Accounts Payable

Bulletins

1. Nonresident Alien (NRA) Payment Procedures for Non-employees
2. Travel News Fall 2011
3. PCC Newsletter
4. AP Final Match Procedure

1. Nonresident Alien (NRA) Payment Procedures for Non-employees

See Nonresident Alien (NRA) Payment.

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2. Travel News Fall 2011

See Travel Newsletter.

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3. PCC Newsletter

See PCC Newsletter Web Page.

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4. AP Final Match Procedure

Subject: Accounts Payable Final Match Procedure — a Quicker and More Efficient Way to Disencumber Funds from PO Lines

Date: May 12, 2004

Suppliers often mail their invoices to campus departments rather than directly to Accounts Payable (AP). AP would like to remind you that if you are certain an order is complete, and the invoice at hand is the last one, you may write FINAL INVOICE on the document before sending it to AP.

This step allows AP to utilize Oracle Payables final match functionality by:

• Disencumbering remaining funds at the time of the last payment, thereby giving campus users a more accurate picture of their departmental budget on an ongoing basis
• Reducing time spent on year-end account cleanup and the manual final close process.

Campus departments must be certain all other related invoices have been received and entered into Oracle by AP. After an invoice has been "final matched," no further activity will be allowed on that line of the purchase order. It is, in effect, final closing the line.

AP encourages departments to employ the improved "Final Match" procedure when appropriate. Should you have any questions, please contact AP at 619-594-0894.

Instructions for Invoice Inquiry

To check status of invoices in Oracle:

1. Press <Invoices> | <Inquiry> | <Invoices>
2. To find a single, specific invoice, enter the invoice number into the appropriate field
   Press <Invoice> | <Number> | <Find>
3. To find multiple invoices, or to check status of all unpaid invoices for a specific supplier, enter the supplier name into the appropriate field
   Press <Supplier> | <Name> | <Find>

Tips for improving your search

• Do not enter the Purchase Order number to search because it will limit your search to ONLY invoices that have been matched to the PO. Entering the PO number may cause you to miss unpaid invoices.
• Always use the percentage signs (%) as wild cards when searching by using an invoice number (example: %1234%).
• Use the Dates fields if necessary to narrow to a specific time period.
• Use the Amounts fields to filter out canceled invoices (by using a .01 - 1,000,000 range).
• Use the Invoice Status>>Paid/Unpaid field to find only paid or unpaid invoices. Select Unpaid.

Results

• If invoices have been paid you will see the amount of the payment reflected in the Amount Paid field.
• If the Distribution Total field is populated with red zeros (0.00), then the invoice has not yet been matched to the PO and has NOT been paid.
• If the Distribution Total field is populated with the amount of the invoice, it has been matched to the PO.
• If payment has been issued the Amount Paid field will be populated with the payment amount.

Note: documents in Portable Document Format (PDF) require Adobe Acrobat Reader 5.0 or higher to view; download Adobe Acrobat Reader.

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Last updated January 23, 2012
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