SECTION X - ACCOUNTS PAYABLE
ACCOUNTS PAYABLE PROCESS
The procedure for paying invoices is the same for all funds.
1. Check the order in, marking items received on the PO. There must be a receiving
signature and date on the PO. It there is a discrepancy between the order and the PO, call
the vendor immediately.
2. If the item is a fixed asset (object #57331), place the bar code on the item. Write the bar
code number and serial number on the PO. We can no longer accept paperwork
without the bar code number and serial number (if applicable).
3. Most locations do not receive invoices. Submit the pink copy of the PO if the order is
complete or submit a copy of the PO if it is a partial shipment (along with a copy of the
signed purchase requisition), with the packing slip(s) attached, to Accounts Payable.
Write “OK to Pay”, sign and date the front of the PO or the PO copy. Please, do not
wait until the order is complete to process packing slips for a partial shipment. If
there is no packing slip, please note that on the PO.
4. If you do submit invoices, please put them in numerical order. If the order is complete,
write “OK to Close” the PO, sign and date. If the order is NOT complete, also write
“Partial” on the PO copy. Do Not alter the PO amount or invoice amount.
5. If a pre-numbered manual purchase order is used it must be signed by the budget
manager, the account number must be included, the cash register ticket or invoice must
be signed by the school employee as the person receiving the merchandise. The prenumbered manual purchase order and accompanying documents will be submitted to
Accounts Payable by the next working day for payment. Pre-numbered Manual PO’s
should be used ONLY when the system purchase order process is not feasible and/or you
are reimbursing an employee.
6. All Purchase Orders, whether they are a system PO, or Pre-Numbered Manual PO;
MUST be dated on or before the invoice date; per state of NM purchasing requirements.
7. All Forms – must have budget manager’s approval signature and date signed. (PreNumbered Manual PO’s, Travel Forms, Mileage Reimbursements, PR’s) Incomplete/
incorrect forms will be returned to the location without payment.
8. All paperwork must be submitted to Accounts Payable on a daily basis; DO NOT HOLD
PAPERWORK!
9. Also, when movie passes or rewards are given out, please attached a list of
students/employees who receive them along with payment instructions.
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Please call (ex. 4330) Accounts Payable if you need a new vendor number or new account
number entered in the 400.
PRE-NUMBERED MANUAL PURCHASE ORDERS
1.
When completing a reimbursement, please use form C-205-Pre-Numbered Manual PO,
please be specific; i.e.; what kind of supplies – classroom, student, food (what meeting
the food supplies are for), travel – name of conference seminar and dates. Receipts
must be added accurately and attached. The receivers name must be legible at the
top of the form.
2.
Non-employees, including students, being paid for services rendered must include
their social security number on the pre-numbered manual PO.
3.
Additionally, for payments to non-employees (excluding students); Form W-9 (C-216)
needs to be completed. The Form W-9 is four (4) pages, with ONLY page one (1)
needing to be filled out.
STUDENT/PER CAPITA PAYMENTS
At the beginning of each school/fiscal year, please setup a blanket purchase order in the
400 with the total anticipated payments to that student/parent. Then submit periodic
payment requests/invoices against that PO.
PURCHASES FROM LOCAL VENDORS
We may purchase from local vendors using a District Purchase Order or the new Pre-Numbered
Manual Purchase Order. The Budget Manager must sign and indicate which of their budgets will
be charged.
1.
Employee must show their purchase order when they pick up the merchandise.
2.
After the merchandise is picked up, the employee should sign the invoice indicating
receipt of the items. Signature must be legible.
3.
The staff member should give the signed invoice/receipt to the school bookkeeper
within 24 hours. It should then be attached to your purchase order and sent to
Accounts Payable at the Business Office for payment.
4.
If the merchandise is equipment, it must be tagged with a bar code. The bar code
number and the serial number must be written on the Purchase Order when sent to
Accounts Payable.
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5.
Please be specific on Purchase Order; i.e. Classroom supplies, office supplies, food
supplies for Title I parent meeting, etc.
6.
Farmer’s Market allows Bloomfield Schools a 10% discount on most sales. These
discounts are not always being taken by the schools/sites. The exception to this is if
Farmer’s states “Net” on their invoice. This means they have already given us the best
price available. The locations need to deduct the 10% discount before forwarding the
invoices to Accounts Payable. The invoice should show the total sale, minus the discount
and the net amount to pay Farmers. Please Remind teachers to tell the clerks not to add
tax as Bloomfield Schools is tax exempt. The district does pay tax on services; prepared
food i.e.; restaurants, and motel/hotel bills.
7.
Sam’s Club. Must take Sam’s Club Card (each school site has one available, others
check out at Business Office ) and purchase order.
REGISTRATION FEES / TRAVEL FORMS
To initiate a purchase order or a check:
Enter the PR on the AS400. Send the registration forms to the Operations Manager or request
the original PO be sent back to your location, to attach forms.
If a purchase order will not be accepted, note that on the PR and we will send a check. Be sure
you allow sufficient time to meet Accounts Payable deadline. A purchase order is preferable in
case the workshop is cancelled or the employee cannot attend.
If the purchase order needs faxed, indicate that on the PR and include the FAX # in the
“Reference” field.
NOTE: Don’t attach registration forms to Travel Expense Forms assuming that the registration
fee will be paid or hotel reservations will be made. The Business Office DOES NOT see the
Travel Expense Form until AFTER the trip is completed and reimbursement is requested.
Watch the dates on conferences – submit OK to pay and an invoice (if you don’t have an
invoice, Please call and get one) as soon as possible following the conference.
If you have any questions, call the Operations Manager.
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