Accounts Payable Training Vendor Information Voucher Preparation RPA Documents Canopy Inquiry Revised 10/01/2015

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.

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

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 , along w/the vendors contact name, address & phone number. 2. You can the W9 to along w/the vendors contact name, address & phone number. If you choose this option please be sure to encrypt the W9, send the password in a separate & put the vendors/individuals name in the subject line on both 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 The Vendor Registration Guide will provide the vendor with instructions on how to register to become a vendor within Buy A&M. Registration Guide

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 s through Filex. It’s easy to use and ensures that your documents are secured and protected. The website is o Web link for forms on BAM:

Voucher Preparation Form

Voucher Preparation Form Information Must be attached to EACH invoice submitted for payment All information is important on the voucher prep 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.

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

Award Items No more than $ 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

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.

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.

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

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.

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.

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

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.

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

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

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 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.

RPA Documents in BAM

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.

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.

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

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

Select Add RPA Item

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.

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.

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.

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).

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 32 if you can not find your vendor.

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

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.

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.

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. You did not click the next tab which would have led you to the Routing tab, because it will not give you information until the document is submited to be routed.

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

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.

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 ”.

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.

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.

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.

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.

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.

Accounts Payable Canopy Screens

Open Canopy and login

You are now at the Main Screen

FRS Module

Account Summary

Account Transactions

Attributes

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

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 ext

After choosing the correct vendor number, you can search all payments made to this vendor during the current fiscal year that are not in BAM, by clicking vouchers by vendor tab.

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

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

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

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.

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.

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.

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

Phone Numbers for Accounts Payable Rachel Borego Monday- Thursday 7:30-5pm Friday 8-2pm Ana Flores Monday- Thursday 7:30-5pm Friday 8-2pm