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1 Changes to Disbursement Request Accounts Payable Department 2009.

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Presentation on theme: "1 Changes to Disbursement Request Accounts Payable Department 2009."— Presentation transcript:

1 1 Changes to Disbursement Request Accounts Payable Department 2009

2 Accounts Payable Presentation Objectives 1. Review of New Screens a. Overview of changes to screens b. Additional screens 2.Using your PF Keys a. Approval Path (PF 5) b. Payment information (PF 4) for Preparers c. Payment information for Approvers. (CM IQ DI DD) 3. Browse Screens a. Send Back screen b. Ways to browse c. Sequence field (A – ascending D - descending) 4. Notifications a. Pending Approval (to approver) b. Rejected (to preparer) 5. Review Dos and Donts 2

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6 6 Changes in Add Disbursement Request Screens are highlighted in yellow. Please use your PF10 and PF11 keys to scroll to next 4 screens. Two of the screens are new.

7 7 This screen allows you to input multiple accounts if the cost are split between different departments and/or Qual1's or GL codes. Please Note Specific Instructions regarding Multiple Accounts below. This area is used when sharing an expense on a single disbursement request using multiple accounts. Note: You must have Security Access for all Accounts Used. All Approvers must approve disbursement before payable can be processed.

8 8 This screen displays additional space to enter necessary information for the purpose of your disbursement.

9 9 This screen displays Pre-payment information NOT CURRENTLY USED

10 10 4 th and last screen, Preparers ID, date of changes and a status description of the disbursement.

11 11 Entering a New Disbursement Request. Request Type field will populate to RQ (Standard Request). For all other Request Types see list on the following next two screens. To change Request Type Press your HOME key to access field.

12 12 Following is a description of the fields and their functionality: *Req Type-- A code that represents the classification of a disbursement request, such as RQ (Disbursement Request), or RR (Recurring Request). Active help provides a pop-up list of valid options. To choose one from the following table, place the cursor in the field and press to access the help screen. The screen defaults to RQ (Disbursement Request), unless a choice is made from the help screen. This is a required field.

13 Type Disbursement Request TypeWhen to Use BS College BookstoreNOT CURRENTLY USED CS Central StoresNOT CURRENTLY USED ER Emergency RequestUsed by Accounts Payable only LD Learning Resources District* C OMPUTERS, S OFTWARE, AUDIOVISUAL EQUIPMENT AND RELATED ITEMS. LH Learning Resources Homestead Campus* C OMPUTERS, S OFTWARE, AUDIOVISUAL EQUIPMENT AND RELATED ITEMS. LI Learning Resources Inter Am Campus* C OMPUTERS, S OFTWARE, AUDIOVISUAL EQUIPMENT AND RELATED ITEMS. LK Learning Resources Kendall Campus* C OMPUTERS, S OFTWARE, AUDIOVISUAL EQUIPMENT AND RELATED ITEMS. LL Learning Resources Hialeah Campus* C OMPUTERS, S OFTWARE, AUDIOVISUAL EQUIPMENT AND RELATED ITEMS. LM Learning Resources Medical Campus* C OMPUTERS, S OFTWARE, AUDIOVISUAL EQUIPMENT AND RELATED ITEMS. LN Learning Resources North Campus* C OMPUTERS, S OFTWARE, AUDIOVISUAL EQUIPMENT AND RELATED ITEMS. LS Learning Resources West Campus* C OMPUTERS, S OFTWARE, AUDIOVISUAL EQUIPMENT AND RELATED ITEMS. LT LW Learning Resources Wolfson Campus* C OMPUTERS, S OFTWARE, AUDIOVISUAL EQUIPMENT AND RELATED ITEMS. PR Prepaid Request NOT CURRENTLY USED; S ERVICES THAT DEMAND CONFIRMATION OF PAYMENT BEFORE SERVICES ARE RENDERED. RQ Disbursement Request M OST FREQUENTLY USED, FOR EXAMPLE : SERVICE AGREEMENTS, BOOK PREVIEW / APPROVAL, ITEMS ALREADY RECEIVED. ETC. RR Recurring Request T HIS IS PREPARED IN ADVANCED – COMMITS FUNDS IMMEDIATELY. U SED WHEN SAME PAYMENT IS MADE ON A SCHEDULED DATE TV Travel ReimbursementDO NOT USE THIS TYPE – GO TO TRAVEL REQUESTS (M UST ACCOMPANY P2; TRAVEL DISBURSEMENTS, MILEAGE REIMBURSEMENT ) 13

14 14 The next change is Contact Information. This information will populate automatically with the preparers name, phone #, . If this information is not correct, contact via

15 15 Next change is: Project Nbr: Used by Preparers of Restricted Accounts, (Fund 2) & (Facilities) Fund 7 only.

