voucher information - ouhsc financial services · 2/2/2019 · •miscellaneous services, no...
TRANSCRIPT
Voucher InformationACCOUNTS PAYABLE
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Table of Contents
•Contact Information..................................................3
•Vendor Information...................................................4
•Voucher Information..................................................5
•Invoice Conventions..................................................9
•OnDemands...........................................................16
•PO Payment Information..........................................22
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Contact Information
•Accounts Payable
• http://www.ouhsc.edu/financialservices/ap/
• 865 Research Parkway, Suite #590
• (405) 271-2410
•Management
•Processing
•Travel
•Vendors
•Files
•Pcard
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Vendor Information
•Vendor reactivation
• New vendor forms required
•Add/Update vendor address
• Submit address information with TIN
• Copy of invoice with new address
• W9 or new vendor form with address
• Memo from vendor with new address
• Email from vendor with new address
• No generic email accounts (Gmail, Yahoo, Outlook, etc.)
•Individual vendors
• Operating under SSN and providing a service
• Must be classified as Independent Contractor or Honorarium
• Independent Contractor or Honorarium forms much accompany all payments
•Foreign vendors
• Additional documentation may vary based on payment type, residency status, country of origin, etc.
• Additional reporting may be required
• Some foreign vendors cannot legally be paid by OUHSC
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Voucher Checklisthttp://www.ouhsc.edu/financialservices/documents/AP_forms/Checklist_Voucher.pdf
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Voucher Information
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Invoice Information
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Voucher Information
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Voucher Queries
•Voucher Query Navigation
• Main Menu
• Report Tools
• Query
• Query Viewer
• Query Name, begins with
• Enter query name
• Search
• HTML or Excel
• OU_AP_BY_WARRANT_NBR
• Search for voucher by warrant/check number
• ZZ_AP_PAID_VCHR_BY_VEN
• Search for vouchers paid to a vendor by date
• OU_AP_VOUCHER_BY_CLAIM_NBR
• Search for voucher by claim number
• Claim number required to request paid invoice copies from AP Files
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Invoice Conventions
Invoice Number?
Yes.
Use Invoice Number. No.
Other Identifying Number?
Yes. Use Other Identifying Number.
No.
Account Number for monthly billing?
Yes. Use Account Number with Month and End of
Year. No.
Account Number for multiple billings?
Yes. Use Account Number with Month, Day and End of
Year.No.
Account Number related to an employee?
Yes. Use Account Number, Last Name of Employee,
Month and Year.No.
Contact AP Processing for clarification.
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Invoice Convention Examples
•Contractor with one invoice per month• Last name/ending service month and year• Example: SMITHFEB19
• Contractor with multiple invoices per month• Last name/ending service month, day and year• Example: SMITHFEB1519
•Insurance premium with policy number• Policy#/last name/end month and year of policy• Example: 12345SMITHFEB19
•Lodging• Folio Number for invoice number, when available
• Use departure date for invoice date
• If no folio number provided see specific Supplier examples below
•Miscellaneous Services, no identifying number• Account/date of service (when specific date of service)• Example: 12345FEB0819
• If monthly billing only use month and year of service• Example: 12345DEC18
•Monthly Utility Bill – Once a month rental invoice• Account number/ end of service period month and year.• Example: 12345FEB19
•Patient Refund/Research Participants• Account number/last name/last date of service
• If account number is not provided, exclude account number• Example: 1234SMITHFEB1519
•Registration• Last Name and Event Start Date• Example: SMITHFEB1019
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Invoice Convention Examples
•Registration/Course/Exam
• Last name/event starting date (month, day and year)
• Example: SMITHFEB0419
•Reimbursements for Non-Employees
• Last name/purchase date
• Example: SMITHFEB0119
• Purchase date is also used for invoice date
• Reimbursement of multiple purchases
• Example Purchase Dates: February 02, 2019 and February 15, 2019
• Last name/most recent receipt date
• Example: SMITHFEB1519
• February 02, 2019 would be used as the invoice date
• Scholarships
• Paid by semester = Last name/semester/year
• Example: SMITHFALL18
• Paid by month = Last name/month/year
• Example: SMITHFEB19
• Paid for non-qualified travel = Last name/last date of travel month and year
• Example: SMITHFEB1519
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Invoice Convention Examples
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Invoice Convention Examples
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Vendor Specific Conventions
•OU Medicine, Inc.
