YEAR END CLOSINGPRESENTED BY

ACCOUNTING AND

FINANCIAL REPORTINGTHE

Accounts Payable Group

•All Standard PO’s must be received on-line

•A shipping line needs to be included on the original requisition if needed. For correct setup to pay multiple

invoices please see the July 14th 2008 Hot Topic. You can find it in the archives.

•Please remember to return all invoices to AP

•Remember to also receive the shipping lines. (when added)

•All Framework PO’s require authorized signatures.

•Remember when setting up a Framework PO you must have a “B” in the item category of the requisition. If the “B” is not in the item category we CANNOT pay the invoice.

•Use proper names, NO NICKNAMES!!

•Mileage rate for 2010 currently is .50 cents per mile. Parking/tolls that are over $5.00 per trip require a receipt. For information on mileage refer to Standard Practice Bulletin A-442.

•Attach a mileage voucher summary form when submitting multiple months or multiple paged mileage vouchers with the same coding and for the same year. It’s recommended that mileage be turned in monthly.

•Fill in and check the line of coding. Make sure you do a budget transfer prior to submitting mileage vouchers. Obtain original signatures on all mileage vouchers.

•Please remember when submitting school principals mileage, the signature must come from the area directors.

•Always put your name, phone number, and full name of the location on the mileage voucher.

•Standard Practice Bulletin A435 provides guidance for travel reimbursement.

•Please remember to check both GL Accounts“53330000” and“57330000” before submitting to Financial Reporting. Please make sure the fees for the

registration is transferred to the “57330000”GL ACCOUNT.

•When sending in your travel vouchers please include the following:•TDA- car rental MUST be pre-approved before you travel•TRIP REPORT•TICKET STUBS•ORIGINAL RECEIPTS•APPROPRIATE SIGNATURES•AGENDA/PROGRAM

•We have a special contracted rate with Avis Rent A Car. The AWD# is: A113400, Phone# 1-800-338-8211

•All original invoices MUST be stapled to the check request. •Both the invoice and the check request MUST BE SIGNED.•Please remember to do your budget transfers before submitting your check requests for payment.•Any check request that is NOT on an exempt activity MUST have secondary approval.•Remember to fill in the line of coding on the check request form.•Please put your name, phone number and location on the check request for any questions we may have.

PLEASE ATTACH A SIGNED ATHLETIC PAYROLL REPORT FORM TO THE NEW CHECK REQUEST FORM WHEN PROCESSING OFFICIALS. THE OPPONENT MUST ALWAYS BE FILLED IN. REMEMBER TO FILL IN THE LINE OF CODING ON THE CHECK REQUEST.

• When submitting Police Department invoices an invoice number MUST be used to avoid error in payment.

• We cannot pay from statements, INVOICES ONLY!

• All police invoices must have a copy of the invoice attached to be mailed with the check.

• Invoices must include invoice number, date of service, name and remit address of vendor to be paid. No STATEMENTS OR PACKING SLIPS.

• Make sure all invoices have a PO number. (verify PO has money available) Before submitting invoices (on PO’s) YOU MUST CHECK ME23N.

• Sign and send all “75..” invoices to Accounting and Financial Reporting Accounts Payable Group.

• Receive all “45.” invoices online and send to Accounting and Financial Reporting Accounts Payable Group.

• Make sure budget transfers are done before submitting mileage, check requests and travel vouchers.

SAP for DUMMIES

ME23N – all available information on any Purchase Order (PO)• Look for a blue tab that is marked PO HISTORY and select it. (note- If there are

no invoices paid you will not see a PO history tab.) The top half of this page shows the money on the PO. You will also see how many lines the PO was written for.

• On ME23N you will also see the name of the vendor and the vendor number.

• If this is a standard PO (45) please remember to receive all lines.– The bottom half of the screen will show a 5000 (10digit #) if an invoice has been received

online. You will see a 5400 (10 digit #) under it indicating a payment has been entered.

• On a (75) PO you will see the 5400 (10 digit #) when a payment has been entered.

SAP for DUMMIES

There are two ways that you can look up an invoice to see if it’s been paid.