16 16 After entering and reviewing all information, use your PF5 Key to send for Approval. You will see a Message: Send for Approval Successfully completed. Note: to access approval & payment information you must go through VI or any of the Browse screens.

17 17 Notification will be sent automatically to person indicated below. Immediate action is necessary for payable to be created. This will be for Approvals & Rejected Disbursements. a. Pending Approval (to approver) b. Rejected (to preparer) Subject Body The notification includes the document type, document number and action to be taken. for Pending Approval Subject: DS Pending Approval Body: Disbursement Request is pending your approval. for Document Rejected Subject: DS Rejected Body: Disbursement Request has been rejected by Sophia Cowan. Please review document and complete as requested. Note

18 18 After Disbursement has been sent for Approval, you may display disbursement from any of the Browse view menus. For Payment information use your PF4 key to view payment dates, check numbers etc. Note: This information is available only after payable has been created.

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22 22 For Approval Path information you may display disbursement from the VI or DD Browse screens, use your PF5 key to view approval information or status.

23 23 All Approvers required for a disbursement will be displayed on these screens.

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25 25 Insert VI in Code field to browse all disbursements or enter desired disbursement # in Disbursement Nbr field. You will only have access to view or modify those disbursements prepared by you.

26 26 You may also Browse using your PF7 & PF8 keys scroll up/down. Sequence: A & D changes the direction of Browse screens from Ascending to Descending. Or enter a known Disbursement #.

27 27 Here you may modify disbursement that has not been sent for approval.

28 28 Preparers will use DD to view Disbursement. Note: Approvers will need to use CM IQ DI DD to view this screen.

29 29 Enter Disbursement #, or scroll by using your PF7 & PF8 keys. Seq: A & D will change the direction from Ascending to Descending. Once a disbursement has been selected, Payment and Approval information are available to view. DD For viewing information only.

30 Additional New Screens 30 Insert CO in Code field to browse all disbursements or enter desired disbursement # in *Disbursement Nbr field.

31 31 Select the Disbursement Request you wish to copy. You may also Browse using your PF7 & PF8 keys, Sequence: A & D changes the direction of Browse screens from Ascending to Descending. Enter disbursement number that you wish to copy.

32 32 Update information from prior Disbursement that has changed such as, dollar amounts, dates, & seq. #. Press Enter. Notice New Disbursement # Send for Approval.

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34 34 This Screen has not changed.

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36 36 You will only be able to view documents that were created by you.

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40 40 All Browse Screens work as before. The last 4 Browse Options are new.

41 41 Do Not submit statements or faxes as support for Disbursements. Do Not send a Disbursement Request to Accounts Payable without supporting original documentation attached. Do Not prepare disbursements for more than one invoice.. Do's and Do Nots… For Entering a Disbursement Request DO… Choose correct vendor name and address Seq# from vendor table. Enter invoice number exactly as it appears in the Invoice field. Submit only original invoices with disbursement request document.. Enter disbursement for amount without tax. DO NOT…

42 42 There will be additional information in your hand outs that will describe, in detail the process of creating a disbursement as well as preparing an agreement for Services. Please save this material to refer back as reference if necessary. There will also be links to on-line forms and a list of your campus trainers. This Power Point is available upon request. Send request to:

