Accounts Payable Paperless Processing Rebekah Caldwell

Accounts Payable Paperless Process Training Requirements for scanned invoices Process for adding attachments Steps for ZAP_ENTRY invoice types How to correct rejected documents Common reasons for rejected documents 2

Accounts Payable Paperless Process Effective Wednesday, October 15, attachments will be required for all invoices in IRIS. The attachment should include the invoice and all supporting documentation, in one document. – Scanned Standard Invoice, Standard Credit Memo and Purchase Order Invoices to Disbursements at –Enter invoices for Miscellaneous Reimbursement, Moving Allowance, 85 Contract Invoices/T-27 with Contract, 85 Contract Credit Memo and T-27 without Contract into ZAP_ENTRY 3

Requirements for Scanned Invoices scanned pdf file to The subject line should identify the type of document; for example “Staples Invoice” or “Staples Credit Each individual invoice submitted for payment must be scanned as a separate pdf documents. However, the pdf file (scanned document) should contain multiple pages if they pertain to the invoice. –For example: 5 Staples invoices should be scanned separately but may be sent in one . Likewise, Aramark invoices with accompanying documentation such as event forms and attendee lists should be scanned as one pdf file. The original invoice and all supporting documentation should be scanned into one document for attaching All invoices must be billed to the University of Tennessee Invoices must include an itemized description of the goods or services purchased including unit price Continued on Next Slide 4

Requirements for Scanned Invoices Invoices must be approved for payment on the “front” of the invoice and include: –The vendor “1” number and vendor “2” number if applicable –Appropriate general ledger (G/L) –The cost center/WBS element(s) –Explanation of the expenditure if invoice does not clearly state –Must be signed by approved signature of the account to be charged –If invoices are for Entertainment over $ OR Give-aways OR any invoice containing alcohol must be signed by Richard Brown prior to scanning and ing to Disbursements. –If invoices are on a purchase order the invoice lines should be numbered to correspond with the purchase order lines –Invoices that have items that fall under Sensitive Minor Equipment with cost of $1,500 - $4, should include the asset number on the invoice

Process for Adding Attachments Enter the document data and then click ***It’s “Best Practice” to write the document number on the invoice.*** Click (document number still visible on screen) Click to open the attachment pop-up window –Double-click document type to be attached (i.e. pdf, word, etc) –Navigate to file –Double-click to select file –Add text for “Description” of attachment –Click green check to attach selected file and save document as complete Message at bottom of screen confirms document saved as complete This process is the same for Miscellaneous Reimbursement, Moving Allowance, 85 Contract Invoice/T-27 with Contract, 85 Contract Credit Memo and T-27 without Contract 6

Miscellaneous Reimbursement –“Vendor” field should be the employee’s “4” vendor number. –You can use the Matchcode to look up the “4” vendor number using the employee’s personnel number. –If the person to be reimbursed does not have a “4” vendor number, use “TRAVEL” as the vendor code and enter the payee information using ALL CAPS. –“Petty Cash Ref’ field must be PC-LASTNAME using the payee’s last name. –Attach receipts that have been scanned and saved as a PDF file. 7

Matchbox Lookup Enter employee’s personnel number to get “4” vendor number 8

TRAVEL as Vendor Enter payee information using all CAPS 9

Miscellaneous Reimbursement Entry A line for each receipt must be entered not just the total of the requested reimbursement. If you have 2 receipts from Lowes and 1 receipt from Staples then you will have to enter 3 lines. Assignment is vendor name. Text is what items were purchased. 10

Miscellaneous Reimbursement Requirements Complete list and description of materials or services provided must be included. If reimbursement is for entertainment the following is required: –Purpose of the function –Date of the function –Number of individuals being entertained and if the group is less than 15 the names of the attendees should be listed –When food is purchased it must state if it is for on campus or off campus –If food items were purchased and brought back onto campus a letter from Aramark must be attached stating Aramark was unable to provide items purchased. –If alcohol was purchased the expense must be signed by Richard Brown prior to attaching in IRIS and must be charged to a “R” account –Make sure to use the correct G/L pertaining to your purchase 11

This additional information can be entered in Extras-Document Texts-Correspondence Click on Correspondence and enter all required information 12

Moving Allowance There is a new one-time vendor, MOVEALL, to be used with Moving Allowances. Use MOVEALL as the vendor number-this default entry cannot be changed. Enter invoice date in “Document Date” field. Type LASTNAME, FIRSTNAME (ALL IN CAPS) in the “Reference” field. Type the last 4 digits of the individual’s SSN in the “Last 4of SSN” field. Press Enter “Address and Bank Data” pop-up window will appear. Enter payee information using ALL CAPS and then click Continue. “Amount” to pay should be the amount AFTER taxes deducted (NET amt) is the G/L code and should not be changed. Enter the cost center/WBS element to be charged (from the T-5). Attach T-5 form plus letter accepting offer to pay moving allowance. Make sure to use the new T-5 form and it can be found at 13

