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Paying Vendors

Paying Vendors. BPAs & P-cards. Getting Started. Approved systems for generating BPAs are: APEX Benefits – vendor info interfaces with Banner Catbooks / Agbooks Benefits – comprehensive system, does more than just BPAs Handwritten Excel To learn more about APEX contact Lynne x5739

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Paying Vendors

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  1. Paying Vendors BPAs & P-cards

  2. Getting Started • Approved systems for generating BPAs are: • APEX • Benefits – vendor info interfaces with Banner • Catbooks/Agbooks • Benefits – comprehensive system, does more than just BPAs Handwritten Excel To learn more about APEX contact Lynne x5739 To learn more about Catbooks contact catbooks@montana.edu

  3. What info should I include on my BPA? • Your contact information – Name, email, office phone number • Vendor name and address – make sure what prints on your BPA is accurate! • (more on this later) • Remit Info – this is for the vendor & prints on the check stub/remit summary: • Department Name • Account number – from the vendor • Invoice number • Additional Info – this is for you: • DPO number, contracted services detail, other information that is important to the department’s records, but not necessarily the vendor • Authorized Signature – we can’t pay from an unsigned BPA

  4. What info should I include with my BPA? Invoices Other relevant forms Travel forms Purchasing forms Hospitality Approval forms • These things are not invoices: • Work Orders • Statements • Quotes • Missing Receipt Forms (Missing receipt forms are ONLY okay with Pcard reports and even then we don’t love them )

  5. Checking Vendor Information Banner FTMVEND

  6. Checking Vendor Information Banner FTMVEND

  7. Checking Vendor Information Banner FTMVEND

  8. Checking Vendor Information Banner FTMVEND

  9. Has my payment been processed? Banner FAIVNDH

  10. Other important A/P information W-9 forms Most recent version from the IRS is dated August 2013. The form is available on our website at http://www.montana.edu/wwwbu/accounting.html If you have a W-9 saved out to your desktop, please make sure it is the most recent version.

  11. P-cards • New p-card application form • Please remember to complete ALL fields on the form and DO NOT modify • We need to know: • 0 + Entire GID number • Entire PO Box address • Phone number with area code • Org number

  12. P-cards – things to remember • Review all your indexes for activity in 62886 • process corrections promptly • Add consistent, meaningful descriptions • Example: NACUBO-M Smith Dallas, TX 09/1-09/7/13 • Travel justifications • Include one copy behind report page for each traveler/trip, we don’t need a copy with each receipt. Save a tree.

  13. Bonus – Costco!! Please use appropriate account codes Not everything goes to 62290 Remember batteries are considered e-waste and should be coded to 62245 Beverages (when not specifically for an event/meeting) should be coded to 62278

  14. Questions & Comments

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