Frequency and timing:
Steps:
- 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.
- oPO INVOICES TO PROCESS for items with PO reference numbers.
- oTRAVEL VOUCHER TO PROCESS for travel vouchers with authorization numbers.
- oLook up the vendor to find outstanding purchase orders that match the invoice.
- FPIOPOV Purchase Orders by Vendor
- Vendor: search
- Status: open
- oContact the vendor to determine who placed the order.
- oContact the ordering department to determine if there is a PO.
- oIf there is a PO, indicate the PO number on the invoice and save it to the PO INVOICES TO PROCESS folder.
- oIf 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.
- oFARIREC 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)
- oContact requestor to confirm receipt and instruct to enter receiver.
- FOIDOCH Document History
- Document Type: PO
- Document Number: from FARREC report