DIRECT INVOICE ENTRY

Click on:  Financials  Accounts Payable ♦ Invoice Processing  Invoice Entry

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Click on: Quick Entry to start a new Batch

OR Click on: Browse Icon to locate and continue entering invoices in an existing batch

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OR

If continuing in a batch, highlight batch and click the green check

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Click on Resume

For a new Batch, this screen will appear

Click on the Green Check 4

If continuing in a batch, this screen will appear Click on the Add New Icon

For both a new Batch and a resumed Batch, this screen will appear

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Enter the Vendor number, or click the drop down menu button to do a vendor search by vendor name. Verify or change the Remit address, click the drop down menu to select from a list of available remittance (mailing) addresses. Confirm that you have the correct remit address by clicking View Address. Enter the Invoice number (if no invoice, use the current date as the invoice number in the format MMDDYY) Enter the Gross Amount – this is the total invoice amount or total expense amount Enter the Description – This will print on the check stub along with the invoice date and invoice number if applicable. Enter a specific description of the payment that will allow the vendor to apply the payment to the correct SBISD account. Leave the PO, Net Amount, Terms, Rec Date, and PA Applied fields blank or with the default data unchanged. Click the Green Check

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Enter the budget number If more than one budget is to be charged, tab to the amount and enter the amount for that budget, continue on the next line until all budgets are entered and the amount is equal the Gross Amount. Click on the Green Check to accept the budget number/s.

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Click on the Paperclip Icon Attach a copy of the Purchase Request and Approval form, copies of the invoice, receipt, or other acceptable documentation along with additional supporting documentation. Keep all documents in your Activity Fund monthly folder. Close the Invoice Attachments Screen

To enter additional invoices, click on the Add New icon. Repeat this process until all invoices have been entered. Close the invoice entry screen.

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Click on the Release Button The line at the bottom will read “Mark the invoices in the current batch as Released

Click on the Approvals button Click Yes to initiate the approval process 9

Line on the bottom will read “Submit ready invoices for approvals.”

This is the message your Approver will receive and the name of the Munis program they need to approve it in.

-----Original Message----From: [email protected] [mailto:[email protected]] Sent: Thursday, February 09, 2012 12:24 PM To: Mancine, Michele Subject: Pending invoice approval User whitforp has entered the invoice 127488 for vendor 11202 totaling 1193.92 for department 740, warrant, and a description of Broadway T's for Choir. This invoice can be accessed for approval in the Invoice Approval program in MUNIS. This is a Munis system generated message. Please do not reply to this unmonitored mailbox.

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Once the invoice(s) has been approved, go back to the Invoice Entry Screen, and locate the batch you are ready to post. Highlight the batch and Click on the green check

Click on Output Post button

Click the Green Check 11

Select Local Printer and Print “Invoice Entry Proof List” for your records. Save with documents attached in invoice entry.

02/09/2012 12:29 TRAINING DATABASE Nov 8 2011 whitforp

PG

INVOICE ENTRY PROOF LIST apinvent

CLERK; whitforp

BATCH; 3317

NEW INVOICES

VENDOR REMIT NANE IqNVOICE P0 VOUCHER CHECK RUN NET AMOUNT EXCEEDS Pa BY P0 BALT,NCE CHK/WIRE ERR _________________________________________________________________________________________________________________________________________

PENDING UNPAID INVOICES 11202 00001 BUFFALO SPECIALT 127488 117022 CASH ACCOUNT 2012/08 INV 02/09/2012 999.00.111l.000.000.00.0.000.

1,193.92

.00

SEP-CHK:N DISC: .00 86S.36.6399.027.003.99.0.003.

.00

1,193.92

1099;

DEPT 740 DUE 02/09/2012 DESC Broadway T’s for Choir ______________________________________________________________________________________________ 1 PENDING UNPAID INVOICES

TOTAL

1,193.92

________________________________________________________________________________________________________ 0 INVOICE(S) REPORT POST TOTAL .00 ________________________________________________________________________________________________________ REPORT TOTALS .00

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Click OK

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Line on bottom will read “Output and Post the current batch.”

Click Yes

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Line on bottom will read “Journal(s) updated”

HANDLING EXCEPTIONS –Financial Services personnel are happy to help you work through exceptions that arise. However, many exceptions result from ‘waiting to the last minute’ and or not being familiar with standard procedures. Please learn relevant procedures and avoid last minute rushes whenever possible. Contact [email protected] when you need help with an exception. Common issues and exceptions include the following: • • • • • •

Data entry must be in all caps. Not using all caps creates problems. The vendor specified remit (mailing) address is not available to select. A new address needs to be entered. Payments must be on separate checks. Typically multiple invoices are paid on a single check. Supporting documents must be mailed with the payment check. Request to hold a payment check at the administration building for pick up by campus/department personnel. This exception should occur infrequently. Use the daily inter-office delivery service. Requests for checks outside of the recurring schedule. This type of exception is often the result of poor planning and communication. Please work to minimize rushes. Invoices posted by 2:00 p.m. Tuesday will be paid on the following Thursday.

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