How to Create a Non-PO Based Invoice for TEES

Go to the AP homepage

Enter the supplier (i.e., vendor) name in the Create Invoice section of the AP homepage and

select the vendor (see screenshot below)

Click on create

Enter the required fields at a minimum. See Field Description and Steps section for additional

information about each field / step and the below screen shots which are numbered in green

for the required field / step descriptions.

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Field Descriptions and Steps 1. Invoice Name

a. This will default with today’s date, your UIN and the number of invoices that you

have created today

b. This will feed to FAMIS as the description. You should change it even though

AggieBuy does not require it.

2. Supplier Invoice No (required)

a. Enter the supplier invoice number EXACTLY as it appears on the invoice,

including all punctuation that may be included

b. Review TEES AggieBuy Non-PO Based Invoice Numbering for employee and

student reimbursements.

3. Invoice Date (required)

a. Enter the date exactly as it appears on the vendor invoice

b. If you are processing an employee reimbursement, enter date on receipt

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4. Due Date

a. This will calculate based on the invoice date and vendor terms

5. Terms

a. If the vendor offers an early payment discount, you enter that here

b. If the vendor terms that pull are not correct, contact abvendorhelp@tamu.edu

to have the vendor terms corrected

6. Order Category

a. This will pull from your profile but it does not matter what is entered here on

Non-PO based invoices

7. Special Payment Method

a. You MUST select the special payment method needed for situations that require

you to pick up a check or have a wire sent

b. Notes alone will not ensure that the special payment method will be added

8. Rush the Pymt Process

a. This is used when the payment needs to be released before the standard terms

b. Typical rush reasons

i. Past due invoice

ii. Agreement with vendor stating terms other than standard terms

c. If the rush reason is other than these, then you need to add notes explaining why

the payment needs to be rushed

9. Bypass Invoice Allocator

a. If you are an allocator, this is hardcoded in your profile

b. If you DO need the invoice to route to an allocator for review and approval other

than yourself, you can change this to “no”

10. Contract Number

a. If you have a contract number, add it here

11. Report Reference A

a. This is a free text field

b. This information is not in FAMIS

c. This is searchable in AggieBuy

d. This is searchable in the Data Warehouse

12. Report Reference B

a. This is a free text field

b. This information is not in FAMIS

c. This is searchable in AggieBuy

d. This is searchable in the Data Warehouse

13. Remit To (required)

a. It is CRITICAL that you select the correct remit to address

b. If the address you need is not listed, contact abvendorhelp@tamu.edu to have

the address added before you continue

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14. PO Department

a. This is going to pull from your ordering department

b. This determines what department allocator the invoice will route to

c. Do not need to change this unless you are creating the invoice for another

department, and you have removed the bypass invoice allocator

15. Non PO Goods Rcvd Date (required)

a. This is the date that you actually received the goods

b. This can be a future date (if you are paying for a service period)

c. This is one of the dates that is used to calculate prompt payment interest

d. CRITICAL that this date be correct

16. Invoice Rcvd Date (required)

a. This is the date that you actually received the invoice

b. If there is no received stamp on the invoice then this needs to be entered as the

invoice date

c. This is one of the dates that is used to calculate prompt payment interest

d. CRITICAL that this date be correct

17. External Note

a. These notes would be viewable to the vendor if they utilize the Supplier Portal

b. This is a good place to add notes about why an invoice is being short paid so that

vendors will be able to see that in the Supplier Portal

18. Internal Notes

a. This is where you add notes for accounts payable, who to contact to pick up

check, why payment is being rushed, etc.

19. Discount Tax Shipping & Handling

a. Terms Discount - this will calculate based on the invoice amount and discount

terms that are entered

b. Discount – these are discounts that the vendor offers regardless of when

payment is issued (higher education discounts, promo discounts etc.)

c. Tax 1

i. If the vendor invoice includes tax and you do not know if the tax should

be paid, you enter it here

ii. If you know that the tax should NOT be paid then you leave it off

iii. This will cause the invoice to route to a tax review step so that we can

determine if the tax should be paid

d. Shipping

i. You can enter the shipping here or include a line item for the shipping

ii. If the vendor has offered a terms discount then the shipping should be

entered here

e. Handling - Same as shipping above

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20. Click “SAVE” (required)

If you don’t save before clicking “Add Non PO Item”, you will lose the information you

entered above.

