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Subscription Acquisitions

information about subscriptions, renewals, payment, and decisions concerning serials & serial packages, databases, e-book, and e-video subscriptions

Creating A Pay Approval Form

Blank Pay Approval Forms


1.) The fillable pay approval form

 

      a.) Find it by navigating to the T Drive (NGL/Tech Services/Acquisitions Unit/Payment Approval/Subscription Pay

            Approval s Blanks). Choose the payment approval according to the type of subscription you’re paying (EB, EJ,

            EJ-HEAF, PRINT, etc.)

 

       b.) Enter the PL# (42xxxx, 45xxxx,) in the “Standing Purchase Order No” box

       c.) Do not input a dollar amount in the “Total PO Net Amount”.  It will be calculated automatically.

       d.) Enter the FOAP (i.e. 151800-470004-727600-40) This information is retrieved from the FY15 Subs Pay Approval ACQ ER

            Asst Spreadsheet on the desktop shortcut named the same.

       e.) Enter vendor name from invoice and Banner vendor number (see Retrieving Banner Vendor Numbers)

        f.) The “date merchandised received” is the received date that is stamped on the invoice

       g.) List each invoice and amount. 

       h.) Put today’s date in the “I approve for payment this date” box

        i.) Enter your name, phone, and email address

        j.) Attach payment approval to the invoice(s) and obtain signature from Head of Technical Services or Library Director

 

Banner INB Access


2.) In the “Go To” field type FTIIDEN (Entity Name/ID Search) and press ENTER

3.) Use wildcards as needed:

              a.)  *Use the underscore (_) as a single character wildcard

              b.) *Use the percent sign (%) as a multiple character wildcard (most commonly used)

 

4.) Search Tips:

               a.) *Search company names in the Last Name field (ALWAYS starts with a capital letter)

               b.) *All Vendor Names must be searched in Title Case (upper AND lower case characters)

                     (i.e.:  Ebsco, Duke University, Amigos)

               c.) *If more than one vendor id # always select the one that has the 000 in front of the number.

 

5.) FTIIDEN opens in the query mode below. 

     a.) Click into the "Last Name field" and enter the "vendor name".

     b.) If you have the "Vendor’s FEIN", enter it in the "ID Number field". 

      c.) Press F8 to execute the query

 

 

Scanning the Pay Approval Form and Invoice


6.) Scan each payment approval and invoice(s).

Next save scanned copies in the “Subscriptions” folder for the current fiscal year located on the T Drive (NGL/Tech Services/Acquisitions Unit/Payment Approval/Subscriptions FY**), Name the file PL #--Vendor Name.

 

7.) To Scan in the Pay Approval and Invoice:

      a.) Scan each Payment Approval and invoice(s) and save scanned copies in the "Subscriptions" folder for the current fiscal year

           located on the T Drive (NGL/Tech Services/Acquisitions Unit/Payment Approval/Subscriptions FY**), Name the file PL#--

           Vendor Name.

      b.) Double Click on the EPSON Scan Icon on teh desk top.

      c.) If you get this error: EPSON Scan cannot be started. Please use the Troubleshooting Assistant to solve the problem. Do you 

           want to open the Troubleshooting Assistant?  Turn the power off to the scanner in the back right hand bottom corner, wait a

           few minutes, and then flip the power switch back on. (You may have to do this a few times.) 

 

8.) The EPSON Scan window will then appear.

     a.) Document Source = Select Single Sided

     b.) Click on Scan

     c.) Select Other

     d.) Browse

     e.) T: Drive

     f.)  NGL

     g.) Tech. Services

     h.) Acquisitions Unit

      i.) Pay Approvals

      j.) FY15 Subs Pay Approvals

     k.) Edit File Name

      l.) Type PL #--Vendor Name

    m.) File Type = PDF

     n.) Scan

     o.) Save File

          1.) (Before doing this, create the standing purchase order in banner first.) Email the scanned copies of the payment

                approval and invoice(s) to Accounts Payable, Sarah Stewart, at ACC_SLS@shsu.edu for payment processing. In the

                subject line put PL#--Vendor Name and attache the file, then click on send.

 

          2.) After submitting the PL and Invoice to Accounts Payable via email, Go to the Pay Approvals Excel Spreadsheet every

               Monday to see if the Spreadsheet has INV for Invoice or paid next to the subscription you entered. NOTE: after the

               subscription has been invoiced it could take up tio a month for the invoice to be paid. (This will be dependent on

               what the net date is set to for teh invoice. If it says Net 30 then it will take 30 days to pay, net 15 will take 15 days to pay

               etc.)

 

          3.) (Before doing this create the standing purchase order in Banner first.)Email the scanned copies of the payment

                 approval and invoice(s) to Accounts Payable at acctspay@shsu.edu for payment processing, put PL #--Vendor Name in

                 the subject line.

 

          4.)  After submitting the PL And Invoice to Accounts Payable via email, Go to the Pay Approvals Excel Spreadsheet every

                Monday to see if the spreadsheet has INV for Invoice and Paid for payment next to the subscription you entered.

 

           5.) NOTE: After the subscription has been invoiced it could take up to a month for the invoice to be paid. (This will be

                dependent on what the net date is set to for the invoice. If it says Net 30 then it will take 30 days to pay, Net 15 will take 15

                days to pay ect.)

 

 

W-9 or W-8BEN Forms


9.) If the vendor is not in Banner and is considered a “new” vendor.

      a.) Then SHSU must have either an IRS W-9 (Request for Taxpayer Identification) or W-8BEN (for international vendors) for each

           vendor receiving payments from the University on file.

 

10.) Contact the vendor and request a W-9 or W-8BEN.  When received, scan and forward this information to Accounts

       Payable(ACC_SLS@shsu.edu) so the vendor can be set up in Banner.  Add “New Vendor Setup” in the subject field.

Example Of Requesting a W9 Form:


11.) Example Email and W-9 Request

From: Aldridge, Jermine
Sent: Thursday, December 04, 2014 11:35 AM
To: n.brand@us.nature.com
Cc: Oparanozie, Teri
Subject: W-9 Request

 

Hello Nicole Brand, my name is Jermie Aldridge and I am at Sam Houston State University at Newton Gresham Library in Tech Services. I am contacting you because I need to request a W-9 in order to pay for the Statesman's Year Book subscription, invoice number 166399EI, dated 11/24/2014. Thank you.

 

Jermie Aldridge

Library Assistant II

Acquisitions & Electronic Resources

Sam Houston State University

1830 Bobby K Marks Dr.

Box 2179

Huntsville, TX 77341-2179

Phone: 936-294-1624

Fax: 936-294-3282

Jermie.Aldridge@shsu.edu

 

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