1. Accounts Payable Training Vendor Information Voucher Preparation RPA Documents Receiving Canopy Inquiry Revised 02/29/2016

2. Before you purchase anything from a vendor you must make sure they are set-up in the Buy A&M Purchasing System “BAM”. This will insure that a W-9 is on file. Vendor Information Click the vendor drop down from the header click search. The screen below will appear. Type in the vendor name and then click Find It.

3. The W-9 Form is listed on the Accounts Payable homepage under Accounts Payable Forms.

4. Vendor Information If the vendor is not set-up in “BAM” you will need to follow these instructions for set-up. 1. You can fax the W9 to 979-458-4191, along w/the vendors contact name, email address & phone number. 2. You can email the W9 to vendorhelp@tamu.edu, along w/the vendors contact name, email address & phone number. If you choose this option please be sure to encrypt the W9, send the password in a separate email & put the vendors/individuals name in the subject line on both emails.vendorhelp@tamu.edu 3. RPA’S Vendor Add Request within Buy A&M InstructionsVendor Add Request within Buy A&M Instructions 4. Ask the vendor to self-register at https://buy.tamus.edu/bso/. The Vendor Registration Guide will provide the vendor with instructions on how to register to become a vendor within Buy A&M. https://buy.tamus.edu/bso/Vendor Registration Guide

5. Vendor Information Cont. o Please see Accounts Payable web page for the direct deposit form for Employees into the BAM system o To send secure emails through Filex. It’s easy to use and ensures that your documents are secured and protected. The website is https://filex.tamu.edu/https://filex.tamu.edu/ o Web link for forms on BAM: http://it.tamus.edu/bam/http://it.tamus.edu/bam/

6. Voucher Preparation Form

8. Voucher Preparation Form Information Must be attached to EACH invoice submitted for payment All information is important on the voucher preparation 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 and bottom of the form is for the department to fill out, and the right side is for payment processing.

9. Basic Voucher Prep Form Information Department is responsible for the following information. Account # Date invoice received Date goods/services received Amount approved to pay W9 Info ***Comments (for vendor dispute or reason for late payment) Vendor information Detailed description of items

11. Award Items No more than $100.00 per item. 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 in BAM: Who received award Why When What award is it

12. Clothing Purchases Below items are required Who will be receiving the clothing Why the clothing is being purchased Description of clothing item (shirt, hat, etc.) Number of each clothing item purchased This is considered a personal item and must be explained for auditing purposes. State accounts cannot be used.

13. 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 President’s office will send flowers from the University in case of illness or death. Please contact Donna Dobson in the President’s office at 5720.

14. Invoice Requirements We can only accept invoices NOT statements Remit to address Charged to TAMUCT PO# referenced (if applicable) Valid description of purchase Correct prices Make sure to take advantage of all discounts Check to make sure NO tax was charged Does the invoice match what is in BAM

15. Invoices If the invoice is not correct then contact the vendor to make changes. Credits New invoice If you have a vendor dispute, please keep a daily log with the times you contact the vendor place this information in the attachment section of BAM.

16. Dates Prompt Payment Law Invoice must be paid within 30 days of either: The day you receive the goods or service; or The day you received a correct invoice. The latest date will be used to determine the due date.

17. Multiple Deliveries on One Invoice and Partial Payments Several invoices for 1 order Invoice should be paid if all items are received on that invoice Do not hold the completed invoices if correct because this may cause interest to build Do not send an invoice or Receive goods for payment until all items or services are received in proper working condition Applicable if the vendor is shipping your order in several shipments Date of goods/services received should be the last date on which you received your final package or service

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

19. 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 (situation dependent). Cost Savings involved

20. Registration Fees Advanced payment of fee 6 weeks in advance only Invoice and/or registration form Date of the event Copy of the Travel Request

21. Force Pay Per comptrollers request Force Pay is used as an exception and is not to be used on all orders that do not match the invoice. This can only be done when an invoice is 10% more or less than the purchase order or if the invoice is $100 more or less max. An email will need to be attached from the department stating why this increase appeared. If the invoice is less than $5 no documentation is needed from the department.

22. RPA Documents in BAM

23. Creating an RPA Creating an RPA This type of document is used to pay for invoices that have been received. An example would be; reimbursing for a meal expense. Under Documents select Requisitions New.

24. All employee reimbursements have to be submitted to Accounts Payable within 90 days. If turned in after the 90 days you will not be reimbursed. This applies to travel as well as other requests for reimbursements. Texas A&M University will have no exceptions on this rule.

25. Must fill in all blocks that have an * symbol plus RPA Goods Received Date. If you do not fill in this field in it will be returned. Click the calendar icon to easily fill in the information. The Requisition type will be RPA

26. Click Save and Continue when you are done filling in the fields.

27. Select Add RPA Item

28. Must fill in all * fields. The Description field must be completely filled out. In the Invoice section you can click. This will place the correct date into the document.

