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GOVERNMENT OF THE VIRGIN ISLANDS Desk Procedures Accounts Payable Volume AP 0 Disclaimer Tyler Technologies, Inc. (Consultant) believes that the information described in this manual is accurate and reliable, and much care has been taken in its preparation. However, no responsibility, financial or otherwise, can be accepted for any consequences arising out of the use of this material, including loss of profit and indirect, special, or consequential damages. No warranties extend beyond the program specification. The client should exercise care to assure that use of the software and related documentation is in full compliance with the laws, rules, and regulations of the jurisdictions in which it is used. These materials are confidential, unpublished works of Consultant. Consultant grants to the Client a royalty-free nonexclusive license to use anything created or developed by Consultant for Client contained in this manual. The license shall have a perpetual term and Client may not transfer it. Consultant shall retain all copyrights, patent rights and other intellectual property rights to this manual. The information contained herein is subject to change. Consultant assumes no responsibility to advise clients of changes or additions. © Tyler Technologies, Inc. 370 US Route One Falmouth, Maine 04105 Phone 207.722.2260 i G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Volumes Volume GL General Ledger and Journal Entries Volume PA Project/Grant Accounting Volume BG Budget Management Volume RQ/PO Requisitions / Purchase Orders Volume CM Contract Management Volume AP Accounts Payable Volume GB General Billing Volume AR/CR Accounts Receivable/Cash Receipting Volume IN Inventory Volume TM Treasury Management ii G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Table of Contents How to Read This Manual......................................................... 2 Navigating MUNIS® Menus ....................................................... 3 Setting Menu Preferences............................................................... 5 Toolbar............................................................................................ 6 Wildcards and Other Tips................................................................ 9 1.0 Purpose.......................................................................... 11 2.0 Revision History ............................................................. 11 3.0 Persons Affected............................................................ 11 4.0 Policy ............................................................................. 11 5.0 Definitions ...................................................................... 13 6.0 Responsibilities .............................................................. 13 7.0 Procedures..................................................................... 13 7.1. Invoice Entry....................................................................... 13 7.2. Departmental Invoice Approval .......................................... 23 7.3. Invoice Batch Processing ................................................... 25 7.4. Cash Requirements Report................................................ 27 7.5. Check Run Processing....................................................... 29 7.6. Automated Checks............................................................. 32 7.7. Cash Disbursement Journal ............................................... 36 7.8. Voiding Checks .................................................................. 39 7.9. Invoice Maintenance .......................................................... 41 7.10. Accounts Payable Vendors ............................................... 45 8.0 Appendix A: Source Codes............................................ 53 iii G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L How to Read This Manual This Manual is divided into seven sections: 1. Purpose; 2. Revision History; 3. Persons Affected; 4. Policy; 5. Definitions; 6. Responsibilities; and 7. Procedures. It is assumed that the reader has the knowledge and skill for performing basic navigation, query, print, and command functions in MUNIS. 1. Purpose offers the reader the goal of the process itself. 2. The Revision History records all changes made to the document by version number, the date and the modification made. This will quickly allow the reader to know when the last revision was made, and whether the version is the most recent. 3. Persons Affected lists persons or groups that influence or support a policy or procedure. 4. Policy sections are assigned consecutive numbers so that each subsection can be identified by a following decimal. Numbering in this way will aid in future insertions of new or correcting policies. 5. The Definition section lists abbreviations, acronyms, and technical terms. 6. The Responsibility section provides a short summary of the roles and responsibilities of the individuals that will be performing the Procedures. 7. The Procedures section will be outlined with screen prints of the program accompanied by a description of each field. This document will end with the copies of any forms required to support the Procedures outlined. Questions pertaining to the content of these Policies and Procedures should be addressed to: Commissioner of Finance Government of the U.S. Virgin Islands #2314 Kronprindsens Gade St. Thomas, U.S.V.I. 00802 (340) 774-4750 G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Navigating MUNIS® Menus MUNIS offers two preferences for displaying menus: Pull Down (cascading menus) and Menu Tree. Pull Down Menus Menu Tree Each user can choose which menu structure suits their needs best. The traditional Pull Down menu behaves just as with most Windows programs. However, when navigating several nested menus deep with a Pull Down menu, as the user cascades through the menus one wrong move of the mouse might result in another attempt to select the desired program. With the Tree Menu, a selection is made by double clicking, and the menu stays open even after the selection is made. However, with the Tree Menu it consumes desktop “real-estate”. There is a third option—a variation of the tree menu—the Pop-Tree menu which allows the user to use the Tree Menu but activate it only when needed via a keyboard shortcut. Users should feel free to experiment with each option. This manual will not visually show the selection of a program through menus for two reasons: 1) a user will have the opportunity to choose their menu preference and 2) graphically displaying menu in the manual detracts from overall reference value. This manual will utilize the following convention:  Financials ►(A) General Ledger►(C) Journal Entry / History Menu ►(A) General Journal Entry/Proof The symbol “” will be used along with the menu “path”. Each nested menu will be separated by the “►”. This manual references the letters for each menu item used at the time this manual was created. The lettering may change in subsequent releases of the software or your system administrator may make custom options. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L For example, will use the following navigation instruction:  Financials ►(A) General Ledger►(C) Journal Entry / History Menu ►(A) General Journal Entry/Proof For a Pull Down Menu, we would: 1. Click on the Financials Menu: 2. Then follow the menus by moving the mouse to each sub menu: 3. Finally clicking on the last instruction For a Tree Menu, we would: 1. Click on the next to Financials 2. Click on the next to General Ledger 3. Click on the next to Journal Entry / History Menu 4. Double Click on General Journal Entry/Proof G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Setting Menu Preferences 1. Utilizing the preceding instructions, lets change the menu type:  Dept ►(R) Menu Personal Preferences The following will appear: 2. Select the SDI Menu System tab 3. Click on the Update button and select the desired Start Menu Style 4. You must exist and re-enter MUNIS for the changes to take effect by:  System ► Exit G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Toolbar The toolbar is your primary resource for performing actions within each program. Each toolbar button/icon is described below. y Toolbar Tips 1. While in a program, hover your mouse over the toolbar button to display a brief description of its functionality and the keyboard shortcut, if one exists. Or, using your mouse right-click on an active toolbar button and select "Enable Text" to display a description below each icon. Right-click and select "Enable Text" again to disable this feature. 