OFFICE MANAGER’S OFFICE MANAGER’S MEETINGMEETING

APRIL 12, 2011APRIL 12, 2011

BOARDROOMBOARDROOM

CIMS DEADLINESCIMS DEADLINES

BLANKET PO’SBLANKET PO’S

LINE ITEM PO’SLINE ITEM PO’S

BEST PRACTICEBEST PRACTICE Budget is tight Budget is tight Take care of outstanding PO’sTake care of outstanding PO’s Last call to staffLast call to staff Sufficient budgetSufficient budget Limit last minute PO’sLimit last minute PO’s Gifts and party suppliesGifts and party supplies Catering guidelinesCatering guidelines Rolled PO’sRolled PO’s

COPIER OVERAGESCOPIER OVERAGES

..\..\Copiers\11 copier meter history EL..\..\Copiers\11 copier meter history ELEM up to EM up to

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..\..\Copiers\11 copier meter history SE..\..\Copiers\11 copier meter history SEC up to C up to

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AP … by the Numbers for AP … by the Numbers for 10-1110-11

Total # of DP’s processed: Total # of DP’s processed: 31,63231,632

Total # of PO’s processed: Total # of PO’s processed: 43,24543,245

Total $ paid for 74,877 invoices: Total $ paid for 74,877 invoices:

$150,523,927$150,523,927

Scanning TipsScanning Tips

Attachments smaller than 8x11” Attachments smaller than 8x11” need to be tapedneed to be taped Ex: clinician formsEx: clinician forms Ex: McAlister’s Deli invoicesEx: McAlister’s Deli invoices

No staplesNo staples New phone system – scanned New phone system – scanned

documents have legibility issues documents have legibility issues when faxed; better if emailed to AP when faxed; better if emailed to AP

Receiving TipsReceiving Tips 3 way match required for PO payments:3 way match required for PO payments:

PO + receiving record + invoice = match to PO + receiving record + invoice = match to paypay

F21 – if not all received, be sure to correct lines F21 – if not all received, be sure to correct lines (3 way match requirement!)(3 way match requirement!)

DON’T receive in CIMS if you do not have the item DON’T receive in CIMS if you do not have the item or are going to return it b/c you are not satisfiedor are going to return it b/c you are not satisfied

Communicate with AP – for auditor & vendors ?’sCommunicate with AP – for auditor & vendors ?’s Office managers can receive on PO even if not the Office managers can receive on PO even if not the

originator if campus is listed (some exceptions; originator if campus is listed (some exceptions; ex: grant funds must be received by originator)ex: grant funds must be received by originator)

AP TOOLSAP TOOLSPurpose: Purpose: to help you manage your to help you manage your

accountsaccounts

Weekly Reports:Weekly Reports:

Posted Invoice ListingPosted Invoice Listing – the BEST TOOL!!!! – the BEST TOOL!!!! indicates thatindicates that AP has the invoice for items AP has the invoice for items

NOT received yet in CIMSNOT 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 for items that have been delivered to different

departmentsdepartments for expected delivery (some vendors email the for expected delivery (some vendors email the

invoice same day as mailing items)invoice same day as mailing items)

AP TOOLSAP TOOLS Monthly Reports:Monthly Reports:

Open Blanket PO listingOpen Blanket PO listing Open Line-Item PO listingOpen Line-Item PO listing Outstanding Direct PaysOutstanding Direct Pays PO’s Received but not InvoicedPO’s Received but not Invoiced

You will see these more often near the You will see these more often near the end of the year – please review all your end of the year – please review all your listings!listings!

AP TOOLSAP TOOLS

Report sent when requested or near end of year:Report sent when requested or near end of year:

Open PO ReportOpen PO Report Notify AP to close those purchase orders Notify AP to close those purchase orders

that you don’t need open anymore = $ back that you don’t need open anymore = $ back to your accountto your account

Communicate with AP!!!Communicate with AP!!! Items no longer available = close the POItems no longer available = close the PO Still waiting for items on back order = Still waiting for items on back order =

keep PO openkeep PO open

Account BalancesAccount Balances

Watch your account balances Watch your account balances carefullycarefully

Add shipping when necessaryAdd shipping when necessary Be careful with discountsBe careful with discounts You will be contacted to correct any You will be contacted to correct any

accounts that are negativeaccounts that are negative

This and That ….This and That …. Invoices – if you have one = AP doesn’tInvoices – if you have one = AP doesn’t Packing Slips – attach to your PO for your Packing Slips – attach to your PO for your

reference (do not send to AP!)reference (do not send to AP!) Direct pay attachmentsDirect pay attachments

AP does NOT mail attachments with checks – AP does NOT mail attachments with checks – have check routed back to your site if have check routed back to your site if attachments need to be mailed with checkattachments need to be mailed with check

Donations to charities:Donations to charities: Paid out of 865 accounts onlyPaid 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)Best practice: attach a copy of the agency’s 501(c)(3) exemption form (non-profit status)(3) exemption form (non-profit status)