2014 AP Roundtable Slideshow

Report
ACCOUNTS PAYABLE
ROUND TABLES
April 2014
Presented by Kay Lamphiear, Nicole
Thompson, Cathy Butler, and Lisa Coon
Topics:
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•
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GrizMart AP Processes
Travel
Procard
Questions
What does AP do after the department has
submitted a Non-PO payment?
All payments go into a Non-PO Payment AP review folder. Each
member in AP will assign their section of the Alphabet.
• Vendors starting with A-I are assigned to Lisa Coon
• Vendors starting with L-S are assigned to Nicole Thompson
• Vendors starting with J,K,T-Z are assigned to Cathy Butler
Once assigned each AP member will review their assigned
Non-PO’s.
AP opens the Non-PO form by clicking on the product description. We
open the attachments and verify the information on invoice to what
was entered and also what account codes are being used and assign
payment due date
If everything seems to
be in order, we will
save changes made
to form and then
approve/complete
the requisition. Once
this is done Grizmart
creates the PO then
creates the Invoice
(Z#). The invoice is
sent to banner for
payment.
AP steps for a PO payment
• Invoices are sent to AP via campus
mail or dropped off
• Each morning AP stamps in the mail
from the previous day with that date
and sorts according to division of
alphabet
• Each AP Specialist prioritizes their work
in accordance with department
workload and priorities
Invoices for PO’s
• When the invoice has been reviewed to ensure all
proper information is listed on the invoice such as PO#,
invoice number, vendor name, etc. The invoice is
scanned and sent to our 3rd party vendor Docufree.
Docufree sends to SciQuest to be imported into GrizMart
and attached to the PO listed on the invoice as an
invoice that is ready to be processed for payment.
• The import process may take up to 3 days to import the
invoice to appear in the AP processing file in GrizMart
What does AP do after invoices are imported to Grizmart?
Once invoices appear in the processing file each AP Specialist
assigns their respective vendor invoices to themselves and begins
the matching process to get the invoices paid
• The AP matching process begins by opening the attachment so we
can see the actual invoice
• AP will check the invoice date, number, remit to address, lines of
PO, amounts, and due date( if changes are made we click save
then approve/complete)
• There are vendors who submit there invoice electronically. These
vendor we do not see an actual invoice.
Helpful tidbits
• If using two indexes, account codes put your accounting at
the line level
• You still have banner query access to look up vendor payment
information
• If you need to update an RT address please do so before
entering item into grizmart by submitting a vendor request
• Our payment terms are net 30. Payments dates should be
entered as the Wednesday before the payment is due. If
entered after that Wednesday the payment will go on the next
check run.
• If the vendor takes procard please pay with a procard if under
$5,000.
• Please direct your comments/emails to a specific AP specialist
• Please use current forms by going to the Business Services
website under forms to get the most current
Timeframes for AP processing
GrizMart:
• Non PO’s— AP will review/process of these if received
by 5pm Monday for this weeks check run or when
payment is due.
• PO Invoices— AP will review/process of these if they are
imported by 5pm Monday for this weeks check run or
when payment is due.
***If there is a problem with the items this could hold up
the processing for another week***
Grizmart help desk
The help desk number is
243-5595
Please use this number if you need help
with grizmart
Travel
• Travel documents are moving to GrizMart
• You will continue to complete the Request and Authorization to Travel(RAT) and Travel Expense
Report(TER)
• Use the travel form to enter minimal info into GrizMart, scanning travel documents and receipts
• You may use GrizMart workflow for authorization, electronic signatures
• Comments will be used when clarification or additional information is needed.
• You will not need to make copies of paper work or file original paper work as GrizMart will maintain
documents and receipts indefinitely.
Procard
• If you have card holder leave your department/UM please
notify us immediately
• Use you procard on campus only for purchases thru the
bookstore. All other purchases should be paid via inter unit
journal entry i.e.: course registration
• Reminder: you cannot use your procard for meal per diem
Questions

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