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Make sure the vendor is set up in the AS400 before you start your batch.
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Contact Accounts Receivable in the Fiscal Services office to set up a vendor or change an address. You will need a signed W9 form filled out by the vendor along with their phone number.
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A batch remains open to enter more than one check request until you POST the batch.
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Always check your edit listing before posting.
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Write the batch number on the top of each invoice you enter in the check request for future reference.
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If you need a check returned to your building rather than
mailed directly to the vendor, indicate such on your e-mail when
submitting the Edit Report and Cash Disbursement Report to A/P. You
will also need to select “Y” for a separate check when entering your
invoice.
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Disbursements over $500 should be on a purchase order.
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Purchase orders over $5000 need to have 3 quotes listed in the internal comment section of the purchase order.
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Use the proper check run batch number when entering
invoices. The batch number can be found on the current year check run
calendar. Contact Accounts Payable if you have questions.
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Make sure you have the proper authorization on all invoices entered for payment.
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Invoices on a purchase order must be sent to A/P for payment. Forward any attachments for purchase orders to accounts payable.
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Only request payment from invoices. Never pay from a statement, quote or packing slip.