When processing refundable deposits, or associated refunds, departments are required to post the entries in FIS against a unique 86-series departmental vendor account assigned to them. To locate your departmental
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If an EFT vendor had duplicate vendor accounts, the duplicates are now blocked so that all payments are directed to the EFT vendor number going forward. In cases where an
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Some vendors may have multiple accounts if they have different addresses for receiving payments versus Purchase Orders or are paid in different currencies. With the exception of 99-series One Time
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After the S/4HANA Migration, departments who typically create/maintain customer and vendor accounts will now create a new account called the Business Partner (BP). Impacted Users: Central departments who create and maintain
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Vendor accounts that have had no activity for more than 24 months are deactivated. If end-users try to use a deactivated account, the following message will appear at the bottom
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Watch this simulation to learn how to create a G/L or Vendor Account Personal List:
The most common reason for a company having two vendor numbers is that the address where the purchase order will be sent is different than the Accounts Receivable Department where
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Should you use an OTA vendor account, or should you request Procurement Services create a new vendor account in AMS? If you are unsure, you are not alone. The choice
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When EFT payments are transmitted on Tuesdays, EFT vendors receive an email with a PDF copy of the remittance statement outlining all the payments included in a particular EFT transmission
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Many vendors/suppliers have been migrated from payment via cheque to electronic funds transfer (EFT) as part of the EFT Initiative. NOTE: Read this article to learn how to find a
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One time vendor accounts (OTA) are not eligible for payment via eft, since they have not been vetted by Procurement Services for security and banking information, or have a permanent
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Since the launch of the electronic funds transfer (EFT) initiative in August 2022, some vendors have been transitioned from payments via cheque to direct deposit. In Phase 1, 33 vendors
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Since EFT payments do not generate a cheque stub, when payments are transmitted EFT vendors will receive an email with a PDF copy of the remittance statement outlining all the
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This error message appears when processing a payment to an EFT vendor, and a user enters a payment method (e.g. C = CAD dollar cheque, B = USD dollar cheque
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For the select vendors who are set up for payments via electronic funds transfers, the EFT run occurs once a week on Tuesdays. Note: Depending on the vendors bank, the funds
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For the select vendors who are set up for payments via direct deposit/EFT, the payment methods will vary (e.g., immediate, 7 days or 25 days) and will be derived from
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Watch this simulation to learn how to effectively search for vendors who are currently active, and filter out vendors who have been either blocked or inactive due to not being
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After the S/4HANA Migration departments who typically create/maintain customer and vendor accounts will now create a new account called the Business Partner (BP). Impacted Users: Central departments who create and
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As a result of the S4HANA Migration, a new functionality called Business Partner (BP) has been created to include customers, vendors as well as UofT employees. A unique BP number
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A reminder that effective September 1st, 2019, the processing of a Goods Receipt will post the 50xxx… document to the Financial (FI), Funds Management (FM) and Controlling (CO) accounts simultaneously.
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When processing an expense reimbursement using the web application (ERDD) only the personnel # is required. However, you may receive the “Vendor blocked and marked for deletion” error message when
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Credit memo’s cannot be processed against an OTA vendor account. The correct procedure is to contact the vendor and request a cheque for the amount of the credit memo. The
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CAD and USD cheques for commercial (non-employee) vendors are produced once per week, on Wednesdays. Learn More: Documentation & Support – Invoice GTFM Policy – Purchasing and Payments to Vendors
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For payment to be processed correctly by Scotiabank Visa, the “reference” field of the FIS vendor invoice should be populated with the 16 digit Scotiabank account number only. The reference
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No, an OTO vendor number should only be used to pay vendors who have no master data set up in the vendor database, and for whom it has been determined
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Vendor number 131703 should be used to process an Scotiabank Visa payment thru FIS, for company code UofT. If, however, the Scotiabank Visa statement references a different remittance address, ensure that
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An “R” in the payment block field occurs when an invoice exceeds the agreed upon purchase order line item price by 10% or more requires verification of the invoice amount.
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Alternate Payee Address feature in AMS redirects a vendor payment to an alternate address while using the existing vendor number. This allows for continued tracking of purchases to that vendor.
