FAAINVE Direct Pay Invoice

 

Starting the invoice document

1  NEXT FIELD (Enter or Tab) to create the document number.

2  Write down the document number (I-number) for future reference.

3  Enter the vendor number if known and skip to Invoice/Credit Memo Header (address and dates section), or click   for a vendor query.

4 Click on Entity Name/ID Search (FTIIDEN).

Vendor Query

5  Performing a vendor query:

 

  • Click in or [Tab] to Last Name.
  • Type first word of vendor's name (CASE SENSITIVE) followed by a % - for example Ablex%, also try %Ablex%, or for acronyms try: %acronym% (in all caps), but note that these will may be slightly slower.
  • If searching for a person, consider using both the Last and First name fields when possible.

 

6  Click Execute Query or  F8  to execute the query showing all vendors matching your criteria.

If you want to examine the vendor's address(es):

7  Click Options and select  Vendor Address Information then NEXT RECORD (down arrow) to see more possible address sequences. Please note: 

  • The Seq Active field displays whether or not this particular sequence is active (Y) or not (N).
  • Highlighting an address here will not select it to be used for payment.  That is done at step 11in  the Header block

   

7a  Click  Exit  to escape Vendor Address Information window.

If you have found the correct vendor:

8  To select a vendor, double-click in the row you wish to choose to bring it back into the invoice form. 

If you did NOT find the correct vendor:

  • Try another query - Click on the ENTER QUERY toolbar icon or F7 to begin another query, then start again from step 5.  You may try another keyword from the vendor's name with %s on both sides.
  • If the vendor or the vendor's correct address does not exist:

After the Vendor Query

9   After the vendor has been selected, click on Options then Invoice Header, , or Ctrl-Page-Down to move to theInvoice/Credit Memo Header (address and dates section).

Invoice/Credit Memo Header (address and dates section)

10  Invoice Date: Enter the invoice date from the vendor's invoice in the format: DD-MMM-YYYY.  It will also accept shorter formats (i.e. 11/01 or 1101 = 01-NOV-2005).  For a date in the current month, simply type the two character day number   (i.e. 01 would translate into 01-NOV-2005). Press NEXT FIELD (Enter or Tab)to make this translation occur.  Double-click for Calendar function.

Note - Transaction Date:  When paying invoices at Fiscal Year End or within the first 4 working days of a month, you may back date the Transaction Date to an open fiscal period/year.  All other times, this date should be left alone.

11  TAB  4 or 5 times to Seq #  to make the default vendor's address display.  If this is the correct remit to address from the vendor's invoice, proceed to step 12.  Note: The last 4 digits of the 9-digit zip are unimportant.  If the address is not correct,go to To change Address Sequence below.

To change Address Sequence:

  • Click on the    button next to Seq #.
  • NEXT RECORD (down arrow) to find the correct address.
  • Double-click on the record containing the address you want to select.

If the correct remit to address is not found:

  • Click  Previous Block  back to the invoice, then click Previous Block to quit invoice.
  • You will be asked Do you want to save the changes you have made?  Click    to keep the document or    to delete it.
  • Proceed to http://ba.uoregon.edu/staff/vendor-setup and follow the instructions to set-up a new vendor of change the address.

12  TAB 2 times to get to Payment Due: The date should be populated with a date 25 days after the Invoice Date. This date is driven by the Discount Code, which should default to 15 for non-individual vendors, vendor codes begining with V. For Individual vendors, vendor codes that are all numbers, enter the next working day in the format: DD-MMM-YYYY.  For a date in the current month, simply type the two character day number followed by NEXT FIELD (Enter or Tab) (i.e. 17 would translate into 17-NOV-2005).  Double-click for Calendar function.

14  TAB 1 time to get to Vendor Inv #:  Enter the invoice number from the vendor's invoice here and press TAB 1 more time. The cursor should return to the Invoice Date.

  • If the error Invoice already exists for this vendor, use LIST for more info appears then
    • Click on the detail icon to the right of the field and view the invoice that is already in the system to make sure it is not the one you are working on.
  • If you are paying a multiple this field will be poplulated.

13  Credit Memo: [  ]  If you wish to make this invoice into a credit memo, click here wpe15.jpg (750 bytes) to select the check box .  When paying a credit memo, be sure to click this box prior to Entering Document Text.

Direct Deposit:  If you are making a payment to a person or vendor who has applied for direct deposit of reimbursement checks, there will be a Y in Dir. Deposit Status.  You may ignore this and proceed with your invoice normally.  The Dir. Deposit Override option will not be available to you.  When the transfer is made, you will be able to identify it as a direct deposit by an "!" at the beginning of the check document number on FWIVNDH, FAICHKH, and FOIDOCH.

Making the invoice into a Prepay

If this is a prepay invoice follow step <15 instructions, otherwise skip to step 16.

15  Only use this step if entering a Prepay (where a check is held for documentation).
Click on Options and select View Document Indicators to reach the Document Indicators window.

  1. Click to check box to the left of Invoice Hold to place the document on hold. 
  2. Click the    next to Grouping and change the default from (M) to (1) Invoice per check.
  3. Next, click    to return to the Invoice/Credit Memo Header block.
  4. Don't forget to send your prepay document(s) to A/P after completing the invoice!