2. If a button is highlighted (not grayed out) that function is available for use. If a button is not highlighted, then it is currently not available. Toolbar Button Description of Action Select Accept (Enter) after entering all the data necessary to create a record. This button is often highlighted when adding, updating, or searching for records. Select Cancel to end an operation, such as adding or updating a record. Cut, Copy, and Paste are closely related. They are especially useful if you need to copy or cut a lot of data from a program outside of MUNIS, and paste it into a MUNIS program. The Query Wizard is used to create a query based on an expression or mathematical equation. This option assists in finding records that meet very specific criteria that cannot be defined by entering data directly into a field. Select Find to search for records in a program. Find, or the side menu option Define, is often used to create an active set of records before proceeding to another step, such as printing a report, purging records, or posting invoices, among others. Symbols may be used to further define a search in character fields. Browse is available when an active set of records exists, or after one is created using the toolbar option Find or the side menu option Define. It displays a screen listing all the records in the active set. To sort records by a column, select that column heading with your mouse. Right-click any column heading with your mouse and select columns to hide/unhide. To view a specific record in the G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L browse screen, highlight it with your mouse, and select OK from the toolbar. The selected record displays in the program. Select Add to enter a new record. When you select Add, entry fields become available with the cursor positioned in the first field. The program may place default values in fields to save you keystrokes, but often these defaults may be overridden. You can move from field to field by pressing Tab or by selecting the field with the mouse. When the cursor is in a field, helpful information displays on the bottom of the screen. Some fields have an additional Help button that lists valid field entries. Select Update to add data or make changes to existing data in a record. Data in any active field can be changed. Fields that are not active are usually part of the key to the record. The key is the field or combination of fields that uniquely identifies the record as being different from any other record. If you need to change anything in a non-active field, you must delete the record and reenter it. Select Delete to remove the record currently displayed from the program. If the record is being used by another process, you cannot delete it. Note: Once a record is deleted it cannot be recovered. Select Display to view a report onscreen. The report opens in a new window. Select Print to send a report to the current user's default printer. In most cases, this option automatically prints and does not prompt you to choose a printer or the number of copies to print. Note: This option functions differently if selected from the File menu. Instead of printing to the user's default printer; you have the option to choose which printer to send the report and how many copies to print. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Select Spool to save a report to a file. After spooling, the report may be accessed in the System menu under Spool File Maintenance, where you may choose to display or print the report. Select Microsoft Word Export to output an active set of records into Word or to create a Mail Merge. The file created during export is automatically saved in the directory where the MUNIS software is installed. The Microsoft Word Export is especially useful for spooled reports. This option enables you to format the report in Word prior to printing. An additional feature of the Microsoft Word Export is Mail Merge. This feature enables you to print professional forms, mailing labels, directories, and so on with user-defined templates. Select Microsoft Excel Export to output an active set of records in Excel format. Excel automatically opens with the data from the active set of records. This data now may be manipulated without any danger of altering any data in MUNIS. The file created during export is automatically saved in the directory where the MUNIS software is installed. Select Attach to view, add, or delete attachments or documentation related to the current record. After selecting Attach, select Add to attach a file, Delete to delete a file that has previously been attached, or with your mouse highlight and double-click a document, or select OK, to view the attached file. Maplink. Not in use at this time. Image. Not in use at this time. Select Favorites to add the current program to your favorites list. Using the favorites application from the main menu gives the use quick and easy access to the selected program. Select Help to access information about the program currently open. If not in a specific field, selecting this option opens a screen-level help window that provides help for the entire screen. If in a specific field, selecting this option opens a field-level help window that brings you to help for the specific field your cursor is in. When field-level help is accessed, you may scroll up and down to view help for the entire screen as well. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Wildcards and Other Tips • Navigational Tips: 1. Use the TAB key to advance from one field in the program to the next field. 2. To move from the current field back, simultaneously hold down the SHIFT and TAB keys. 3. Note that fields that are in Bold Type are required fields, and entry of data in these fields is mandatory. The default values in required fields can be changed. Non-mandatory fields are populated based on user preference. Required Fields Required Fields • When entering data in MUNIS use all CAPS: 1. MUNIS is case sensitive 2. John Smith should be entered as JOHN SMITH. 3. The Company Store should be entered as THE COMPANY STORE. 4. It is easier to query (find) a record when the information is in capital letters. • To leave a program and/or to go back to the application menu choose File, then Exit ash shown below: • Wildcards characters can be used when doing a query of the database (you must choose Find first): G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 1. You are able to use a “Wildcard” character when finding data. For example, suppose you want to find all customers whose last name begins with the letter “B”. To do this, you would use the asterisk wildcard character *. By putting in “B*” in the name field, you are literally asking the system to find names that begin with “B” and may have anything else that follows the “B”. Remember that MUNIS is case-sensitive, so if you put in a lower case “b”, it may not find any records. 2. To find all records that contain the word, “BANK”, put an asterisk on both ends of the word you want to find. For instance, *BANK* would find “BANK OF AMERICA” and also “1ST NATIONAL BANK” 3. All wildcard characters are listed below. Symbol Description Example of Use * Any combination of letters or numbers before or after A* returns Adams, Adler, Aaron; *A* would return Aaron, Harris, etc. > Greater Than >1/16/06 returns all dates greater than the date specified >= Greater Than or Equal To >1/16/06 returns the specified date and all dates greater than the date specified < Less Than >1/16/06 returns all dates less than the date specified <= Less Than or Equal To >1/16/06 returns the specified date and all dates less than or equal to the date specified <> or != Not Equal To <>1/16/06 or !=1/16/06 returns all dates except 1/16/06 : or .. Range 1/1/06:1/31/06 returns all dates including the beginning and ending dates | Pipe symbol Finds the name data items, regardless of the range. For example 1/1/06|1/10/06/1/31/06 returns only the three dates G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 1.0 Purpose This Policy and Procedure document establishes guidelines for the business process by which departments can request the payment to a vendor for goods and/or services received and payments can be processed. The process begins with the submittal of an invoice for payment and ends with the maintenance of vendor records. 