Accounts Payable Training

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Accounts Payable Training

• Vendor Information
• Request to Purchase
• Voucher Preparation

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Vendor Information

• Before you purchase anything from a vendor you
  must make sure they are set-up in FAMIS, have a
  W-9 on file with us and are not on state hold.
  This is done on FAMIS Screen 103.

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If a vendor has a W-9 on file with Business
Services there will be a date listed in the W-9
field of screen 103.
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The W-9 Form is listed on the Business Services
homepage under Accounts Payable Forms Info.
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Vendor Information

• If the vendor is not set-up in FAMIS you will
  need the following information (located on the
  W-9 form)
• Vendor name
• Vendor address
• Vendor phone and fax numbers
• Vendor Federal Employer Identification Number
• Also referred to as the Tax ID or FEIN
• Is the vendor a sole proprietor, partnership, or
  corporation?

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Further Information needed depending on the Type
of Business

• Sole Proprietor you will need the persons name
  and SS (ID Number) If the Vendor gives you a
  FEI , but marks sole Proprietor we still need
  the owners name SS
• Partnership you must get the owners names and
  SS (ID numbers)
• Corporation
• Out of State just their tax id number is needed
• Texas Corp they will need to provide their
  Charter Number

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• If you have any questions about any of the
  information you need to get about a vendor,
  please do not hesitate to call Christi Pfau at
  ext 9606.
• Once you receive all of this information please
  email this to Christi Pfau at cpfau_at_tarleton.edu
• You will be contacted once the vendor is
  approved.
• If this procedure is not followed your payment
  could be delayed.

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REQUEST TO PURCHASE-When do I use this form?
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Request to purchase Form is Available on the
Business Services homepage under Accounts Payable
Forms
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Request to Purchase

• Food Purchases
• Alcoholic Beverage Purchase
• Registration Fees
• Award Items
• Clothing
• Memberships
• Flowers, Floral Arrangements, and Plants

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Food Purchases

• Request to Purchase (RTP) is required on all food
  purchases (including Sodexo Invoices)
• Must have an alcohol statement (alcohol was or
  was not purchased)
• Reimbursement for business lunches
• Maximum reimbursement for a gratuity is 20

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Entertainment Policy

• Entertainment RTPs must have the required
  signatures to be processed.
• If under 100.00 then one signature from the
  signature card and the Department Heads or
  Directors signature.
• If Over 100.00 then the Department Heads or
  Directors signature and the Department Vice
  Presidents signature.
• Any RTP for Entertainment for a VP, or Executive
  Director must be signed by the President.
• Presidents RTP for Entertainment signed by Jerry
  Graham
• An individual can not approve their own expenses.
• The signatures must be on the RTP when submitted
  to Business Services or payment will be delayed.

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Alcoholic Beverage Purchase

• The President must pre-approve all purchases of
  alcohol.
• Can not use state funds to purchase
• Business meal receipts, which contain alcohol,
  must show dollar amount of alcohol purchased for
  coding purposes.

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Registration Fees

• Advanced payment of fee
• 6 weeks in advance only
• The following items must be included with the RTP
• Invoice /or registration form
• Copy of the Travel Request

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Award Items

• All award items must have an RTP
• No more than 100.00 per item when using state
  funds.
• Local funds may be used to grant employee service
  awards.
• All cash awards must go through payroll and are
  subject to taxes. (including gift cards)
• Requires the following information
• Who received award
• Why
• When
• What award is it

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Clothing Purchases

• All clothing purchases require an RTP
• This needs to explain who will be receiving the
  clothing
• What it will be used for
• Why the clothing is being purchased
• This is considered a personal item and must be
  explained for auditing purposes.

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Memberships

• All memberships must be approved by the President
  (even if it is a renewal)
• Must be under the name Tarleton State
  University not an individual.
• Some memberships are required for an individual
  to perform his or her specific job.
• Benefit Statement and Beginning and Ending date
  must be included on the request.
• 6 weeks in advance
• Please route through Presidents office T-0001.
  Once the RTP is signed
• the Presidents office will forward the
  paperwork to Business Services for processing.
  

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Flowers, Floral Arrangements, and Plants

• Can not use state funds for these purchases
• May use local funds for purchase of floral
  arrangements for a common office space (waiting
  room) and landscaping plants
• Presidents office will send flowers from the
  University in case of illness or death.
• Please contact Jeanie McEndree in the Presidents
  office at 9921.

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Voucher Preparation Form
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Voucher Preparation Form
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Voucher Preparation Form Information

• Must be attached to each invoice submitted for
  payment (except those paid by RTP)
• All information is important on the voucher prep
  form
• Payments will be made using the information
  provided by each department on the voucher prep
  form.
• Please completely fill out each voucher prep form
• Left side of form is for the department to fill
  out, and the right side is for payment
  processing.

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Basic Voucher Prep Form Information

• Department is responsible for the following
  information.
• Account
• Purchase Order
• Date invoice received
• Date goods/services received
• Amount approved to pay
• Comments

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Invoice Requirements

• Remit to address
• Charged to TSU
• PO referenced
• Valid description of purchase
• Correct prices
• Check to make sure NO tax was charged
• Does the invoice match what is in FAMIS?

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Invoices

• If the invoice is correct then attach a completed
  voucher prep form and send to Business Services
  T-0120
• If the invoice is not correct then contact the
  vendor to make changes.
• Credits
• New invoice

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Dates

• Prompt Payment Law
• Must pay invoice within 30 days of
• The day you receive the goods or service
• The day you received a correct invoice
• Do not send invoices to us for payment if there
  is a dispute with the vendor.

