Welcome BOBCATbuyers & Travel Assistants

1. Welcome BOBCATbuyers& Travel Assistants Please Sign-In October 16, 2014

2. AGENDA • New Vendor Maintenance Form • Accounts Payable Processes • Helpful Links for SAP and AP Processes • Travel Focus Groups and Survey • Travel Updates • New RSS Feeds for AP and Travel • Automated IDT, GS and RB Project • AP Upcoming Staff Retirements • Questions

3. New Vendor Maintenance Form VENDOR MAINTENANCE FORM Presented by: Judi Nicholson

4. New Vendor Maintenance Form NewLocation

5. New Vendor Maintenance Form Click on Vendor Request Form

8. AP Check Pick Ups • FSS PPS 03.01.15 Check Pick Ups – Effect Now! • Policy creates a process to ensure check payments are properly controlled. • Business Purpose required. • Section 03 lists authorized situations for pick ups. • Case by Case review for all other situations. • Overnight mail or special handling done in AP. Provide courier air bill and AP will seal and mail. • http://www.fss.txstate.edu/policies/03_01_15.html • http://www.txstate.edu/gao/ap/resources.html

9. AP Process Information • GENERAL INFORMATION • AP/Travel Drop Box for your convenience. • Can scan invoices to payables@txstate.edu • AP does not pay from PO’s. Must have invoice. • Discounts on Invoices – please circle the vendor discount terms if applicable on the payment. • Mark as “RUSH” if due before 30 days: • E.G. 2% discount if paid within 10 days.

10. AP Process Information • GETTING STARTED • Create a PO prior to ordering and give the PO# to the vendor. • Request the PO# be included on the invoice. • Invoices should be sent to PO Box 747. • If Dept. receives invoice, date stamp it that day. • Do not have to include the PO copy with invoices. The PO# on the invoice is all that is needed. • If PO# is not on the invoice, write it in before sending (scanning) to AP.

11. AP Process Information • BASELINE DATE: • The later of GR/SR Date or Invoice Rec’d Date. • GR is the date the item was received, not the date you submit the request to Materials Management. • SR is the date the services were completed. • Best way to track the invoice received date is to date stamp it when received in your department.

12. AP Process Information • BASELINE DATE and DISPUTES • Disputed – 21 days from the Invoice Rec’d date to dispute (first received by anyone at TX State). • Must be in writing to the vendor (email is OK). • Final resolution determines the baseline date. • If resolved in Texas State’s favor, then the date of the resolution is the baseline date. • If resolved in the Vendor’s favor, then normal baseline date rules apply. (See prior slide.) • Send written documentation the with invoice to AP to support the baseline date on the payment.

13. AP Process Information • INVOICE APPROVAL • If you get a scanned invoice requesting AM approval, don’t print, sign and scan back. Just respond “approved” to the email and return via email. • AM Delegate Approval UPPS 03.01.09: • Section 03.06 for wording. • AM by Delegate OR Delegate for AM. • Dept. maintains authorization for delegation.

14. HELPFUL LINKS • SAP Resources http://www.txstate.edu/sap/ • Departmental Transactions (T-Codes) • SAP Document Numbers/Types • How to Search for a Vendor Number http://www.txstate.edu/gao/procurement/SAP/reqtocheck.html • How to Look Up Vendor FBL1N(Transactions) • e-NPO http://www.txstate.edu/gao/ap/resources/eNPO.html • January 27 and 28, 2015 Prof Devel Training. • Remember you cannot use the generic vendor (700001) to pay for goods or services.

15. Travel Focus Groups & Survey • Susan Thompson – Institutional Research • Conducting Focus Groups with Travel Assistants & Others. • Identify opportunities for process improvements on TRAVELTracks and Travel Funds Commitments. • Travel Question Handout. • Thank you for your participation and comments. • Contact Information: • susan@txstate.edu or 245-2348.

16. TRAVEL Updates • Travel Funds Commitments Document Numbers • All start with 20145. • No longer year specific. • Travel dates determine the year. • 2015 Per Diem Rates are on SAP. • Valid January 2015 – December 2015. • 2014 Per Diems still in effect (thru December). • Cannot use FY2014 Funds for FY2015 Travel.

