Direct Pay Invoice

FYAINVE

A Direct Payment is used when a purchase order is not required.

Note: Enter direct payments using FYAINVE. See Direct Payments – One-Time Vendors FYAINVE for one-time-vendor specific information

1. In the Go To... field of the Banner Menu Form, type
   FYAINVE. Type <return>.
   
   
2. You will see the cursor in DOCUMENT # field. Defaults to NEXT, so Banner will automatically assign an invoice number.
   
   
3. <TAB> Next Field to MULTIPLE field. Click or type <spacebar> to choose to pay multiple vendor invoices to the same vendor on the same Banner invoice document. See Multiple Invoice below for more information on processing multiple invoices from the same vendor on a single Direct Payment document.
   
   
4. <TAB> Next Field. The field value defaults to Direct Pay.
   
   
5. <TAB> Next Field to the VENDOR field. Enter the vendor number. If your vendor’s number is unknown, type [F9] List Field Values (see Query Techniques) and retrieve your vendor.
   
   
6. Type [control page down] Next Block to transfer to the Invoice/Credit Memo Header block.
   

7. Today’s date defaults in the INVOICE DATE field and in the TRANSACTION DATE field. Enter the invoice date that appears on the vendor’s invoice.
    
8. <TAB> Next Field to the DOCUMENT LEVEL ACCTG field. Leave checked for Document Level Accounting. For Commodity Level Accounting uncheck by clicking on the field. See Document Level versus Commodity Level Accounting for information.
   Document Level Accounting enables you to assign account distributions to an invoice document in total.
   Use Commodity Level Accounting to assign account distributions to individual commodities, if necessary.
    
9. <TAB> Next Field to the CHECK VENDOR field. Leave blank unless payee is different than invoice vendor. (This is used when the payment is for travel made on behalf of the traveler.)
    
10. <TAB> Next Field to the ADDRESS CODE field. Accept default value.
     
11. <TAB> Next Field to the SEQUENCE # field. Accept default value or type [F9] List Field Values and choose the appropriate address sequence number.
     
12. <TAB> Next Field to the DISCOUNT CODE field. Value defaults for vendor chosen. You can type [F9] List Field Values and change the discount code.
     
13. <TAB> Next Field to the PAYMENT DUE field. This field value determines when the check is printed. It is very important to enter a date that allows for early payment discount. Set the payment due date at least five days prior to the actual date that payment is due to the vendor.
     
14. <TAB> Next Field to the BANK CODE field. OR defaults for Office of Record.
    
15. <TAB> Next Field to the VENDOR INV # field and enter the number from the vendor’s invoice or the account number with month and year (15 characters maximum). This field prints on the remittance advice of the check. Vendor should be able to identify payment from this entry.
    
     
16. <TAB> Next Field to the 1099 TAX ID field. If data defaults, verify that it is correct. Enter Tax ID number if invoice is for services and is tax reportable. When a 1099 Tax ID is entered, the 1099 VENDOR field defaults to checked, and an Additional Information block will be shown later (see step 23.)
     
17. <TAB> Next Field to the CREDIT MEMO field. Leave blank unless your document is a credit.
     
18. <TAB> Next Field through the AP REVIEW field. Review the 204 ON FILE field value and contact AP if the field value is N but the pay type requires a 204 on file.
     
19. View the UCSC EMPLOYEE field. If field value is Y, review for a possible Conflict of Interest.
     
20. Select Document Text [FOAPOXT] from the Options menu or Right Click - Document Text to enter document text in FOAPOXT. Document text must be added before completion of the invoice. Include your name, unit or department and phone number, for example jsmith/opers/95678. Include a full description of the charge, as well as instructions for check distribution. See Text Entry: FOAPOXT if you need detailed instructions for entering text and clauses. Click on the Save icon and then type [control q] Exit Screen, click on the Exit icon or Right Click - Exit in FOAPOXT to return to FYAINVE.
     
21. If a single check per invoice (order) is required, select View Document Indicators from the Options menu, or Right Click - View Document Indicators. Click on the GROUPING arrow and select (1) Invoice per Check to select one check and then click on the Close button. (M) allows one check to pay multiple invoices; (1) requires a separate check to pay only this invoice.
    

22. If there is no 1099 Tax ID number, skip steps 24-29.
     
23. Type [control page down] Next Block. If the vendor has a 1099 Tax ID number (see step 16 above) Banner will transfer to the Additional Information block of FYAINVE.
     
24. <TAB> through the TAX GROUP field. Value defaults to CRUZ. You may change this as needed.
     
25. <TAB> through the CURRENCY field.
     
26. <TAB> through the DISBURSING AGENT field.
     
27. <TAB> to the INCOME TYPE field. When the 1099 field is checked, Banner expects an income type to be provided. Type [F9] List and choose the appropriate value. NC, for nonemployee compensation is commonly used.
     
28. Leave Carrier Route, Delivery Point and Correction Digit fields blank. Then click on the Close button.
    

29. Type [control page down] Next Block to transfer to the Commodity Info - Direct Pay/General Encumbrance block of FYAINVE.
     
