Introduction
Banner (Direct Pay/Invoice)
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| General | Access & Training | Direct Pay / Invoice |
| Requisition | Budget | ePrint |
| Banner Finance Self Service |
- In what instances should I enter a Direct Pay?
- What form do I use to input an invoice?
- What form do I use to query an invoice?
- What Transaction Date should I use for direct pays?
- What Address Code should I use for direct pays?
- What Bank Code should I use for direct pays?
- What should I use for Vendor Invoice?
- What should I use for Vendor Invoice if I do not have an invoice provided by a vendor?
- What do I enter for Payment Due date when creating a Direct Pay?
- What should I type in the Commodity Description field of a Direct Pay?
- Can I add additional text to a direct pay?
- What does it mean when I get an error message that states the sequence date is out of order?
- What do I need to change in my document if I get an error that states accounting sequences are out of order?
- Why do I get an NSF error when I try to finish my invoice?
- I marked my Invoice as “In Process” and need to make changes, why am I having difficulties?
- I forgot my document (invoice) number, how can I retrieve it?
- How do I check the status of my Direct Pay?
- How do I submit my direct pay paperwork?
- Can I fax my direct pay supporting documents to Accounts Payable?
- What supporting documentation is required to be forwarded to Accounts Payable?
- How long does it take to get my invoice processed?
- Why was my Direct Pay disapproved?
- How can I look up Account Codes?
- What is the procedure for requesting a Travel Advance?
- Can one check be printed for one invoice when all payments to that vendor are normally combined to be printed in one check?
- How can I search for Vendors within the Banner Finance System?
- I am an ACCD employee, how can I add my name to the vendor listing to process a travel reimbursement?
- How can an ACCD employee,
ACCD Student, or External Vendor get a Banner Vendor ID #?
- In what instances should I enter a Direct Pay?
Go to: http://www.accd.edu/district/purchase/Petty.htm
for a list of instances.
- What form do I use to query an invoice?
To query an invoice you may use the FAIINVE form. You may only query the document in this form. Any changes that need to be made must be made in FAAINVE
- What Address Code should I use for direct pays?
Use address code “AP.” Verify that your sequence number matches your invoice remit address. Click on sequence drop-down arrow to find other remit addresses for the vendor.
Checks will be mailed to the address selected.
If the address you need is not listed in the Banner sequence list and the Vendor exists in Banner, complete a Vendor application, attach a copy of the vendor invoice or email (or any documentation that shows where you obtained the vendor address from), and sign the vendor application. You may pony or fax the forms to the Acquisitions Department, ATTN: Elizabeth Alvarado at fax 208-8100. - What Bank Code should I use for direct pays?
Use Bank Code “AP”. “AP” is for the General Disbursement Account.
- What should I use for Vendor Invoice?
Enter the vendor invoice number identified on the invoice provided by the vendor. Please do not type the # sign in the Vendor Invoice field.
- What should I use for Vendor Invoice if I do not have an invoice provided by a vendor?
Use a brief identifier that will allow you to track this invoice at any time. For instance, TACCBO 07 for registration of 2007 conference attended by John Smith.
- What do I enter for Payment Due date when creating a Direct Pay?
Use current date. If you enter a different date in the Payment Due date, the direct pay will not produce a check until the next check run after that date.
- What should I type in the Commodity Description field of a Direct Pay?
Do not use the commodity code box on the direct pay. Simply tab past that box and enter a description that is pertinent to the vendor and department.
i.e., If you are paying a registration for John Smith, you would type Reg. – J. Smith TACCRO April 06 thru 10, 2007. When paying a registration, include the person’s name that is attending in the description field. Including the name will allow the vendor to apply the check appropriately. When you look up an invoice, this type of description will quickly tell you the name of the person who attended the seminar.
FOR REGISTRATION ONLY If you have more than one person going to the same conference, enter each person’s name on a separate description line.
If your direct pay is for a repair of your fax machine, you would type repair fax machine, etc.
What you type in the description box will be printed on the check stub.
- Can I add additional text to a direct pay?
The direct pay Description field is limited. However, you can add additional text (as long as you have not bypassed the “Invoice Header” section) to invoices as follows:
1. Go to FAAINVE
2. Must be in the “Header” section
3. Go to Options Menu
4. Select “Document Text (FOATEXT)
5. Enter your additional text and SAVE
Note: The additional text will not be printed on the check.
- What does it mean when I get an error message that states the sequence date is out of order?
This means that the document was created during the previous month. Update transaction date to current date.
