AGENDA New Vendor Maintenance Form Accounts Payable Processes
Helpful Links for SAP and AP Processes Travel Focus Groups and
Survey Travel Updates New RSS Feeds for AP and Travel Automated
IDT, GS and RB Project AP Upcoming Staff Retirements Questions
Slide 3
New Vendor Maintenance Form VENDOR MAINTENANCE FORM Presented
by: Judi Nicholson VENDOR MAINTENANCE FORM Presented by: Judi
Nicholson
Slide 4
New Vendor Maintenance Form New Location
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New Vendor Maintenance Form
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AP Check Pick Ups FSS PPS 03.01.15 Check Pick Ups Effect Now!
Policy creates a process to ensure check payments are properly
controlled. Business Purpose required. Section 03 lists authorized
situations for pick ups. Case by Case review for all other
situations. Overnight mail or special handling done in AP. Provide
courier air bill and AP will seal and mail.
http://www.fss.txstate.edu/policies/03_01_15.html
http://www.fss.txstate.edu/policies/03_01_15.html
http://www.txstate.edu/gao/ap/resources.html
http://www.txstate.edu/gao/ap/resources.html
Slide 9
AP Process Information GENERAL INFORMATION AP/Travel Drop Box
for your convenience. Can scan invoices to
[email protected]@txstate.edu AP does not pay from POs.
Must have invoice. Discounts on Invoices please circle the vendor
discount terms if applicable on the payment. Mark as RUSH if due
before 30 days: E.G. 2% discount if paid within 10 days.
Slide 10
AP Process Information GETTING STARTED Create a PO prior to
ordering and give the PO# to the vendor. Request the PO# be
included on the invoice. Invoices should be sent to PO Box 747. If
Dept. receives invoice, date stamp it that day. Do not have to
include the PO copy with invoices. The PO# on the invoice is all
that is needed. If PO# is not on the invoice, write it in before
sending (scanning) to AP.
Slide 11
AP Process Information BASELINE DATE: The later of GR/SR Date
or Invoice Recd Date. GR is the date the item was received, not the
date you submit the request to Materials Management. SR is the date
the services were completed. Best way to track the invoice received
date is to date stamp it when received in your department.
Slide 12
AP Process Information BASELINE DATE and DISPUTES Disputed 21
days from the Invoice Recd date to dispute (first received by
anyone at TX State). Must be in writing to the vendor (email is
OK). Final resolution determines the baseline date. If resolved in
Texas States favor, then the date of the resolution is the baseline
date. If resolved in the Vendors favor, then normal baseline date
rules apply. (See prior slide.) Send written documentation the with
invoice to AP to support the baseline date on the payment.
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AP Process Information INVOICE APPROVAL If you get a scanned
invoice requesting AM approval, dont print, sign and scan back.
Just respond approved to the email and return via email. AM
Delegate Approval UPPS 03.01.09: Section 03.06 for wording. AM by
Delegate OR Delegate for AM. Dept. maintains authorization for
delegation.
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HELPFUL LINKS SAP Resources
http://www.txstate.edu/sap/http://www.txstate.edu/sap/ Departmental
Transactions (T-Codes) SAP Document Numbers/Types How to Search for
a Vendor Number
http://www.txstate.edu/gao/procurement/SAP/reqtocheck.html How to
Look Up Vendor FBL1N (Transactions) How to Look Up Vendor FBL1N
e-NPO http://www.txstate.edu/gao/ap/resources/eNPO.html
http://www.txstate.edu/gao/ap/resources/eNPO.html January 27 and
28, 2015 Prof Devel Training. Remember you cannot use the generic
vendor (700001) to pay for goods or services.
Slide 15
Travel Focus Groups & Survey Susan Thompson Institutional
Research Conducting Focus Groups with Travel Assistants &
Others. Identify opportunities for process improvements on
TRAVELTracks and Travel Funds Commitments. Travel Question Handout.
Thank you for your participation and comments. Contact Information:
[email protected] or 245-2348. [email protected]
Slide 16
TRAVEL Updates Travel Funds Commitments Document Numbers All
start with 20145. No longer year specific. Travel dates determine
the year. 2015 Per Diem Rates are on SAP. Valid January 2015
December 2015. 2014 Per Diems still in effect (thru December).
