OFFICE MANAGER’S MEETING APRIL 12, 2011 BOARDROOM

CIMS DEADLINES

BLANKET PO’S

LINE ITEM PO’S

BEST PRACTICE Budget is tight Budget is tight Take care of outstanding PO’s Take care of outstanding PO’s Last call to staff Last call to staff Sufficient budget Sufficient budget Limit last minute PO’s Limit last minute PO’s Gifts and party supplies Gifts and party supplies Catering guidelines Catering guidelines Rolled PO’s Rolled PO’s

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AP … by the Numbers for Total # of DP’s processed: 31,632 Total # of DP’s processed: 31,632 Total # of PO’s processed: 43,245 Total # of PO’s processed: 43,245 Total $ paid for 74,877 invoices: $150,523,927 Total $ paid for 74,877 invoices: $150,523,927

Scanning Tips Attachments smaller than 8x11” need to be taped Attachments smaller than 8x11” need to be taped Ex: clinician forms Ex: clinician forms Ex: McAlister’s Deli invoices Ex: McAlister’s Deli invoices No staples No staples New phone system – scanned documents have legibility issues when faxed; better if ed to AP New phone system – scanned documents have legibility issues when faxed; better if ed to AP

Receiving Tips 3 way match required for PO payments: 3 way match required for PO payments: PO + receiving record + invoice = match to pay PO + receiving record + invoice = match to pay F21 – if not all received, be sure to correct lines (3 way match requirement!) F21 – if not all received, be sure to correct lines (3 way match requirement!) DON’T receive in CIMS if you do not have the item or are going to return it b/c you are not satisfied DON’T receive in CIMS if you do not have the item or are going to return it b/c you are not satisfied Communicate with AP – for auditor & vendors ?’s Communicate with AP – for auditor & vendors ?’s Office managers can receive on PO even if not the originator if campus is listed (some exceptions; ex: grant funds must be received by originator) Office managers can receive on PO even if not the originator if campus is listed (some exceptions; ex: grant funds must be received by originator)

AP TOOLS Purpose: to help you manage your accounts Weekly Reports: Weekly Reports: Posted Invoice Listing – the BEST TOOL!!!! Posted Invoice Listing – the BEST TOOL!!!! indicates that AP has the invoice for items NOT received yet in CIMS indicates that AP has the invoice for items NOT received yet in CIMS shows posted invoices: shows posted invoices: that are current to overdue that are current to overdue for items that have been delivered to different departments for items that have been delivered to different departments for expected delivery (some vendors the invoice same day as mailing items) for expected delivery (some vendors the invoice same day as mailing items)

AP TOOLS Monthly Reports: Monthly Reports: Open Blanket PO listing Open Blanket PO listing Open Line-Item PO listing Open Line-Item PO listing Outstanding Direct Pays Outstanding Direct Pays PO’s Received but not Invoiced PO’s Received but not Invoiced You will see these more often near the end of the year – please review all your listings!

AP TOOLS Report sent when requested or near end of year: Open PO Report Open PO Report Notify AP to close those purchase orders that you don’t need open anymore = $ back to your account Notify AP to close those purchase orders that you don’t need open anymore = $ back to your account Communicate with AP!!! Communicate with AP!!! Items no longer available = close the PO Items no longer available = close the PO Still waiting for items on back order = keep PO open Still waiting for items on back order = keep PO open

Account Balances Watch your account balances carefully Watch your account balances carefully Add shipping when necessary Add shipping when necessary Be careful with discounts Be careful with discounts You will be contacted to correct any accounts that are negative You will be contacted to correct any accounts that are negative

This and That …. Invoices – if you have one = AP doesn’t Invoices – if you have one = AP doesn’t Packing Slips – attach to your PO for your reference (do not send to AP!) Packing Slips – attach to your PO for your reference (do not send to AP!) Direct pay attachments Direct pay attachments AP does NOT mail attachments with checks – have check routed back to your site if attachments need to be mailed with check AP does NOT mail attachments with checks – have check routed back to your site if attachments need to be mailed with check Donations to charities: Donations to charities: Paid out of 865 accounts only Paid out of 865 accounts only Must be for non-profit agencies only Must be for non-profit agencies only Best practice: attach a copy of the agency’s 501(c)(3) exemption form (non-profit status) Best practice: attach a copy of the agency’s 501(c)(3) exemption form (non-profit status)