End Of Year
Elluminate Session
Accounts Payable
STANDARD PO’S ALL
START WITH A 45….
• All Standard PO’s must be RECEIVED
ONLINE AND SENT TO A/P.
• A shipping line needs to be included on the original
requisition if needed. I have included the Hot topic on
the next slide that shows you how to set up the
shipping line correctly.
•
Please remember to return all invoices to AP. We
Cannot process payment without an invoice.
• Remember to also receive the shipping lines (when
added).
S&S
= SIGN & SEND YOUR
75 FRAMEWORK PO’S
•
All Framework PO’s require authorized signatures.
•
Remember when setting up a Framework PO you must
have a “B” in the item category of the requisition. If the
“B” is not in the item category we CANNOT pay the
invoice and the PO WILL HAVE TO BE CANCELED.
URGENT INFORMATION
ON STANDARD PO’S
• YOU CANNOT UN-RECEIVE
PURCHASE ORDERS IN SAP THAT
HAVE ALREADY BEEN PAID!!
• ONCE AN INVOICE HAS BEEN
PAID THE ONLY WAY TO GET
MONEY BACK IS TO OBTAIN A
CREDIT MEMO. NO EXCEPTIONS!!
MILEAGE
•Use proper names, NO NICKNAMES!! ALWAYS PUT YOUR PERSONNEL #
•Mileage rate for 2011 currently is .51 cents per mile. Parking/tolls that are over $5.00 per
trip require a receipt. For information on mileage refer to Business Practice Bulletin A-442.
•If it’s a new person who has never received mileage or they have changed locations,
please contact Purchasing to have them set up a vendor number before submitting the
mileage voucher to Accounts Payable. This will expedite payment to the person.
•Attach a mileage voucher summary form when submitting multiple months or multiple
paged mileage vouchers with the same coding and for the same year. It’s recommended
that mileage be turned in monthly.
•Fill in and check the line of coding. Make sure you do a budget transfer prior to
submitting mileage vouchers. Obtain original signatures on all mileage vouchers.
•Please remember when submitting school principals mileage, the signature must come from
the area directors.
•Bookkeeper / Budget Keeper: Always put your name, phone number, and
full name of the location on the mileage voucher.
TRAVEL REIMBURSEMENT
•Business Practice Bulletin A435 provides guidance for travel reimbursement.
•Please remember to check both GL Accounts“53330000” (in state)
“53370000” (out of state) and“57330000” before submitting to Financial
Reporting. Please make sure the fees for the registration is transferred to the
“57330000”GL ACCOUNT.
•When sending in your travel vouchers please include the following:
•TDA- car rental MUST be pre-approved before you travel
•TRIP REPORT
•TICKET STUBS
•ORIGINAL RECEIPTS
MOST ECONOMICAL
•APPROPRIATE SIGNATURES
WAY. PLANE, CAR.
•AGENDA/PROGRAM
•We have a special contracted rate with Avis Rent A Car. The AWD# is:
A113400, Phone# 1-800-338-8211
CHECK REQUEST
•All original invoices MUST be stapled to the check request.
•Both the invoice and the check request MUST BE SIGNED
with the authorized signatures for that location.
•Please remember to do your budget transfers before
submitting your check requests for payment.
•Any check request that is NOT on an exempt activity MUST
have secondary approval. (refer to your freeze exempt list)
•Remember to fill in the line of coding on the check request
form.
•Please put your name, phone number and location on the
check request for any questions we may have.
OFFICIALS
PLEASE STAPLE A SIGNED ATHLETIC
PAYROLL REPORT FORM TO THE NEW
CHECK REQUEST FORM WHEN
PROCESSING OFFICIALS. THE
OPPONENT MUST ALWAYS BE FILLED
IN. REMEMBER TO FILL IN THE LINE OF
CODING ON THE CHECK REQUEST.
BEFORE SUBMITTING IF YOU HAVE
QUESTIONS YOU CAN CALL BARBARA
AT 754-321-8485. FOR THE FORM
CONTACT KIM AT 754-321-1202
POLICE INVOICES
• When submitting Police Department invoices an
invoice number MUST be used to avoid error in
payment.
• We cannot pay from statements,
INVOICES ONLY!
• All police invoices must have a copy of the
invoice attached to be mailed with the check.
PUBLIX INVOICES
ALL PUBLIX RECEIPTS MUST BE TAPED TO AN
8 ½ x11 SHEET OF PAPER. **DO NOT TAPE ON THE
AMOUNT, REFERENCE #, DATE OR STORE #. PLACE
TAPE AT THE TOP AND BOTTOM OF THE RECEIPT.
EACH SHEET OF PAPER NEEDS TO HAVE THE
APPROPRIATE SIGNATURE, PO NUMBER, AND THE
NAME OF SCHOOL/DEPARTMENT WRITTEN ON IT. WE
MUST HAVE ALL THIS INFORMATION TO PROCESS
THE PAYMENT. DUPLICATE RECEIPTS ARE NOT
REQUIRED. IF THE RECEIPT IS LOST OR ITEMS ARE
NOT LEGIBLE, PUBLIX CORPORATE OFFICE WILL
PROVIDE A COPY OF THE RECEIPT. THE PHONE
NUMBERS ARE ON YOUR STATEMENTS.
• Invoices must include invoice number, date of service, name and remit
address of vendor to be paid. No STATEMENTS OR PACKING SLIPS.
• Make sure all invoices have a PO number. (verify PO has money
available) Before submitting invoices (on PO’s) YOU MUST CHECK
ME23N.