Cannot use FY2014 Funds for FY2015 Travel.
Slide 17
TRAVELTracks Employees Cant add/create if employee is not set
up to initiate travel in SAP. Infotype 17 error when you enter the
personnel number in your Employee List and there is no option to.
Email (Subject Line Infotype 17) to the Travel Office. State the
employee name and personnel number in the text. Travel Office will
review, have SAP employee record updated and then notify the TA or
Traveler. Can now create the Travel Request.
TRAVEL Updates New TRAVELTracks Email October 17, 2014.
Automatically sent when the Travel Office approves the Travel
Request. Standard Subject Line: Travel Office has approved Request
730000##### Sent to Traveler and/or the Travel Assistant. One sent
for each travel request so can get multiple in a day dependent on
number approved. Can create a rule in Outlook to manage emails
since there is a standard subject line. Not applicable for Travel
Fund Commitments.
Slide 20
TRAVEL Updates EXAMPLE TRAVELTracks Approval Email: Travel
Office has approved Request 7300000675 (SUBJECT LINE) Trip
Number......... 7300000675 Traveler Name....... Col John Marky
Piersol Destination......... Corpus Christi Travel Dates........
09/03/2014 thru 09/04/2014 Estimated Cost......$ 173.50 Duty
Point.......... CC Convention Center Trip Activity Type.. MEETING
Benefit to University.. This is only a test Traveler TXST ID....
A000xxxxxx Created By.......... KW11 Travel Assistant Name
Slide 21
How to Create an RSS Feed in Outlook 2013 for AP and Travel
Office Announcements Presented By: James Webb
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RSS feeds are an efficient way to receive webpage content that
is updated frequently. News websites, blogs, or other similar
websites are frequently received as RSS feeds. One benefit of using
an RSS feed is that you do not have to access the website to check
for new messages. New messages are delivered directly into your
reader. For our purposes, well show you how to setup Outlook to
receive the RSS feed. What is an RSS Feed?
Slide 23
Instructions for setting up an RSS feed for AP Office
Announcements can be found on the AP Resources webpage.
http://www.txstate.edu/gao/ap/resources/How-to-Add-an-RSS-Feed.html
Instructions for setting up an RSS feed for Travel Office
Announcements can be found on the Travel Procedures webpage.
http://www.txstate.edu/gao/ap/travel/procedures/How-to-Add-an-RSS-Feed.html
Instructions for Setting up the RSS Feed
Slide 24
AP and TRAVEL RSS FEED DEMO QUESTIONS Contact Info: James Webb
Director of Accounting [email protected] 245-2748
Slide 25
Automated IDT, GS and RB Project Presented By: Jenny Wiley
Slide 26
Automated IDT, GL and RB Project IDT = InterDepartmental
Transfer GS = Green Slip RB = Routine Business Transaction Code:
ZIDT_FORM Used to: Correct an existing IDT, vendor invoice document
(GS) or routine business receipt (RB). Create a new IDT. Create a
new Internal Sponsorship.
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The entry T-Code ZIDT_FORM replaces the following forms:
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DEMO - Correct an existing document: Example: correct document
number 5100244308 Correct the account used from
1324200000/2000011014 to account 1324200000/4200571000
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Review screen prior to creating the document in SAP Click on
Submit to create the document. If there needs to be a change after
reviewing the entry, click on the Back button.
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The final screen shows/allows: The document number that was
created. The user to add attachments. The user to print/save a copy
of the document. The user to exit or start a new document.
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Print Form:
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Transaction code: ZIDT2 End user monitor report This form
contains the users own parked documents. Once the document is
posted, it will not appear on the form any longer. The
functionality on this form includes: Adding, viewing, changing
and/or deleting attachments. Viewing workflow, who has the document
and when did they receive it. Viewing the print form. Changing or
deleting the parked document.
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Workflow Approval Screen
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The Notes tab shows the original document. This allows the
approver to review the correction document and compare it to the
original document without having to move to another transaction.
CONtD
Slide 37
Watch for training classes to be scheduled soon! Questions????
Automated IDT, GS and RB Project
Slide 38
Upcoming AP Retirements Linda Clark and Jackie Price January
31, 2015 CONGRATULATIONS!!!!
