Accounts Payable Training

1. Accounts Payable Training Vendor Information & Voucher Preparation Revised 05/06/2014

2. Vendor Information • Before you purchase anything from a vendor you must make sure they are set-up in FAMIS, have a W-9 on file and they are not on state hold. This is done on FAMIS Screen 103.

3. You can do a vendor search in Canopy to see if the vendor is in our system, a HUB vendor, or on state hold

4. The W-9 Form is listed on the Accounts Payable homepage under Accounts Payable Forms.

5. Vendor Information • If the vendor is not set-up in FAMIS/Canopy you will need the following information (located on the W-9 form): • Vendor name • Vendor address • Vendor phone and fax numbers

6. If you have any questions about any of the information you need to get from a vendor, please do not hesitate to call Veronica at 519 5478. • Once you receive all of this information please list it on your voucher prep form.

7. Voucher Preparation Form

8. Voucher Preparation Form

9. Voucher Preparation Form Information • Must be attached to EACH invoice submitted for payment • All information is important on the voucher prep form • Payments will be made using the information provided by each department on the voucher prep form. • Please completely fill out each voucher prep form • Left side and bottom of the form is for the department to fill out, and the right side is for payment processing.

10. Basic Voucher Prep Form Information • Department is responsible for the following information. • Account # • Purchase Order # • Date invoice received • Date goods/services received • Amount approved to pay • W9 Info • Comments (for vendor dispute or reason for late payment) • Vendor information (non-P.O.) • Detailed description of items (non-P.O.) • DON’T FORGET TO ATTACH PACKING SLIPS

11. Non- PO detail information • The vendor name and information of the item purchase is required on form. • Additional information is required on the voucher prep form for the following items • Registration fees • Award items • Clothing purchases • Flowers, floral arrangements, and plants

12. Registration Fees • Advanced payment of fee • 6 weeks in advance only • Invoice and/or registration form • Date of the event (on voucher form) • Copy of the Travel Request

13. Award Items • No more than $100.00 per item when using state funds. • Local funds may be used to grant employee service awards. • All cash awards must go through payroll and are subject to taxes. (including gift cards) • Requires the following information on voucher form: • Who received award • Why • When • What award is it

14. Clothing Purchases • Below items are required on the voucher form: • Who will be receiving the clothing • Why the clothing is being purchased • Description of clothing item (shirt, hat, etc.) • Number of each clothing item purchased • This is considered a personal item and must be explained for auditing purposes. • State accounts cannot be used.

15. Flowers, Floral Arrangements, and Plants • Can not use state funds for these purchases • May use local funds for purchase of floral arrangements for a common office space (waiting room) and landscaping plants • President’s office will send flowers from the University in case of illness or death. • Please contact Donna Dobson in the President’s office at 5720.

16. Invoice Requirements • We can only accept invoices NOT statements • Remit to address • Charged to TAMUCT • PO# referenced (if applicable) • Valid description of purchase • Correct prices • Make sure to take advantage of all discounts • Check to make sure NO tax was charged • Does the invoice match what is in FAMIS if a PO?

17. Invoices • If the invoice is correct then attach a completed voucher prep form and send to Accounts Payable • If the invoice is not correct then contact the vendor to make changes. • Credits • New invoice • If you have a vendor dispute, please keep a daily log with the times you contact the vendor.

18. Dates • Prompt Payment Law • Invoice must be paid within 30 days of either: • The day you receive the goods or service; or • The day you received a correct invoice. • The latest date will be used to determine the due date. • Do not send invoices to us for payment if there is a dispute with the vendor. • Must keep a daily log of communication with vendor to turn in with late invoice.

19. Multiple Deliveries on One Invoice and Partial Payments • Several invoices for 1 order • Invoice should be paid if all items are received on that invoice • Do not hold the completed invoices if correct because this may cause interest to build • Do not send an invoice for payment until all items or services are received in proper working condition • Applicable if the vendor is shipping your order in several shipments • Date of goods/services received should be the last date on which you received your final package or service

20. Discounts • We should take advantage of these discounts that vendors offer. • Examples • 2/10 (2% discount if paid within 10 days) • 2% by 10th (2% discount if paid by the 10th of the next month) • Cash discount • These can be found in the terms section of an invoice.