43 43 Creating a Disbursement Create disbursement request, CM DM AD *Req Type. Hit to enter req type, for selection list. Place the cursor in the field and press to access the help screen. The screen defaults to RQ (Disbursement Request), unless a choice is made from the help screen. This is a required field. Total Amt to enter amount. Use a decimal to enter your amount. Press to advance. This is a required field. Contact Name. Verify your contact information. System should populate automatically. Press the to advance to next field. This is a required field. Orig-- The default is N. Once Completed if the original request has been modified a > will appear. Enter Y to see original request. Pay to type. for selection list. Select E (Employee), S (Student), or V (Vendor). C (Customer) is for SFS use only. N (Non-employee type) is for Payroll use only. *ID - help provides a pop-up list of vendor lists. This MUST match name of vendor on the invoice. This is a required field. Seq#* for list of addresses pertaining to that ID#. It will defaults to '01' for a vendor payee type if the payee has more than one address Curr Payee Pay TP-- Default is CHK *Account enter Qual and GLC the Org Unit (first space) and the Loc (location) (third space) will populate. Press to next field. This is a required field. For the amount. Enter the amount corresponding to the first Qual (if one Qual being used, this amount must match the first amount entered). If splitting expense amongst several accounts, press F11 to enter accounts and amounts Purpose Enter a purpose or justification for payment, be detailed. twice for additional space. PaymI: For Accounts Payable use only. Due Date-- Indicates when the payment is due. The format is MMDDYY. Sch Pay-- payment will be released on or after this date. Project Nbr-- used by preparers of Restricted Accounts (Fd. 2) and Unexpended Plant Funds (Facilities – Fd. 7) Attach- Enter- leave blank Pick-Up Chk - leave blank INVOICE. This is a required field and must be entered EXACTLY AS IT APPEARS ON THE INVOICE.

44 44 A message will appears to let you know that the disbursement has been entered successfully. Notice the disbursement request number on the top left corner. To send for approval and commit funds Type Yes to confirm Original invoice must be sent to AP along with the approved disbursement screen in a red envelope. To view approval path CM DM VI From the "Add Disbursement Request" - App. To view Payment History CM DM VI From the "Add Disbursement Request" - Paym, then twice to see check number and check date information Maintain Disbursements Request Status CM DM MS Cancel to de-commit funds if rejected, Open to reopen a cancelled disbursement, or ON-HOLD to place on hold until further notice. type notes, again. Browse Rejected/Send Back Disbursements CM DM BR (Preparers only) Select BR and request number or F1 for list Browse All Disbursement Requests for a User CM DM BD ( Preparers only) Lists ALL disbursements reqs for a User Display, Modify, Status – change or cancel Browse options for Disbursement Requests CM DM SR Choose one of eight functions that allow you to browse disbursement requests. The Browses allow you to display, modify, view the payables or change the status of a disbursement. BSBrowse by status BP Browse by Payee-ID BRBrowse by number BNBrowse by Pay-to-name BTBrowse by Type BCBrowse by Contact Name BABrowse by Account Number BIBrowse by Invoice Number Make selection then REQUEST NUMBER

45 45 Disbursement Request Menu contains seven major functions that allow you to request and track purchases of goods and services charged to your account number. The function and general description of each module is as follows: ADAdd Disbursement Request This screen is used to enter a Disbursement Request. The main purpose of this module is to initiate the payment process for goods and services charged to your Qual1 (account number). VIView/Update Disbursement Request This screen allows you to select a Disbursement Request and modify as needed. DDDisplay Disbursement Request This screen allows you to display and view a Disbursement Request. COCopy (Add) New Disbursement Request From this screen, you select an already created disbursement that you wish to copy. After making revisions, if needed, you can add this as a new disbursement. MSMaintain Disbursement Request Status This screen will show the current status and allow you to change the status of an existing Disbursement Request. You can cancel or place the request on-hold; if the request is canceled it can be un-canceled with the "open" status code. Once the request is approved the status cannot be changed. BRBrowse Rejected/Sent Back DRs This screen displays ONLY Rejected or sent back disbursement requests that were entered by you. You can modify, display or change the status of the disbursement. BDBrowse All Disbursement Request for a User This screen displays all disbursement requests entered by you by status. You can modify, display or change the status of the disbursement. SRSearch and Update Disbursements This menu allows you to display, search, modify or find check information for disbursements by status, payee-Id, disbursement request number, pay to name, request type, contact name, account number, or invoice number. Disbursement Request Menu