- What do I need to change in my document if I get an error that states accounting sequences are out of order?
Verify that commodity amounts listed under FOICOMM match your accounting amounts listed under FOICACT. Also, verify that your FOAPL is correct.
- Why do I get an NSF error when I try to finish my invoice?
The NSF error appears when there is not enough money in the FOAPL. Once enough money has been transferred to the FOAPL, go back into the document under FAAINVE, retype your accounting line, after you’ve updated your dollar amounts, do a CTRL+ Page Down and then do a CTRL+ Page Up. Check the NSF Suspense box, an “N” should appear, CTRL+PG Down and Complete document. If “Y” appears, transfer has not occurred. Verify that transfer of money has been approved and completed before attempting to update the banner document again.
- I marked my Invoice as “In Process” and need to make changes, why am I having difficulties?
1. Verify and update payment due date, transaction date, and invoice date.
2. Verify that your Commodity Description page (FOICOMM) matches the accounting page (FOICACT) 3. Check NSF Suspense field (should be “N” and not a “Y”)
Other Editing Tips
The next time you access your invoice (by going to form FAAINVE, typing your invoice number and clicking CTRL + PG DOWN), go to the Commodity Information section (where you enter the commodity description) and uncheck the “Access Completion” box located on the lower right corner. Once you uncheck the box, make your changes and click “Save” after each change.
If you are having difficulties in the Invoice Accounting Distribution section (where you enter the FOAPL), retype (type over the current FOAP) your Fund, Org, Account, and Program. Use the TAB key when moving from field to field (clicking in the fields will cause technical difficulties). After retyping the FOAP, click “Save.” Tab to the Accounting Approved field and type your approved amount, then TAB and “Save.” Do a CTRL+Page Down, then a CTRL+ Page Up. Check the NSF Suspense box for an “N” status. If it is an “N”, then do a CTRL+Page Down and Complete the document. If it is “Y”, do a CTRL+Page Down and click on “In Process”. Contact your campus budget officer to see what the problem is with that FOAP.
Note: It is important to ensure that the NSF Suspense box displays an “N” Status since Banner will not stop you from processing a direct pay if there isn’t enough money in the account you are paying from.
When you make corrections to a direct pay that has been disapproved, you must save the change immediately after you do the change, and then tab through the rest of the screen. Otherwise, the correction will not be accepted. Do a CTRL + Page Down, then CTRL+ Page Up to check if the correction was saved.
Check the auto-hint line (located at the bottom of your screen) in Banner when you are doing a direct pay. The auto-hint line will display error messages specific to each screen. If there is not enough money in the budget for a direct pay, an error message will display in the auto-hint line, however Banner will not stop you from completing the direct pay. If the direct pay is approved by everyone, it will go into Account Payable queue. Accounts Payable will then disapprove the document.
- I forgot my document (invoice) number, how can I retrieve it?
One way to search for the invoice number is to search for a document (invoice) by vendor.
1. Go to FAIVNDH (the vendor history screen)
2. Click the drop down arrow to the right of “Vendor” 3. Select Entity Name/ID Search (FTIIDEN)
4. Query by Vendor ID number or Vendor Name (i.e. %Dell%, then click F8)
5. Select the correct vendor by double clicking on vendor name
6. Click CTRL + Page Down to view a list of invoices related to the vendor
Another way to search for invoice numbers is by going to FAIINVL
1. Go to FAIINVL
2. Do CTRL+PG Down
3. Scroll down to bottom of listing for most recent activity
4. Scroll up to locate your invoice (search from the bottom up) See IT Help Guides
- How do I check the status of my Direct Pay?
Document by User Form (FOADOCU)
Use this form to display a list of documents originated by a specific user. If a document is pending approval, the originating user can deny the document (by using the deny icon on the right hand side; ensure that you are in the record pertaining to your document) and change the status to Incomplete in order to make corrections or delete. Since incomplete documents affect the budget, ALL incomplete documents should be completed or deleted.
Status “A” -- The direct pay is approved and a check will be generated.Status “P” – The check has been printed / paid.
Status “I” – The direct pay is incomplete. Go into the document, enter/correct any pending information, and mark the document as Complete so that the direct pay is forwarded for approval.
Status “C” -- Make sure that your supervisor has approved the document. You can look at FOAAINP to see where the paperwork is in the chain of approvals. If it is in Accounts Payables approval cue, check with Accounts Payable to ensure that they have received all related paperwork.
