Regular Invoice

FYAINVE

Use a Regular Invoice when you reference a purchase order created previously through the Purchase Order Form (FPAPURR) or via CruzBuy.

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. To continue work on an in-process invoice, enter the Invoice Number.
   
   
3. <TAB> Next Field to MULTIPLE field. Leave this field blank. The Vendor Invoice Consolidation feature can NOT be used on Regular Invoice documents.
   
   
4. <TAB> Next Field. The field value defaults to Direct Pay. Use the Arrow Down key [] to select Regular from the drop-down list.
   
   
5. <TAB> Next Field to the PURCHASE ORDER field. Enter the PO number or type [F9] List Field Values (see Query Techniques) and retrieve your PO number. Vendor information defaults from the PO.
   
   
6. To select individual items on the PO, <TAB> Next Field to the SELECT PO ITEMS field. Type Y to select purchase order items for this invoice.

7. To select all items on the PO, <TAB> Next Field through the SELECT PO ITEMS field to the INVOICE ALL field.Type Y to select all open items on the referenced purchase order. Type [control page down] Next Block. Skip to step 11.
    
8. Type [control page down] Next Block to transfer to the Invoice/Credit Memo PO Selection Form FAQINVP.
    
9. In FAQINVP type [control page down] Next Block and <TAB> Next Field to the ADD field and select item(s) for the invoice. Key spacebar to enter a checkmark on the ADD field. Move among additional commodity records using the arrow keys.

10. Type F10 Save, click on the Save icon , or Right Click - Save to save your commodity items. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FYAINVE. A record will be committed for each commodity item you chose to add from the PO.
     
11. 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.
     
12. <TAB> Next Field to the CHECK VENDOR field. Leave blank unless payee is different than invoice vendor. (This is used when the payment is made to the invoice vendor on behalf of the payee.)
     
13. <TAB> Next Field to the ADDRESS CODE field. Accept default value.
     
14. <TAB> Next Field to the SEQUENCE # field. Accept default value or type [F9] List Field Values and choose the appropriate address sequence number.
     
15. <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.
     
16. <TAB> Next Field to the PAYMENT DUE field. A date defaults. 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.
     
17. <TAB> Next Field through the BANK field.
    
18. <TAB> Next Field to the VENDOR INVOICE 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.
     
19. <TAB> Next Field to the 1099 TAX ID field. Data defaults for 1099 reportable payments. 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 when you type [control page down] Next Block to go to the Commodity Information block. (See step 27.)
     
20. If a 1099 tax ID field value is present, the 1099 VENDOR field is checked by Banner.
     
21. <TAB> Next Field to the CREDIT MEMO field. Leave blank unless your document is a Credit Memo.
     
     
22. <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.

Note: If the AP Review flag is checked, contact AP to provide required information. You will be unable to complete the invoice when this flag is checked. The following dialog will appear if you choose the completion icon.

23. View the UCSC EMPLOYEE field. If field value is Y, review for a possible Conflict of Interest.
     
24. 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 and phone number for this transaction (for example jsmith/fast/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.

25. 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.

26. Type [control page down] Next Block to transfer to the Commodity Information - Regular block of FYAINVE.
     
27. Write down your Banner document number.
     
28. If a 1099 Tax ID number is present in the header block, an Additional Information FYAINVE block will appear, as shown below. If no 1099 Tax ID number has been entered, type [Control Page Down] Next Block and skip to step to step 33.
     
29. <TAB> through the TAX GROUP field. Typical default value is CRUZ.
     
30. <TAB> through the CURRENCY and DISBURSING AGENT fields.
     
31. Enter an INCOME TYPE. Typical value is NC for nonemployee compensation.
    
32. Leave Carrier Route, Delivery Point and Correction Digit fields blank.
     
33. Click on the CLOSE button to return to the header block. Type [Control Page Down] Next Block to go to the Commodity Information Block.

33. <TAB> Next Field through the COMMODITY and U/M fields. Commodity information defaults from the PO.
     
34. <TAB> Next Field through the ADD COMMODITY field.
     
35. <TAB> through the TAX GROUP field. Value defaults to value specified on PO. You may change this as needed.
     
36. <TAB> through the QUANTITY ACCEPTED field.
     
37. In the INVOICED and APPROVED fields, the total quantity not already paid defaults. Accept or change to reflect actual invoice payment. (These two field values are typically the same.)
     
38. <TAB> Next Field to the ADDITIONAL field and enter the appropriate amount.
     
39. <TAB> Next Field and the appropriate tax amount defaults.
     
40. <TAB> through the OVERRIDE TOLERANCE field.
     
41. <TAB> Next Field to the FINAL PAYMENT field and enter an F if this is the final payment. Otherwise leave blank.
    
    
    Note: Setting the Final Payment Indicator will close out the commodity item. Be sure that there are no outstanding invoices against a commodity item before setting Final Payment Indicator.
    

42. If you are entering more than one commodity, use the arrow keys to go to the next record. Repeat steps 28-41 for each commodity.
     
     
43. If you need to reallocate accounting amounts manually, uncheck the ACCESS COMPLETION field. If the ACCESS COMPLETION field is checked, then Banner will take you directly to the Balancing/Completion block when you type [control page down] Next Block. FOAPAL information defaults from the PO.

Note: Accounting method on an invoice must remain the same method that was specified for the PO. For example, if the PO accounting is Document Level Accounting then the invoice must also be Document Level Accounting.

44. 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.
     
45. 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 accounting sequence field, and insert the next percentage or amount.
     
46. <TAB> Next Field through NSF OVERRIDE field.

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 review and/or adjust entries. After corrections, repeat steps 45-47.
     
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.