21. Click Add Non-PO item (required)

PO Number – leave field blank

Product Description (required)

Enter the items that you are purchasing – detailed line items can be entered or

like items can be combined into one line item (generally by object code).

Example: “office supplies for Dr X” instead of a separate line item for pen, paper,

folders, etc. In other words, provide a general terms type of description such as

“office supplies for Dr. X” or “chemicals and gases for Dr. Z”.

Catalog No (required)

Enter the catalog number if known or if you summarized the items in a group (all

the office supplies), enter N/A

Quantity (required)

Enter the correct quantity from invoice, if summarized enter 1

Price Estimate (required)

Enter the correct pricing from invoice. If summarizing, total the amount of the like

items

Packaging – leave at “EA –Each” if summarizing like items.

Commodity Code

If the purchase is on the Frequently Used Commodity Code list, then click “Product

Detail” to expand it and add the commodity code for that Non-PO item from the

cheat sheet list.

Select “Save and Close” or “Save and Add Another” (required)

- Select “Save and Close” if no other line items will be entered

- Select “Save and Add Another” if there will be additional line items entered

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22. Click “Buyer Invoice” tab OR the “Review” tab (both take to same place) (required)

23. Attach the invoice in the internal attachments (required)

24. Update or Add Accounting Code Section (required to at least review) a. Is the default accounting code accurate? If not, select “edit” under Codes section and

update to the appropriate account code and department code and then select “Recalculate and Save”. This is your header account. This account will be used for all items on the PO unless changed.

b. Do you have multiple Non-PO items? If no, and the accounting code needs to be split

between multiple accounts, select “add split” within the edit mode. An example of when to use this is if you set a business meal reimbursement up under one non-PO item. The meal includes alcohol, so a second account is needed for that portion of the meal. Pick if this will be a “% of Price” or “Amount of Price” split. Update to the appropriate account

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code and department code and add percentage or amount depending upon your selection.

If you do not have a default account in your profile, then you have to start with

“Percentage of Price” split and designate a percentage for each line item, then click Save. Next, go back and adjust to “Amount of Price” split if that is preferred. If the “Amount of Price” split is chosen first, it will present errors to the end user and the above is a work around for which the vendor is developing a fix.

Object Code - If needed you can override the object code that will pull based

on the commodity code that Fiscal Office will assign (in this example, you

would need to add 6341 for the alcohol line since you created only one non-

PO item upon which one commodity code was created).

Report Reference C and D

i. Free text fields

ii. This information is not in FAMIS

iii. This is searchable in AggieBuy

iv. This is searchable in the Data Warehouse

c. If there are multiple Non-PO items and you need to allocate different Non-PO

items to different accounts, take the below steps:

The header account (see picture under 24.a above) needs to be accurate for

the first Non-PO item – follow 24.a instructions to make accurate if default is

not correct.

For the remaining Non-PO lines, click “View/edit by line item…”

Proceed to the second line item, and press “GO” to allocate this line to a

different account (the pop up box will look like what is described under 24.b)

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If there are more line items that need to be allocated to an account different

from the header, press “GO” on that line and change the account as needed.

If the header account is fine for those line items, you can just leave it.

25. Verify invoice data is accurate (correct vendor, remit to address, invoice number,

dates, account(s) and dollar amount, and invoice attached) (required)

26. Select “Complete” – Submits the invoice into approval workflow (required)

When should a Non-PO based invoice NOT be created? 1. Invoices in excess of $10k unless it is an exempt purchase or purchased under contract

a. Any non-delegated order should be processed as a regular order prior to the

order being placed so that it will route to TEES Purchasing. In the event this

process was not followed and you have a non-compliant purchase then you will

create a confirming requisition

2. The invoice references an AggieBuy purchase order