Department is not charged until the person is on payroll 14

Before entering 85 Contract Invoices or T-27’s with Contracts 1)Check to Verify Contract Status using ZCT_SELECTION 2) Verify total amount paid against contract using ZAP_CONTRACT_PYMTS ZCT_SELECTION Enter contract number and then execute 15

Double click on contract selection to verify contract is active and not in review status. Contract can show expired as long invoice is within contract period. 16 Make sure invoice to be paid is within the dates of the contract

CONTRACT PAYMENT ZAP_CONTRACT_PYMTS Use asterisks around the contract number to include references to that contract number that have other words in the field; for example, “Cont ” or “Cont ”. Include the vendor number to improve the processing time. With only the contract number, the transaction can take several minutes to run. 17

Displays all Contract Payments to Vendor 18

85 Contract Invoice/T-27 with Contract Type invoice number in “Invoice Nbr” Field Valid “85” Contract number required in “Contract Nbr” field “Remittance Text” field = enter dates of service and what service was performed Attach scanned original invoice or T-27 form. Make sure to use the most current T-27 form that can be found at Contract invoice must indicate what tasks or services were performed and the dates performed 19

85 Contract Credit Memo Must being entry in “Credit Memo Nbr” field with CM Valid “85” contract number required in “Contract Nbr” field “Remittance Text” field must have dates of service and what services were performed. Attach scanned original credit memo 20

T-27 without Contract Entry screen virtually the same as for “standard invoice:. Type invoice number in “Invoice Nbr” field. “Remittance Text” field must have dates of service and what service was performed. Attach T-27 form. Remember for individuals and individual contractors W-9, Business Classification Form (formerly minority form), Workers Classification Form and Vendor Payment Form must be attached in IRIS. Use IRIS transaction code ZAP_VENDOR_ATTACHMTS to verify forms are attached. All forms must be attached in IRIS before a T-27 can be submitted for payment 21

Rejected Documents Rejection notice will appear in your IRIS inbox Highlight the document to be worked with and click the Execute icon 22

Rejected Documents Con’t At the bottom of your screen there will be two options: –To remove the item, click on “Acknowledge and remove from inbox”. –If you want to leave it and work on it later, click on “Cancel and keep work item in inbox”. NOTE: To keep the document number of the document that you want to work with visible, you may want to leave the item in your inbox until you have finished working with it. 23

To Correct Rejected Documents Go to FBV2, enter your document number and click on the green check mark or press ENTER : 24

Make needed changes and then click the “Save as Completed” icon: NOTE: To be sure that a new workflow is started, add a period or some other notation to the “TEXT” field on a G/L account line in the distribution table. 25

Common Reasons for Rejections –G/L Errors – Should be used for hospitality events hosted for primarily University faculty, staff and students. This G/L includes cost for meals, refreshments, supplies, giveaways, equipment rental, etc – Should be used for hospitality events hosted by the University for non-employees or non UT students. This G/L includes cost meals, refreshments, rentals, supplies, giveaways, tickets, etc – Should be used for costs incurred in bringing cultural or entertainment groups or individuals on the campus for special performances – Should be used for rental of items that are not associated with hospitality events All invoices with the above G/L’s over $ must be signed by Richard Brown 26

Common Reasons for Rejections –Hotel invoices for instate should use G/L – – Operating supplies this does NOT include sensitive minor equipment – Sensitive minor equipment must include an asset number –Invoices must be billed to the University –No “1” vendor number on invoice –Remit address is not in IRIS –Not entering dates of service and what service was performed in Remittance Text for Contracts and T-27’s –Sending invoices that have already been paid –Not listing attendees when less than 15 for G/L’s and

IRIS TRANSACTIONS XK03 – to display vendor Y_DEV_ locate the “1” vendor number using the “2” vendor number ZAP_REMIT_VENDR_LIST – list all “Remit to” (‘2) vendors for “1” vendor ZAP_VENDOR_ATTACHMTS – identify the documents attached to a vendor FBV2 – Change a parked document ZWF_HISTORY – to see workflow – to find when the document was submitted, who has it now, and when it was approved or rejected ZCT_SELECTION - to verify contract status and information ZAP_CONTRACT_PYMTS – to view payments made against contracts ZAP_VENDOR_POST_PYMT – displays posted vendor payments 28

IRIS HELP General Ledger Account Definitions can be found at Accounts Payable IRIS Help can be found at ZAP_ENTRY Zoom Training can be found at p4 p4 29