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A/P Invoice Payments

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Unit Administrator Guide

Vice President FA

A/P Invoice Payments

News  FAQ – Non-Travel Meals, Refreshments, and Hospitality Expenses

Procedures

Check Pick Ups, Special Handling, & Holds on Invoices Credit Memo Information Departmental Instructions FY 07 Foreign Bank Draft Moving Expenses Outgoing wire transfers Currencies we can use Definitions Participant Support/Stipend Stamp Orders Travel UO Tax Identification Number Vendor Set Up

Resources

Business Expense Policies OANDA Currency Converter Account Codes / OUS Fiscal Policy Manual (FASOM) Chapter 2 IT/Research, Scientific and Medical Account Codes Find a Code(FIS Guide) FIS Invoice Instructions (FIS Guide) A/P and Purchasing Large Group Meetings

Vendor Set Up

All vendors are established by Accounts Payable. Please review the following 5 tips for working with BANNER vendor records:

1. Conduct a thorough vendor search in BANNER. Try several spellings, for example, McDonald or Mc Donald or Mc donald,  IKON or Ikon. BANNER is case sensitive. You also need to be aware that many vendors use a 'Doing Business As' (DBA) name. Their name will appear before their business name for example "John Doe dba/Creative Vendors". Their invoice may only say "Creative Vendors". The only way to find this vendor is to use the percent sign in front of and at the end of the name. For example, %Creative Ven%. It may take a little longer to do a search this way but you will find it.

2. If you cannot find the vendor, fax a copy of the invoice with a note on it that states "NEW VENDOR", your name and your phone number to 346-2393. We need your name and number to call you if there are problems or questions. Do not send a fax cover sheet unless there is no room on the invoice for your note. Please do not write your note over anything printed on the invoice. Please make sure there is a vendor phone number and that the address is legible.

Note: New vendors will be established in BANNER by 5pm on the day following the receipt of your request. We process 50 new vendors per day and cannot call to confirm when each is done. 

We must acquire tax id numbers from most vendors.  This may delay the vendor setup. If there is a delay or problem we will call you and let you know. You will also receive a call when the vendor is finally setup if there has been a problem.

Do not send PO's, DR's or typed notes to set up a new vendor. We can do this only in very rare instances such as refunds. We must have something official from the vendor, generally their invoice.

3. If you have an address change for a vendor, (for example the invoice shows a different address than what is in BANNER), please send the invoice to Accounts Payable. We will verify the address and update it. Some vendors have requested that ALL payments go to a certain address no matter what is on the invoice and we cannot change these. We will let you know if that is the case.

4. If you are reimbursing a student or an employee, and you get the message "NEEDS TO BE ACTIVATED BY ACCOUNTS PAYABLE" put their name, address and BANNER ID (aka SSN or 950 number) on a piece of paper  or use the Accounts Payable Activation Request Form. Then fax or mail to Accounts Payable.

5. If you find a vendor that has been terminated, look at the first address sequence for that vendor. You may find the new vendor number that you should use in the address block. If not call Accounts Payable at 6-3126 and we will verify why the vendor is terminated.

Credit Memo Information

Credit memos input in banner set up a payable in the system against the vendor. The FOAPAL that you use to input the credit memo receives a credit immediately, but the institution has yet to collect the monies. The credit memo will sit on the system as an open invoice against the vendor until there have been enough payment(s) to offset the credit memo. Banner also treats each address sequence for a vendor as a different vendor. For instance, it will not apply a payment input to address sequence one, against an open credit memo that is input to sequence two.

Before you input a credit memo against a vendor, review vendor history to make sure they will have sufficient activity to liquidate the credit. Also select an address sequence that will be used for other payments. Some companies have a long standing practice of using a different remittance address for their credit memos, than they do for their regular invoices. If you determine that the vendor isn't regularly used, we would prefer that you ask for a refund check instead of using a credit memo.

Periodically Accounts Payable will review the open credit memos in Banner. We may contact the originating user to discuss your future activity with the vendor or get a copy of the credit memo for contact information. If the determination is made that a credit memo will not be collected, it will be canceled, which will reverse the original entry. If you have any further questions call Accounts Payable at 6-3143