Banner Receiving Presented by Lucille Pippetti Accounts Payable pippetti@rowan.edu Marybeth Hegel IRT Training Services hegel@rowan.edu

Receiving + Invoice = Payment

Receiving deadlines Invoices must state that the items were shipped to receive by June 30 Must be received by June 30 Physically Received Received in Banner If received after June 30 funds will come out of FY18 July 14 – All Invoices must be received (pdf sent to invoices@rowan.edu)

Receiving FYI If you receive in FPARCVD before you physically receive the items – AP will pay and if there is a problem with order...what is your recourse? Computers – if you think they are at the workshop – check with them so you can receive before deadline.

FOIDOCH Make sure orders are Received Check for incomplete Receiving codes

FOIDOCH - Receiving Complete or delete incomplete receiving codes To Delete , curser must be in Receiving Method field Select Delete, then Delete again

FOIDOCH - Receiving To dig for more information Select the document number Related – Query Document by type Be aware of current glitch

FOIDOCH - Invoices If Invoice has a status of “R” it needs to be received P is Paid If the status is “S” (suspended) or “O” (open) call Accounts Payable Credit memo is issued on an invoice and has an “I” document number.

FOIDOCH - Dig into Invoices Select Invoice Number Related – Document by Type Go Use down arrow to look at next record

FOIDOCH - Checks In the Check field, if the check has been issued, there will be a check number Next to the check number there will be a status code (X, F or Blank) If it is an electronic check (indicated by an ! in the first digit, the status will always be blank. Select Check number, Related and then Query Document by Type Multiple PO’s can be paid on one check

Checks Enter Bank field then Go Bank field is the first 2 digits of the check. If your check begins with !, that indicates an electronic transfer and then the Bank will be 30.

FGIENCD History of Invoices and Credit memos against the Purchase Order Balance will never be less than zero.

Credit Memos The vendor will send accounts payable a credit memo. If the purchase order was closed before the credit memo is received, the credit will be deposited back into the original account. If the Purchase Order is still open when the credit memo is received, you will have to close the PO to unencumber the money.

Check on Credit Memos Look on FAIVNDH to see if a credit memo has been issued from a particular vendor for that invoice (select Credit Memo from the dropdown).   

Three Types of Receiving 1. You physically received all your items at once (Complete Regular Order) - Receive Quantity. 2. You only received some items in the order (Partial Regular Order) - Receive Quantity. 3. Standing Order - Receive a dollar amount.

FPARCVD

Receiving Practice!

Help! Accounts payable http://www.rowan.edu/accountspayable pippetti@rowan.edu Training – Banner 9 videos and manual http://www.rowan.edu/irt-training irt-training@rowan.edu

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