• Use account number
• EAN Services LLC
• Use the bill reference number
• OU Norman Printing Services
• Invoice number followed by customer number
• Marriott/Renaissance
• Account number/guest last name
• Example: 12345SMITH
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Voucher Payment Problems
•Credit Memos
• Must be applied to existing invoice
• Cannot exceed amount of existing invoice
• Gross Amount = Invoice minus Credit Memo
• Use convention of Invoice #, CM, Credit Memo #
• 88751129CM1064
•Addendums
• Used when invoice is accidentally short paid
• Gross Amount = Remaining amount owed
• Use convention of original Invoice #, A
• 88751129A
•Reissues
• Contact AP or AP will contact voucher enterer
• Wrong amount paid and payment cancelled
• Wrong vendor paid
• Payment cancelled by statute (90 days)
• Check lost/destroyed
• Check undeliverable
• Original invoice number followed by RP
• 88751129RP
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OnDemands
•Refunds for monies erroneously received
•Change Funds/Petty Cash
•Supplier does not have to be setup
•Types of OnDemands
• Change Fund/Petty Cash
• Establish
• Restore
• Other Refund
• Non-patient refunds
• Patient Refund
• Patient overpayment refunds
•Navigation
• Main Menu
• OUHSC Main Menu
• Accounts Payable
• Ondemand Check Entry
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OnDemands
•Add a New Value
•Plan Type
•Add
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OnDemands
•Check Amount
•Payee Name
• No punctuation
•Payee Street, City, State and Zip
• Use 9 digit zip code
•Contact Name
• Last,First (No space)
•Comments
• Print on check
•GL Account
• Refund codes begin with 482
•Invoice Ref
• Use standard invoice conventions
•Save
• Record Check Transaction ID
• Equivalent to Voucher ID
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OnDemand Report
•Equivalent to Voucher Register
•Navigation
• Main Menu
• OUHSC Main Menu
• Accounts Payable
• On demand Report
• Find an Existing Value
• Search
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OnDemand Report
•From Check Transaction ID
•To Check Transaction ID
•Run
•Ok
•Process Monitor
•Details
•View/Log Trace
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OnDemand Information
•OnDemand report must be signed by someone with budgetary authority before sending to AP
•Attach copies of information to be mailed with check
•Only send minimum necessary information to make payment• Do not send PHI to AP
•Refund checks will be mailed from the AP office
•Change Fund/Petty Cash must be picked up from AP
•OnDemand Query Navigation• Main Menu
• Report Tools
• Query
• Query Viewer
• Query Name, begins with• Enter query name
• Search
• HTML or Excel
• ZZ_AP_ONDEMAND_SEARCH• OnDemand payments by payee
• %LastName%
• ZZ_AP_ONDEMAND_SEARCH_INV• OnDemand payments by invoice
• OU_ONDEM_OR_VCHR_BY_DATE• Other Refund payment information
• OU_ONDEM_PR_VCHR_BY_DATE• Patient Refund payment information by date
• OU_ONDEM_OR_VCHR_BY_TRANS• Other Refund payment information by transaction
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PO Invoice Checklisthttp://www.ouhsc.edu/financialservices/documents/AP_forms/Checklist_PO.pdf
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PO Information
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PO Invoice Example
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PO Payment Information
•Activity Summary Navigation
• Main Menu
• Purchasing
• Purchase Orders
• Review PO Information
• Activity Summary
• PO Number
• Search
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PO Payment Information
•Invoice Tab
•Amount Invoiced
• Amount of paid vouchers
•Un-invoiced Amount
• Amount remaining
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PO Payment Information
•Payment Queries
•Navigation
• Main Menu
• Report Tools
• Query
• Query Viewer
• Query Name, begins with
• OU_AP_PO_PYMT
• AP_PO_ACTIVITY_DISTRIB_2
• Search
• HTML or Excel
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PO Payment Information
•OU_AP_PO_PYMT Query
• OU Claim ID
• Voucher Number
• Invoice Date
• Invoice Number
• Chart Field Spread
• Amount
• GL Account
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PO Payment Information
•AP_PO_ACTIVITY_DISTRIB_2 Query
• Requisition Number
• PO To/From Dates
• Supplier Information
• Distribution Lines
• Line Description
• Budgeted Amount
• Invoiced Amount
• Chart Field Spread
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