2.0 Revision History Date Revision Number Change Reference Section 3.0 Persons Affected Department of Finance, Accounting Division Department of Finance, Management Information Systems Departments, Agencies, Divisions (e.g. Functional Units) of GVI requesting payment for goods/services 4.0 Policy The accounts payable process covers making payments for vendor invoices, travel advances, and travel reimbursement. . Whenever possible, all vendors’ invoices will be paid within 30 days and GVI will take advantage of vendor discounts where available. Departments will enter their invoices into the system via a batch process. A batch will be required for each physical bank account where checks are cut to pay vendor invoices. All batches require approval by appropriate Department or Agency personnel and Finance Accounting personnel before a check is created. The Accounts Payable Division will audit department submissions, process the invoices, create the check runs, and produce the checks for payment to vendors. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 4.1.1. Vendors who wish to do business with GVI must obtain a valid business license from the Department of Licensing and Consumer Affairs, and submit Form W-9 (EIN) prior to the assignment of a vendor number in the system. This information must be provided to the Department requesting the service. Details of this process can be obtained from the Vendor Maintenance manual. The business license can be scanned and attached to the Vendor file by P&P. In some cases (i.e. employee record) a business license is not required. In these cases “N/A” is used in lieu of the business license number. 4.1.2. Petty cash custodians, imprest fund custodian, and employees that receive stipends must be entered in the system as a vendor . In these cases “N/A” is used in lieu of the business license number.. To process these payments supporting documentation must be scanned in the invoice program (e.g. inhouse petty cash form) and the respective individual receipts.. 4.1.3. Invoice entry is decentralized; each Functional unit should enter invoices into an Accounts Payable Invoice Entry batch upon receipt; scanning of the invoice is done at the time of entry so that the invoice images are attached to the invoice record. 4.1.4. All invoices must have a valid Purchase Order with the following exceptions: Petty Cash, imprest fund, uniform allowances, stipends, grant subsidies, workmen’s compensation. , meal allowances, judgements and claims. To process these exceptions supporting documentation authorizing these payments must be scanned in the invoice program. All invoices will go thorguh the workflow process of their agency before the documents get to DOF Accounting 4.1.5. Invoices will be approved electronically by the Department, indicating receipt of goods and/or services. Details of the receiving process can be found in the RQ Proliicies and procedures Manual. 4.1.6. Changes to or deletion of posted invoices can only be done by DOF Accounts Payable Management with supporting documentation and prior approval from Functional units. Unposted invoices can be modified or deleted by Agency personnel. Any changes to an existing invoice will automatically restart the workflow approval process. 4.1.7. Invoices approved for payment are posted to the General Ledger by DOF Accounts Payable 4.1.8. Invoices are selected for payment based on due date, discount date, analysis of the Cash Requirements report and other criteria 4.1.9. Payments are made to the vendor within 30 days; preferably within a period to take advantage of vendor discounts 4.1.10. Checks are printed and posted to the Cash Disbursements Journal. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 4.1.11. All open invoices must be reconciled to the accounts payable on a monthly basis. Once an invoice has been posted and has not been paid, DOF Accounts Payable will reconcile the transactions. Please refer to the Month End Reconciliation document for the reconciliation procedures. 5.0 Definitions 5.1.1. Check Run – a report of a "Batch" of payments (checks and mag media) to be processed in the system. The Check Run List represents the official authorization to pay. 5.1.2. Voucher – the grouping of vendor invoices for control purposes. A Voucher includes the form used to list the invoices and the number assigned to it. 6.0 Responsibilities Department of Property and Procurement for custody and maintenance of the vendor file. Departments/Agencies of GVI for entry of invoices into the system Department/Agency Heads and Certifying Officers for approval of invoices entered into the system. Department of Finance Accounts Payable for final approval of invoices entered into the system. DOF Accounts Payable Division for invoice maintenance, invoice selection for payment, check runs, and related posting to the General Ledger and reconciliations. 7.0 Procedures 7.1. Invoice Entry Accounts Payable will use this program to enter invoices. There are three ways to enter invoices: 1. Partial Payment on a PO (balance of amount remains encumbered); 2. Full G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Liquidation of a PO (encumbrance goes to zero and PO is closed); and 3. Direct Pay (no PO to originate order). When Batches are completed, they are proofed and posted. The process begins by completing the Batch screen. This screen holds all the default information for the invoices to be entered by the department. To begin, enter the Invoice Entry program. The following screen will appear:  Financials ►(D) Accounts Payable ► (B) Invoice Processing Menu ► (A) Invoice Entry/Proof Choose the tool button and enter the following: ITEM DESCRIPTION BATCH The next available Batch number will default in this field. The Batch number represents the Batch in which all invoices are entered. This number should not be changed. FUND A GL Fund will default in but may have to be changed depending on the Fund that will be used for this Batch. CASH ACCOUNT As with the Fund field above, this field represents the cash account for the Fund entered above. Double check this field to make sure the correct cash account is being used. CHECK RUN This is the check run number. Operating users will leave this field blank. DUE DATE This field represents the date the invoice is due. Entering a date here will default the date for all invoices entered into the G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Batch. The due date can be changed on individual invoices, if necessary. This field must be filled, as the due date field becomes the key field for selecting invoices to be paid on a given check run when the Check Run number is left blank. Enter the current date. EFFECTIVE DATE Defaults to today's date. Enter the entry date, if different. Normally, accept the default. YEAR/PERIOD The current Fiscal Year and period will default here. The Year/Period will default for all invoices entered into the Batch. INVOICE COUNT This field represents the total number of invoices entered in the current Batch. This is for information purposes only; there is no access to this field. AMOUNT TOTAL This field represents the total net dollar amount of all the invoices entered in the Batch. This field is for information purposes only, there is no access. VENDOR HASH This field is the sum of all vendor numbers of the invoices entered in the Batch to produce the hash total. The vendor hash is used as a control number when entering a Batch of invoices. By manually adding the vendor numbers for all invoices and comparing the number to that shown here, invoices missing, added or changed within the Batch can be detected. When this field is complete, the following screen will be displayed: G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L This is the first part of an invoice, which is referred to as the Invoice Header. It contains information about the invoice as a whole, such as vendor number, PO number, and invoice number, due date, voucher, gross amount, and net amount of the invoice. Click on the ADD tool button and enter the following information: ITEM DESCRIPTION YEAR The default Fiscal Year to which the transaction