Direct Pay Entry Procedures

Discount Codes

Adding Customer Numbers

Account Element Searches

When to use Direct Pay:

"Direct Payments" are payments that DO NOT require a Purchase Order. The 'Direct Pay' term means that users have the ability to directly pay the vendor rather than entering the information into eVA. Direct Pays are sometimes called 'Check Requsts', because users are completing an invoice for the Accounts Payable office to issue a vendor check.

View the Direct Pay Request Table for a detailed description of when to use Direct Pay form. Some of the most common forms of Direct Pays are registration fees, conferences, subscriptions, and dues. One word of caution, Direct Pays are exempt from eVa ordering and are only initiated if the vendor does not accept MasterCard. Make certain that your purchase is an exemption for both eVA and MasterCard prior to entering the information into Banner.

How To Use Direct Pay:

Begin by logging into Banner INB.

Type the Direct Pay form name FAAINVE into the Go To... field. Press enter on your keyboard to bring the form into view.

Click the Next Block icon to insert the word "Next" in the Document Number or press the Tab key on your keyboard. Make sure that "Direct Pay" is chosen from the drop down menu for the payment method field. Tab to the Vendor field and click on the search arrow to query vendor selections.

Once you click on the search arrow, the Vendor Search Option List will appear. Click on Entity Name/ID Search (FTIIDEN) to continue.

A Blank FTIIDEN table will appear. This table allows for vendor searches by ID Number, Last Name, First Name, or Company Name.

To begin your search, "prep" Banner for the search by clicking on Query and selecting "Enter" from the drop down menu or by pressing F7 on your keyboard.

Insert the full Company name or any portion of the Company name in the Last Name field. Use the Wildcard symbol "%" either before or after specific search criteria. NOTE: Searches are case-sensitive. Execute the search by clicking on Query and selecting "Execute" from the drop down menu or by pressing F8 on your keyboard.

In this example, a search for all vendors beginning with the letter "A" was executed by typing the "A%" into the last name field then selecting "Execute" from the Query menu.
Review the selections using the Down Arrow on your keyboard or by moving the scroll bar on the right of the screen.
Using your mouse, select the vendor by double-clicking within the Last Name or ID Number fields. The selected vendor information will appear in the Invoice screen.

NOTE

VENDORS MAY BE INACTIVATED. To make sure your vendor is ready for payment processing, make sure the letter "Y" appears in the "V" column next to your selected vendor. "V" stands for vendor and "Y" stands for yes. If the letter "N" appears in that column, the Accounts Payable ("AP") Office requires paperwork for your selected vendor. Contact AP to request activation and provide them with the name and ID number of the vendor.

VENDORS MAY NOT BE LISTED. If your chosen vendor is not listed, send an email to Accounts Payable at payables@umw.edu requesting that the vendor be added to the Banner system. In your email, please include the following information about your vendor: Name Address TAX ID Number Phone Number Fax Number

 

When the selected vendor information appears in the Invoice screen, click the Next Block icon to continue.

 

IT IS VERY IMPORTANT THAT YOU TAB THROUGH THIS FORM!

The Invoice and Transaction dates will default to the current date. Unless instructed otherwise, do not edit these fields.

If you need to charge more than one FOAPAL, uncheck the Document Accounting Box.

The Check Vendor field should remain blank. (This does not represent the same vendor you have chosen for payment.)

The Address Code, Address Lines, City, State, Zip Code and Nation will default to the information contained in Banner.

The Discount Code field has five options from which to choose your payment process. If there are no invoice attachments or check pickup needs, leave this field blank. If you attachments or check pick-up needs, follow the instructions below. Click HERE for further instructions on Discount Codes.

Enter the due date in the Payment Due field. NOTE: Payment due date is 30 days from the date UMW receives the invoice OR goods or services, whichever is later. NOTE: Please stamp or write the date received on the invoice. Click HERE for assistance in calculating Prompt Pay Due Dates.