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Partial Payments

• Several invoice for 1 order
• Invoice should be paid if all items are received
  on that invoice
• Do not hold the completed invoices until the
  whole order is completed
• Holding these could cause interest to build

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Multiple Deliveries on One Invoice

• Do not send invoice for payment until all items
  or service is received in proper working
  condition.
• This is if the vendor is shipping your order in
  several shipments.

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Discounts

• We should take advantage of these discounts that
  vendors offer.
• Examples
• 2/10 (2 discount if paid within 10 days)
• 2 by 10th (2 discount if paid by the 10th of
  the next month)
• Cash discount
• These can be found in the terms section of an
  invoice.

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Advanced Payments

• Subscriptions (6 weeks)
• Rental Fees (6 weeks)
• Maintenance Agreements (6 weeks)
• Rent (14 days)
• If payment is required by the vendor before the
  item will be delivered.
• Cost Savings involved

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Accounts PayableFAMIS Screens
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OPEN FAMISOn this Screen, Where the cursor is
Blinking Type TPX and then press ENTER.
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You have been given a temporary password. The
first time you use FAMIS, you will need to change
your password.

• USERID Enter the USER ID assigned to you.
• Hit the TAB key.
• PASSWORD Enter the temporary password assigned
  to you.
• Hit the TAB key.
• NEW PASSWORD Enter a new Password using 5 to 7
  alpha-numeric characters.
• Hit ENTER

• You will be asked to re-enter your password,
  enter your NEW PASSWORD again and hit ENTER.

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Once you get to this screen, where the cursor is
blinking press ENTER
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• Once you get to this screen, where the cursor is
  blinking press F2 key on your keyboard

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IMPORTANTDO NOT type anything on the New
Password line unless you want to change your
password.

• Once you get to this screen, where the cursor is
  blinking
• USERID Type your user ID and hit the TAB key
• PASSWORD Type your password (the new password
  you selected in the previous step) and press
  ENTER.

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NOTEIf you forget to clear the screen before
typing FAMI, you may get a transaction is
unrecognized message. If you get this message,
clear the screen, retype FAMI and then press
ENTER.

• Once you get to this Screen
• Click on the clear button on your screen
• Then type FAMI and hit ENTER

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For first time users, you will see a screen for
FAMIS security requesting you to read and accept
the Statement of Responsibility.
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To proceed you must enter a Y to accept the
agreement. If you do not enter a Y you will not
be allowed to continue.
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• On this screen you need to provide or update the
  appropriate information.

• Enter your legal name.
• Hit the TAB key.
• Enter your business phone number.
• Hit the TAB key.
• Enter your email address (optional).
• Hit the TAB Key
• Enter your office name and T-Box number.
• Then hit ENTER.
• (you may have to hit Enter again)
• On the next screen hit ENTER.

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You are now at the Main Menu

• You can access any screen by entering the screen
  number in the Screen field.
• Start with screen 103. Type 103 in the Screen
  field and press ENTER.

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Vendor Information

• Screen 103-Lets search for the vendor Austin
  Ribbon Computer
• With cursor at Vendor line type as much of the
  name as you can hit enter

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This screen lists what matches to the search
name-the Search line is longer now so if need be
you can enter more of the name and hit enter to
narrow down the list.
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F10 will allow you to see the Remit to address of
the Vendor. To select the Vendor place an X by
the name and press enter.
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On this screen we see the Vendor info. for Austin
Ribbon Computer and also that they do have a
W-9 on file.
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Vendor on State Hold

• Screen 103 will show you if a Vendor is on
• Hold with the State of Texas.

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Vendor Payments in FAMIS

• Screen 162 Allows you to see all payments to
  vendor for fiscal year.
• Enter Vendor number and press enter-or search by
  name, choose the vendor and press enter

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See Vendor Payment by Invoice

• Screen 160 allows you to search by invoice-enter
  vendor number or name, invoice number and press
  enter (if you entered name you will have to
  select one of the names with a X and then press
  enter)
• Lets search for Invoice SI-164696 for Austin
  Ribbon and ComputerAfter invoice number is
  entered press enter.

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This screen shows that it was paid with voucher
number 0100707. The check number was 579496. For
more detail you can look up the voucher on screen
168.
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Screen 168

• Enter the voucher number (0100787) and press
  enter.
• This shows check number, description, Invoice
  number, etc.

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Screen 169

• This screen shows more information for each line
  item on the voucher.

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Screen 26-Balance of Purchase order Account
number(s) tied to Order
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Screen 278

• This screen allows you to see the purchase order
  line items

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Screen 278 F5

• By pressing F5 on screen 278 you are able to see
  the invoices that have been paid on a particular
  purchase order.

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Screen 220

• This screen allows you to see who your buyer is
  in Purchasing.
• It also allows you to review the freight terms on
  your purchase order.

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Screen 220-F9

• This screen allows you to review the dates your
  goods were received in Central Receiving.

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Screen 224

• Type in your PO
• Allows you to look at how each line item of your
  purchase order is set up to pay.
• Things to note Quantity, unit price, and
  extended price

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Phone Numbers for Accounts Payable

• Christi Pfau 9606
• Invoices
• Voucher questions
• General accounts payable questions
• Leah Bartelt 9434
• Travel
• Christi Pfau 9606
• Vendor information
• Vendor set-up
• Copier bills
• Utility bills

• Marenda Horton 9928
• Accounts Payable Manager
• Procurement Card
• Cheryl Coffey 9436
• Departmental Transfers
• Transmontaigne Bills (fuel)
• Fed-Ex Bills
• Debby Payne 9836
• Postage Charges