Transcript Document

How To Work This Thing
This presentation is intended to make
filling out a Buff Form easier; however,
some may find it difficult to maneuver
efficiently betwixt all the glitz and
glamour so here are a few pointers:
•
If you don’t want to watch the parade, simply hit
enter. Hitting enter repeatedly will skip over the good
parts and still get you where you need to go. Hitting
enter once will stop the present slide, for a time, just in
case you want to take time to re-read something;
hitting enter twice will advance you to the next slide.
Accounts Payable Requisitions
a/k/a
Buff Forms
• Two things to remember:
– Buff Forms pay for goods received (or services
rendered) that were NOT ordered with a Purchase
Order.
– Payment for services rendered requires a Contract
For Services attached to the Buff Form. Per
Federal regulations, the original Attestation Form
connected to the Contract for Services must be
attached to the Buff Form.
Paint By Numbers
The complicated and oft times painful process
of filling out a Buff Form is conveniently
broken down into twelve easy-to-follow steps.
It sounds like a lot of steps, yes, but twelve
isn’t really bad.
Wait until you get to Expense Vouchers.
1. Vendor Address
This is the vendor’s
name and REMIT
TO address, which is
not to be confused
with their mailing
address.
The REMIT TO address
can be found on the
invoice, in most
cases.
2. Requisition Date
You guessed it.
Today’s date.
3. FID/SSN
If you haven’t paid an
invoice from this
vendor before, enter
the vendor’s FID
(Federal ID Number)
or SSN (Social
Security Number).
If one is not provided on
the invoice, you can
get it by calling the
vendor.
4. Invoice Date
Yes. The date of
the invoice.
5. Invoice #
This is a very important part of The
Process; it is essential that it is
correctly represented or all is for
naught. This is especially
important for duplicate invoices.
On that subject, be very careful when
submitting invoices you think you
already paid but the company said
you didn’t because SAP, although a
fine and pleasant misery, doesn’t
ALWAYS catch duplicate invoices.
If you submit it twice and it is paid
twice you are twice as likely to have
lost that money from your budget
than you would have been had you
simply recorded it the first time
somewhere in your internal
accounting system and fought to
the death the vendor’s accusation.
6. Amount
Again, yes. The
amount of the
invoice.
7. Cost Center/WBS #
Put the Cost Center/WBS (budget
code) from which you would
like the invoice paid. If
splitting the invoice between
multiple budget codes, feel free
to take up all the lines you
need, but please don’t exceed the
amount of lines provided—
instead, feel free to use up
another Buff Form with your
additional budget codes.
Make sure your splits add up to the
invoice total.
8. Description of Item
SAP requires that every single
solitary line of coding has a
description attached to it.
This is especially handy for
you when researching your
expenditures even if it IS a
pain for us Accounts
Payable clerks who have to
leave our beloved keypads to
enter something as
pedestrian as text. But there
is no price we accounting
clerks aren’t willing to pay
in order to make your lives
easier.
9. Requisition Total
Add em up.
Move em out.
Rawhide.
10. Quotations Received From
If your purchase is $2500 or
more, two additional vendors
must be listed and supporting
paperwork must be kept on file
in your office for audit
purposes—refer to SAP
Procurement Policies located in
the Forms Repository on
www.csc.edu for details.
If no additional vendors are listed,
one of the boxes under
“Explanation for Non-Bid
Purchase” must be checked,
otherwise payment cannot be
made.
11. Requested By
The person filling
out the
requisition is the
person who signs
here.
12. Approved By
The budget code fund
controller signs
here.
Every budget code
represented requires
the fund controller’s
signature.
Now…
Staple the ORIGINAL invoice to your Buff Form and
submit it to the Business Office for payment. You
no longer need to attach a copy of the invoice, as NIS
has made it possible for us to house our own records,
creating a mountain of paperwork that will take
three and a half years to shred 75 years from now
when we are legally allowed to shred State Stuffs,
thus allowing you the opportunity to save five point
five cents in copying charges. That’s five point five
cents per invoice. So it adds up.
That wasn’t so hard, now was it?