Exceptions to the 30-Day Rule include, but are not limited to:

• Honorarium
• Non-Employee Cash Awards
• Post Office or Mailing Services
• Skilled Services
• Permits and Licensing
• Subscriptions and Books
• Conference Fees or Registrations
• Univesity Refunds
• Finance Related Functions
• Transcripts

Click HERE for the Direct Pay Table detailing full descriptions and procedures.

 

Enter "MW" for Bank Code

Insert the Vendor Invoice Number Note: Vendor invoice numbers are usually found at the top of the paper invoice. If you do not have an invoice number, use the current date or another number that makes sense to you. Only alphanumeric characters may be used in the invoice field, no spaces or other characters, and only one original invoice number per vendor may be used.

If you have a customer account number that must be included on either the check or electronic payment, please add the account number in a Text field. Click HERE for instructions on adding a customer account number.

Once all information has been entered, click the Next Block icon to continue.

 

IT IS VERY IMPORTANT THAT YOU TAB THROUGH THIS FORM!

Leave the Commodity Code field blank.

Insert a brief description of the Direct Pay request. All pre pays require a date range that indicates the length of time for which the payment is applied. For example, 71221 (Memberships and Dues) may read "Membership Renewal for July 10 - June 30. For definition and a complete list of pre pays, please view the Accounts Payable website.

Enter the Invoice amount to pay in the Approved field. If your invoice is over $5,000, please have your supervisor's signature on the paper invoice that serves as your backup to the electronic entry.

Tab through the remainder of the form. The Net total field will populate once you tab through.

Click the Next Block icon to continue to the Invoice Accounting Distribution form.

 

IT IS VERY IMPORTANT THAT YOU TAB THROUGH THIS FORM!

Tab to the Chart Elements field, titled "COA". Banner will default to Chart "M" and the Fiscal Year field, titled "Year" will default to the current fiscal year.

Tab through the Index field.

Enter the appropriate Fund, Organization, Account and Program codes. Click the arrows to search the codes. Click HERE for instructions on searching for codes.

If the Activity or Location Chart Elements are not required on your Banner invoice, Click the Next Block icon to continue to the Balancing Completion block.

If you need to add a second FOAPAL... Click on Record and select Insert. A blank Invoice Accounting Distribution form will appear. Enter your second FOAPAL.

Caution - State and Local funding sources can cause payment complications if combined within one invoice. Contact Accounts Payable or Training and System Support for assistance.

If you need to add MORE items to this invoice... Click the Previous Block icon to return to the Commodity form. Click on Record and select Insert. When the Commodity form is complete, click the Next Block icon to continue and complete the FOAPAL information on the Invoice Accounting Screen.

 

If the Status field indicates that your accounting information is "Balanced", Click on the "Complete" button to approve your Invoice and forward the transaction to Accounts Payable.

If the Status field indicates that your transaction is out of balance, click on the Previous Block icon to return to the Accounting Distribution block and make corrections.

Please make sure the appropriate paperwork has the Banner invoice number clearly noted.

The Approval Process:

Within Banner Finance, the approval flow on invoices is a way to inspect the Banner entry, verify the payment date, and match the Banner entry with the invoice. Invoices at or above $5,000 must be signed by your supervisor.

When an invoice is entered into Banner (FAAINVE), AND the user clicks "Complete", the invoice routes into an Accounts Payable approval queue. Once the entry is viewed and matched with the paper invoice, AP approves the order and issues a check. You can track the approval process in FOIDOCH. A completed order has a status of "C" and an approved invoice has a status of "A".

Can Accounts Payable disapprove an invoice? Yes.

If AP needs to return the invoice entry to you for any reason, they will disapprove the order and write a short message explaining their reason. Disapproval is really a means to re-open the invoice to allow changes to be made.

How to revise your banner invoice:

Banner invoices can be adjusted while in Pending Status. Once Completed, the invoice belongs to Accounts Payable ( AP). If the invoice is in Pending Staatus, get into the FAAINVE form and click the Next Block icon until you are on the proper block of information. Make the necessary revisions and Complete the order. The invoice will re-enter the AP approval queue to initiate the check process.

For Completed Orders, email or call AP for corrections.

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