Transcript Richard Stockton College

Accounts Payable Training
for
Direct Pays
A G E N DA
Learn When A Direct Pay Is Needed or
• Is a PO needed
Learn How To Create A Direct Pay
• Learn To Successfully Remove A Direct Pay
• Making Contract Payments
Making Chartwell Payments
•
• Find out how to fix NSF’s and other changes
• Additional Notes
When is a Direct Pay Needed?
Travel Reimbursements
Contracts
Fees, Licenses,
Fines
Memberships
Petty
Cash
Unauthorized Purchases
This is when a PO is not obtained and merchandised is purchased.
This is an exception and should not be in lieu of getting a Purchase Order.
A letter of Explanation will need to accompany this payment and signed by the VP if
over $1000.00
When is a PO necessary?
PO vs. Direct Pay
A Purchase Order is needed for anything tangible.
Anything you can hold in your hands but which would also
Include:
 Bus Rentals
 Advertisements
What you need BEFORE you begin….
VENDOR’S
Z#
And the
Invoice / Bill
Contract
Membership
ARRT form
CORRECT
Address
FOPAL
Direct Pay
Accounts Payable has 10-14 working days to process
documents
Create a Direct Pay
1. Access the Invoice/Credit Memo Form – FAAINVE and Tab to insert
Next in the Document # field and select Direct Pay from the pulldown menu.
2. In the Vendor Field, enter a valid code (Z#) or use the pull down menu
(Entity Name/Id Search form - FTIIDEN) to search for vendor.
3. Perform a Query by typing in Last Name, always start with a capital letter,
type in name (or partial – if using partial add % sign to the end, this acts
as a wild card ) and perform an
Execute Query.
4. Select the correct Vendor / Payee and double click on the name
When you have the CORRECT Vendor / Payee…. NEXT BLOCK
5. This screen is the INVOICE HEADER PAGE and needs to be filled out in it’s entirety.
6. It is very important to input the correct invoice date as this drives the payment date.
The Transaction Date is the date that the document is opened
7. Verify the mailing address matches the remit to on the invoice and if it does not, use the
Sequence drop down arrow to locate the correct one. (If it does not exist, contact Ruth
Aide in Purchasing)
8.The discount code populates automatically and the Payment Due date is directly related
to the Invoice date and the Discount Code (It can be manually changed if necessary)
9. Bank – Enter 01 – this must be entered!! Always 01
10. The VENDOR INVOICE field MUST be filled in using the actual invoice #. If there is
no invoice # and it is a Direct Pay is for a Travel reimbursement or a similar
reimbursement, the travel dates may be used in lieu of an invoice #.
When the page is complete, NEXT BLOCK
You are now on the COMMODITY PAGE - This is the page that is printed and
is sent to Accounts Payable for processing along with the required backup.
11. Tab over to the box next to the Commodity box; this is the DESCRIPTION
box
As much information should be entered here as possible. This will ensure the
payment is being applied properly. If it is for a conference or a hotel, the
confirmation # can be inserted here as well as ARTV form #s
* If you have a check pick up or an enclosure – be sure to write PUC for check pick
up or Encl for an enclosure on the Description line.
**Check pick -up - An email needs to be sent to AP with your BUM being CC’d
requesting a check pick up – this is considered to be an exception
***Enclosure – Please be sure to include a copy with the direct pay
Direct pays… continued
12. Enter the monetary amount in the Approved box
and tab through and
NEXT BLOCK
You have now reached the A C C O U N T I N G PA G E
13. This is where you will insert your FOPAL –
The FOPAL is the FUND, ORGANIZATION, ACCOUNT,
PROGRAM #
14. Enter in the Bank # 01 and tab through Next Block
F I N A L LY … . . Almost Finished
15. Verify the amount is correct
16. Hit the COMPLETE button and Congratulations you have
successfully created a Direct Pay!!!!
Steps to Create a Direct Pay
Go to the
screen
FAAINVE
Under
Document Type
in Z # - If you
don’t know the Z#,
you must do a
Search
NEXT BLOCK
Under the
Invoice Header
Page fill in all
necessary
information
NOTE:
Enter as much info
as possible in the
Description Area –
Confirmation #,
etc
Accounting Page
Enter the Fopal
(Fund, Org, Acct
#)to be used, Bank
01, tab through
Next Block
Commodity Page
Fill out all information
including a description of
the direct Pay –
send this page to AP
NEXT BLOCK
Pay Attention to :
Invoice Date,
Mailing Address
Vendor Invoice #
NEXT BLOCK
Please verify the
amount is
correct, write
down the I# if
necessary and
hit
COMPLETE
Your Direct
Pay is now
Finished
OOPS! I need to REMOVE the Direct Pay
What do I do???
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You are only able to remove a direct pay if it has not been Completed or
has been Disapproved
If you have completed the document, you must call AP for someone to
disapprove the direct pay
First, Go to FAAINVE – Invoice/ Credit Memo
Under Document, type in the I # of the Direct Pay that you wish to
remove…. Next Block
This is the Invoice Header page where you can successfully REMOVE
the document.
On the top of the page, go to RECORD, scroll down to REMOVE, and
then do this a 2nd time.
A memo saying that this item was removed should populate.
You have successfully removed the document!
Contract Payments

When submitting direct pays for
Contract Payments, the following
needs to be included:

Direct Pay information (Commodity Information
Page)

Contract Voucher - form located on the Staff
Council Website under Contract Procedures, #9

Contractors Invoice/Bill for payment
CHARTWELLS
Chartwells does not need a direct pay!!
When Chartwells is used and payment needs to
be made, you would:
Receive the Chartwells Invoice
Write the ARE # along with the FOPAL on the
invoice
Write Ok to Pay with your name
Send over to AP where it will be logged on the
ARE form
A Journal Entry will be done to charge back to
the department
Making Changes To A Direct Pay
Banner is DATE and TIME sensitive

this means that the Transaction date needs to be changed anytime
there is an error fix or change to a document.
Make all changes to a document in FAAINVE – must re-enter the
Transaction date so the new information will be recognized.
NSF - If the document is NSF - go into the document, change the
transaction date, tab through everything most importantly the Fopal
When you get to the last page (Balance and Completion) you can
perform a Previous Block to go back and check that the NSF status
which was a Y is now an N. Return to Balance and Completions
and hit Complete.
For all other changes - Go into the document using FAAINVE, change
the Transaction date, TAB through, make the necessary change,
Tab through entire document and hit complete.
Notes

To Fix a NSF (non sufficient funds) – Verify sufficient budget is in the FOPAL.
When the document has been DISAPPROVED, change the transaction date to
the day you are re-processing, access the accounting distribution, tab through
the FOPAL and complete.

If your document has been disapproved for other reasons, ie. 1099, bank code,
invoice #, then change the transaction date to the day you are re-processing,
access the accounting distribution, tab through the FOPAL, fix the specific
problem and hit complete.

If you are paying an individual for goods and services, code for 1099 if the vendor
is not coded 1099 in the vendor data base, please contact Purchasing.
Corporations do not get coded 1099


Payments that are not originally coded will be disapproved and need to be changed before
payment can be processed
If you have a vendor 1099 question, please call Mary Hughes @ x 4784

CHECK REQUESTS – Send email requesting check pick- up to
AccountsPayable@ stockton.edu, your BUM must be copied – check pick- ups
should be exceptions.

Important – Only use 700000 Account codes