Document Approval Form (FOAAINP) Use this form to view the queues/levels responsible for the approval of a completed form.
Read this form from the bottom up on the Query Description box (left side of screen, 2nd column.)
If there is one or more lines filled, click on the last line first. This will show who needs to approve the document before “AP” Accounts Payable.
AP is always located on the top line.
If “AP” is the only option listed, verify that Accounts Payable has received the original supporting documentation.
Once the document is in the “AP” queue, Accounts Payable will process the document within 7 to 10 days.
Document Approval History (FOIAPPH) or Approval History (FOIAPHT)
These forms display the approval history for a specified document. Use these forms to view who last approved the document and to view the date. Input the document number, then press F8. If information does not display, the document has not been approved at all.Document History (FOIDOCH)
Use this form to display the processing history of Accounts Payable and Purchasing documents. It identifies related documents and provides the status of all documents that are in the processing stream for the queried document. Review FOIDOCH to make sure that your invoices have been completed, approved, etc.Status:
“ “ = Blank incomplete, disapproved and/or most of the time “NSF”. System will automatically reject document if funds are not available. If the Item is “ “ - Blank, write the document number down (INV #) then go to “Check Banner Messages”1. Login to your College PALS application by going to
A = payment will be processed next check run
C = completed by originator, go to FOAAINP
X = document has been cancelled
P = check has been printed / paid
F = check has cleared the bank
S = suspense (NSF or Incorrect Program code used in FOAPL)
- How do I submit my direct pay paperwork?
Pony a Direct Pay Transmittal form with supporting documentation to Accounts Payable. The Direct Pay Transmittal Form is located at http://www.accd.edu/district/fiscalaf/fiscalaffairs.html (Forms link).
Incomplete Direct Pay Transmittal Forms will be returned along with the supporting documentation and will not be processed.
Upon receipt of supporting documentation, Accounts Payable will review the documentation first and then they will check the document (invoice) in Banner.
If it has been more than seven days from the last approval (meaning that the invoice is in the Accounts Payable queue), please send another copy to Accounts Payable. Do Not Fax another set, please SEND via pony.
- Can I fax my direct pay supporting documents to Accounts Payable?
Please DO NOT fax documents, unless Accounts Payable requests that a document be faxed to them.
- What supporting documentation is required to be forwarded to Accounts Payable?
Forward original documents to Accounts Payable. Include your (initiator) name and phone number on the Direct Pay Transmittal Form in case Accounts Payable needs to contact you. Note any special handling of the check on the Direct Pay Transmittal Form. If no special instructions are noted, Accounts Payable will mail the check to the External Vendor. Employee reimbursements are automatically sent to the college Bursar. If you would like for the check to be mailed to the employee home address, make a note on the Direct Pay Transmittal Form. EMPLOYEE CHECKS CANNOT BE PICKED UP FROM THE ACCOUNTS PAYABLE DEPT.
- What supporting documentation should NOT be forwarded to Accounts Payable?
Do not send printed copies of Banner Direct Pay screens. Accounts Payable will look at the documents online. This will save you time and copier charges, paper, etc.
- How long does it take to get my invoice processed?
Once the invoice is in the Accounts Payable queue, Accounts Payable will take 7 to 10 working days to process your direct pay. Allow Accounts Payable 15 to 20 working days before an event to process direct pays for Conference/Seminar Registrations.
- Why was my Direct Pay disapproved?
When Accounts Payable disapproves a direct pay, they will note the reason (i.e. not enough funds, incorrect vendor, incorrect account codes, etc) in a banner message. Please check your banner messages which are located to the right of the Main Menu under LINKS. When one first clicks on “Check Banner Messages”, it will show all messages sent to them. If one hits the (F7) key, the screen is cleared. Then enter the invoice number in the ITEM box, and then hit the (F8) to execute. This will bring up the error message. If you click on the Pencil icon, this will give a full description as to why it was disapproved.
If you are an approver and you receive a message that a direct pay has been disapproved, notify the initiator that the direct pay has been disapproved and give them the reason why it was disapproved. The Initiator can then go to FAAINVE and correct the error, save changes on each screen, then move to the next screen to re-complete the document.
The document must then go thru all approval queues again.
Common Reasons Banner Invoices are disapproved:
• Missing vendor invoice number - enter the vendor invoice number in the invoice number field. Please Do Not use “#” in the invoice field.
• Remit address is incorrect
• Incorrect account code is used
- How can I look up Account Codes?
To Search for Account Codes, access FTVACCT (Account Code Validation Search Form). A list will be displayed showing all the Account codes at ACCD.
