A Car. TheAWD# is: A113400, Phone# 1-800-338-8211

9. CHECK REQUEST All original invoices MUST be stapled to the check request. Both the invoice and the check request MUST BE SIGNED with the authorized signatures for that location. Please remember to do your budget transfers before submitting your check requests for payment. Any check request that is NOT on an exempt activity MUSThave secondary approval. (refer to your freeze exempt list) Remember to fill in the line of coding on thecheck request form. Please put your name, phone number and location on the check request for any questions we may have.

10. OFFICIALS PLEASE STAPLE A SIGNED ATHLETIC PAYROLL REPORT FORM TO THE NEW CHECK REQUEST FORM WHEN PROCESSING OFFICIALS. THE OPPONENT MUST ALWAYS BE FILLED IN.REMEMBER TO FILL IN THE LINE OF CODING ON THE CHECK REQUEST. BEFORE SUBMITTING IF YOU HAVE QUESTIONS YOU CAN CALL BARBARA AT 754-321-8485. FOR THE FORM CONTACT KIM AT 754-321-1202

11. POLICE INVOICES • When submitting Police Department invoices an invoice number MUST be used to avoid error in payment. • We cannot pay from statements, INVOICES ONLY! • All police invoices must have a copy of the invoice attached to be mailed with the check.

12. PUBLIX INVOICES ALL PUBLIX RECEIPTS MUST BE TAPED TO AN 8 ½ x11 SHEET OF PAPER. **DO NOT TAPE ON THE AMOUNT, REFERENCE #, DATE OR STORE #. PLACE TAPE AT THE TOP AND BOTTOM OF THE RECEIPT. EACH SHEET OF PAPER NEEDS TO HAVE THE APPROPRIATE SIGNATURE, PO NUMBER, AND THE NAME OF SCHOOL/DEPARTMENT WRITTEN ON IT. WE MUST HAVE ALL THIS INFORMATION TO PROCESS THE PAYMENT. DUPLICATE RECEIPTS ARE NOT REQUIRED. IF THE RECEIPT IS LOST OR ITEMS ARE NOT LEGIBLE, PUBLIX CORPORATE OFFICE WILL PROVIDE A COPY OF THE RECEIPT. THE PHONE NUMBERS ARE ON YOUR STATEMENTS.

13. PROBLEM INVOICES WHEN YOU RECEIVE AN EMAIL FROM GRETCHEN ALERTING YOU OF A PROBLEM WITH AN INVOICE, PLEASE MAKE SURE YOU CONTACT HER VIA EMAIL ONCE THE PROBLEM HAS BEEN FIXED. IF THIS PROCEDURE IS NOT FOLLOWED YOUR INVOICE REMAINS OUTSTANDING AND THE VENDOR DOES NOT GET PAID!!!

14. IMPORTANT REMINDERS • Invoices must include invoice number, date of service, name and remit address of vendor to be paid. No STATEMENTS OR PACKING SLIPS. • Make sure all invoices have a PO number. (verify PO has money available) Before submitting invoices (on PO’s) YOU MUST CHECK ME23N. • S&S = SIGN AND SEND YOUR 75 INVOICES TO A/P • RECEIVE YOUR 45 INVOICES ONLINE AND RETURN TO A/P • Make sure budget transfers are done before submitting mileage, check requests and travel vouchers.

15. ME23N – MOST OF YOUR INFORMATION WILL BE FOUND ON THIS TRANSACTION SCREEN • Look for a blue tab that is marked PO HISTORY and select it. (note- If there are no invoices paid you will not see a PO history tab.) The top half of this page shows the money on the PO. You will also see how many lines the PO was written for. Use ME23N for all PO information. • On ME23N you will also see the name of the vendor and the vendor number. • If this is a standard PO (45) please remember to receive all lines. • The bottom half of the screen will show a 5000 (10digit #) if an invoice has been received online. You will see a 5400 (10 digit #) under it indicating a payment has been entered. • On a (75) PO you will see the 5400 (10 digit #) when a payment has been entered.

16. There are two ways that you can look up an invoice to see if it’s been paid. • The first way will be to go to ME23N. Now remember you can only use this screen if it has a PO number. (You cannot look up Check Request’s on this screen.) • Go to ME23Nand click on the blue purchase order history tab and click on the 54 document number you want. The screen will appear with the invoice that was entered.. Then click follow on documents. A small box will open and you will double click on Accounting. Then when the next box opens you will double click on the account number. Go up to your menu and look for the word environment, then look for check information. Click the check information. That takes you to the screen with the check date, number and whether it’s been cashed or not.

17. The second way to see if an invoice has been paid: FBL1N: This can be used both for Check Requests or PO’s. If a vendor is paid ACH (electronically) there is no check information. Scroll to the far right of the page and there will be a “T”. (ACH-WIRE TRANSFER) There is no check number. A “C” indicates a check payment and a check number is available. To use FBL1N • First you must enter the correct vendor number. Select all items and leave the date blank. Click execute. • The red lightening bolts mean that the invoices are past due and will pay on the next check run. • The red ball means they are entered for payment however they are not due at this time. A bell means ready for payment. • If there is a green square that means they have paid and you can double click on the 54 number and it will take you to the display document screen. Then go to menu, environment , and then check information. This will give you the check date, check number and whether or not the check has been cashed.

20. Now before you click your heels together and start your summer vacation……Please make sure you send your invoices, mileage, travel and check requests in early so that if there are any questions or problems we can contact you before you leave and get it resolved. We don’t want to delay payment to the vendors.