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OFFICE MANAGER’S MEETING

OFFICE MANAGER’S MEETING . APRIL 12, 2011 BOARDROOM. CIMS DEADLINES. BLANKET PO’S. LINE ITEM PO’S. BEST PRACTICE. Budget is tight Take care of outstanding PO’s Last call to staff Sufficient budget Limit last minute PO’s Gifts and party supplies Catering guidelines Rolled PO’s.

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OFFICE MANAGER’S MEETING

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  1. OFFICE MANAGER’S MEETING APRIL 12, 2011 BOARDROOM

  2. CIMS DEADLINES

  3. BLANKET PO’S

  4. LINE ITEM PO’S

  5. BEST PRACTICE • Budget is tight • Take care of outstanding PO’s • Last call to staff • Sufficient budget • Limit last minute PO’s • Gifts and party supplies • Catering guidelines • Rolled PO’s

  6. COPIER OVERAGES ..\..\Copiers\11 copier meter history ELEM up to mar.xls ..\..\Copiers\11 copier meter history SEC up to mar.xls

  7. AP … by the Numbers for 10-11 • Total # of DP’s processed: 31,632 • Total # of PO’s processed: 43,245 • Total $ paid for 74,877 invoices: $150,523,927

  8. Scanning Tips • Attachments smaller than 8x11” need to be taped • Ex: clinician forms • Ex: McAlister’s Deli invoices • No staples • New phone system – scanned documents have legibility issues when faxed; better if emailed to AP

  9. Receiving Tips • 3 way match required for PO payments: • PO + receiving record + invoice = match to pay • F21 – if not all received, be sure to correct lines (3 way match requirement!) • DON’T receive in CIMS if you do not have the item or are going to return it b/c you are not satisfied • Communicate with AP – for auditor & vendors ?’s • Office managers can receive on PO even if not the originator if campus is listed (some exceptions; ex: grant funds must be received by originator)

  10. AP TOOLS Purpose: to help you manage your accounts • Weekly Reports: • Posted Invoice Listing – the BEST TOOL!!!! • indicates thatAP has the invoice for items NOT received yet in CIMS • shows posted invoices: • that are current to overdue • for items that have been delivered to different departments • for expected delivery (some vendors email the invoice same day as mailing items)

  11. AP TOOLS • Monthly Reports: • Open Blanket PO listing • Open Line-Item PO listing • Outstanding Direct Pays • PO’s Received but not Invoiced You will see these more often near the end of the year – please review all your listings!

  12. AP TOOLS Report sent when requested or near end of year: • Open PO Report • Notify AP to close those purchase orders that you don’t need open anymore = $ back to your account • Communicate with AP!!! • Items no longer available = close the PO • Still waiting for items on back order = keep PO open

  13. Account Balances • Watch your account balances carefully • Add shipping when necessary • Be careful with discounts • You will be contacted to correct any accounts that are negative

  14. This and That …. • Invoices – if you have one = AP doesn’t • Packing Slips – attach to your PO for your reference (do not send to AP!) • Direct pay attachments • AP does NOT mail attachments with checks – have check routed back to your site if attachments need to be mailed with check • Donations to charities: • Paid out of 865 accounts only • Must be for non-profit agencies only • Best practice: attach a copy of the agency’s 501(c)(3) exemption form (non-profit status)

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