• The first way will be to go to ME23N. Now remember you can only use this screen if it has a PO number. (You cannot look up Check Request’s on this screen.)

• Go to ME23N and click on the blue purchase order history tab and click on the 54 document number you want. The screen will appear with the invoice that was entered. Go up to your menu and find the word goto and click it. Then click follow on documents. A small box will open and you will double click on Accounting. Then when the next box opens you will double click on the account number. Go up to your menu and look for the word environment, then look for check information. Click the check information. That takes you to the screen with the check date, number and whether it’s been cashed or not.

SAP for DUMMIESThe second way to see if an invoice has been paid:

FBL1N: This can be used both for Check Requests or PO’s. If a vendor is paid ACH

(electronically) there is no check information. Scroll to the far right of the page and there will be a “T”. (ACH-WIRE TRANSFER) There is no check number.

A “C” indicates a check payment and a check number is available.

To use FBL1N

• First you must enter the correct vendor number. Select all items and leave the date blank. Click execute.

• The red lightening bolts mean that the invoices are past due and will pay on the next check run.

• The red ball means they are entered for payment however they are not due at this time. A bell means ready for payment.

• If there is a green square that means they have paid and you can double click on the 54 number and it will take you to the display document screen. Then go to menu, environment , and then check information. This will give you the check date, check number and whether or not the check has been cashed.

NAME NUMBER VENDORSDebbie Plemondon 754-321-8481 Construction, Cent. Stockroom, Dist. Maint, Office DepotEXT 2715 Consultants, Central Warehouse, All other

Vendors except ones that begin with A,B,C,M and S., and Xpedex.

Candy DiMartino 754-321-8478 Brodart, Poolsure,Praxair,Sap,Tech TrainingAids,EXT 2711 Smileys AudioVisual, Troxell, Avi, Avs, Avis,

Commercial Office, Green Horizon, Highsmith,Krueger Inter., Modspace, National Lift TruckSears, Quality Communication, Johnson Controls

Gerry Blasco 754-321-8474 Toshiba, Ikon, Xerox, Riso, Zephryhills, all printing, SoftwareEXT 2706 back up to construction, USA Mobility, Pitney Bowes, Hasler

US Postal Services, NCS Pearson

Sally Zola 754-321-8476 Dunbar, All Music, Trophies, AT&T Mobility, AT&T Comm, EXT 2709 Ablenet, Dynavox, Classroom Direct, Sportime Abilitations,

GBC, Pyramid, Ward Science, Sax Arts, Websters, Riddell, Rifton, Toys R Us.

Tina Foster 754-321-8482 Dell, Prosys, Florida School Book Dep. Control Comm, IBM, EXT 2716 JDL, CDW Govt, Apple, Vehicle Maint, Travers Tools,

Gator Office.

Kathy Gaffney 754-321-8483 Hinson, All Food with PO's from Tech Schools, Ace Educ, EXT 2717 Corp. Express, McGraw Hill, Vendors starting with A,B,C, M,S

Tina Aaron 754-321-8489 Student Financial Aid, Publix, Ucertify, JTF, Card Solutions, EXT 2739 Plaster Castle, Battery Zone, Search Institute, Zero to Three,

NAME NUMBER VENDORSNorma Green 754-321-8479 Travel Vouchers, Check Requests, Registration, EXT 2712 Expense Vouchers

Barbara Black 754-321-8485 OfficialsEXT 2718

Irene Krumin 754-321-8480 UtilitiesEXT 2714

Gretchen Mahoney 754-321-8470 SENIOR A/P SPECIALIST / RETURN OF INVOICESEXT 2719

Lois Bland 754-321-8475 Vendors starting with a P, Fisher ScientificEXT 2707

Sally Hay 754-321-8473 Check RequestsEXT 2703

Joanne Majerus 754-321-8471 Food Service AccountingEXT 2701

Elise Goldman 754-321-8472 Mileage, PoliceEXT 2702

Cindy Zink 754-321-8490 Check Distribution, A/P Help DeskEXT 2740

Debra Dunn 754-321-8491 Check DistributionEXT 2741