Accounts Payable. A written procedure to process invoice(s) for payment.

Transcription

1 1.0 Purpose A written procedure to process invoice(s) for payment. 2.0 Scope This procedure will apply to invoices for payment. 3.0 Responsibility for Invoice Processing The purchasing Staff, herein referred to as Staff, is responsible to acquire the necessary approvals prior to submitting invoice(s) for payment to. The Accounting Technician shall confirm appropriate approvals are on the invoice(s), verify appropriate account number(s) and confirm available funds prior to processing the invoice for payment. 4.0 Processing Procedure for Invoices 4.1 Original Invoices received via Mail or Hand Delivery The mail room shall forward all invoices to the Department Administrative Assistant shall date stamp the invoices in the upper left hand corner or an area at the top of the invoice where space is allotted Accounting Technician shall write cc: department (i.e. Admin) on the bottom left hand corner or an area at the bottom of the invoice where space is allotted Accounting Technician shall copy/scan the original invoice Accounting Technician shall distribute the invoice copy to the appropriate department via posting electronic copies of the invoices on the City s N:\\Scanned Invoices shared drive Accounting Technician shall file the original invoice in the pending invoice filing unit. 4.2 Approved Invoices Submitted to Department Submitting departments shall date stamp the returned approved invoice Accounting Technician shall retrieve the original invoice and Accounting Copy of the purchase order (yellow), if applicable, and staple these documents behind the approved invoice. Page 1 of 9

2 The Accounting Copy of the purchase order (yellow) shall be filed in the pending invoice filing unit. The Copy of the purchase order (green) shall be filled sequentially in the purchase order binder Accounting Technician shall write the vendor number in the Vendor # section on the Warrant Check Request form Accounting Technician shall highlight the invoice number on the Warrant Check Request form. Do not highlight the leading zeros Do not enter leading zeros in the System (Bi-Tech) Accounting Technician shall verify the invoice has not been previous paid and place a next to the invoice number on the Warrant Check Request form Accounting Technician shall verify accuracy of invoice amount and confirm the correct amount is written in the approval field. If there is a past due amount, Accounting Technician shall investigate past due " to determine if there is an outstanding payment or invoice Accounting Technician shall confirm extension amount by placing your initials next to the total amount due on the Warrant Check Request form Accounting Technician shall verify the account number provided on the Warrant Check Request form is correct Accounting Technician shall verify funds available for invoices processed without purchase orders Accounting Technician shall confirm department selected an Expenditure Relates To item (i.e. Contract) If invoice is to be applied against an open purchase order, confirm the purchase order number is written in the PO # field, open is written next to the PO #, the amount does not exceed the available funds remaining on the open purchase and the account number is listed on the open purchase order. Page 2 of 9

3 If invoice is to be applied against a purchase order, confirm the amount and account number agrees to the purchase order and confirm the purchase order number is written in the PO # field If invoice is to be charged against a contract/agreement/purchase order, record invoice on the contract/agreement log sheet and attach a copy of the contract/agreement log sheet If invoice description is not provided, complete the description or return invoice copy to department for completion File the reviewed approved invoices in the filing unit Pending Approval folders Accounting Technician shall inform Director (or designee) via that invoices are in the Pending Approval folders for review and approval Director (or designee) shall review invoices for accuracy and completeness and initial on the Approval field on the Warrant Check Request form Director (or designee) shall return the approved invoices back into the Ready for Input folders in the filing unit. 4.3 Approved Invoices Ready for System Input Accounting Technician shall prepare the Warrant Run List log sheet. [See Exhibit A] Accounting Technician shall retrieve the invoices in the Ready for Input bin and batch no more than 15 invoices per batch. As soon as there are enough invoices to batch, Accounting Technician shall input invoices into the System Accounting Technician shall prepare and attach a calculator tape to the batch of invoices. Add the total amount due as indicated on the invoice and not what is written on the Warrant Check Request form Accounting Technician shall write the batch number on the calculator tape and record batch information on the Warrant Run List log sheet Accounting Technician shall input the processed invoices into System (Bi-Tech). Page 3 of 9

4 4.3.6 Before accepting the entered invoice, stamp the invoice with the ENTER stamp in the lower right hand section of the invoice and fill-in the space with the sequence (voucher) number Accounting Technician shall place the processed batch of invoices in the processed bin. 4.4 Prepaid (Handwrites) Ready for System Input Accounting Technician shall prepare the Warrant Run List log sheet, if not already prepared. [See Exhibit A] Accounting Technician shall batch no more than 15 Manual Checks (Handwrites) Accounting Technician shall prepare and attach a calculator tape on the Manual Checks (Handwrites) batch Accounting Technician shall write the batch number on the calculator tape and record batch information on the Manual/Cancelled Checks log sheet Accounting Technician shall input the Manual Checks (Handwrites) into System (Bi-Tech) Before accepting the entered invoice, stamp the invoice with the ENTER stamp in the lower right hand section of the Warrant Check Request form and fill-in the space with the sequence (voucher) number Accounting Technician shall place the processed batch of Manual Checks (Handwrites) in the processed bin Accounting Technician shall record each Manual Check (Handwrite) on the Manual Checks Issued log sheet. [See Exhibit A] 4.5 Review Invoices Entered into System Accounting Technician shall generate the Warrant Batch Proof List report for the processed batches. [Run Warrant Batch Proof List ] Accountant (or designee) shall review the Warrant Batch Proof List report by verifying the vendor, invoice date, invoice number, account number, amount and description entered is correct and confirm total Warrant Batch Proof List agrees to the Warrant Run List log sheet Corrections shall be corrected by the individual who entered the invoice(s). Page 4 of 9