46 46 Quick Steps in Disbursement Request Process 1.Go to ADD Disbursement Request. 1.Enter CM DM AD in the direct command line or enter AD at Disbursement Request Menu. 2.Enter required information and press. (See special instructions for Travel and Invoice field). 3.Press to send for approval and commit the funds to the General Ledger. Mail the original vendor invoice to Accounts Payable in the red envelope with print-screen of disbursement request. No statements, faxes, quotes, estimates or pro-forma invoices will be accepted. 1.Check your Browse Rejected and Sent Back DRs screen periodically. 1.Enter CM DM BR in the direct command line or enter BR at Disbursement Request Menu. After it has been approved, Accounts Payable will review and match the invoice with the disbursement request number on the system and process it for payment. Send Disbursement Request for Approval Quick Steps in Disbursement Request Process Go to ADD Disbursement Request. Enter CM DM AD in the direct command line or enter AD at Disbursement Request Menu. Enter required information and press. (See special instructions for Travel and Invoice field). Press to send for approval and commit the funds to the General Ledger. Mail the original vendor invoice to Accounts Payable in the red envelope with print-screen of disbursement request. No statements, faxes, quotes, estimates or pro-forma invoices will be accepted. Check your Browse Rejected and Sent Back DRs screen periodically. Enter CM DM BR in the direct command line or enter BR at Disbursement Request Menu. After it has been approved, Accounts Payable will review and match the invoice with the disbursement request number on the system and process it for payment. Send Disbursement Request for Approval From the "Add Disbursement Request" screen, press -"SndAp" to send for approval. As illustrated below, you will see the message at the bottom of the screen "Send for Approval Successfully completed. Note that the "Status" field changed to "PA PEND APPROVAL". The system will now forward the request to the next approver.

47 47 Maintain Disbursement Request Status Path: CM DM MS To change the status of a disbursement, you must first display the disbursement by typing in the number of the transaction in the "Disbursement Req#" field and pressing. Once your transaction is displayed, go to the "Enter NEW status here ===>___________" field and type in the new status (i.e., 'CANCEL', 'ON-HOLD', or OPEN), then press. PLEASE NOTE: You can only change the status of disbursement requests that have a current status of Rejected, Sent Back, Pending, On-Hold, or Cancelled. Steps to change status: CANCEL Type in the "Disbursement Req#" and press. Once your transaction is displayed, go to the "Enter NEW status here ===>_____" field, type in CANCEL, and press. Type a note describing why you are canceling this request and press. If you 'CANCEL' the request, it can be un-cancelled by changing the status to OPEN. ON-HOLD Type in the "Disbursement Req#" and press. Once your transaction is displayed, go to the "Enter NEW status here ===>_____" field, type in ON- HOLD, then press. Type a note describing why you are placing this request on hold and press. If you change the status to 'ON-HOLD', it can be taken off hold by changing the status to 'OPEN'. OPEN Type in the "Disbursement Req#" and press. Once your transaction is displayed, go to the "Enter NEW status here ===>_____" field, type in OPEN, then press. You will have to go back to the request screen (Path: CM DM VI) and send it for approval ( ) to commit the funds.

48 48 BROWSE DISBURSEMENT REQUESTS BY USER Path: CM DM BD Modify or Change the Status of a Disbursement Request by Originator. This will display ONLY disbursements that you have entered into the system. To access these screens, type BD on the code field in the Disbursement Menu and press. After you have found your selection in the request queue screen, press the key that will take your cursor to the first record, use the down-arrow key to take your cursor to the line of your choice then type one the following action codes. Action Activity D Display: Displays the Disbursement Request that you created. M Modify: Displays the Disbursement Request that you created, however you can make modifications to the document providing that the request is PE (pending,) RJ(rejected,) or SB (sent back.) SStatus Change: Displays the "Maintain Disbursement Request Status where you can change the status if applicable.

49 49 Search and Update Disbursement Requests Path: CM DM SR The Disbursement Request Menu contains a Search and Update menu with eight functions that allow you to browse disbursement requests. The Browses allow you to display, modify, view the payables or change the status of a disbursement. To access this screen, type SR on the code field in the Disbursement Menu and press. The function and general description of each module is as follows: BS Browse Disbursement Request by Status This screen displays the requests sorted by status. The action code allows you to display, modify, change the status of the Disbursement Request, and browse the payables/check I information. BPBrowse Disbursement Request by Payee-ID This screen displays the requests sorted by payee-id (vendor number, student id, person id). Place the cursor in the field and press to access the help screen. The action code allows you to display, modify, change the status of the Disbursement Request, and browse the payables/check information. BRBrowse Disbursement Request by Number This screen displays the requests sorted by disbursement number. The action code allows you to display, modify, change the status of the Disbursement Request, and browse the payables/check information. BNBrowse Disbursement Request by Pay-to-Name continued on next page

