AP ALL DAY
Do you need to have an invoice in hand to receipt a good or service?
NO!!!
Receipts should be entered when goods are received or services are complete.
What supplier/vendor might trigger a State Use Exception?
WorkQuest
When is a printer an asset?
When it is $500 or higher.
What type of services need CAPPS Contracts?
Recurring or those crossing FY
How do you resolve an item on the pending log once you have all the required information?
Send Email to appendinglog@tpwd.texas.gov
BONUS: What should you list in the subject line
How do you report state use exception?
Via CAPPS for POs and via ePortal for PCard purchases.
How many characters are you given to name your asset?
First 30-characters of the PO line description
What does Supplier/Vendor location code *00 mean?
Vendor was imported from CMBL and is NOT active to use for purchases; AP-152 required.
How do you tell a direct deposit payment from a warrant?
If the payment # starts with a 14- or 15- then it is a paper/physical warrant.
What two situations would trigger Material Contract Change reporting requirements?
Increase of 10% or more and/or extension of 6 months or longer.
For licensed assets, when and of what part do you take a picture?
When is it appropriate to lump like class-item-account+funding?
Who completes the AP-152 form and when should we ask a vendor to complete the direct deposit form?
The vendor/supplier, ALWAYS.
Explain to them that they will receive their payment faster if they setup direct deposit. Paper warrants are mailed USPS with no tracking details.
When do you report material contract change?
Upon completion of PO/Contract
Who do you call when you need an asset receipted?
Regional Office Manager, Division Property Coordinator, Purchasing Lead, Division Purchaser
How many lines should you add to contract?
How long does a warrant have to be “lost” before we can submit a lost warrant form to AP?
30 days from the payment date
What are the 5 required items that must be entered when taking a state use exception
a. Quantity
b. Unit of Measure
c. Unit Price
d. Exception Narrative
e. Example
What should the required line description of an asset contain?
Year + Make + Model
When do you pay for cellular phone services that occurred the month of August?
September - do NOT pre-pay August services