17. TRAVELTracks Employees • Can’t add/create if employee is not set up to initiate travel in SAP. • Infotype 17 error when youenter the personnel number in your Employee List and there is no option to . • Email (Subject Line “Infotype 17’) to the Travel Office. • State the employee name and personnel number in the text. • Travel Office will review, have SAP employee record updated and then notify the TA or Traveler. • Can now create the Travel Request.

18. Automated Travel Request Approval Email NotificationPresented By:Kathy Wallace

19. TRAVEL Updates • New TRAVELTracks Email – October 17, 2014. • Automatically sent when the Travel Office approves the Travel Request. • Standard Subject Line: • Travel Office has approved Request – 730000##### • Sent to Traveler and/or the Travel Assistant. • One sent for each travel request so can get multiple in a day dependent on number approved. • Can create a rule in Outlook to manage emails since there is a standard subject line. • Not applicable for Travel Fund Commitments.

20. TRAVEL Updates • EXAMPLE – TRAVELTracks Approval Email: Travel Office has approved Request – 7300000675 (SUBJECT LINE) • Trip Number......... 7300000675 • Traveler Name....... Col John MarkyPiersol • Destination.........  Corpus Christi • Travel Dates........ 09/03/2014 thru 09/04/2014 • Estimated Cost......$       173.50 • Duty Point.......... CC Convention Center • Trip Activity Type.. MEETING • Benefit to University.. This is only a test • Traveler TXST ID.... A000xxxxxx • Created By.......... KW11 Travel Assistant Name

21. How to Create an RSS Feed in Outlook 2013 for AP and Travel Office AnnouncementsPresented By:James Webb

22. What is an RSS Feed? • RSS feeds are an efficient way to receive webpage content that is updated frequently. News websites, blogs, or other similar websites are frequently received as RSS feeds. • One benefit of using an RSS feed is that you do not have to access the website to check for new messages. New messages are delivered directly into your reader. • For our purposes, we’ll show you how to setup Outlook to receive the RSS feed.

23. Instructions for Setting up the RSS Feed • Instructions for setting up an RSS feed for AP Office Announcements can be found on the AP Resources webpage. http://www.txstate.edu/gao/ap/resources/How-to-Add-an-RSS-Feed.html • Instructions for setting up an RSS feed for Travel Office Announcements can be found on the Travel Procedures webpage. http://www.txstate.edu/gao/ap/travel/procedures/How-to-Add-an-RSS-Feed.html

24. AP and TRAVEL RSS FEED • DEMO • QUESTIONS • Contact Info: James Webb Director of Accounting jwebb@txstate.edu 245-2748

25. Automated IDT, GS and RB ProjectPresented By:Jenny Wiley

26. Automated IDT, GL and RB Project • IDT = InterDepartmental Transfer • GS = Green Slip • RB = Routine Business • Transaction Code: ZIDT_FORM • Used to: • Correct an existing IDT, vendor invoice document (GS) or routine business receipt (RB). • Create a new IDT. • Create a new Internal Sponsorship.

27. The entry T-Code ZIDT_FORM replaces the following forms:

29. DEMO - Correct an existing document:Example: correct document number 5100244308Correct the account used from 1324200000/2000011014 to account 1324200000/4200571000

31. Review screen prior to creating the document in SAP If there needs to be a change after reviewing the entry, click on the Back button. Click on Submit to create the document.

32. The final screen shows/allows: • The document number that was created. • The user to add attachments. • The user to print/save a copy of the document. • The user to exit or start a new document.

33. Print Form:

34. Transaction code: ZIDT2End user monitor report • This form contains the user’s own parked documents. Once the document is posted, it will not appear on the form any longer. • The functionality on this form includes: • Adding, viewing, changing and/or deleting attachments. • Viewing workflow, who has the document and when did they receive it. • Viewing the print form. • Changing or deleting the parked document.

35. Workflow Approval Screen

36. CONt’D • The Notes tab shows the original document. • This allows the approver to review the correction document and compare it to the original document without having to move to another transaction.