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Questions and Answers
Slide 40
Questions and Answers From the Meeting Do we need to provide a
copy of the Chartwells contract if the contract was attached to the
Purchase Requisition? No. AP will check the Purchase Requisition
first and it the contract is there will use that information to
substantiate the invoice against policy for payment. If not, the
department will be contacted to provide the contract. Can AP not
send a GR request as soon as they start processing the invoice?
Sometimes the invoice and the goods are received at the same time
and it would be nice to allow some processing time for the GR to be
completed. Not at this time. AP processes thousands of invoices and
at the present time doesnt have a systemic process to track
invoices for follow-up. That is a totally manual process and
therefore AP works items in the queue on a first-in first-out basis
with priority given to RUSH payments. Tracking invoices would also
involve working the invoice twice. There is a project (no estimate
for completion) to use SAP to send the email notices for GRs and AM
approvals once the invoice is entered in SAP. A delay ( e.g. X
Days) from the SAP entry date is planned as part of this project.
As this project materializes, more information will be provided and
user testing will occur.
Slide 41
Could the Purchase Requisition Creator indicate somewhere on
the req who should be contacted for invoice payment questions or
action (e.g. GR or AM approval)? Yes. On the Purchase Requisition,
enter the contact persons name, netID and telephone extension in
the Header Note area. (This must be the first entry in this note
area.) The Header Note is only viewed internally and doesnt print
on the PO. AP will check for routing invoices for approval or
action. PLEASE IMPLEMENT THIS PROCESS IMMEDIATELY! When do I
indicate FINAL on a PO? By line or do I wait until the total PO is
complete? Indicate FINAL for each line on the PO as they are
completed (received in full (GR) or to be paid (AM Approval). AP
will close the PO line if told it is final.
Slide 42
Why doesnt Material Management (MM) deliver goods until weeks
after received? We have to call them in some cases. Some packing
slips dont have the PO number on them and MM doesnt know who they
belong to, nor can the GR be done until the correct PO is located.
One department said when they have this happen, they call the
vendor and get the tracking number on the delivery. That number and
the PO number are provided to MM and then they can locate the item
and get the GR done. MM has a priority system for their delivery
methods. All next day and 2 nd day express freight is delivered
daily. All refrigerated or frozen freight is delivered as soon as
possible and is kept refrigerated or frozen until delivered,
usually within one day. All routine delivered freight with P.O.
numbers or P-card purchase and name of individual and department on
boxes or packing slips, are delivered in order of date received
(fist-in-first out for routine freight) and delivered as soon as
possible within 1-3 days.
Slide 43
CONTINUED: MM tries to deliver large freight daily. Usually it
takes 1 to 3 days to check-in and deliver. All freight that is not
marked with p-card purchase or P.O. number on the box or packing
slip requires research and is gotten to when MM is able to get to
it. Usually 3 to 5 days. All free items, samples of books and other
materials are processed when we can get to them. Usually 3 to 5
days. So if something hasnt been delivered in weeks then something
is definitely wrong with the P.O. or P-card transaction
Slide 44
Why doesnt MM advise the department when a delivered item is
returned? Its frustrating not knowing about the return when you are
expecting a delivery. It is not MM policy to immediately return or
refuse damaged freight that is delivered to UDC. If damage is
visible our warehouse workers notate the damage on the bill of
lading or packing slip and have the delivery driver sign that the
freight was delivered damaged. Pictures of the damaged freight are
taken immediately and all packing materials are kept for future
investigations. The department is always notified of the damage and
they are asked to contact their vendor representative about the
damage and possible replacement of the freight. MM has 10 days to
submit a damaged freight report to the freight line and vendor with
documentation (signed bill of lading by driver that freight arrived
damaged, pictures of damaged freight and packing material). This
starts the reimbursement process. The freight line will send out an
investigator and the freight line and vendor will determine who
will pay for the replacement of the freight. Sometimes they agree
to each pay a percentage of the cost of the freight. Then MM sends
the freight line and/or vendor an official letter of return of
damaged freight. They have 30 days to make arrangements to have the
freight returned to them or it is considered abandoned freight and
it becomes our property to dispose of as we determine best for the
university.