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Certain times of the year, departments may receive refundable deposits for items such as room keys and lockers. Since the University owes the depositor when they have fulfilled the requirements
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Departments have a few options when processing an invoice payment, under $10,000 before tax, in a foreign currency. These options include: 1) A departmental Purchasing Card. For additional information
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Employees with the following HRIS status and valid Banking Data are eligible for ERDD: Employment Status: Active Personnel Area: 0001 – Appointed 0002 – Non-appointed 0003 – Students and Fellows
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UofT Postal and Mail Services discontinued the Toronto area hospital courier service effective April 2016. Cheques and mail addressed for hospital destinations will be metered. Payments to hospitals should be
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Occasionally you may get an invoice for payment of only the tax portion of a purchase. This sometimes happens when you purchase goods/services and the invoice for the taxes is
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Here are a couple of common ERDD issues and how you can resolve them: 1a. The claimant hasn’t received their expense reimbursement. All ERDDs will automatically be “Parked” if the
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The University issues payments to vendors and expense reimbursement claimant using a variety of payment methods, such as cheque, draft and electronic funds transfers. The clearing/transmission dates for each payment
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Drafts in British Pound Sterling (GBP) are expected to be discontinued in the UK as all large-scale banks are in the process of moving away from paper disbursements . As
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The tax code is specifically used only for posting Capital Accounting holdback payments that are not yet released to vendors. EH behaves similar to E1 tax code with effective
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Watch this simulation to learn how to attach documentation (e.g., invoices) for payments over $50,000 to EFT vendors. Learn More: Change Documentation – EFT Initiative Article – How can I
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For vendor payments over $50,000 (before tax), users are required to attach supporting documentation (e.g., invoice) to the transaction in the system before the cheque/draft/EFT is sent. If documents are
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Central Financial Services has observed an increasing number of invoices from commercial vendors where the buyer information (i.e., the University) is incorrectly identified by the vendor. Specifically, the buyer is
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In circumstances where departments need to redirect cheques internally back to their department, such as invoice payments or expense reimbursements, the address information must be input into FIS a particular
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Similar to non-EFT payments, to locate the status of an EFT vendor payment: Display the financial document for the invoice using the FB03 – Document Display screen. Drilldown on line
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You may see the below message if you are trying to select a currency in FIS that is either not accepted by UofT’s bank or banking partner (i.e. Western
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After an invoice has been processed, you can add an Alternative Payee to redirect the cheque to an alternate address as long as the payment has not been cleared. 1.
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Thompson, Ahern & Co. Limited (TACO) is the appointed Canadian Customs Broker for the University of Toronto. As such, if you utilize this broker, you will see a 60-series document
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In some circumstances, a University department can make payments directly to Scotiabank on behalf of the cardholder through FIS. NOTE: Claimants are still required to complete the Expense Report form,
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When an invoice is received from the vendor, there might be scenarios where the amount on the invoice does not match the amount in the PO due to various reasons.
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To mitigate the risks of processing duplicate payments, it is important to use an existing vendor master record number (do not use an OTA vendor number) and record the invoice
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The Reference field in the both the FB60 – Enter Vendor Invoice and MIRO – Invoice Receipt (PO related) transactions plays an important role in the cheque production process. It
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When a stop payment is requested on a cheque or draft, and the payment instructions are ‘CHANGES REQUIRED–RE-ISSUE’, Accounts Payable will place an ‘A’ Payment Block on the original document in
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Wire transfers should only be requested when all other payment options have been exhausted since they are time consuming for the department to generate and approve, and for Financial Services
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For example: I receive an invoice from a US vendor for goods I purchased and were shipped to our lab. There should be NO need to self assess the HST
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Foreign Drafts are produced once per week on Wednesdays. If you have any questions, please contact Accounts Payable. Learn More: Documentation & Support – Invoice GTFM Policy – Purchasing and
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The vendor number 131703 for Scotiabank Visa Travel and Hospitality card is set up with payment terms are YT00 (due immediately). Therefore, the payment will be processed in the next
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The List of Payments Report (ZFPR004) will quickly tell you who has been receiving payments and counts the number of transactions within the defined selection screen period. An example of
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When processing all Accounts Payable, General Ledger and Logistic transactions it is required to enter Line item text with specific explanatory descriptions for each line item which represents one business
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When addressing cheques for Expense Reimbursements or Invoice Payments (i.e. Alternate/Individual Payee Address, One Time Only Vendors) you are required to enter the address information of the individual or company
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With many Funds having end dates prior to the April 30th fiscal year closing (i.e., end of March), any Purchase Orders that reference these grants and are outstanding in the
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