How do I research to see if an invoice has been
paid against a particular
limited purchase order?
**** You should look at the tutorial example first, if you have never researched a limited purchase order invoice before.****
For the more detailed on line tutorial,
with screen images, double click here.
For experienced FRS users, these are the 3 screens to use:
**** 102 - Vendor Name Search ****
On Screen #102, type the vendor name or partial vendor name (as much as you can fit), in the vendor field and hit enter.
The system will list vendor numbers available for that company.
If the systems displays only one vendor number --- hit the home key --- and go to the next set of green asterisks below.
If the system displays several vendor numbers for the company, type the line number of the correct vendor in the lower left; and hit enter.
---Hit the Home Key--- This will bring you back to the screen field.
**** Go to screen: 118 - Invoice List ****
When you are on screen 118, if there are several lines,
and you know the invoice #, type it in the invoice field.
If you don't know the invoice #, look in the invoice
column for the dollar amount.
When you find the invoice, the column on the right will show you when the check was drawn and the check #.
If there is no check # on the right of the screen, then the check hasn't been drawn yet.
Write down the voucher #, or make a copy, (this is a number that you will need in order to see more information about the check).
**** Go to screen: 113 - Vendor Analysis ****
Type or paste the voucher number, in the voucher field.
The FRS system will give you information about the invoice,
the due date for the check, and what budget and sub code it was drawn against.
For a more
detailed on line tutorial, with screen images, follow the example below.
I am going to research to see if an invoice under one of our department's limited purchase orders has been paid.
EXAMPLE:
In January, on screen V23 there was a charge against budget
# 201220 3301 --- for a laminated desk top, made out to Office Environments,
in the amount of $257.00, on LPO.# A239912.
Limited purchase orders do not get entered into the purchasing system because they are unencumbered; so in order to research this, we must go to these screens:
Fin- Financial Systems Menu
101 - Accounts Payable Menu
10M - Vendor/Voucher Menu
**** 102 - Vendor Name Search ---- (or start with this one) ****
On Screen #102, type the vendor
name or partial vendor name (as much as you can fit), in the vendor
field.
Hit Enter.
In order to research invoices in the Accounts Payable
System, you must retrieve a vendor number for the company.
The system will list vendor numbers available for that company.
The correct vendor name should appear in the upper right hand corner and the correct vendor number in the vendor field.
In the example below, the system only displayed
one vendor number for the company; so I --- hit the home key --- and went
to the next screen (indicated by the set of red asterisks below this screen
image).
If the system displays several vendor numbers for the
company, type the line number of the correct vendor in the lower left;
and hit enter.
If you have several vendor numbers listed for the same company, and you aren't sure of the remit to address, you will have to search for the right vendor number.
---Hit the Home Key--- This will bring you back to the screen field.
**** Go to screen: 118 - Invoice List ****
This lists all of the invoices that have been paid to that particular company.
When you are on screen 118, if there are several lines,
and you know the invoice #, type it in the invoice field.
Screen 118 will display that invoice on the top line.
If you don't know the invoice #, look in the invoice column for the dollar amount.
When you find the invoice, the column on the right will show you when the check was drawn and the check #.
It may combine several invoices on the same check.
If there is no check # on the right of the screen, then the check hasn't been drawn yet.
When the check gets drawn, that is when the number will appear on screen 118.
Write down the voucher #, or make a copy, (this is a number that you will need in order to see more information about the check).
**** Go to screen: 113 - Vendor Analysis ****
Type or paste the voucher number, in the voucher field.
Hit enter.
The system will display the voucher you requested on the top line.
The FRS system will give you information about the invoice,
the due date for the check, and what budget and sub code it was drawn against.