Enter an invoice payment into Banner (FAAINVE). Fill in the Invoice/Credit Memo header (first page), then click on Options, select View Document Indicators, change the Grouping to (1) Invoice per check and click the 'Hold' box. Do not use the 'Hold' box on the Commodity screen. This could delay the printing of a check.
There are two reasons for putting a Banner invoice on hold.
Documentation such as a letter, subscription/membership renewal or registration form needs to be mailed with a check: In this case send documentation to Accounts Payable by campus mail or fax to 346-2393. The document number should be clearly written on your letter, subscription/membership renewal or registration form. Please send documentation by 4:00 p.m. to allow time for A/P to release the hold on the Banner invoice for the check to print the next day.
On rare occasions you may need to have a check held for pickup: In the text page [Options, Document Text (FOATEXT)] include your name, phone extension, and instructions regarding what you want done with the check. (Example: Please hold check for pick up and call when check is ready. Daisy Duck ext. 6-XXXX).Print a copy of the text with the document number at the top (make sure the Banner document number is legible) and send to Accounts Payable by campus mail or fax to 346-2393. Please send documentation by 4:00 p.m. to allow time for A/P to release the hold on the Banner invoice for the check to print the next day.
Upon receiving your text or documentation, Accounts Payable will release the Hold on the invoice and a check will be produced the next business day. Accounts Payable will then follow your instructions and either mail your documentation with the check or call the contact person when the check is ready for pick up.
*
Please note that when you put a document on hold, you are putting a hold on the
Banner invoice so that a check will not be printed. You are not putting a hold on the
check. A check will not be printed until we receive instructions or
documentation from you. We do not
review the text of every completed document and we do not know that a hold is on
an invoice unless you notify us.
**For
the people who are still in invoice training, use the same process that you use
for other invoices. Input the
document in Banner, put it on hold, and forward everything to Accounts Payable.
Make sure the document number is on your paper work and any instructions
are clearly visible.
If
you have any questions, please call Accounts Payable at 346-3143.