• S&S = SIGN AND SEND YOUR 75 INVOICES TO A/P
• RECEIVE YOUR 45 INVOICES ONLINE AND RETURN TO A/P
• Make sure budget transfers are done before submitting mileage, check
requests and travel vouchers.
ME23N – MOST OF YOUR INFORMATION WILL BE FOUND ON THIS
TRANSACTION SCREEN
• Look for a blue tab that is marked PO HISTORY and select it. (note- If there are
no invoices paid you will not see a PO history tab.) The top half of this page
shows the money on the PO. You will also see how many lines the PO was
written for. Use ME23N for all PO information.
•
On ME23N you will also see the name of the vendor and the vendor number.
•
If this is a standard PO (45) please remember to receive all lines.
–
•
The bottom half of the screen will show a 5000 (10digit #) if an invoice has been received
online. You will see a 5400 (10 digit #) under it indicating a payment has been entered.
On a (75) PO you will see the 5400 (10 digit #) when a payment has been
entered.
There are two ways that you can look up an invoice to see if it’s been paid.
•
The first way will be to go to ME23N. Now remember you can only
use this screen if it has a PO number. (You cannot look up Check
Request’s on this screen.)
•
Go to ME23N and click on the blue purchase order history tab and click
on the 54 document number you want. The screen will appear with the
invoice that was entered.. Then click follow on documents. A small
box will open and you will double click on Accounting. Then when the
next box opens you will double click on the account number. Go up to
your menu and look for the word environment, then look for check
information. Click the check information. That takes you to the screen
with the check date, number and whether it’s been cashed or not.
The second way to see if an invoice has been paid:
FBL1N:
This can be used both for Check Requests or PO’s. If a vendor is paid ACH
(electronically) there is no check information. Scroll to the far right of the
page and there will be a “T”. (ACH-WIRE TRANSFER) There is no check
number.
A “C” indicates a check payment and a check number is available.
To use FBL1N
•
First you must enter the correct vendor number. Select all items and leave
the date blank. Click execute.
•
The red lightening bolts mean that the invoices are past due and will pay
on the next check run.
•
The red ball means they are entered for payment however they are not due
at this time. A bell means ready for payment.
•
If there is a green square that means they have paid and you can double
click on the 54 number and it will take you to the display document
screen. Then go to menu, environment , and then check information. This
will give you the check date, check number and whether or not the check
has been cashed.
NAME
NUMBER
VENDORS
Debbie Plemondon
EXT 2715
754-321-8481 Construction, Cent. Stockroom, Dist. Maint, Office Depot
Consultants, Central Warehouse, All other
Vendors except ones that begin with A,B,C,
M and S., and Xpedex.
Brodart, Poolsure,Praxair,Sap,Tech TrainingAids,
Smileys AudioVisual, Troxell, Avi, Avs, Avis,
Commercial Office, Green Horizon, Highsmith,
Krueger Inter., Modspace, National Lift Truck
Sears, Quality Communication, Johnson Controls
Gerry Blasco
EXT 2706
754-321-8474 Toshiba, Ikon, Xerox, Riso, Zephryhills, all printing, Software
back up to construction, USA Mobility, Pitney Bowes, Hasler
US Postal Services, NCS Pearson,Dunbar,
Ace Sewing,AT&T Mobility, AT&T Comm, Utilities
Tina Foster
EXT 2716
754-321-8482 Dell, Prosys, Florida School Book Dep. Control Comm, IBM,
JDL, CDW Govt, Apple, Vehicle Maint, Travers Tools,
Gator Office, Wellington,Wenger,Woodwind,
utilities
754-321-8483 Hinson, All Food with PO's from Tech Schools, Ace Educ,
Corp. Express, McGraw Hill, Vendors starting with A,B,C, M,S
Kathy Gaffney
EXT 2717
Tina Aaron
EXT 2739
754-321-8489 Nasco,Webster Publix, Ucertify, JTF, Card Solutions,
Plaster Castle, Battery Zone, Search Institute, Zero to Three,
Lincoln Library,Flaghouse,Lee,MacPapers,OrlandoTeam,
Lois Bland
EXT 2707
754-321-8475 Vendors starting with P, Fisher Scientific
NAME
NUMBER
VENDORS
Norma Green
EXT 2712
754-321-8479 Travel Vouchers, Check Requests, Registration,
Expense Vouchers,Fitness Finder,Kronnex Grp
Barbara Black
EXT 2718
754-321-8485 Officials,SamAsh,Southpaw,GrandmasterPiano
Liberts Dance,Music Arts,Music Man
Debra Dunn
EXT 2741
754-321-8491 Check Distribution
Gretchen Mahoney
EXT 2719
754-321-8470 SENIOR A/P SPECIALIST / RETURN OF INVOICES
Class Act, B&H Photo,Student Fin. Aid
Lois Bland
EXT 2707
754-321-8475 Vendors starting with a P, Fisher Scientific
Dynavox,Xerox Solutions,Discount School
Sally Hay
EXT 2703
754-321-8473 Check Requests,Dave Holsbrook,EAI,
Educators Outlet,M-Fathletic
Joanne Majerus
EXT 2701
754-321-8471 Food Service Accounting
Elise Goldman
EXT 2702
754-321-8472 Mileage, Police,TGI Automation,Yamaha
Cindy Zink
EXT 2740
754-321-8490 Check Distribution, A/P Help Desk
Now before you click your heels together
and start your summer vacation……Please
make sure you send your invoices, mileage,
travel and check requests in early so that if
there are any questions or problems we can
contact you before you leave and get it
resolved. We don’t want to delay payment to
the vendors.