29. When selecting the NIGP Class you may find it easier to select the, that will bring up a box as a search tool. Type in the word you are looking for in the Keyword box. By typing in as much or as little will depend on your choices. Once you have found the item click the radio button to select the item click Save & Exit.

30. If you click save and exit, it will bring you to the screen below. If you click Save & Continue, it will just save the work. By clicking Save & Add New you may add more items to this document, like registration.

31. This is the next screen if you choose Save & Exit. You may also add more items by clicking the Add RPA Item. If you are done and everything looks correct. Click Save & Continue and move to the next tab (Vendors).

32. You will need to move up to the Vendor tab to insert the person who will be paid. Click lookup & Add Vendor. See slide 4 and slide 33 if you can not find your vendor.

33. You can type in a name and search, the screen to the right will populate with your choices.

34. Once you have chosen a vendor by clicking Add Vendor you will see the screen below. This will have mailing information for the check. If you do not see the vendor you can click Vendor Add Request and it will bring you to the screen below. A W9 or Employee form will still need to be sent, but can be attached at this time and sent to the vendor admin. Click Send Add Vendor when complete. If you have accidently chosen this option just click close window.

35. On this screen you are going to select the account number that is going to be charged, click the. You may add more accounts or change the account information from this screen by clicking the. This option will be done after you click save. If you choose Save Based on Dollars and you have split the transaction, it will break it apart by the dollars. If you click Saved Based on Percentages and you did a 50/50 split it will calculate the amounts for you. You must then click Rebuild for all items.

36. The next tab to choose is the Attachments. If you have any documents that need to be seen from the vendor or need to add internally. Like the membership form, add here. Do not click the next tab which would lead you to the Routing tab, it will not give you information until the document is submitted to be routed.

37. Save & Continue will just save the work you have attached. Save & Exit will bring you to the next tab.

38. On this screen you will have the option to show the attachments to the vendor or not, by clicking the show vendor box. You may also add more attachments at this time.

39. You will then have the option to click the Note tab and add notes to this document. These notes will stay with the document through the entire process. Great place to put items like “need check on September 10 th ”.

40. The Reminder tab, to add reminders to individuals to approve this document. As seen below. This will be helpful if and when the document is not being approved. You may remind anyone in the BAM system, but the document will not route to them unless specifically listed because of the account, $ amount, or OBJ code. Or you may add them on another screen.

41. The next tab is the Summary tab. This will give you a complete overview of the document. Please read over everything. Check to make sure attachment looks correct. Amount and account are correct. Once you click Submit for approval it will bring up the next screen.

42. This screen will now show you the approval path for this document ( Routing). If you would like to add someone to this document that you do not see, you may do so after you click Continue.

43. At the bottom of the new summary tab you may add anyone in the Buy A&M System, by placing the next sequence number and name. If you do not wish to add an approver your document is now complete.

44. You may see your document under the Home tab and see what status it is in at anytime. This screen is from the Approval tab, showing all of my documents that are waiting on approvers.

45. BAM Receiving

46. BAM Monthly Receiving

47. Log in to BAM. In your home screen, click on Receiving Tab as shown below.

48. This screen will appear when you click the Receiving tab. This will list all of your POs that are Pending Receipt. If you do not see the Purchase Order you need to receive click on the “View More” button located in the center of the screen.

49. Once you see the purchase order you need to receive the items. For example: I need to receive the monthly payment for the Copier Lease for Ft. Hood copier. In order to do so, I would select the purchase order AM24–16–P006513.

50. Once you select the purchase order number, it will automatically take you to the Purchase Order’s “Summary” tab.

51. Scroll down until you are in the middle of the “Summary” page and click on the “Create Receipt” button as shown below.

52. The system will then automatically generate a receipt number, as shown below. The status will be listed such as in this one showing “In Progress” meaning it is being worked on.

53. Please make sure to attach the Packing Slip in the attachments section shown below. (I have circled the icon in red below).

54. Once you have clicked on the file icon you will be able to upload your packing slip. Begin by selecting the “choose file” button.

55. A screen will then pop up as shown below allowing you to choose the file you wish to attach. You may double click the document or you may select the document and then click the “open” button.

56. Once the document has been selected you will return to the “Add File” screen. The document name will autofill with what the file is named. Once you are done you may add a description. Once that is complete select the “Save & Exit” button.

57. To verify that you have attached the document(s). You will be able to view your attachment in the “Attachment” section as shown below.

