2015 Munis Accounts Payable Training Presented by Jeff Roose AP Supervisor, Auditor’s Office

Promoting Proficiency through Partnership Welcome AP Contacts & Phone Numbers Invoices Keyed in the First Quarter Invoice Review Checklist Guidelines for Submitting Invoice Batches Keying an Invoice Keying a Credit Memo Finding a Vendor in MUNIS Paid Invoice Inquiry Check Inquiry Holding Warrants – Special Mailing Requests Auditor AP Portal Applications

Auditor’s Office Responsibilities & Agency Accountability Accounts Payable Directive: Accounts Payable Directive: Pursuant to Ohio Revised Code , warrants shall be issued upon presentation of the proper order or voucher and evidentiary matter for the moneys, and keep a record of all such warrants showing the number, date of issue, amount for which drawn, in whose favor, for what purpose, and on what fund. If the validity of an expenditure is uncertain, the agency who presented the voucher shall be notified. In English, we verify who, what, where, when, and why the expenditure was fulfilled, and then cut a check. Keep in mind, invoices, from time to time, may need to be returned to an agency for clarification; please don’t take it personally, we’re just doing our job. Auditing: Auditing: We base our internal reviewing practices on recommendations & bulletins from the Ohio Auditor of State (AOS), opinions of the Ohio Attorney General, the Ohio Revised & Administrative Codes, and applicable Federal, State or Local regulations. Expenditures submitted that do not conform to established agency policy, reflect indistinct detail, or which may be misconstrued as not having Proper Public Purpose may be returned so that additional substantiation may be provided. Invoices that are unique in nature should be accompanied by an signed, administrative memo explaining the special circumstance of the payment. Payment Processing: Payment Processing: To expedite payment to your vendor, please ensure that your agency’s policy and procedure is being followed and the original invoice contains all the data necessary for our review. Each invoice must be endorsed and stamped received by authorized agency personnel. Finally, don’t forget to code batches that require special processing in MUNIS, by writing the payment method in the upper left-hand corner of the Invoice Entry Proof List in RED ink. Fiscally Speaking: Fiscally Speaking: Is a website established and maintained by the Auditor’s Office to help fiscal personnel throughout the county find answers to commonly asked questions or bring current matters to light. It can be found at

Data Driven Expectations Auditor’s Fiscal AP Personnel Sally Damceski: Sally Damceski: Is the face of the Fiscal Services Division and acts as our office’s point of contact for Purchase Order Modifications. She also maintains the returned check log and provides copies of redeemed payments and/or other records upon request. Contact her at or Carolyn Stuhr & Janet Jones: Carolyn Stuhr & Janet Jones: Audit and process a majority of the 130,000 plus invoices received by Accounts Payable annually. Combined, they have over 20 years experience in analyzing disbursement documentation. Please contact Carolyn at or or Janet at or with questions concerning batches. Melissa Belhorn: Melissa Belhorn: Acts as the Assistant Supervisor of Accounts Payable and performs my tasks when I’m away from the office. She also manages all public record requests as they pertain to non-wage payments and administers the Franklin County Unclaimed Funds Account. Contact her with questions at or Jeff Roose: Jeff Roose: I’ve been the AP Supervisor for the past 7 years and I’m charged with safeguarding Franklin County Taxpayer’s money as it relates to local government expenditures. I’m also responsible for the maintaining the vendor database and fulfilling various financial reporting requirements for Franklin County. Questions involving typical Munis issues, vendors, W-9s & 1099s should be directed to me at or Phil Banks: Phil Banks: Is the Munis Administrator and technical software issues should be directed to him at or If you experience problems logging into the system please contact the Data Center or your internal IT Department whichever is applicable for your agency.