Accounts Payable
Training
Vendor Information
&
Voucher Preparation
Revised 10/16/2014
Vendor Information
• Before you purchase anything from a vendor you must
make sure they are set-up in Canopy, have a W-9 on file and
make sure they are not on state hold. You can do a vendor
search in Canopy to see if the vendor is in our system, a
HUB vendor, or on state hold. If the vendor is on state hold
you may call them and inform them that they are. Then they
may call the State Comptroller at 1-800-531-5441 ext.34561.
The W-9 Form is listed on the Accounts Payable homepage under
Accounts Payable Forms.
Vendor Information

If the vendor is not set-up in Canopy you will need
the following information (located on the W-9
form):
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Vendor name
Vendor address
Vendor phone and fax numbers
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If you have any questions about any of the
information you need to get from a vendor,
please do not hesitate to call Veronica at 519
5478.
Once you receive all of this information please
list it on your voucher prep form.
Voucher
Preparation Form
Voucher Preparation Form
Voucher Preparation Form
Information
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Must be attached to EACH invoice submitted for
payment
All information is important on the voucher prep
form
Payments will be made using the information
provided by each department on the voucher
prep form.
Please completely fill out each voucher prep form
Left side and bottom of the form is for the
department to fill out, and the right side is for
payment processing.
Basic Voucher Prep Form Information

Department is responsible for the
following information.
 Account #
 Purchase Order #
 Date invoice received
 Date goods/services received
 Amount approved to pay
 W9 Info
 ***Comments (for vendor
dispute or reason for late
payment)
 Vendor information (non-P.O.)
 Detailed description of items
(non-P.O.)
 DON’T FORGET TO
ATTACH PACKING SLIPS
Cont. Basic Voucher Prep
Form Information

System Office has informed us that
effective of September 1, 2014 all
employee reimbursements have to be
submitted within 90 days. If turned in
after the 90 days you will not be
reimbursed. This applies to travel as
well as other requests for
reimbursements. Texas A&M University
will have no exceptions on this rule
because it has to do with an IRS ruling.
Non- PO detail information
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The vendor name and information of the item
purchase is required on form.
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Additional information is required on the voucher
prep form for the following items
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Registration fees
Award items
Clothing purchases
Registration Fees
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Advanced payment of fee
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6 weeks in advance only
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Invoice and/or registration form
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Date of the event (on voucher form)
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Copy of the Travel Request
Award Items
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No more than $100.00 per item.
Local funds may be used to grant employee service
awards.
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All cash awards must go through payroll and are subject to
taxes. (including gift cards)
Requires the following information on voucher
form:
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Who received award
Why
When
What award is it
Clothing Purchases
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Below items are required on the voucher
form:
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Who will be receiving the clothing
Why the clothing is being purchased
Description of clothing item (shirt, hat, etc.)
Number of each clothing item purchased
This is considered a personal item and must
be explained for auditing purposes.
State accounts cannot be used.
Flowers, Floral
Arrangements, and Plants
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Can not use state funds for these purchases
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May use local funds for purchase of floral
arrangements for a common office space (waiting
room) and landscaping plants
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President’s office will send flowers from the
University in case of illness or death.
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Please contact Donna Dobson in the President’s
office at 5720.
Invoice Requirements
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We can only accept invoices NOT statements
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Remit to address
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Charged to TAMUCT
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PO# referenced (if applicable)
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Valid description of purchase
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Correct prices
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Make sure to take advantage of all discounts
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Check to make sure NO tax was charged
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Does the invoice match what is in Canopy if a PO?
Invoices
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If the invoice is correct then attach a completed
voucher prep form and send to Accounts Payable
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If the invoice is not correct then contact the
vendor to make changes.
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Credits
New invoice
If you have a vendor dispute, please keep a daily
log with the times you contact the vendor.
Dates
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Prompt Payment Law
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Invoice must be paid within 30 days of either:
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The day you receive the goods or service; or
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The day you received a correct invoice.
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The latest date will be used to determine the due date.
Do not send invoices to us for payment if there is a
dispute with the vendor.