58. We will now begin to receive the monthly copier lease. First step is to change the Receipt Type to reflect “Receive”. The receiving date should then be changed in order to reflect the date of service or date the goods were received ON CAMPUS. Note: When changing the receiving date please make sure to use the calendar icon and choose the date.

59. The “quantity” will have to change to the amount that was received. This purchase order was set up as monthly UOM, I will be receiving solely for one month’s service. It is important to also provide some information in the notes section. Such as this copier lease I input in the notes the invoice number, effective date (the date invoice was received on campus) and the coverage period since this is not a physical item.

60. Please review the document. Once everything is accurate click on the “save and continue” button.

61. The line 1:1 shows what you have received. It will automatically generate another line item receiving the remaining balance. Please make sure to deselect the line or simply change the quantity to zero if you are done receiving.

62. Once you have changed the quantity or unselected the line, your next step is to click the “submit for approval” button.

63. A pop up screen will appear as shown below asking if you are sure you want to submit this receipt for approval. You will click the “ok” button to continue.

64. The next screen will ask if you want to manually add an approver or if you want to do an automatic approval, for receipts there is no approval path. Please select “Automatic Approval” and then click continue. NOTE: Select manually add approvers if someone needs to be on the approval path.

65. The receipt status will change to reflect that it is “approved for invoice” if none was selected. If you manually added an approver the status will change to “ready for approval”. NOTE: When the status shows “approved for invoice” Accounts Payable is eligible to create the invoice and make the payment.

66. Receiving

67. Log in to BAM. Go to the magnifying glass to do an advance search. I

68. For example: Items have been received for purchase order P002846. Therefore, we will change the Document type to “purchase order” and then input the purchase order number in the PO# Line since it is listed on the packing slip. Once that is complete click the “Find it” button. NOTE: If there is not purchase order listed on the packing slip, you may also search by vendor name.

69. Click on the purchase order

70. Purchase order “Summary” tab page will populate. Scroll down until you see the “create receipt” button.

71. Scroll down and click on the “create receipt” button located near the middle of the screen.

72. Ms. Whites iPad and tan cover came in 3/2/16. The “Receipt Type” should be Receive. The receiving date is 3/2/16 date items were received The quantity will change to reflect what was received of each line item. Leave a comment with information regarding the items if needed. Attach the packing slip to the attachments files which is circled in green. Lastly click the “save and continue button”

73. Every item has been received and has saved on 1:1 and 2:1. If everything is accurate continue and click the “submit for approval” button.

74. Click the automatic approval if there is no one that is required to approve the receipt. If someone needs to be added to the approval path, click the manually add approval and add an approval from the drop down list. Then click “save and continue” button.

75. The receipt will then automatically change its status to “approved for invoice” if it was an automatic approval. If you manually added an approval on the previous screen, the receipt’s status will be “ready for approval”. Once the approval goes and approves the receipt it will change to “approved for invoice” allowing Accounts Payable to create the invoice and submit for payment.

76. If all items are received, the purchase order’s status will state “complete receipt”. If part of the items have been received the purchase order status will state “partial receipt”.

77. BAM Adjustment Receiving

78. An error can occur when creating a receipt, for example you realize the date the items were received on campus was incorrect and the date received is 2/25/16 instead of 3/2/16 as you had original input in the receipt. You may correct the amount of items that you received. To correct the receipt follow the steps listed in the following slide shows.

79. Search for the purchase as you had previously done through the advanced search. Change the Document type to “purchase order” and input the PO# then click “find it” button.

80. You will then be taken to the purchase order Summary tab. Scroll down until you find the “create a receipt” button and then click on it. Note: you cannot click on the existing receipt in order to correct it. A new receipt must be created in order to fix the mistake.(such as the receiving date, or an item being accidently received.)

81. Change the “receipt type” to “receiving adjustment”. Change the quantity to reflect the amount previously received as a negative. Since we originally received 1 item our quantity is -1. Please place a note in the comments section describing the reason for the adjustment. Make sure to repeat these steps for the line items that need to be corrected. Once you have corrected each line item click the “save and continue” button.

82. The items have saved, and the quantity now shows 1 remaining quantity. You will now change the date under the receiving date to reflect 2/25/16 using the calendar icon. The quantity is 1 since we are receiving the 1 item. Place note in comments section. Once complete click the “save and continue” button. NOTE: If you click the “submit for approval” button instead of the “save and continue” button; the only thing that will save in the receipt will be the receiving adjustment.

83. Once everything is saved, which you can see in line 1:1 and 1:2. You may then press the “submit for approval” button.

84. Select the “Automatic approval” if you do not need to add anyone to the approval path. If you need to add someone to the approval path “select the “manually add approver” and click on the approver drop down box and select the person then click the “save and continue” button.

