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.
• oFOAUAPP 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.

• oFAAPAYC Payment Control
• ■ Invoice: invoice number
• Check box for Invoice Hold
• oFARIREC 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)