How to create, receive and pay invoices using

purchase orders for school activity fund

purchases in Manatee (MAS)

1

Creating Purchase Orders

Below is the drop down menu for creating, editing, and receiving purchase orders.

Above is the opening screen to create a PO. Your system may assign PO numbers or you can create your own numbering system. If you want the system to number them, call Auditing and we can set it up where the system will number them for you. Do not give a PO number to a teacher, sponsor or an administrator until it is entered in MAS.

Enter the vendor ID, date and then enter through the rest of the options on this page.

2

Once you have assigned the vendor to the PO and save the initial screen, MAS will bring up the attached screen for you to populate. Follow the detailed instructions “Steps to Assign a PO Number” (can be found on the website) to complete the screen as illustrated below. If you need to split the payment between two accounts, you will add an additional item and allocate it to the second account.

3

Once you finish and say the information is correct, you will hit escape to end it. It will prompt you if you want to receive the PO. You should say NO to this because the items should not be purchased until a PO is created and approved.

4

Receiving Purchase Orders

Once the sponsor brings back the receipt or you receive the invoice in the mail, you will have the sponsor sign the receipt and then receive the items in MAS. The screen is below:

If the amount you created the PO for is different from the invoice amount, you can change it on the receiving screen. If the sponsor spends more than approved on the original PO, highlight the new amount on the original PO and get the principal to initial indicating his approval of the additional amount. Their signing the check is not acknowledging the amount paid is different than the original approved PO amount.

5

Generating Invoice from the Receipting of Purchase Order

Once you have received the PO, MAS will ask if you want to generate an invoice. You can say yes, and it will create the vendor invoice in the system. It will pop up a box for you to enter the invoice number and the date of the invoice.

6

7

Printing Checks from Purchase Orders

To print the check, you must go to Disbursement and print checks. Prior to doing this, you want to print an edit list to make sure this is the only item sitting out there to be paid.

The edit list looks like what is below. If you went directly to print checks, checks will be printed for any vendor with a “Prior” of “1”. If there are other items on the list, you will need to edit themb efore you print checks.

8

Editing or Changing Vendor Invoices

To change or delete an invoice so it will not print, you need to go to the edit existing vendors invoice screen.

When searching for an invoice waiting to be paid, look in the far right column. Items that are blank do not have a check number assigned and have not been posted. They are only encumbered. If these do not need to be paid in the future, select them, pull them in the screen, and then delete them. If you want to pay them later, select them and change the priority level to a “2”. This will keep them encumbered and allow you to pay later. You can also change the amount on this screen if you forgot to change it on the receiving screen of the PO screen.

9

The warning below simply means it has a payment priority level of “1” and a check will be printed if you go to print checks. It gives you the option to edit or delete.

10

Printing Checks

Once you have edited or deleted existing invoices, you are ready to print the checks. You go to disbursements and print checks.

Once you have entered the date and first check number to be used, it will pop up a box and tell you how many checks printed and the total amount.

Once you have verified the checks printed properly and you only printed what you intended to, enter “Y’ that they printed properly. Always verify the check number printed on the check agrees with the check number pre-printed on the check before you say “Y”. If you do not enter “Y”, the checks are not posted, but the invoices are still encumbered. When the checks clear the bank, you will not be able to clear them because they are not posted.

11

Blanket Purchase Orders

Creating a Blanket PO for monthly copier or reoccurring items: Go to PO, create POs and follow normal instructions but the quantity ordered amount will be the number value for the total PO value and cost per unit will be $1. Below is an example of what the screen will look like.

When you get your first monthly invoice, you will receipt in the amount and it will look like the below screen.

12

When you say yes to create the invoice from this screen, the vendor invoice screen will look like this. It will only pay the amount you receipt in.

13

Clearing POs and unwanted invoices

You can run an encumbrance report to review open POs and invoices. Go to reports, general accounts and encumbrances. The report looks like this:

If you realize a PO needs to be closed because you have already paid it, you can do so from the close PO screen

14

Once you select the PO you want to close, the screen looks like what is below. Note the amount opened is $2700. Once you enter yes to close it, the open amount will go to -0- and no longer encumber the fund.

After you close it the open amount will be -0- as shown below.

15

If you rerun the encumbrance report, this item will not be listed—note the arrow below, the 3001 PO is no longer listed. Encumbrances with AP beside it means the items were created from the vendor invoice screen and not the PO. To delete them, go to disbursements, edit vendor invoices and then delete them.

16