85. Once all is completed, your receipt will show “approved for invoice” if you selected automatic approval. If you manually added an approver; your receipt’s status will read “ready for approval”. Once they log in and approve the receipt will it change to “approved for invoice” which allows Accounts Payable to create the invoice and submit for payment.

86. BAM Cancel Receipt

87. If you accidentally double clicked or started a receipt that did not need to be received and you can still cancel the receipt. You may go to the purchase order “summary” tab and scroll down until you see the receipts. For example the receipt 0004593 was created when I double clicked to create 0004592. I will have to select the receipt I am needing to cancel.

88. When the receipt is populated, I will click the “cancel receipt” button. NOTE: This is to ONLY cancel the receipt. Not the items on the purchase order or the purchase order.

89. Pop up screen will then ask if you are sure you want to cancel this receipt? Make sure to click the “ok” button.

90. The receipt’s status will then change to state it is canceled.

91. Accounts Payable Canopy Screens

92. Open Canopy and login

93. You are now at the Main Screen

94. FRS Module

95. Account Summary

96. Account Transactions

97. Attributes

98. Vendor Search To search for a vendor, click the FRS tab  search  then vendor search

99. Type in the vendor then press enter This screen will show you if the vendor is on state hold or a hub vendor To verify the correct address, click the address button on the right of this screen If the vendor is on state hold you may call them and inform them that they are. Then they may call the State Comptroller at 1-800-531-5441 ext.34561.

100. Clicking on a voucher will bring up this screen You can find the check date and when the check was paid by the bank The bottom of the screen will have the invoice number

101. Buy A&M Vendors Click on the BUY A&M tab

102. Once you click, there will be a drop down selection. The following screens will provide information on Vendors.

103. BAM Xref This screen will give you an audit log of your document. (May not find useful). You will need to place the PO# from the BAM system as the BuySpeed Document ID.

104. Open Commitments In order to search for open commitments go to Buy A&M tab and click

105. Input your account number and you may then see your open commitments. For example: account 220305 has a couple of open commitments such as reference 297887A for F&A Copier for FY16. This purchase order shows to have been encumbered for $624.00 and only $260.00 have been paid out, leaving an open commitment of $364.00 which we can review in BAM.

106. In order to reference what that is log in to BAM. Since it ends with an “A” because of the 297887A it is a purchase order in BAM. If it ends with an AD it is an RPA. You will then click the magnifying glass next to the time, for an advance search

107. Change the Document type to Purchase order and then input the reference number you have, ending with an A and input that in the Alternative ID. Once that has been completed please click on the “Find it” button.

108. The purchase order will then show as your result. Click on the purchase order number in order to see what that is.

109. The purchase order summary tab will then auto generate, therefore you may review it. For instance, this shows $2,400.00 as the total amount of the purchase order, which is not reflected on our account. We will then continue to review the purchase order in order to fully understand the amount difference.

110. Going to the items line and seeing the accounting. We can then see that we are only making a portion of the payment for this copier lease. As stated in canopy our commitment was for $624.00 as shown in BAM.

111. Searching for RPA Requisition First go to BAM and retrieve the Requisition Alternative ID number It is circled below

112. The account number is also required. It can be located in the items information as seen below.

113. Once you have your account number and alternative requisition number. You will go to canopy and click on BAM XREF. Click the “Open Comm” button.

114. Input the account number in the account number section and input the alternate requisition number in the Ref4(user) section. Then click the “Submit” button.

115. The encumbered transaction will then pull up for you.

116. Searching for Purchase order First go to BAM and retrieve the Purchase Order Alternative ID number It is circled below

117. The account number is also required. It can be located in the items information as seen below.

118. Once you have your account number and alternative requisition number. You will go to canopy and click on BAM XREF. Click the “Open Comm” button.

119. Input the account number in the account number section and input the alternate purchase order number in the Ref1(PO) section. Then click the “Submit” button.

120. The total amount encumbered for the purchase order is circled in red. The amount that has been paid to date is circled in yellow.

121. Master Vendor Search This screen will allow you to look for a vendor in BAM. By Clicking the plus button you will be able to see vendor information.

122. Accounts Go to FRS  then Account Search Type in the account number and click search. Once your account has pulled up you may move to other tabs.

123. Open Commitments Click on the Open Comm tab. This will allow you to see everything that has been encumbered, including BAM.

124. Phone Numbers for Rachel Borego 254-519-5415 Monday- Thursday 7:30-5pm Friday 8-2pm Ana Flores 254-519-5478 Monday- Thursday 7:30-5pm Friday 8-2pm Accounts Payable Accounting Danielle Clouden 254-519-5433 Monday-Thursday 7:30-5:30pm Friday 8-12pm Shaena Cannon 254-519-5787 Monday-Thursday 7:30-5:30pm Friday 8-12pm