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Accounts Payable Process

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Accounts Payable Process By Donna Woodward and Leslie Foos Donna Woodward Accounting Technician Ext-7018 General Fund Payables Letters A-N Capital Projects Fund ... – PowerPoint PPT presentation

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Title: Accounts Payable Process


1
Accounts Payable Process
  • By Donna Woodward and Leslie Foos

2
Donna WoodwardAccounting Technician Ext-7018
  • General Fund Payables Letters A-N
  • Capital Projects Fund Payables
  • Transportation Vehicle Fund Payables
  • Revolving Fund
  • Warehouse

3
Leslie FoosAccounting TechnicianExt-7019
  • General Fund Payables Letters O-Z
  • ASB Fund Payables
  • Investments
  • Bank Statements

4
Accounting Technician Process
  • Receive invoices from vendor
  • Send invoices to school/department that is
    receiving goods
  • Prepare invoices for payment after we have
    received signed invoice, signed blue purchase
    order, or signed packing slip.

5
Bookkeeper Process
6
When invoice, purchase order, and/or packing slip
are ready for payment
  • Write okay to pay, initial and date
  • Date should be the date you received the goods or
  • Todays date when signing for conferences,
    classes, etc.

7
Ready for Payment Page 2
  • Send approved invoice, signed blue purchase order
    (if final payment), and/or packing slip to
    Accounts Payable .
  • Please try to always send the original signature.
  • Do not staple several invoices together as
    accounts payable may miss the ones stapled
    underneath.

8
Ready for Payment Page 3
  • Remember, when you are signing off on the
    invoice, you are signing for receipt of goods not
    for approval to use budget. Authorization for
    budget was given at time of administrators
    signature on requisition request.

9
When invoice, purchase order and/or packing slip
are not ready for payment
  • Please inform Accounts Payable about the problem
    and what has been done to correct it
  • Has Vendor been contacted?
  • Has merchandise been returned?
  • Is credit going to be issued?
  • Are they sending a replacement?

10
Not Ready For PaymentPage 2
  • Accounts Payable cant short pay invoices for
    items being returned or damaged items. We will
    pay invoice when credit is received.
  • When item is being returned to the vendor, please
    complete shipping form 25B.

11
Return Authorization Form 25B
  • Return Authorization Form 25B (See Attachment A)
    is located on the S-Drive under Purchasing
    Procedures and Forms.
  • Determine who is paying for the return.
  • Vendor -They should issue a call tag for return
    shipping.
  • School District

12
Return Authorization Form 25B Page 2
  • Contact the vendor to obtain a Return
    Authorization Number (RMA) and instructions on
    how and where to return the merchandise.
  • If the vendor does not require a RMA, document
    name and phone number that authorized the return
    on the Return Authorization Form 25B.

13
Vendor is responsible for return shipment
  • Insert a completed copy of Form 25B in each
    package to be returned to the vendor. Document
    on the form how many boxes you are sending.
  • Seal box securely.
  • Mark the outside of the box with the RMA, (if
    provided).

14
Vendor is responsible for return shipment Page 2
  • Attach customer call tag receipt on the original
    form 25B (white) and document date of UPS pick
    up.
  • If the original purchase was by purchase order
    retain the second copy (yellow) in building files
    and send original (white copy) to Accounts
    Payable.
  • If the purchase was via the procurement card,
    file a second copy (yellow) with the credit card
    receipts and forward the original Form 25B to
    Accounts Payable.

15
SKSD is responsible for return shipment
  • Insert a copy (pink) of Form 25B in package to be
    returned.
  • Seal box securely.
  • Fill out UPS label(s) one per package.
  • Forward package(s) with original Form 25B taped
    lightly to the box to the warehouse via district
    courier.
  • Warehouse will forward the white copy with the
    tracking number attached to Accounts Payable.

16
SKSD is responsible for return shipment Page 2
  • If the original purchase was by purchase order
    retain the second (yellow) copy in the building
    files.
  • If the original purchase was via procurement
    card, file the second copy (yellow) with the
    credit card receipts and attach to statement when
    credit is received.

17
Accounting Deadlines(Attachment B)
  • Please send invoices daily or at least weekly.
  • If an invoice needs to be paid in a specific
    check run, it must be received in accounting by
    the bookkeeper cut off date.

18
Rush Payment
  • Definition After bookkeeper cut off and invoice
    needs to be paid before the next bookkeeper cut
    off.
  • Please email or call Accounts Payable so
    invoice/purchase order can be located for payment
    processing.

19
Rush Purchase Order/Payment
  • Definition Invoice received prior to a purchase
    order being requested (possibly confirming
    purchase order)
  • If invoice sent to Purchasing as an attachment
    for a purchase order, please sign off on invoice
    before sending it to purchasing. This alleviates
    the invoice being returned to school for an okay
    to pay.