21. Advanced Payments • Subscriptions (6 weeks) • Rental Fees (6 weeks) • Maintenance Agreements (6 weeks) • Rent (14 days) • If payment is required by the vendor before the item will be delivered (situation dependent). • Cost Savings involved

22. Purchase Orders (PO`s) • A purchase order is considered anything $5,000.00 or more • Any requisition can request a purchase order no matter the dollar amount • Please note “Requesting PO” on requisition form • A contract with vendor • Rental agreements would be an example of a contract Please route all PO requests to our Purchasing department

23. PO`s Continued • A purchase order is created from a requisition form. Attached to the requisition should be the contract, estimate or paperwork from vendor stating a break down of costs. • An invoice should never be received before a PO is created. This would show that we are receiving goods before the Purchase order is made. This is a major audit finding. • A W9 from the department will be required if they are not set up in FAMIS • The requisition and all attached paperwork is given to the Purchasing department. Purchasing will create a PO and keep all original paperwork. The PO paperwork created will be given to the department. • It is the departments responsibility to keep track of all PO`s requested and make sure all payments are made to the vendor. Screen that can be utilized to help look up PO and insure accuracy as requested are 27,164,220,278 and 285.

24. PO’s Continued • Famis order- Force Pay • Per comptrollers request Force Pay is used as an exception and is not to be used on all orders that do not match the invoice. This can only be done when an invoice is 10% more or less than the purchase order or if the invoice is $100 more or less max. An email will need to be attached from the department stating why this increase appeared. If the invoice is less than $5 no documentation is needed from the department. If a line item does not match the dollar amount on the order and it is paid as a force paid, all remaining vouchers on that order will have to be force paid to process.

25. Accounts PayableFAMIS Screens

26. OPEN FAMISOn this Screen, Where the cursor is Blinking: Type TPX and then press ENTER.

27. USERID: Enter the USER ID assigned to you. Hit the TAB key. PASSWORD: Enter the temporary password assigned to you. Hit the TAB key. NEW PASSWORD: Enter a new password that has at least 8 characters. It must start with a letter and must include letters and numbers. Hit ENTER You will be asked to re-enter your password, enter your NEW PASSWORD again and hit ENTER. You have been given a temporary password. The first time you use FAMIS, you will need to change your password.

28. Once you get to this screen,where the cursor is blinking: press ENTER

29. Once you get to this screen, where the cursor is blinking: press F2 key on your keyboard

30. IMPORTANTDO NOT type anything on the New Password line unless you want to change your password. • Once you get to this screen, where the cursor is blinking: USERID: Type your user ID and hit the TAB key PASSWORD: Type your password (the new password you selected in the previous step) and press ENTER.

31. NOTEIf you forget to clear the screen before typing FAMI, you may get a “transaction is unrecognized” message. If you get this message, clear the screen, retype FAMI and then press ENTER. • Once you get to this Screen: • Click on the “clear” button on your screen • Then type FAMI and hit ENTER

32. For first time users, you will see a screen for FAMIS security requesting you to read and accept the Statement of Responsibility.

33. To proceed you must enter a “Y” to accept the agreement. If you do not enter a “Y” you will not be allowed to continue.

34. On this screen you need to provide or update the appropriate information. • Enter your legal name. • Hit the TAB key. • Enter your business phone number. • Hit the TAB key. • Enter your email address (optional). • Then hit ENTER. (you may have to hit Enter again) On the next screen hit ENTER.

35. You are now at the Main Menu You can access any screen by entering the screen number in the Screen field. Start with screen 103. Type 103 in the Screen field and press ENTER.

36. Vendor Information • Screen 103-Let’s search for the vendor Austin Ribbon & Computer • With cursor at Vendor line type as much of the name as you can & hit enter

37. This screen lists what matches to the search name-the Search line is longer now so if need be you can enter more of the name and hit enter to narrow down the list.

38. F10 will allow you to see the Remit to address of the Vendor. To select the Vendor place an X by the name and press enter.

39. On this screen we see the Vendor info. for Austin Ribbon & Computer and also that they are a HUB vendor

40. Vendor on State Hold • Screen 103 will show you if a Vendor is on Hold with the State of Texas.

41. Vendor Payments in FAMIS • Screen 162 Allows you to see all payments to vendor for fiscal year. • Enter Vendor number and press enter-or search by name, choose the vendor and press enter

42. See Vendor Payment by Invoice • Screen 160 allows you to search by invoice-enter vendor number or name, invoice number and press enter (if you entered name you will have to select one of the names with a X and then press enter) • Let’s search for Invoice SI-164696 for Austin Ribbon and Computer—After invoice number is entered press enter.

43. This screen shows that it was paid with voucher number 0100707. The check number was 579496. For more detail you can look up the voucher on screen 168.

44. Screen 168 • Enter the voucher number (0100787) and press enter. • This shows check number, description, Invoice number, etc.

45. This screen shows more information for each line item on the voucher. Screen 169

46. Screen 26-Balance of Purchase order & Account number(s) tied to Order

47. Screen 278 • This screen allows you to see the purchase order line items

48. Screen 278 – F5 • By pressing F5 on screen 278 you are able to see the invoices that have been paid on a particular purchase order.

49. Screen 220 • This screen allows you to see who your buyer is in Purchasing. • It also allows you to review the freight terms on your purchase order.

50. Screen 220-F9 • This screen allows you to review the dates your goods were received in Central Receiving.