Must keep a daily log of communication with vendor to
turn in with late invoice.
Multiple Deliveries on One Invoice
and Partial Payments
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Several invoices for 1 order
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Invoice should be paid if all items are received on that invoice
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Do not hold the completed invoices if correct because this may
cause interest to build
Do not send an invoice for payment until all items or
services are received in proper working condition
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Applicable if the vendor is shipping your order in several
shipments
Date of goods/services received should be the last date
on which you received your final package or service
Discounts
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We should take advantage of these discounts
that vendors offer.
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Examples
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2/10 (2% discount if paid within 10 days)
2% by 10th (2% discount if paid by the 10th of the next
month)
Cash discount
These can be found in the terms section of an
invoice.
Advanced Payments
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Subscriptions (6 weeks)
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Rental Fees (6 weeks)
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Maintenance Agreements (6 weeks)
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Rent (14 days)
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If payment is required by the vendor before
the item will be delivered (situation
dependent).
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Cost Savings involved
Purchase Orders (PO`s)
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A purchase order is considered anything
$5,000.00 or more
Any requisition can request a purchase order
no matter the dollar amount
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Please note “Requesting PO” on requisition form
A contract with vendor
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Rental agreements would be an example of a
contract
Please route all PO requests to our Purchasing
department
PO`s Continued
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A purchase order is created from a requisition form.
Attached to the requisition should be the contract,
estimate or paperwork from vendor stating a break down
of costs.
An invoice should never be received before a PO is created.
This would show that we are receiving goods before the
Purchase order is made. This is a major audit finding.
A W9 from the department will be required if they are not
set up in Canopy
PO’s Continued
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The requisition and all attached paperwork is given to the
Purchasing department. Purchasing will create a PO and keep all
original paperwork. The PO paperwork created will be given to the
department.
It is the departments responsibility to keep track of all PO`s
requested and make sure all payments are made to the vendor. Steps
to the screen that can be utilized to help look up a PO and insure
accuracy as requested are below:
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•
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Go to FRSthen purch documents
Change class to ‘P’ and type in the PO number for the document
and press enter
You can type in the vendor number to search all PO’s for that
vendor
PO’s Continued
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Famis order- Force Pay
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Per comptrollers request Force Pay is used as an exception and is
not to be used on all orders that do not match the invoice. This
can only be done when an invoice is 10% more or less than the
purchase order or if the invoice is $100 more or less max. An
email will need to be attached from the department stating why
this increase appeared. If the invoice is less than $5 no
documentation is needed from the department. If a line item
does not match the dollar amount on the order and it is paid as a
force paid, all remaining vouchers on that order will have to be
force paid to process.
Accounts Payable
Canopy Screens
Open Canopy and login
Your login information is the same for both FAMIS and
Canopy
You are now at the Main Screen
Vendor Search
To search for a vendor, click the FRS tabsearch
then vendor search
Type in the vendor then press enter
•This screen will show you if the vendor is on state
hold or a hub vendor
•To verify the correct address, click the address button
on the right of this screen
•If the vendor is on state hold you may call them and
inform them that they are. Then they may call the State
Comptroller at 1-800-531-5441 ext.34561.
After choosing the correct vendor number, you can search
all payments made to this vendor during the current fiscal
year by clicking vouchers by vendor tab.
Clicking on a voucher will bring up this screen
•You can find the check date and when the check was paid by
the bank
•The bottom of the screen will have the invoice number
Purchase orders
•Go to FRSthen purch documents
•Change class to ‘P’ and type in the PO number for the
document and press enter
•You can type in the vendor number to search all PO’s for that
vendor
On this screen you can find the PO amount, contact
person, account being used, line item description, and
remaining balance.
Phone Numbers for
Accounts Payable

Rachel Borego
254-519-5415
 Monday- Thursday
7:30-5pm
 Friday 8-2pm
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Veronica Hernandez
254-519-5478
 Monday- Thursday
7:30-5pm
 Friday 8-2pm