Kentucky State University Business Policies and Procedures Manual
Responsible position(s):
Accounts Payable Manager
Required documents and access:
Banner
Frequency and timing:
Daily review of new data entry
Weekly/monthly review of aging
Steps:
Review invoices entered daily by AP Clerks and raise questions about invoices that appear unusual.
Return any invoices that require correction to the AP Clerk
Exclude any invoice needing corrections from the check run until corrections are
Follow-up with clerks on the status of invoices awaiting receivers prior to check processing.
FOAUAPP User Approval
User: AP Manager
NEXT BLOCK brings up a list of invoices awaiting AP approval.
Select one of the invoice numbers and click Detail
Related > Query Document by Type > Next Block for invoice data
Click Retrieve to open the invoice in BDM
○ Check that:
■ Invoices match the data entry including vendor, invoice number, amount, remit address, bank,
Personal services are flagged as 1099 reportable.
FOAPs are reasonable for the items purchased, especially capital expenses.
Invoices include appropriate details,
Special processing instructions are clearly marked, and
■ Invoices do not raise any red flags.
completed. Negative vendor balances will automatically be excluded from check runs.
FAAPAYC Payment Control
■ Invoice: invoice number
Check box for Invoice Hold
FARIREC Invoices Awaiting Receivers
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)