Accounts Payable and Purchasing
Refresher Workshop
Presented by
Larry Byrne, Director of Business Services Patti Admire, Accounts Payable Clerk
Accounts Payable/Purchasing Refresher
I. Introduction
II. Areas That Will Be Covered:
a. Voucher Lookup (VOUI)
b. Purchase Order Inquiry (PINQ)
c. Blanket Purchase Order Inquiry (BINQ) d. Codes and Descriptions
e. Shortcuts
f. Purchase Orders for CSC Credit Cards
g. Purchase Orders for Vendors Who Do not Have an E-mail Address.
h. Purchase Orders for College Bookstore (CBA), and College Cafeteria (CMCO)
1. In the lookup box type the company’s name or person’s last name.
1. First line shows the voucher number, status of voucher, vendor number, name of company, amount paid.
2. Second line shows the voucher date, (date it was entered in colleague), check number (if this is blank that means it is not paid), check date, invoice number, and invoice date.
1 2
2. Second line shows date it was entered in colleague and the initiator’s name 1 First line shows the Purchase Orders number, status of PO, Vendor number, name of company, amount paid
Purchase Order Statuses
Codes Description
U Unfinished/in progress N Not approved
O Outstanding - product not received A Accepted - product received B Backordered
I Invoiced P Paid
R Reconciled - check has cleared our bank
C Closed - requisition remains attached to the P.O. and funds are no longer committed. V Voided - releases encumbrance, requisition may become outstanding and could be
called into a new P.O.
Codes and Descriptions
Requisition Statuses
Codes Description
U In progress/unfinished N Not approved
SHORTCUTS
To check on what is unfinished with all, or a
specific requisition, you have two choices:
1. Click on the little white box next to the req
that you want to look at, or
2. Put the number(s) in the white box at the
bottom of the page.
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Purchase orders for CSC Credit Cards
When making purchases using our Wells Fargo Visa credit card, Wal-Mart credit card, Staples credit card, Lowe’s credit card, Menards credit card, and HyVee
store card, use the following procedure:
1. Initiator will process a purchase requisition on
Colleague, using the description as
miscellaneous supplies and use an estimated
dollar amount.
2. The requisition goes to Director or Dean for
3. The requisition goes to Purchasing Agent for
approval.
4. The Administrative assistant to Director of
Business Services will process requisition into a purchase order and then will forward by e-mail the
purchase order to the initiator.
5. The initiator then prints out the purchase order
comes to the administration office to pick up credit card and leaves purchase order with Admin.
Assistant or appropriate person depending which campus they are at then proceeds to the store to make their purchase. The employee can only
overspend the purchase order by $50.00 per the
6.
Upon return to the college the initiator must
bring the receipt copy (and credit card) to
the Administrative Assistant to process for
payment when the statement arrives.
7.
This procedure eliminates the employee
having to use their own monies to pay for
purchases and possibly being taxed and
filling out request for payment forms.
8. All fulltime office staff, fulltime and part-time faculty have
authorization to use the credit cards upon approval of Director or Dean. The type of expenditures may be supplies, materials, hotel charges, and meeting expenses (such as gas, meals,
tolls).
9. These credit cards can only be used during the Business office
Purchase orders for vendors who do not have a e-mail address
When making purchases from vendors in person, by fax,
telephone or online orders this is the following procedure:
1. The initiator will process a purchase requisition on
Colleague. If not sure about dollar amount use an estimated amount.
2. The requisition goes to Director or Dean for
approval
3. The requisition goes to Purchasing Agent for
4. Administrative assistant will process requisition into
a purchase order and then will forward by e-mail the purchase order to the initiator.
5. The initiator needs to print out the purchase order if
going in person to make purchases. This way the vendor can use our tax exemption number that is printed on the form. Upon returning to the college the initiator must bring the purchase order copy and receipt copy to administrative assistant to process for payment.
6. If the initiator is purchasing by fax, telephone or
online they must tell the vendor to please put the purchase order number on the invoice. When the invoice is received, Accounts payable will be able to reference it to the purchase order.
Purchase orders for the bookstore
(College Bookstore of America) or the
cafeteria (Consolidated Management)
When making purchases for the bookstore
or cafeteria use the following procedures:
1. The initiator will process a purchase requisition
on colleague.
2. The requisition goes to Director or Dean for
3. The requisition goes to Purchasing Agent for approval.
4. Administrative assistant will process requisition
into a purchase order. The bookstore purchase
orders will be e-mailed to the initiator. The
cafeteria purchase orders will be printed and delivered to the cafeteria.
5. The bookstore and cafeteria will process their
invoices, attach them to the purchase orders and send them to accounts payable to process the payments.