One way to query Account Codes is using the TYPE field:
1. Press F7 to Enter a new Query. Tab to the TYPE field.
2. Type 7% to view all the ACCD expense account codes.
3. Press F8 to execute the query.
To query Travel Account Codes using the TYPE field: 1. Press F7 to Enter a new Query. Tab to the TYPE field.
2. Type 77 to view travel related account codes. (Note: 77 is the General Pool Account for Travel.) The “%” is not required in the TYPE field since a maximum of two characters are allowed in the TYPE field.
3. Press F8 to execute the query.
Another way to query Account Codes is by using the TITLE field:
1. Press F7 to Enter a new Query. Tab to the TITLE field and enter search criteria.
2. For example, type %Software% to view accounts for Software District Wide.
3. Press F8 to execute the query.
- What is the procedure for requesting a Travel Advance?
The person requesting the travel advance should request TRAVEL ADVANCE 20 TO 15 DAYS BEFORE TRIP:
1. Employee must complete a Travel Authorization Form.
a. All estimated travel expenses should be included.
b. Travel Authorization should have all authorized signatures. (see form)
c. Forward to Bursar’s Office
2. Bursar’s Office.
a. Original completed Travel Authorization form should be given to campus bursar’s office 10 – 15 days before trip.
b. Bursar’s office creates the Travel Advance Direct Pay.
c. Direct Pay is forward to Chief Bursar’s Office.
d. Chief Bursar approves the direct pay and forwards to Accts Payable.
e. Accts Payable processes request.
f. Accts Payable creates credit memo.
3. Where to Pick up Travel Advance
a. Once travel advance is printed.
1. Accts Payable forwards check to campus bursar office on the day after check is printed.
2. Bursar’s office receives check via pony.
3. Bursar’s office contacts department/employee.
4. Employee must pick up travel advance from Bursar’s office – NOT ACCOUNTS PAYABLE.
- Can one check be printed for one invoice when all payments to that vendor are normally combined to be printed in one check?
All vendors are setup to process many invoices on one check. If a direct pay needs to be printed solely to that one invoice Banner has the capability of printing one check to one invoice.
When creating an invoice (direct pay) under screen FAAINVE, the initiator has the option to indicate if that request can be included in all payments to that vendor or produce a check for that one invoice only.
Steps. (Print and keep with your Banner Helpful Notes Notebook – it is recommended that each initiator/banner user keep a notebook with banner notes)
- Initiator goes to FAAINVE to create document.
- Document: (NEXT)
- Type: (Direct Pay)
- Enter Vendor Number
- Ctrl – Page – Down
- Address comes up for vendor.
- Click on OPTION – Tool bar
- Click on View Document Indicators
- A tool box will appear:
- Under the Grouping section: Click on the down arrow ( far right of the prompt box)
- Click on the (1) Invoice per check.
- Close box
Please note that this option should only be used when there is a special circumstance that goes along with that particular direct pay/invoice. Due to unforeseen situations that can occur, the Accounts Payable department requests that payment requests be done 10 to 20 days before required due date. This will give all departments the needed time to correct unforeseen problems.
- How can I search for Vendors within the Banner Finance System?
1. Access FTIIDEN and ensure Vendors is selected.
2. Perform a NEXT BLOCK (CTRL + Pg Down).
3. FTIIDEN begins in query mode.
2. Tab once to Last Name.
3. Type a portion of the vendor name followed by a % sign. (Example: Presto%)
4. Press Execute Query (F8).
5. A list of vendors that meet the search criteria will display. In the event of No Match results, the Auto-Hint Line will display “Query caused no records to be retrieved.”
Note: To view vendor addresses, currently you have to process a Requisition or Direct pay.
- How can an ACCD employee,
ACCD Student, or External Vendor get a Banner Vendor ID #?
Effective October 1, 2007, Accounts Payable Department will no longer accept documents to enter new vendors into the Banner System. All vendor entry, both for companies and for individuals, will now be performed by the Acquisitions Department. Accounts Payable is still responsible for processing of Direct Pay forms, and questions concerning payments should be directed to Accounts Payable.Vendor entry forms, both for companies and individuals, may be accessed by going to the Acquisitions Department home page http://www.accd.edu/district/purchase/home.htm and clicking on the applicable vendor registration link. Any questions concerning vendor entry on or after the above effective date should be directed to Elizabeth Alvarado at (210)208-8081 or email ealvarado@mail.accd.edu.
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