will be entered. PO If the invoice was initiated by a Purchase Order, the number must be entered here. CONTRACT The contract number will default from the PO number entered. VENDOR When a Purchase Order number is entered above, the vendor number will be displayed automatically. The vendor name and address icon will display. If the invoice was not initiated by a Purchase Order, click on the drop-down list and choose the desired Vendor Code. For Search procedures, see the Purchase Order Policy and Procedure Manual. REMIT Vendor remit number: This is the code for the vendor address(es). As above, this defaults to zero if the vendor does NOT have any remit addresses, otherwise it defaults to 1. To choose the desired Remit address, click on the drop-down and select it from the list. DOCUMENT MUNIS automatically assigns a Document number to each invoice. During data entry, the field is skipped over (the exception is if this is for WAPA – enter the field by clicking on it or using Shift-TAB in the Invoice number field then enter the cycle number into this field). INVOICE Enter the invoice number from the invoice. If the vendor did not supply an invoice number click the and write the invoice number on the invoice (the exception is if this is for WAPA – enter the account number into this field). GROSS AMT Enter the gross amount of the invoice to be paid less discount ("bottom line" or net amount). DISC DATE The date by which the invoice must be paid in order to receive the vendor discount. Type a date or click the calendar icon for help identifying a specific date. If you enter a discount date, the "Disc basis" and "Disc percent" fields are accessible. If you do not enter a discount date, these fields are skipped. DISC BASIS The amount that is eligible for the vendor discount. The amount in the "Gross Amt" field is the default value, but you can change this if the discount applies to only part of the gross amount. DISC PERCENT The percent that is discounted. The default value is the percent established in Vendor Maintenance for the selected vendor, but you can change this. NET AMOUNT The invoice amount less any discounts. The net total of all Invoice Detail amounts must equal this figure. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L ITEM DESCRIPTION This is a display-only field. PAYMENT METHOD For GVI, payment method will always be “normal”. DESC This field is the goods or services description of the invoice. It will print on the remittance stub. The description carries forward from the PO general description, but may be changed or added. If the invoice is not PO initiated, enter the Description directly in this field. CHECK/WIRE NUMBER GVI will not enter any information in this field. CHECK/WIRE DATE GVI will not enter any information in this field. STATUS “H” is for hold (invoice will not be processed with Batch) and “A” is for approved (invoice will be processed with Batch). The status will be updated through the Invoice Approval process so ignore this field for now. VOUCHER MUNIS will automatically assign a voucher number; this field will not be changed. Write the Voucher number on the vendor invoice. CHECK RUN Leave this field blank; Check Runs will be assigned during disbursement. INV DATE Enter the date of the invoice in this field. DUE DATE Date invoice is due. This date must be equal to or later than the invoice date. NOTE: If taking a discount on this vendor, the DUE DATE MUST BE equal to or earlier than the discount date. WO If a Work Order exists, the Work Order number can be referenced here. This field will not used by GVI at this point. DEPT/LOC The department code carries forward from the purchase order, except for Group Entry invoices. If this is not a Purchase Order Invoice or if it is entered via Group Entry, choose Help to find your Dept/Loc Code, if necessary. SEP CHECK Not used by GVI. ALLOC Enter the allocation code, if applicable. REQ If the Invoice is Purchase Order initiated, the Purchase Orders’ requisition number will be displayed here. COMMENT To enter notes on this invoice, click on the button and a pop-up window will display as follows: G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the tool button and type the comment you wish to add to this invoice LIQ METH The method in which you liquidate the purchase order. “L” is by line item (each item entered on a purchase order, i.e. pens from office supply account, pencils from office supply account would be two line items) and “A” is by account (using the same above example by using account, you would see only one account, the office supply account, to pay the invoice, instead of seeing the breakdown for the same account number as with “Line”). GVI will be liquidating Purchase Orders by Account. Accept the default of A in this field. SEP CHECK Not used by GVI. INCLUDE DOCUMENTATION Will not be used by GVI. When this screen in completed the following dialog box will appear: If the information entered is correct, choose Yes. If the information is incorrect, choose NO and the cursor will be positioned in the PO field at the beginning of the invoice so that corrections may be made. If the Invoice is not Purchase Order initiated, MUNIS will take you to the account distribution section of the screen (see below in Section 7.1.3). If the Invoice is Purchase Order initiated, MUNIS will take you to the second part of the Invoice - Purchase Order Liquidation. When the first screen is completed for this type of Invoice, the following screen will appear: G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.1.1. Partial Payment If the invoice being paid is only a partial payment for the entire Purchase Order, choose the tool button. ITEM DESCRIPTION RECV QTY The quantity of items received for this purchase order. Confirm or correct against invoice. LIQ AMOUNT Manually enter the amount of the encumbrance that should be liquidated based on this partial payment. INV AMOUNT The amount to be expensed. This amount may be less than the "Liq Amount" if all or a portion of the line item needs to be canceled. This amount may be greater than the liquidation amount if the invoice received from the vendor exceeds the charges originally encumbered. In either case, the amount in this field, if greater than zero, becomes the amount of the line item to be expensed on the invoice detail screen. If the amount is greater than the amount of encumbrance, the program checks AP Parameters to see what percentage is allowed. If that percentage is exceeded, it behaves in the same manner as if an expense account’s available budget is exceeded. After entering the amounts, choose the OK then choose to return to the invoice entry screen, account distribution section. 7.1.2. Full Payment G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the tool button and this option will bring the purchase order to zero and CLOSE the purchase order. Any amounts that were remaining encumbered on the Purchase Order are automatically liquidated to their respective accounts. 7.1.3. Account Distribution Whether an Invoice is Purchase Order initiated or not, you must complete account entry. The Account Distribution sub-screen (bottom of the Invoice Entry header) appears below: The account distribution section of the invoice entry screen, shown above, lists the accounts which were associated with the initial order through the Purchase Order. These accounts cannot be changed. If changes are necessary, the change must occur through the Purchase Order by a Change Order. If the Invoice was not PO initiated, enter the account information, as prompted by MUNIS. 7.1.4. Attach Scanned Image of Invoice 7.1.4.1. Using your scanning software, save a scanned image to a local network shared folder utilizing a naming convention of Invoice Number. 7.1.4.2. Click on ATTACH in the tool bar, the following screen will appear: Click the ADD option and a Windows browse screen will appear to locate the file. Click on the desire file and click . The following dialog will appear: G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Enter the Invoice Number in the description field, the file will be added: Enter subsequent invoices as necessary by clicking ADD . When all invoices are entered, choose EXIT and MUNIS will return you to the batch header screen, as below: Click to release the batch. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Click to send the batch to the appropriate person for approval. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.2. Departmental Invoice Approval Certifying Officers will electronically receive invoices for approval. The department will be notified through e-mail or MUNIS messenger depending upon user preferences.  Financials ►(D) Accounts Payable ► (B) Invoice Processing Menu ► (B) Invoice Approvals Once the Invoice Approval screen appears click on the UPDATE button to begin the approval process. Select an Invoice and click on to see the invoice, the following screen will appear: G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Click on the to see the scanned invoice. Click to return back to the approval screen. Repeat as necessary to see all invoices in your approval listing. Enter H to Hold the Invoice for later approval, A to Approve the Invoice, or R to Reject the Invoice. If “R”ejecting, the following dialog will appear: If you really intend to reject the invoice, select YES and you will be prompted for a reason: 7.2.1. Reactivating a Rejected Invoice If it is later discovered that an invoice was improperly rejected, the user may request Accounts Payable to resend the invoice through the approval process:  Financials ►(D) Accounts Payable ► (B) Invoice Processing Menu ► (A) Invoice Entry/Proof ƒ Use the FIND or BROWSE functionality to locate the desired batch containing a rejected invoice. ƒ Click to find the desired invoice. ƒ Make corrections as necessary. Then, update the to an H returning it to hold. Return to the batch header then click to get approval G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.3. Invoice Batch Processing  Financials ►(D) Accounts Payable ► (B) Invoice Processing Menu ► (A) Invoice Entry/Proof 7.3.1. Posting a Batch This is the process which records invoices to the general ledger, by debiting the expense accounts and crediting accounts payable accounts. Note, an invoice does not become part of the open invoice listing or reporting until this process is complete. Use the FIND or BROWSE functionality to locate the desired batch for processing. Choose the button. The following dialog box will appear: ITEM DESCRIPTION JE DATE The journal entry date. Generally, GVI will leave this alone. Accept the default date. INCLUDE ADDRESS LINE If checked, includes the address line. This should be checked, as one of the audits to ensure the address line matches the invoice. TYPE PAGE BREAK If checked, each invoice type (approved, held, rejected, or pending) prints on a separate page. Check this box, as a batch may still have invoices that are pending, i.e. awaiting approval from other departments. Note, only approved invoices are processed the other types remaining in the batch. INCLUDE PO LIST If checked, includes the purchase order list. GVI will check this box to print a listing of POs impacted during this invoice batch process. PRINT PO CREATE DATE If checked, prints the date the purchase order was created. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Click OK . This will print out a Proof Report listing the invoices entered, a Summary List of the accounts to which the invoices were charged and the journal entry that the system will make for you. MUNIS will make the following general ledger entries with the Source Code of API (Accounts Payable Invoice - please see Appendix for further explanation of Source Codes): Debit expense account Debit Expenditure Control Debit Reserve for Encumbrances Credit accounts payable Credit Encumbrance Control The last dialog box that will display will be the following: Do not answer this dialog box until the print out has been verified. Answering YES will post the invoice journal to the General Ledger and the message Journal(s) Updated will be displayed at the bottom of the screen. Choose NO to not post the invoices at this time. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.4. Cash Requirements Report This program creates a report of cash requirements for invoices for up to four dates. It is used to forecast cash needs in future periods. Run this report in detail prior to selection of invoices for payment.  Financials ►(D) Accounts Payable ► (C) Cash Disbursements Menu ► (G) Cash Requirements Report 7.4.1. Defining the report Choose the tool button and make the desired entries, as below: G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L ITEM DESCRIPTION EXECUTE THIS REPORT MUNIS gives users options as to when the output will be run: Now – runs the output immediately upon selecting Output. In background (now) – runs the output immediately but allows the user to exit the program and do other work in MUNIS. At a scheduled time – allows the user to define when the report will be run at a later time. FORMAT Choose Detail from the drop down menu to include invoice number, voucher number, invoice description, invoice due date, dollar totals by vendor, and dollar report total. CASH REQUIREMENT DATES Establish dates for which the report is run DUE DATE 1 Defaults as current date; establishes the “up to” date on which to report invoices. REQUIRED. DUE DATE 2 Establishes date range between Due Date 1 to Due Date 2 for invoice selection. Must be later than Due Date 1. DUE DATE 3 Establishes date range between Due Date 2 to Due Date 3 for invoice selection. Must be later than Due Date 2. DUE DATE 4 Establishes date range between Due Date 3 to Due Date 4 for invoice selection. Must be later than Due Date 3. HOLD INVOICES Accept the Default - Include. Invoices coded as “HOLD” will be included in the report. Invoice coded as HOLD are not included in the report when choosing Exclude. SORT BY Choose to sort by vendor number, vendor name or by invoice due date. SELECT VENDORS BY NAME RANGE FROM Used to select a range of vendors alphabetically (i.e. M – P). Leave blank to select all vendors. Choose the OK tool button to save the report definition and proceed with the printing process. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.5. Check Run Processing 7.5.1. Run Check Run List for Proofing and for any approvals, if necessary. Each Invoice Batch is posted individually. To tie all of the Batches together, the program Check Run List will be used. This program will assign and print a list of posted Invoices for a check run. This report lists Invoices by vendor and prints total amount paid to the vendor and total amount posted to each cash account. This report also lists any prepaid invoices, such as wire transfers and manual checks under the heading Prepaid Invoices. Prepaid invoices are those invoices which will affect the cash balance, but will not produce a printed vendor check. These invoices are for wire transfers and manual checks printed outside of the MUNIS system.  Financials ►(D) Accounts Payable ► (B) Cash Disbursements Menu ► (A) Select Items To Be Paid G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the tool button and enter the following information: ITEM DESCRIPTION CHECK RUN Enter the Check Run number. The format will be the bank number and the date as shown in the example above On 11/16/2006 for bank 801 will be 8061116 If there will be more than 1 run for the day, then the letters A – B or be will be added to indicate the first run of the day, 2nd run of the day etc… CHECK RUN DATE Enter the date of the Check Run. INVOICES WITH NO CHECK RUN This will default as checked. The system will assign the check run number to open invoices with a blank “Check Run” field if the due date is on or before the one on this screen. DUE DATE The Due Date will be entered 30 days out from today’s date current date. DISCOUNT DATE The discount date will be the same as the Due Date CHECK RUN Preliminary is used to run the check run report as a proof. Click the Select button to verify the invoices that have been selected including credit memo’s remember to Deselect the Credit memos if there is not a positive amount to offset the credit. CASH ACCOUNT The appropriate cash account for the proper bank needs to be selected here. The ORG SHOULD ALWAYS BE TREA: 010010= 801 010020=802 011130=790 011140=791 111090=786 011210=798 011490=825 SELECT OUTPUT VERSION TYPE GVI will always use Full when printing the Final version as this report sorts in check order sequence. Run the Final version of this list prior to running the Automated Checks program (printing checks). This report can be spooled Use this report to fill out the PRINT CASH ACCOUNT BALANCE Leave this Box Unchecked PRINT CASH ACCOUNT BALANCE WARNING Leave this box unchecked PRINT CERTIFICATION PAGE Print the certification page and fill out the Check Run Information listed on this sheet PRINT VENDOR RECEIPTS DUE Do not check this field INCLUDE ON REPORT Choose Both on the report. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L The Check Run List report shows invoices that should not be paid, choose the tool button and the following screen will appear: Type, or click on the update line number on the Invoice to remove from the Check Run. MUNIS will blank out the Check Run column so that the Invoice is not included on the Check Run List report. The Check Run List program should be run as a Final version (Non-Preliminary flag checked) before AP Checks are printed. Print the report with the Certification Page to reconcile the Checks that are actually printed. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.6. Automated Checks 7.6.1. Print the checks and EFT advices The Vendor check program will print the total of all open Invoices in the Check Run, with three exceptions: 1) If there are multiple remittance addresses in the Check Run for any vendor; 2) If invoices to a given vendor exceed 20; 3) If the invoice is coded to print on a separate check. Please note: Vendors with zero invoices or credits will not receive a check – Check Run field will automatically blank out this field. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the tool button and enter the following information. ITEM DESCRIPTION CASH ACCT The cash account number for the checks to be printed. This Object Must match the bank for the run you are printing. The ORG SHOULD ALWAYS BE TREA: 010010= 801 010020=802 011130=790 011140=791 111090=786 011210=798 011490=825 CHECK RUN Enter the Check Run Number that was assigned during the Check Run List, as shown in the example above 8011116A CHECK DATE The Number of invoices here should match the number of invoices on the Check Run List. CHECKS GVI will always be choosing “Printed” checks. FIRST CHECK NUMBER MUNIS automatically keeps track of the check number sequence in this field. The number of the last check in the previous Check Run will be maintained by MUNIS in a holding table and the system will advance that number by 1 and enter it here in anticipation of the next Check Run. Accept the default Check Numbered . A warning in this field indicates that the Check number is already in use and is in needs to be run through the Check Recon File. It may be necessary to count the number of checks from the previous run under that bank to do a manual adjustment. CHECK FORMAT Always leave this X MAX INV PER CHECK This field will be left blank. Choose the OK tool button and MUNIS will display the total number of Invoices, checks and the total amount of all checks at the bottom of the screen. This amount should match the amount on the Final Check Run List report. When ready to print load the printer with the check stock and place the signature chip into the same printer. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the PRINT tool button from the Automated Check program to begin printing the checks, the following dialog box will appear: Under the field Printer Name enter the name of the AP Check printer. It is important that only this printer name be used for printing checks. This printer invokes the software which will create the check form and signature on the check. Choose the OK tool button to begin printing. If the starting check number has already been used, an error message will appear. To change this starting check number, choose the tool button. This will place the cursor in the First Check Number field. Make the check number adjustment, choose the OK tool button to save and proceed with the printing process. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L RE RUN If a check is damaged during processing, use the RE RUN feature. This will void out the original Check Number and issue a new check. Out put to the AP Check Printer G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.7. Cash Disbursement Journal This is a very important and mandatory program as it prints a list of all checks processed through Accounts Payable and creates a Journal Entry both to the cash and accounts payable accounts for the total check run. Please note: This program cannot be run if the following programs are running: Invoice Proof, AP Check Run List, Automated Checks, or another Cash Disbursement Journal.  Financials ►(D) Accounts Payable ► (B) Cash Disbursements Menu ► (E) Cash Disbursement Journal The following screen will appear: G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the tool button and enter the following Information: ITEM DESCRIPTION CASH ACCT The cash account number for the checks that were printed. Define using the Corresponding Bank numbers: The ORG SHOULD ALWAYS BE TREA: 010010= 801 010020=802 011130=790 011140=791 111090=786 011210=798 011490=825 CHECK RUN Enter the Check Run Number that was assigned during the Check Run List. The Number of Checks should match the Report CHECKS DATED THROUGH Use the Date of the Check run YEAR/PERIOD Enter the year and period the journal should be posted. Please note that this posting is to the cash account, as cash is always current. The Year and Period should always be the Current Year and Period. EFFECTIVE DATE Enter the posting date - the current date. This is date that the posting took place, nothing more. REFERENCE Note or reference information entered here will be viewed on the journal entry under the field Reference 4. This reference should be the Check Run Number. PRINT INVOICE GL ACCTS GVI will always answer Yes in this field as it will print the individual Invoice GL Accounts on the report. PRINT ORG/OBJ OR FULL ACCT GVI will always answer O for the Org Code and the Object Code to print on the report. Choose the OK tool button. At this point you may choose the tool button BROWSE to allow you to look at the checks included before printing. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the PRINT tool button to print and proof the Disbursement Journal. The following dialog box will appear: Always proof the print out first before posting. If errors are detected, the printout will place asterisks next to the transaction in error. Correct any errors. At this point, errors found may require voiding and reissuing a check in MUNIS, and reprinting the check. When posted, the following journal entry will be created under the source code APP: Credit cash account Debit accounts payable G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.8. Voiding Checks 7.8.1. Void Check This program is used to void individual Accounts Payable vendor checks. In addition to voiding the check, the program will reopen the AP invoice(s) that was paid by the check. In so doing, the system changes the status of the invoice(s) from Paid to Approved. Voided checks will display the original check amount.  Financials ►(D) Accounts Payable ► (B) Cash Disbursements Menu ► (E) Cash Disbursement Journal To void a check enter the program Void Checks and the following screen will appear: Choose the tool button and enter the following information: ITEM DESCRIPTION G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L ITEM DESCRIPTION CASH ACCOUNT Always enter the Fund Cash Account. CHECK NUMBER Enter the Check Number of the check to void. Choose the OK tool button and the check information will display on the bottom of the screen listing the Date, Check Run, Type, Amount, and the Vendor. Choose the tool button. A message will appear: Are you sure you want to void this check? Continue (Y/N). Answer “Y”es to void or “N”o not to void. When choosing Yes the message Check Voided will appear at the bottom of the screen. At this point the check is voided; however, the cash account will not reflect this void until the cash disbursement journal is run. 7.8.2. Cash Disbursement Journal – Voided Check Run the Cash Disbursement Journal for the Check Run of the voided check to update the cash account leaving the Cash Flow reference field blank. Once the Cash Disbursement Journal is run, the invoice will need to be either deleted or corrected through Invoice Maintenance, as below. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.9. Invoice Maintenance This program provides access to maintain invoices that have been entered and posted. These invoices may be unpaid (check has not been printed) or paid (check has been printed). Changes that can be made when an Invoice is unpaid: PO Number, Voucher Number, Invoice Date, Due Date, Check Run Number, Dept/Loc, Status, Separate Check Status, Comment, Description, Amounts, Discount, Org, Object, Project, 1099 status, Asset Status, PO lines can be added or deleted. Changes that can be made when an Invoice is paid: PO Number, Voucher Number, Dept/Loc, Comments, Description, Org, Obj, Project. Changes that CANNOT be made in Invoice Maintenance: Vendor Number, Terms, Year/Period, Invoice Number, Invoice Type.  Financials ►(D) Accounts Payable ► (B) Invoice Processing Menu ► (C) Invoice Maintenance G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L To make corrections, choose the tool button in the program Invoice Maintenance. Because this program will create a journal entry if amounts or accounts are modified or the invoice deleted, the following fields are required before any corrections can be made: ITEM DESCRIPTION EFFECTIVE DATE The date the changes affect the general ledger. The current date is the default value, but you can change this. Click the calendar icon to identify a date. YEAR/PERIOD The fiscal year and period associated with the invoice. The default value is the next year and period, but you can change this. JOURNAL DESCRIPTION A description for the journal entry. This 10-character field is required. VENDOR The vendor number of the vendor for which the invoice is intended. Enter a vendor number or click the help icon to identify the vendor number. You can enter one-time pay vendors , and one-time pay vendors are included in the help display. When you enter the number, the name of the vendor displays and the folder icon becomes accessible. Click this option to view vendor details. DOCUMENT The document number of the invoice. Not required. INVOICE The specific invoice number to be maintained. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the OK tool button and the following screen will display for the invoice: Choose UPDATE tool button and make changes as necessary. Choose the OK tool button to save the changes made. Choose the tool button to make changes to the account distribution; you will be brought to the following screen: G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the UPDATE tool button to make changes. Choose the OK tool button to save the changes made. Choose EXIT to return to the first screen. Choose EXIT from the screen. Please Note: There is no OUTPUT-POST, the Exit function will automatically post your changes and print the changes made. To exit Invoice Maintenance without posting your changes, choose from the MUNIS toolbar. This option will allow you to safely leave Invoice Maintenance without posting any changes. 7.9.1. Deleting Invoices Only invoices with the Status of Approved or Hold can be deleted. Deleting an Invoice will remove the Invoice from the database completely. The Invoice amount that was liquidated from the Purchase Order will be returned to the Purchase Order. To Delete an Invoice choose the DELETE tool button. A message will display in the center of the screen and ask you if you wish to proceed, as shown below: Answer Yes, Delete to delete the invoice. Answer No and the Invoice will not be deleted. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 7.10. Accounts Payable Vendors There will be one unified set of vendor records. Only those vendors with records in MUNIS will be accepted for AP Invoice processing. Maintenance of vendor records and vendor lists will be maintained by the Accounts Payable Division and the Procurement Office. Any changes or additions to vendor records or lists by operating departments will be requested via email. 7.10.1. Vendor Maintenance This program is the central vendor management location. Vendor records will be entered, deleted and changed here. For convenience, this program can also be accessed in Purchasing/Auxiliary Programs, but will be described only here, since Accounts Payable is the point at which Vendor Invoices are processed.  Financials ►(D) Accounts Payable ► (D) Vendor Inquiry/Reports Menu ► (A) Vendor Maintenance G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the ADD or UPDATE tool button and make the desired entries, as below: ITEM DESCRIPTION VENDOR The MUNIS Vendor Code number. New Vendor numbers will be assigned automatically by MUNIS in numerical Order. Click on the symbol. ALPHA MUNIS provides for Vendor record queries by name. Since the official name of many vendors begins with "The" or a similar word, a second field – Alpha – is provided for the entry of that part of the name to query. In most cases, the entry in this field will be the official vendor name without the "The." STATUS Normally, will be Active. Other choices are Bidder (vendor is a bidder in MUNIS Bid Management), Inactive (a vendor that is no longer used), Stop (temporary inactivation of the vendor), Temporary (useful for one-time only use of a vendor). ENTITY Not used by GVI TYPE Not used by GVI REASON If the vendor is being changed from a Status of Active to Stop a reason code is required as to why GVI has stopped using the vendor. Choose from the drop-down list. NAME The full, official vendor name, as would appear on the Vendor Invoice. DBA The "Doing Business As" name. ADDRESS Street number/Box number, City, State, Zip are required. Foreign Entity and Country are optional. 1099 VENDOR Check this if the vendor is to receive a 1099 form at year end. Choose from the drop down list DEFAULT Choose the default 1099 box number code from the drop- down list. This code will default on every invoice for the vendor. W-9 SENT/RECEIVED These check boxes are used to track whether the vendor’s W- 9 form has been sent to them to fill out and whether the completed form has been received. It is very important to maintain this as GVI will not pay a vendor from which they haven’t received the completed W-9 form. SSN If the vendor is a single person, the Social Security Number is required if the vendor is to receive a 1099. FID If the vendor is a business or entity, the Federal Identification Number is required if the vendor is to receive a 1099. DUNS Not used by GVI. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L There are three notes screens that can be used for internal use only. The information entered here will not print on the check or stub. All three screens function in the same manner. Click on the appropriate box and the following screen will appear: Choose the UPDATE tool button and enter the desired text. When complete, choose OK and then EXIT . G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L When this screen is completed, MUNIS will take you to the Terms tab, as below: ITEM DESCRIPTION DISCOUNT PERCENT The discount percentage offered by the selected vendor, if applicable. The AP staff will enter all vendor discounts prior to pulling the Check Run. Discounts will not be defaulted here for vendors, at this time. DAYS TO DISCOUNT The number of days from the invoice date to receive a vendor discount, if applicable. When entering an invoice for a vendor with a discount, the discount date is calculated automatically by adding the number of days to the invoice date. MINIMUM ORDER The minimum order amount that this vendor allows. This amount is for reference only. DAYS TO NET The number of days allowed from invoice date to pay the full invoice. When entering an invoice for this vendor, the due date is calculated automatically by adding this number of days to the invoice due date. FREIGHT TERM/METH/ The vendor's usual method of shipping and the freight percent commonly applied. When a purchase order is entered for this G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L ITEM DESCRIPTION vendor, these freight terms appear automatically on the screen for printing on the purchase order. FREIGHT PERCENT The freight percent displays automatically on the header screens for Requisition Entry and PO Entry/Proof. USE TAX VENDOR Not used by GVI. ALLOW DUPLICATE INVOICE NUMBERS Check to allow for duplicate invoice numbers. ALLOW BLANK INVOICE NUMBERS Blank invoices will not be allowed. Leave unchecked. BANK/ ROUTING NUMBER/ ACCOUNT/ ACCOUNT TYPE/ PAYMENT REC’T METHOD/ PRENOTE/ PURCHASING DELIVERY METHOD These fields will not be used by GVI; every vendor will get a printed check. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L Choose the Contacts tab and the following screen will appear: Enter the contact information for the vendor record, if known. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L When finished, choose the MISC tab and the following screen will appear: Enter the default expense account for this vendor, if desired. Enter the default Allocation Code, if applicable. Enter a Geographic Code from the drop down list. GVI will not use the Class, Performance, and County Codes at this time. If the vendor is also an Accounts Receivable Customer in MUNIS, the Customer Number may be entered for reference purposes. Separate Checks will be left blank. G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L When finished, choose the User Defined tab and the following screen will appear: This screen is where the vendor’s business license number will be entered along with its expiration date. If the business license number is not applicable to the vendor, enter the value “N/A” in the Business License Number field and leave the License Expiration Date field blank. It is required to put either a number or “N/A” in the Business License Number field. This will allow for query on the business license number by year, month (preferred), day or a combination. When this screen is completed, click OK to save the screen. To determine if a vendor’s business license has expired, click Find . G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L 8.0 Appendix A: Source Codes Every journal is tagged with a 3-character source code that identifies in which MUNIS module the transactions were created and the program within the module where the transaction originated. The following table lists the source codes and modules in which each was created. SOURCE CODE MODULE AND PROGRAM JOURNAL REFERENCE AJE General Ledger, Post Last Year Adjustments Ref 1 Ref 2 Ref 3 Ref 4 CL YR ADJ API Accounts Payable, Invoice Entry/Proof, Regular Invoice Ref 1 Vendor Ref 2 Purchase Order Ref 3 Invoice Ref 4 Warrant or Batch API Accounts Payable, Invoice Entry/Proof, Credit Memo Ref 1 Vendor Ref 2 Purchase Order Ref 3 Invoice Ref 4 Credit Memo API Accounts Payable, Invoice Entry/Proof, Direct Disbursement or Wire Transfer Ref 1 Vendor Ref 2 Purchase Order Ref 3 Invoice Ref 4 "CK" "######" APM Accounts Payable, Invoice Maintenance Ref 1 Vendor Ref 2 Purchase Order Ref 3 Invoice Ref 4 Journal Description APP Accounts Payable, Cash Disbursements Journal Ref 1 Ref 2 Ref 3 Ref 4 Warrant or CASH DISB APR Accounts Payable, Check Reconciliation Ref 1 Vendor Ref 2 Purchase Order Ref 3 Invoice Ref 4 Journal Ref Description BEB Boat Excise, Generate AR Ref 1 Ref 2 Ref 3 Ref 4 BLB Business License, Generate AR Ref 1 Ref 2 Ref 3 Ref 4 BL AR GEN BLM Bill Detail Maintenance Ref 1 Ref 2 Ref 3 Ref 4 BLO Over Payment Transfer Ref 1 Ref 2 Ref 3 Ref 4 BLR Business License, Gross Receipts Ref 1 Ref 2 Ref 3 Ref 4 BL RECPTS BUA Budget, Budget Transfers and Amendments Ref 1 Journal Ref Ref 2 Journal Ref Ref 3 G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L SOURCE CODE MODULE AND PROGRAM JOURNAL REFERENCE Ref 4 Short Description BUC Budget, Budget Completion Journal, Budget Transfers and Amendments, New Budget Posting Ref 1 Ref 2 Ref 3 Ref 4 Journal Ref Description C/R Accounts Receivable, Payments Journal and Post, Process Lockbox File, Over-Short Adjustment Process, Bill Refund Processing Ref 1 Ref 2 Ref 3 Ref 4 Cash Receipt COE Contract Management, Contract Entry/Maintenance Ref 1 Vendor Ref 2 Contract Ref 3 Ref 4 CONTRC ENT COL Purchasing, PO Entry/Proof (contract liquidation) Ref 1 Vendor Ref 2 Contract Ref 3 Purchase Order Ref 4 PO Entry/Proof or Purchase Order Maintenance COM Contract Maintenance Ref 1 Ref 2 Ref 3 Ref 4 CRP Posted Payments and Reversals Ref 1 Ref 2 Ref 3 Ref 4 CRR Posted Refunds Ref 1 Ref 2 Ref 3 Ref 4 CRW Posted Writeoffs Ref 1 Ref 2 Ref 3 Ref 4 FAA Fixed Assets, New Assets and General Maintenance, Post Summary Journals Ref 1 Ref 2 Ref 3 Ref 4 ASSET ACQN FAD Fixed Assets, Asset Depreciation, Post Summary Journals Ref 1 Ref 2 Ref 3 Ref 4 ASSET ACQN FAM Fixed Assets, New Assets and General Maintenance Asset Adjustment, Post Summary Journals Ref 1 Ref 2 Ref 3 Ref 4 ASSET MNT FAN Fixed Assets, General Journal Entry Ref 1 Ref 2 Ref 3 Ref 4 FAR Fixed Assets, Asset Retirement, Post Summary Journals Ref 1 Ref 2 Ref 3 Ref 4 G/B General Billing, Transfer to Tax Ref 1 Ref 2 Ref 3 Ref 4 GBI General Billing, Invoice Entry Ref 1 Ref 2 Ref 3 Ref 4 GBL General Billing, Late Fees Ref 1 Ref 2 Ref 3 Ref 4 GBM General Billing, Invoice Maintenance Ref 1 Ref 2 G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L SOURCE CODE MODULE AND PROGRAM JOURNAL REFERENCE Ref 3 Ref 4 GCR General Ledger, General Journal Entry and Proof, Import JE ASCII File, Recurring Journal Entry Ref 1 Journal Description Ref 2 Ref 3 Ref 4 Short Description GEL General Ledger, Encumbrance Journal Entry Ref 1 Journal Description Ref 2 As Entered Ref 3 Ref 4 Short Description GEN General Ledger, General Journal Entry and Proof, Import JE ASCII File, Recurring Journal Entry Ref 1 Journal Description Ref 2 As Entered Ref 3 As Entered Ref 4 Short Description GNI General Ledger, Journal Import Ref 1 Ref 2 Ref 3 Ref 4 GRV General Ledger, Journal Reversal Ref 1 Ref 2 Ref 3 Ref 4 INA Inventory, Inventory Adjustments, Enter Inventory Counts Ref 1 Ref 2 Ref 3 Item Ref 4 Adjustment INI Inventory, Inventory Issue (or negative issue), Pick Ticket Ref 1 Ref 2 Department Ref 3 Item Ref 4 Issue MVB Motor Vehicle, Generate AR Ref 1 Ref 2 Ref 3 Ref 4 MV AR GEN PII Permits, Invoice Posting Ref 1 Ref 2 Ref 3 Ref 4 PIM Permits, Invoice Maintenance Ref 1 Ref 2 Ref 3 Ref 4 POE Purchase Orders, PO Entry and Proof Ref 1 Vendor Ref 2 Purchase Order Ref 3 Ref 4 PO Entry/Proof POL Accounts Payable, Invoice Entry/Proof, Purchase Order Liquidation Ref 1 Vendor Ref 2 Invoice Ref 3 Purchase Order Ref 4 LIQ/INV POM Purchase Orders, Purchase Order Maintenance Ref 1 Vendor Ref 2 Purchase Order Ref 3 Ref 4 PO MAINT or PO CANCL PRE Payroll, Payroll Encumbrancing Ref 1 As Entered Ref 2 As Entered Ref 3 As Entered Ref 4 PR ENCUMBR PRH Payroll, History Maintenance Ref 1 As Entered Ref 2 - 4 Run Type & Warrant PRJ Payroll, GL Distribution Journal/Update Ref 1 As Entered Ref 2 - 4 Run Type & Warrant PRT Payroll Texas TRS Ref 1 Ref 2 Ref 3 Ref 4 PTE Parking Tickets, Generate AR Ref 1 Ref 2 G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L SOURCE CODE MODULE AND PROGRAM JOURNAL REFERENCE Ref 3 Ref 4 PTL Asset Late Fee Ref 1 Ref 2 Ref 3 Ref 4 PTM Parking Tickets, Parking Ticket Maintenance Ref 1 Ref 2 Ref 3 Ref 4 PTR Owner Name Update Ref 1 Ref 2 Ref 3 Ref 4 PTS Scofflaw Ref 1 Ref 2 Ref 3 Ref 4 PTV Mark Charge Ref 1 Ref 2 Ref 3 Ref 4 SOY General Ledger, Open New Fiscal Year Ref 1 Ref 2 Ref 3 Ref 4 Start Year TSB Tax Sale Ref 1 Ref 2 Ref 3 Ref 4 TX Tax Adjustment Ref 1 Ref 2 Ref 3 Ref 4 TXA Tax Billing, Abatement (Release) Entry Ref 1 Ref 2 Ref 3 Ref 4 TX ABATEMT TXB Tax Billing, Generate AR Ref 1 Ref 2 Ref 3 Ref 4 TAX AR GEN TXC Tax Corrections Ref 1 Ref 2 Ref 3 Ref 4 TXD Tax Deed Ref 1 Ref 2 Ref 3 Ref 4 TXL Tax Lien Ref 1 Ref 2 Ref 3 Ref 4 TXM Tax Billing, Bill Maintenance, Post Summary Journals Ref 1 Ref 2 Ref 3 Ref 4 TXT Tax Billing, Tax Title Ref 1 Ref 2 Ref 3 Ref 4 U/B Utility Billing, Generate AR, Apply Credits/Deposits Ref 1 Ref 2 Ref 3 Ref 4 UB AR GEN UBA UB Process Late Fees Ref 1 Ref 2 G O V E R N M E N T O F T H E U . S . V I R G I N I S L A N D S A C C O U N T S P A Y A B L E M A N A U A L SOURCE CODE MODULE AND PROGRAM JOURNAL REFERENCE Ref 3 Ref 4 UBB Utility Billing, Generate AR Ref 1 Ref 2 Ref 3 Ref 4 UBC Utility Billing, Apply Credits Ref 1 Ref 2 Ref 3 Ref 4 UBD Utility Billing, Apply Deposits Ref 1 Ref 2 Ref 3 Ref 4 UBI Utility Billing, Apply Deposit Interest Ref 1 Ref 2 Ref 3 Ref 4 UBM Utility Billing, Bill Maintenance, Post Summary Journals Ref 1 Ref 2 Ref 3 Ref 4 UBO Utility Billing, Process Cutoff Ref 1 Ref 2 Ref 3 Ref 4 UBR Utility Billing, AR Reversal Ref 1 Ref 2 Ref 3 Ref 4 UBT Utility Billing, Transfer to Tax Lien Ref 1 Ref 2 Ref 3 Ref 4 UCR Utility Billing, Apply Credits Reversal Ref 1 Ref 2 Ref 3 Ref 4 UDR Utility Billing, Apply Deposits Reversal Ref 1 Ref 2 Ref 3 Ref 4 UIR Utility Billing, Apply Deposit Interest Reversal Ref 1 Ref 2 Ref 3 Ref 4 YEC General Ledger, Close Current Fiscal Year Ref 1 Ref 2 Ref 3 Ref 4 Close Year