Entering Document Text

16  Click on  Options and select Document Text to reach the General Text Entry Form (FOATEXT).

  1. Click in the Text area to begin typing your invoice text.
  2. Type a description of your purchase including all the relevant details.  Always include your name and phone extension.  To get a new line, use NEXT RECORD (down arrow).
  3. When finished with all your lines of text, click  SAVE  to save your text changes.
  4. To return to the Invoice/Credit Memo Header Block click or Ctrl-q to exit.

Commodity Info Block

17  After you have finished Entering Document Text, move from the Invoice/Credit Memo Header block to the Commodity Info block by clicking on Options and selecting Commodity Information,, or Ctrl-Page-Down..

18  Commodity: Enter the commodity code if you know it. You may also ? click on the    to the right of the commodity code field to do a query in the 18-1Commodity Validation form or the description field  to do a 18-2Commodity sound-a-like query.  Note: for more help finding Commodity Codes, check out the FIS Guide Codes section.

18-1Commodity Validation query 

 

 

To perform a commodity validation:  (after clicking on the  to the right of the blank for the commodity code field) 

18-1a    A list of all commodity codes will appear. Scroll to the row you wish to select and double click. Note: you will only be able to select commodity codes with effectives dates of  01-Jul-2006 or later.  Those with earlier effective dates have been inactivated. To narrow down the number of commodity codes click or F7. 

18-1b    Type a keyword in the description field.  The keyword is not case sensitive and but does require wildcards - %. It is best to use a % at the beginning and end of the keyword. Click on or F8.

18-1c    Double-click on the row you wish to select.  Note: you will only be able to select commodity codes with effectives dates of  01-Jul-2006 or later.  Those with earlier effective dates have been inactivated. After 30-Jul-2006 inactivated codes will no longer be visible.

To start a new query, click on enter query  or F7.  Clicking twice will give you what you queried on the first time.

18-2 Commodity sound-a-like query

To perform a commodity sound-a-like query:  (after clicking on the  to the right of the blank for the commodity code's description)

18-2a    Type a keyword for your commodity query.  The keyword is not case sensitive and does not require wildcards - %.

18-2b    Click under Code (or any other column) to get the query results.

18-3c    Double-click on the row you wish to select.  Note: you will only be able to select commodity codes with effectives dates of  01-Jul-2006 or later.  Those with earlier effective dates have been inactivated. See 18-1to view only active commodities.  Use rollback  to start a new query.  

19  Approved:  Enter the dollar amount for this commodity code.

More Commodities?  Use NEXT RECORD (down arrow) to create more commodity records, if needed. After you have completed all of your commodity sequences, you may view a summary of them if you wish:

  • Click    (SAVE - or F10) first so BANNER will read your last sequence.
  • Click on Options, then on Review Commodity Information to view the summary page in FOICOMM.
  • Click    (EXIT - or Ctrl-q) to leave the Commodites for Review Query Form and continue processing your invoice.

 

20  After you have entered all of your commodity records, move from the Commodity Info block to the
Accounting Information block by clicking on Options and selecting Accounting Information, , or Ctrl-Page-Down.

Accounting Information block

21  Click in or [Tab] to Index, and type the account index for this payment - or click    for a List Query search.

22  Click below Acct and type the account code for this payment - or click    for a List Query search.  For more information on account codes, see the FIS Guide Codes section.

23  Click below Accounting and enter the amount paid on this accounting record. The total of all the accounting records must equal the total of all the commodity records (shown under Commodity). 

More Accounting records?  Use NEXT RECORD (down arrow) to create more accounting records, if needed. After you have completed all of your accounting sequences, you may view a summary of them if you wish:

  • Click    (SAVE - or F10) first so BANNER will read your last sequence.
  • Click on Options, then on Review Accounting Information to view the summary page in FOACACT.
  • Click    (EXIT - or Ctrl-q) to leave the Commodites and Accounting for Review Query Form and continue processing your invoice.

 
24  After you have entered all of your accounting records, move from the Accounting Information block to the Balancing Completion block for Invoice Completion by clicking on Options and selecting Balancing/Completion, , or Ctrl-Page-Down.

Invoice Completion

Last chance to write down Document # or make changes.  Click on Options and choose any of the selections to review sections of the document.

25  Click    to complete the invoice.

Verify that the following message is displayed: Document  I_____  completed and forwarded to the approval process.  If you do not get this message, there is a chance completion did not occur.  Try to call up this invoice by the same document number (I0..).  It should tell you that it is complete or let you move through the blocks and attempt completion again.

To begin another invoice, start again from Starting the invoice document.

Updating Text after invoice is completed

If you have forgotten to put some or any text on the invoice text page, don't worry, you can still add it later.  See FOATEXT - Adding Text after completion.

Deleting an invoice

An invoice may only be deleted if it is incomplete or has been disapproved.

To delete an invoice, type the invoice document number at Document: and click on Options and select Invoice Header to go to the Invoice/Credit Memo Header block.

Click    (DELETE/REMOVE RECORD) twice to delete the invoice document.

Click    to acknowledge the message saying All Commodity and Accounting records will be deleted.  Sorry, it's too late to change your mind at this point.

To begin another invoice, start again from Starting the invoice document.