20
Prepayment Purchase Order/Payment
  • Definition Vendor doesnt accept purchase
    orders and payment will need to be made at time
    of order.
  • If payment document sent to Purchasing as an
    attachment for a purchase order, please sign off
    on it before you send it to purchasing. This
    alleviates the invoice being returned to school
    for an okay to pay.
  • Please let Accounts Payable know if this is a
    rush payment.
  • Procurement card can be used for payment if
    vendor accepts credit cards.

21
Blanket (Requisition) Orders
  • Order Form must be sent to Purchasing.
  • Supply account code.
  • On KCDA- only use multiple account codes on one
    order if each account code is less than 50.00.

22
Change Orders
  • Definition Any price, quantity, or product
    change after vendor has received order.
  • Note change on requisition form or purchase
    order. Make a copy and have budget administrator
    sign and date the copy.
  • Send original signed copy to Purchasing.

23
Increase to Purchase Orders
  • Definition Monetary increase to the original
    open Purchase Order.
  • Note change on Purchase Order. Make a copy and
    have budget administrator sign and date the copy.
  • Send original signed copy to Purchasing.

24
Petty Cash Procedures(Attachment C)
  • Prior approval is required from a Budget
    Administrator before a purchase may be made. A
    suggestion for this is to complete a Request for
    Purchase Form 68 ADM.

25
Petty Cash ProceduresPage 2
  • Receipts must be attached per the following
    guidelines
  • Only original receipts are acceptable.
  • Credit card receipts should include the itemized
    register tape.
  • A cash register tape should be itemized.
  • For postage reimbursements, submit a postal
    receipt or an envelope marked postage due.

26
Petty Cash ProceduresPage 3
  • Receipts that should be reimbursed on other forms
    are not reimbursed on petty cash such as parking,
    ferry and gas.
  • Mark receipts paid when you reimburse the
    employee for it.
  • Replenishment of the petty cash fund is required
    at least once a month or more often if necessary.

27
Miscellaneous
  • Non-curricular food purchases (including petty
    cash) should have a completed yellow Open PO For
    Food (Attachment D) form attached to the receipt.
  • Subscriptions should be paid when ordered and
    invoiced. Most companies require payment before
    subscription begins.

28
Miscellaneous Page 2
  • Please remind your staff that when they cancel a
    registration they should let the bookkeeper know
    so they can contact Accounts Payable.
  • Are there cancellation fees?
  • How will cancellation fees be handled by vendor?

29
Miscellaneous Page 3
  • Sign off on packing slip that lists all of the
    items received so it can be used as okay to pay
    when invoice is received.
  • Throughout the year, please close any purchase
    orders that will not be used again during the
    current school year.

30
Miscellaneous Page 4
  • Send invoices and credit memos to Accounts
    Payable to be entered into the system even if
    they zero out.
  • When signing off on the final packing slip or
    invoice, send the blue copy of the purchase order
    with them.

31
Miscellaneous Page 5
  • Several stores register receipts are the invoice
    that Accounts Payable pay from. Send the
    receipts to accounting for payment.
  • Albertsons
  • Costco
  • Fred Meyer
  • Radio Shack
  • Rose Crafts
  • Saars
  • Safeway
  • Scott Mclendons
  • Staples
  • Walmart

32
Miscellaneous Page 6
  • If school receives invoice and/or statement
    directly from vendor, please forward to Accounts
    Payable.

33
Year End Closing
  • In June before you leave for summer, close any
    purchase orders that will not be used again.
  • Remind staff in June to turn in all receipts,
    packing slips, travel reimbursement (Attachment
    E), petty cash receipts, and mileage
    reimbursements (Attachment F) before they leave
    for the summer.

34
Year End Closing Page 2
  • For invoices that you are signing off on in
    August or September, give the date that items
    were received at your school or at least the
    month.
  • All travel and mileage occurring prior to August
    31 will be paid from the current years budget
    and should be turned in for reimbursement by the
    first bookkeeper cutoff in September.

35
Year End ClosingPage 3
  • All food consumed and services that are received
    prior to August 31 will be paid from the current
    years budget. That includes any events that
    occur prior to August 31 for the next school year.

36
Year End ClosingPage 4
  • All petty cash receipts dated prior to August 31
    need to be reimbursed by the first bookkeeper
    cutoff in September. You will start a new
    reimbursement sheet for receipts dated on or
    after September 1.

37
WISE Training
38
Questions?
39
Who Ya Gonna Call?
  • Accounts Payable A-N, Revolving Fund
  • Donna Woodward x7018
  • Accounts Payable O-Z, ASB Fund
  • Leslie Foos x7019

40
Who Ya Gonna Call?
  • Vendor Numbers
  • Angie Witt x7020
  • Christine Nystrom x7023 (Backup)
  • Account Codes or Budget
  • Kelly Hawkins x7015
  • Accounts Receivable
  • Dina McVey x7016
  • Grants
  • Carrie Lee x7017

41
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