50 50 This screen displays the requests sorted by Pay to Name (persons name or business name). The action code allows you to display, modify, change the status of the Disbursement Request, and browse the payables/check information. BTBrowse Disbursement Requests by Type This screen displays the requests sorted by Request Type. The action code allows you to display, modify, change the status of the Disbursement Request, and browse the payables/check information. BC Browse Disbursement Requests by Contact Name This screen displays the requests sorted by Contact Name. You must enter the name, or at least part of the name, in order to search for the disbursement. The action code allows you to display, modify, change the status of the Disbursement Request, and browse the payables/check information. BA Browse Disbursement Requests by Account Nbr This screen displays the requests sorted by Account Number. You must enter the full account number, or at least the Qual, in order to search for the disbursement. You may place the cursor in the field and press to access the help screen and search for Org units and or Qual numbers. The action code allows you to display, modify, change the status of the Disbursement Request, and browse the payables/check information. BI Browse Disbursement Requests by Invoice Nbr This screen displays the requests sorted by Invoice Number. You must enter the invoice number EXACTLY as it appears on the disbursement in order to search for the correct disbursement. The action code allows you to display, modify, change the status of the Disbursement Request, and browse the payables/check information. Continued from previous page

51 51 ActionActivity DMPSDMPS Display: Displays the Disbursement Request that you created. Modify: Displays the Disbursement Request that you created, however you can make modifications to the document providing that the request is PE (pending,) RJ(rejected,) or SB (sent back.) Pay-List: Displays "Browse Payables by Origin & Type" screen where Payable, Payment, Invoice and Check information are displayed. Status Change: Displays the "Maintain Disbursement Request Status where you can change the status if applicable. Browse Disbursement Requests by Status Path: CM DM SR BS The Browse Disbursements Requests by Status module will display ALL Disbursement Requests sorted by status. This screen gives you access to display, modify, view payables and change the status ONLY if you have access to the account/user group on the disbursement request. After you have found your selection in the request queue screen, press the key that will take your cursor to the first record, use the down-arrow key to take your cursor to the line of your choice then type one the following action codes. If you have access to the account/user group for that disbursement, you can use the following codes: Use your from the first screen to scroll to next available screens.

52 52 Quick Reference for Disbursement Requests

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54 54 Filling out the Agreement for Services Form 1) Date Agreement Form Completed 2) Name of the department 3) Name of the contracting company, organization or individual 4) Date the contractor begins services 5) Date the contractor ends services 6) If an individual: A) Fill in the daily rate – IMPORTANT- No more than $ a day. If the daily rate is more than $500.00, Board Approval is needed for a special agenda. B) Number of days contractor will work C) Total amount of contract (daily rate x number of days). If the cumulative amount for an agreement is more than $25, per vendor, authorization by College President or College Provost is needed. 7) Total cost of service, including expenses (6c & any expenses outlined in 6d). 8) Qual # and GL code GL Code is usually If code is not available in your account, contact the Budget department to add the code and transfer funds. 9-11) Answer YES / NO questions accordingly 12) Check one for payment schedule 13) For contractor use only… A) Contractors name B) Tax ID # - Social Security (Individual) or the Federal ID # (Vendor) C) Contractors Representative D) Title of Contractors Representative E) Address – should be same address as it appears on the invoice F) Phone # G) Contractors signature H) Date 14) For Miami Dade College use only… A) Originator- the person preparing the Agreement B) Dean C) Vice Provost continued on next screen

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56 56 Do's and Do Nots… …FOR AGREEMENTS FOR SERVICES DO… …Fill out Agreement for Services form completely. …Verify the name and address of the contractor. Verify that the name is spelled correctly and that the mailing address is correct. …Send original signed Agreement for Services to Accounts Payable. With every partial payment, you must submit a copy of the Agreement. …Completed and signed Agreement for Services should be in Accounts Payable prior to submitting for any payment(s). …Submit an original invoice along with a copy of the Agreement for Services whenever submitting a request for payment. …Make sure the invoice matches the specifications on the Agreement for Services, i.e., daily rate, beginning and ending dates, and dollar amount. …Any changes to the existing Agreement for Services must be made through an Addendum which will require a signature from the contractor and at least one of the College representatives from the original Agreement. DO NOT!… … leave any spaces blank. … Forget agreements in excess of $25, (cumulative per vendor) must be authorized by College President or College Provost. … submit invoices for more than total amount of Agreement for Services. They will be sent back and will require an addendum. …exceed $ daily rate for Individuals Agreements. Exceptions that may exceed must have Board approval as a special agenda before initiating contract.


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