30. Write down your Banner document number.
     
31. <TAB> Next Field to the DESCRIPTION field and enter commodity description. Note: This does not print on the check.
     
32. <TAB> through the TAX GROUP field. Value defaults to CRUZ. You may change this as needed.
     
33. <TAB> through the REVERSE CALC field.
     
34. In the APPROVED AMOUNT field enter the total $ amount for the commodity.
     
35. <TAB> Next Field to the ADDITIONAL field and enter the appropriate amount.
     
36. <TAB> Next Field and the appropriate tax amount defaults.
    

37. If you are entering more than one commodity, use the arrow keys to go to the next record. Repeat steps 31-36 for each commodity.
     
38. Select Review Commodity Information [FOICOMM] from the Options menu or Right Click - Review Commodity Information to view your commodities in FOICOMM. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FYAINVE. Note that commodities will only appear on FOICOMM after you click on the Save icon in FYAINVE or use the arrow keys to go to another record.
    
    

39. Type [control page down] Next Block , Right Click - Invoice Accounting Distribution to go to the Invoice Accounting Distribution block.
     
40. Enter your FOAPAL in the appropriate fields.
     
41. BANK field value will default to value entered in step 15 (header information.)
     
42. <TAB> Next Field through INCOME TYPE field. Defaults from value entered in step 27.
     
43. In the APPROVED % field, enter a P if you want to charge a percentage of the total to the entered FOAPAL. Then enter the percentage in the AMOUNT field. Alternatively, if you want payment made against only one FOAPAL, <TAB> through the % field and amounts will default.
     
44. If you are charging multiple FOAPALS, enter the percentage or amount in the APPROVED AMOUNT field. Use the arrow down key to go to the next blank accounting sequence field, and insert the next FOAPAL and percentage or amount (repeat steps 41-44).
     
45. <TAB> Next Field through NSF OVERRIDE field.
     
46. Use the Arrow Down key [] as needed to enter additional accounting sequences.
    

47. Type [control page down] Next Block to go to the Balancing/Completion block.
     
48. Click on the Complete button if your invoice is complete and you want it to go to posting/approvals. Otherwise, click on the In Process button to save your changes. The form will roll back to the FYAINVE entry page, permitting you to open an existing In Process invoice or to create a new invoice if desired.
     
49. If accounting errors exist, select Accounting Information from the Options menu, or Right Click - Accounting Information to go to the Accounting block to review and/or adjust entries. After corrections, repeat steps 48-49.
     
50. Record the Banner Invoice Number on the appropriate form and retain all the backup documentation, including the original invoice.
    

Special Case - Closed Accounting Periods: The accounting periods are closed at 5pm on the seventh working day of every month. All documents not approved must be disapproved and reset to incomplete status. This allows the transaction date to be changed to the current open period. After this date is changed, <TAB> through the fields and complete the document.

Multiple Invoices - Direct Pay

Use this process to pay MULTIPLE invoices from the same vendor on a single Direct Payment invoice document (Idoc).

1. In the Go To... field of the Banner Menu Form, type FYAINVE. Type <return>.
   
   
2. You will see the cursor in DOCUMENT # field. Defaults to NEXT, so Banner will automatically assign an invoice number.
   
   
3. <TAB> Next Field to MULTIPLE field. Click or type <spacebar> to choose to pay multiple vendor invoices to the same vendor on the same Banner invoice document.
   
   
   
   
   
4. Process via Steps 4-23 at the beginning of this chapter, then continue to Step 5 below. Note that "MULTIPLE" will default into the Vendor Invoice field.
   

5. Type [control page down] Next Block to transfer to the FACICON Vendor Invoice Consolidation.
   
   
6. The cursor will appear in the VENDOR INVOICE field. Enter the number from the vendor’s first invoice you wish to group with other invoices (15 characters maximum). This field prints on the remittance advice of the check. Vendor should be able to identify payment from this entry.
    
7. <TAB> Next Field to the VENDOR INVOICE DATE. Value defaults to current date. You may change this as needed via DD-MON-YYYY format.
    
8. Type [control page down] Next Block to the FACICON Commodity block. Cursor appears in Commodity field.
   
    
9. <TAB> Next Field to the DESCRIPTION field and enter commodity description. Note: This does not print on the check.
    
10. <TAB> Next Field to the APPROVED AMOUNT field and enter the total $ amount for the commodity.
     
11. <TAB> Next Field to the ADDITIONAL field and enter the appropriate amount
     
12. <TAB> Next Field to the TAX GROUP field. Value defaults to CRUZ. You may change this as needed.

13. If you are entering more than one commodity, use the [] Next Record key to go to the next record. Repeat steps 9-12 above for each commodity.
     
14. To enter additional vendor invoices, type [control page up] Previous Block. Key [] Next Record, and repeat steps 6-13 above for each invoice.
    
    
15. When all invoices and associated amounts have been entered into the FACICON Vendor Invoice Consolidation blocks, type [control page down] Next Block to transfer to the Invoice Accounting Distribution block. Process to completion via Steps 40-50.