Daily

Open AP postal mail and email to scan and download all invoices.

Sort all invoices and travel vouchers with authorization numbers and move to folders:

Save all invoices without reference numbers to INVOICE TO RESEARCH folder.

Research invoices without references numbers:

Follow-up weekly on items remaining in the INVOICES TO RESEARCH folder. All invoices should be cleared from this folder before closing each month.

Follow-up weekly on any PO invoices awaiting receivers.

PO INVOICES TO PROCESS for items with PO reference numbers.

TRAVEL VOUCHER TO PROCESS for travel vouchers with authorization numbers.

Look up the vendor to find outstanding purchase orders that match the invoice.

FPIOPOV Purchase Orders by Vendor

Vendor: search

Status: open

Contact the vendor to determine who placed the order.

Contact the ordering department to determine if there is a PO.

If there is a PO, indicate the PO number on the invoice and save it to the PO INVOICES TO PROCESS folder.

If there is no PO:

Obtain the FOAP and purpose of the purchase from the ordering department.

■ Determine whether there is sufficient budget in the FOAP to pay the invoice.

Self-Service > My Finance Query > New Query > Budget Quick Query

Enter Fund, Org, and Account – choose roll-up level account with pooled budget > Submit

If there is not sufficient budget:

Request the department initiate a budget transfer to cover the expense, cc: Budget or Grants Office, as appropriate.

Save the invoice to the DIRECT PAY INVOICES TO PROCESS folder.

FARIREC Invoices Awaiting Receiver

Printer: database

Vendor Code: leave blank

Payment Due as of Date: today

Save

Related > Review Output > select file name

Tools > Show Document (Save and Print File)

Contact requestor to confirm receipt and instruct to enter receiver.

FOIDOCH Document History

Document Type: PO

Document Number: from FARREC report