37. Automated IDT, GS and RB Project Watch for training classes to be scheduled soon! Questions????

38. Upcoming AP Retirements Linda Clark and Jackie Price January 31, 2015 CONGRATULATIONS!!!!

39. Questions and Answers

40. Questions and Answers From the Meeting • Do we need to provide a copy of the Chartwellscontract if the contract was attached to the Purchase Requisition? • No. AP will check the Purchase Requisition first and it the contract is there will use that information to substantiate the invoice against policy for payment. If not, the department will be contacted to provide the contract. • Can AP not send a GR request as soon as they start processing the invoice? Sometimes the invoice and the goods are received at the same time and it would be nice to allow some processing time for the GR to be completed. • Not at this time. AP processes thousands of invoices and at the present time doesn’t have a systemic process to track invoices for follow-up. That is a totally manual process and therefore AP works items in the queue on a first-in first-out basis with priority given to RUSH payments. Tracking invoices would also involve working the invoice twice. There is a project (no estimate for completion) to use SAP to send the email notices for GR’s and AM approvals once the invoice is entered in SAP. A delay ( e.g. X Days) from the SAP entry date is planned as part of this project. As this project materializes, more information will be provided and user testing will occur.

41. Could the Purchase Requisition Creator indicate somewhere on the req who should be contacted for invoice payment questions or action (e.g. GR or AM approval)? • Yes. On the Purchase Requisition, enter the contact person’s name, netID and telephone extension in the Header Note area. (This must be the first entry in this note area.) The Header Note is only viewed internally and doesn’t print on the PO. AP will check for routing invoices for approval or action. PLEASE IMPLEMENT THIS PROCESS IMMEDIATELY! • When do I indicate ‘FINAL” on a PO? By line or do I wait until the total PO is complete? • Indicate FINAL for each line on the PO as they are completed (received in full (GR) or to be paid (AM Approval). AP will close the PO line if told it is final.

42. Why doesn’t Material Management (MM) deliver goods until weeks after received?  We have to call them in some cases. Some packing slips don’t have the PO number on them and MM doesn’t know who they belong to, nor can the GR be done until the correct PO is located.  • One department said when they have this happen, they call the vendor and get the tracking number on the delivery. That number and the PO number are provided to MM and then they can locate the item and get the GR done.    • MM has a priority system for their delivery methods.  • All next day and 2nd day express freight is delivered daily.  All refrigerated or frozen freight is delivered as soon as possible and is kept refrigerated or frozen until delivered, usually within one day.  • All routine delivered freight with P.O. numbers or “P-card purchase” and name of individual and department on boxes or packing slips, are delivered in order of date received (fist-in-first out for routine freight) and delivered as soon as possible within 1-3 days. 

43. CONTINUED: • MM tries to deliver large freight daily.  Usually it takes 1 to 3 days to check-in and deliver. • All freight that is not marked with “p-card purchase” or P.O. number on the box or packing slip requires research and is gotten to when MM is able to get to it.  Usually 3 to 5 days. • All free items, samples of books and other materials are processed when we can get to them.   Usually 3 to 5 days. • So if something hasn’t been delivered in weeks then something is definitely wrong with the P.O. or P-card transaction

44. Why doesn’t MM advise the department when a delivered item is returned?  It’s frustrating not knowing about the return when you are expecting a delivery.  • It is not MM policy to immediately return or refuse damaged freight that is delivered to UDC.  If damage is visible our warehouse workers notate the damage on the bill of lading or packing slip  and have the delivery driver sign that the freight was delivered damaged.  Pictures of the damaged freight are taken immediately and all packing materials are kept for future investigations.  • The department is always notified of the damage and they are asked to contact their vendor representative about the damage and possible replacement  of the freight.  MM has 10 days to submit a damaged freight report to the freight line and vendor with documentation (signed bill of lading by driver that freight arrived damaged, pictures of damaged freight and packing material).  This starts the reimbursement process.  • The freight line will send out an investigator and the freight line and vendor will determine who will pay for the replacement of the freight.  Sometimes they agree to each pay a percentage of  the cost of the freight.  Then MM sends the freight line and/or vendor an official letter of return of damaged freight.  They have 30 days to make arrangements to have the freight returned to them or it is considered abandoned freight and it becomes our property to dispose of as we determine best for the university.