To Route a Purchase Order to Olga Bookas, Purchasing Manager

1. If you do not know what vendor you want, enter “req” in the vendor field and click the small magnifying glass.  This will return a vendor called REQUISITIO-001 (vendor number 9999999999).  Select this vendor.  You can enter yourself as the buyer.
2. If you know the vendor, select the correct vendor, but select OBOOKAS as the buyer.  This will route the PO to her to review and negotiate a good price.
3. Regardless of which method you use to route a PO to Olga, be sure to enter a full description of what you want in the Comment Section.

To Change or Select a Billing Location or Ship-To location

1. The Billing Location always defaults to the Accounts Payable campus address
2. The Ship-To location always defaults to the campus address of the Buyer
3. To look-up a different address for either, click the magnifying glass
   1. Enter “W_xxx” to find a Wesleyan campus address
   2. Enter “F_xxx” to find a facilities address (this is a list of all buildings)
   3. Enter “S_xxx” to find a Shipping address that has been setup for your department.
   4. You can enter partial codes, click the search and get all values that begin with those letters.

Line Information

1. If you want to use the P.O. to list a specific quantity of items you are buying, enter a description, quantity, Unit of Measure (UOM) and amount per item.  When you tab out of the Amount field, the total will be calculated (quantity X amount). 
2. If you are just buying a Service, or something for a flat rate, check the “Amount Only” box on the far right.  Be sure to change the Category to “Service”.  The UOM must still be entered. 

Distributions

1. A Smartkey and Amount is required even if you do not know who the vendor will be or if Olga is going to get bids for you.  Olga will change the amount before the P.O. is final.
2. Budget Checking must be performed before Submitting to Workflow.
3. Multiple distribution lines can be entered with different Smartkeys or different Accounts, but they must all add up to the total in the Line Information.

Dispatching a Purchase Order

1. Once a P.O. has been approved, it must be dispatched by clicking the button at the top of the P.O. page.
2. A P.O. MUST be dispatched in order to copy the P.O. information onto and A.P. Voucher.
3. The dispatch method selected is strictly informational so you know how it was dispatched, except for the E-Mail method.  If E-Mail is selected the P.O. will be e-mailed to the vendor if an e-mail address has been entered on the Vendor profile.

AP Voucher Tip Sheet

A Vendor is Required on All Purchase Orders and Vouchers

1. If you are sending the P.O. to Olga to find a vendor, use REQUISITIO-001
2. If you cannot find the vendor in the lookup, complete the New Vendor Request Form and send to the Accounts Payable Office.  They will notify you when the vendor has been entered.  This includes payments to individuals.

Invoice Number

1. An invoice number is required for all vouchers.  Every voucher must have a unique invoice number for that vendor.
2. If you are entering a voucher without an invoice number, follow the guidelines for Invoice Numbering prepared by the AP Office (on the Finance web site).

Documentation and Attachments

1. The invoice or other documentation must be attached to the Voucher.
2. Instructions for scanning using your office copier can be found on the WFS Blog and the Finance web site.  Call ITS Desktop support if you need additional assistance.
3. Departments must keep original invoices and documents according to retention policy

Travel Expense Vouchers

1. If the traveler has a Wesleyan purchasing card, most expenses should be charged to the card.  P-Card holders should attend the training session on P-Card re-allocation.
2. The traveler can use the old paper form and scan it to attach to the Smart Doc Voucher.  The correct chart fields must be entered on the Smart Doc Voucher.
3. A spreadsheet template will be available in early July that will also allow the traveler to itemize expenses.
4. All receipts must be scanned, along with the spreadsheet or paper travel form, and attached.
5. If the request is only for mileage, the details can be entered in the “Instruction for AP” section.   (Total miles, purpose and date of travel and rate per mile.)

Copying Details from a P.O.

1. A P.O. will appear in the look-up only if it has been dispatched.
2. Select the P.O. and click “Copy PO” button
3. The dollar amount can be modified if the invoice is a different amount than the P.O.
4. The Invoice Number must be entered

Payment Methods

1. To corporate vendors: All vendors are being asked to supply information so payments can be made electronically (EFT).
2. To Wesleyan employees:  Reimbursements will be made electronically using the banking information used for payroll.
3. To other individuals: Checks will be cut, unless the individual provides direct deposit information
4. For Petty Cash payments: An staff member requesting Petty Cash should request that a check be written using the AP Comment section.

Every voucher must have a unique invoice number for that vendor.  In PeopleSoft; invoice number can be up to 30 characters.

• Any alpha characters in an invoice ID must be entered in upper case.

Example, if the vendor invoice number is ab1234; it should be entered as AB1234.

• When processing a voucher for a vendor that has an invoice number.

You will use the invoice number listed from vendor but without any spaces or punctuation.

Example, if a vendor invoice number is either 123 45 678, 123-45-678 or 123/45/678; it would be entered as 12345678, no spaces or punctuation.

• When processing a voucher for a vendor that does not have an invoice number.

 You will use the four digit department number from within the Smartkey followed by the invoice date formatted as MMDDYY.

Example, Smartkey 1001095100 would be entered with an invoice number 1095MMDDYY. Do not enter any spaces or dashes and numeric only.

If you get a duplicate error message on save using this format, research the invoice and if it is not a true duplicate add an alpha character on the end and make a note of the error on smart voucher under instruction to AP.

• When processing a voucher for a vendor that uses the same invoice number every month.

You will use the invoice number from vendor, no spaces or punctuation, followed by the invoice date formatted as MMDDYY.

Example, vendor invoice 12-34-5 would be entered as 12345MMDDYY.

If you get a duplicate error message on save using this format, research the invoice and if it is not a true duplicate add an alpha character on the end and make a note of the error on smart voucher under instruction to AP.

• When processing a credit voucher, make sure to follow the procedure that fits above and add CM after the entry date to specify a credit memo.

Converting FRS Accounts to new PeopleSoft Chart Strings

A new PeopleSoft Chart String will be created for each FRS account number that has been used in the last three fiscal years (FY 2009, 2008 and 2007).  There will be a one-to-one relationship between the FRS account and the PeopleSoft Chart String.  Each department will be notified of their new chart strings sometime next spring.

The data (in other words, the revenue and expense detail) will only be converted in an aggregate manner.  The balance for each account at the end of each of the last three fiscal years will be converted into PeopleSoft, but not the individual transactional detail.  Users will still have the Financial Data Warehouse (Inquiry) to look up detail transaction.

The system will be live on July 1, 2009 and that will be the day that the new chart strings will be used.

To view the Power Point that explains our current plan of the new chart fields, click here:  Chart of Accounts Power Point