Accounts Payable Purchase Order Invoice (AiM)

Owned by Sara Yilmaz
Last updated: Aug 04, 2022Version comment

This procedure outlines the process for paying invoices initiated by AiM Purchase Orders.

FASS Agent Step-by-step guide

  1. The vendor sends the invoice to the Accounts Payable Specialist
    1. Invoices are either emailed or physically mailed (print emailed invoices)
    2. Invoices can either arrive before product delivery or after
      1. If the invoice arrives before delivery, securely store the invoice until the item has been received
      2. If the item has been received but the Purchase Order is not known the Accounts Payable Specialist will scan in the invoice and inquire with Buyers to get the PO Number.
        1. If service has been provided the Accounts Payable Specialist will contact Work Control.

AiM

  1. Print out the AiM PO FOPAL list every morning to cross reference with all invoices that come in during the work day
  2. Log on to Aim
  3. From the home page – select Accounts Payable (left-hand menu)
    1. Select Report listing (left-hand submenu) and select PO FOPAL Info to load the information report
    2. Print out the report
  4. Match the PO numbers of incoming invoices to line items on the PO FOPAL report
    1. Write the work order and phase number listed on the PO FOPAL report on the invoice itself
  5. Return to the AiM homepage
  6. Select Purchasing → Purchase Order
  7. Enter Purchase Order number in the PO code field and pull up the Purchase Order that corresponds to the PO listed on the invoice
    Purchase Order Invoice

  8. Select Purchase Order Invoice under the Action Menu
    1. This will load a Purchase Order Invoice transaction
    2. Review the Line Items for accuracy (update Line Item amounts if inaccurate)
  9. Purchase Order Invoice description box information needs to be reviewed by Tawnee (Vendor Invoice #, Idoc #, Vendor Name) - CONFIRM
  10. Enter the invoice number in the Invoice Number field
  11. Enter the date on the invoice in the Invoice Date field
  12. Scan the invoice and upload it to the PO Invoice under related documents
  13. File the invoice for future reference
    Invoice Approval
  14. Invoice approval criteria:
    1. Invoices under $500.00 can be approved by the Accounts Payable Specialist
    2. Invoices equal to or over $500.00 require supervisor approval
    3. Invoice approval/request is created by updating the status of the PO Invoice
  15. Select the query icon on the Status bar
    1. Select Approved if the amount is under $500.00
    2. Select Pending Approval if the amount is equal to or over $500.00
  16. Requesting supervisor approval if PO Invoice is in Pending Approval status
    1. Select User Defined Fields (located on left-hand menu)
    2. Designate an approver from the drop down menu
    3. Select Done
    4. The PO Invoice will be routed to the designated supervisor for approval - the status must be Approved before a transaction can be made in Banner
  17. Save the PO Invoice
  18. Once the PO Invoice has been approved (either by the Accounts Payable Specialist or supervisor) the invoice is ready to be paid in Banner

Paying the Invoice

  1. Log in to AiM and open the approved Purchase Order Invoice – keep this page open

Banner

  1. Log in to Banner on a separate tab
    1. Select the FAAINVE tab located on top ribbon menu
  2. Banner will generate a document number
    1. Copy the Banner Idoc number

AiM

  1. Go back to the AiM PO Invoice page
  2. Select Edit
  3. Select User Defined Fields (left-hand menu)
  4. Enter the Idoc number in the Banner Doc Num field
  5. Select Done
  6. Save the PO Invoice

Banner

  1. Return to the Banner page
  2. Enter the following information from the PO Invoice page into Banner
    1. Vendor number
    2. Date of invoice
    3. Select the icon next to the transaction date to generate today’s date
  3. Ensure the following information is correct in Banner:
    1. Address
    2. Payment Due Date (available on PO page)
  4. Enter vendor invoice number (available on POI page)
  5. On top ribbon menu – Select Options
    1. Select document text
  6. In the document text page enter the PO number, dollar amount, and work order number (SCREENSHOT)
    1. If the dollar amount is over $5,000 - include budget authority approver
    2. Enter the items the payment is being made for
    3. Enter the Accounts Payable Specialist name and phone number
    4. Select Save
    5. Click X to exit and go back to front page of Banner
  7. Select Next
  8. This will load the Commodities Info Page (SCREENSHOT)
    1. Enter the commodity code
      1. The commodities code list is available through the BAO office
    2. Enter the dollar amount in approved bar
    3. Select Next
  9. This will open the Invoice Accounting Distribution Page
  10. Enter the following information from the PO FOPAL report:
    1. Index, Account Code, and dollar amount
  11. Select Next
  12. This will load the Balancing completion page
    1. Ensure amounts are correct
    2. Select Complete
  13. Close Banner

AiM

  1. Return to the PO Invoice page in AiM
  2. Select the query icon on the Status bar
  3. Select the Paid line item
  4. Select Save
    1. If PO is fully paid, AiM will open a prompt asking if you still want to close the purchase order, select Yes