5 4.5.4 Accounting Technician shall re-run the Warrant Batch Proof List to confirm corrections were made correctly. 5.0 Processing Procedure for Invoice Payment 5.1 Prepare Warrants After all invoices and Handwrites have been entered and accuracy verified, Accounting Technician shall generate the Open Hold DB Posting reports for all batches to confirm the total invoices and Handwrites amounts agrees to the Warrant Run List log sheet totals. [Run Distributing Batches ] Open Hold = invoices ready for payment Accounting Technician shall record the system assigned Job Number for each batch on the Warrant Run List log sheet Accounting Technician shall confirm the Open Hold DS Posting reports amounts agree to the Warrant Run List amounts for each batch and the total amounts for all batches agree as well Accounting Technician shall run Payments. Enter the Job Number for each batch to be selected for payment (enter each batch separately) System displays the Job Total Item Count and Job Amount Accounting Technician must confirm Job Total Item count and Job Amount; if correct, Accounting Technician selects Update to process batch for payment Accounting Technician shall continue steps in section 5.1 until all batches are selected for payment Accounting Technician shall run Payment Processing Report of Entries for Payment System generates the Open Hold Pay Selections report Accounting Technician shall verify total amount on Open Hold Pay Selection report agrees to the Warrant Run List Accounting Technician shall retrieve blank checks from the City Clerk s Office. checks are pre-numbered Page 5 of 9

6 5.1.9 City Clerk s Office staff records the date checks released, beginning and ending check number in the Document Control book. City Clerk s Office retains Document Control book City Clerk s Office staff initials entry into the Document Control book and gives blank checks to Accounting Technician Accounting Technician records the checks issued on the Accounts Payable Check Log spreadsheet and confirms beginning check number is the next check to be issued Accounting Technician selects the Pay Selection Open Hold Entries System generates the Open Hold Pay Selection report Accounting Technician confirms total amounts on the Open Hold Pay Selection report agrees to the Warrant Run List Accounting Technician loads the MICR toner cartridge into the HP Laser printer System will prompt requesting Next Check Number Accounting Technician confirms next check number is correct Accounting Technician places blank checks into printer Accounting Technician runs checks by selecting OK to print checks After checks are printed, Accounting Technician returns excess blank checks to City Clerk s Office staff City Clerk s Office staff records date excess checks returned, beginning and ending number in the Document Control book and initials entry System will prompt with Run Ok Accounting Technician hits OK to confirm checks printed with no errors. 5.2 Process Positive Pay Accounting Technician selects Positive Pay. Page 6 of 9

7 5.2.1 System generates the electronic check register file for positive pay transmittal Accounting Technician logs onto Bank of America web site to transmit the electronic check register file Accounting Technician uploads file (to Bank of America s web site) and prints a screen shot of the confirmation screen, which contains the assigned ID number for that transmitted file Accounting Technician process transmittal file Accounting Technician prints a screen shot of the transmittal successful confirmation screen. 5.3 Prepare Warrant Register and Post Procedures Accounting Technician runs the CDD Reports Warrant Run List, which generates the Warrant Register Accounting Technician prints the Warrant Register report Accounting Technician shall add the totals from the Warrant Run List and Manual Checks list and confirm total amount agrees to the Warrant Register totals. If amounts agree, initial and date the form Accountant shall verify the total amount from the Warrant Run List and Manual Checks list agrees to the Warrant Register totals. If amounts agree, initial and date the form Accounting Technician shall submit original Warrant Register, Warrant Run List and Manual Check list to the Director for review and approval Director will make a copy of the Warrant Register and give to Accounting Technician for filing Director (or designee) shall submit original Warrant Register to the City Clerk s Office Accounting Technician shall make a copy of the warrants onto yellow paper and a copy onto white paper Accounting Technician shall stamp each yellow warrant copy with a VOID stamp in the signature section Accounting Technician shall file original Warrant Register and Prepaid (Handwrite) log sheet in Warrant Register Binder. Page 7 of 9

8 Accounting Technician shall match and staple the yellow copy of warrant to the processed invoice(s) and supporting documents (referred to as the Paid Voucher ). Accounting Technician shall compare the Warrant Register report to the processed invoice confirming the following items: o Vendor name, description, account number and amount Accounting Technician shall remove the processed invoice s Remittance Advice/Notice and staple it behind the warrant Staff shall attach a post-it to the warrants that are to be returned to the department (for quick identification) Clerical Aide shall punch PAID on the yellow copy of the warrant, processed invoice and supporting documents Accounting Technician shall give the original warrants, paid vouchers and Warrant Register report to Accounting Technician (N Gonzales) Accountant shall confirm all warrants are accounted for and the paid vouchers are accurate and complete Accountant shall give the paid vouchers to the Clerical Aide who will file the paid vouchers in the designated filing cabinet Accountant shall place the warrants in the safe until after the Warrant Register has been approved by the City Council The day after City Council approves the warrant register, the Accounting Technician (N Gonzales) shall fold checks and place into mailing envelopes, seal the envelopes, give the checks to the Mail Room for mailing Accountant shall deliver checks that were requested to be returned to the department and obtain staff s signature on the copy of warrant receipt form Accountant shall return the signed copy of the warrant receipt form to the Clerical Aide Clerical Aide shall attach the signed copy of the warrant receipt form to the paid voucher Clerical Aide shall file the approved paid vouchers. Page 8 of 9

9 EXHIBIT A Page 9 of 9