KNOWLEDGE CENTRE

Accounts Payable

• Are you using an One Time (OTA) Vendor because a Cheque Needs to be Redirected?
• Cheque for Expense Reimbursement Not Issued?
• Does UofT Postal and Mail Services deliver Cheques to Hospitals through Campus Mail?
• SIMULATION: Determining the Status of a Cheque, Foreign Draft or Electronic Funds Transfer
• I just discovered that a cheque won’t be produced till the year 2041! What should I do?
• Are you making mistakes addressing cheques? Are you receiving cheques returned due to incorrect processing?
• When reversing a document, what posting date should I use?
• SIMULATION: How to Change the Default Layout and Display Hidden Fields in the Document Display Screen
• Should you ever issue a cheque from the University of Toronto to the University of Toronto?
• SIMULATION: How to reverse common Accounts Payable & General Ledger transactions.
• Are you missing line item text and can’t figure out what item was purchased with those funds?
• To use an OTA vendor account, or to request a permanent vendor account, that is the question.
• SIMULATION: How can you check if an invoice has been processed in FIS when you don’t know the Document #?
• What is an “R” Payment Block in a purchase order related invoice (51xxxxxxxxx document) and how is it removed so that a cheque is issued to the vendor?
• How can I avoid processing a duplicate payment?
• How to Process a Tax Only Invoice Payment
• SIMULATION: FIS Data Entry Tips (Part 2) – Using the Post with Reference Function
• SIMULATION: How to Hold, Park and Post Parked Documents
• Why does the vendor I am ordering from have a PO only and an A/P only vendor account number? How do I set up a purchase order and pay it?
• How do I process an invoice to Avenue Travel?
• SIMULATION: How to Locate the FI Documents for PO Goods Receipts and Invoice Receipts
• SIMULATION: How to Use the Account Assignment Template to Reduce Keystrokes
• How do I know what G/L account to use?
• SIMULATION: Line Item Report Enhancements
• SIMULATION – How to Process and Clear Refundable Deposits and Refunds
• SIMULATION: How to Create a G/L or Vendor Account Personal List
• Should I Process a Credit Balance from Bell Mobility in FIS?
• Cost Centers and Internal Orders: What’s the difference?
• The List of Payments Report: Did you Know?
• Why wasn’t the cheque produced?
• SIMULATION: How to Locate an AMS UserID and Contact Information
• Is it against policy for a department to make a payment directly to Scotiabank Visa, on behalf of an employee, who has used their Corporate Scotiabank Visa Travel and Hospitality Card?
• Which vendor number should be used to process an Scotiabank Travel and Hospitality Visa payment thru FIS?
• Can I use a One-Time-Only (OTO) vendor number to process a Scotiabank Visa Travel and Hospitality Card payment?
• What information should be entered in the reference field of the FIS vendor invoice for the payment to be applied correctly by Scotiabank?
• What are the payment terms for the Scotiabank Visa Travel and Hospitality Card?
• SIMULATION: How to Locate and Release Earmarked Funds (Manual Reserves)
• When are CAD and USD cheques produced for employees (expense reimbursements)?
• When are CAD and USD cheques produced for commercial (non-employee) vendors?
• When are Foreign Drafts produced?
• Have you ever wondered how General Ledger (G/L) Accounts and Commitment Items are linked? How does FIS know what Commitment Item budget to look for?
• How do I request a stop payment on a cheque?
• What do I do with a credit memo received from a OTA vendor?
• How do I cancel payment for an Expense Reimbursement Direct Deposit (ERDD)?
• How do I get access to post an Expense Reimbursement Direct Deposit (ERDD)?
• How often does payment for an Expense Reimbursement Direct Deposit (ERDD) take place?
• Outgoing Wire Transfers
• Where can I find a list of HST tax codes?
• How will Thompson, Ahern & Co. Limited (Thompson Ahern) deal with the HST on goods purchased from outside Canada? The invoice does not show any taxes. Should I self assess the HST or will Thompson, Ahern & Co. Limited handle that for me?
• How do I pay honoraria?
• Understanding Accountable Advances – What are they, when can you use them and when are cheques produced?
• Who do I contact if a PROCNTL entry is posted to my departmental accounts?
• How do I make sure text appears in the invoice document for a PO with a split account assignment?
• How do I look up the exchange rate?
• SIMULATION: Attaching Documents to FIS Transactions
• How to Reactivate a Vendor Account
• How do I remove an ‘A’ Payment Block after a stop payment is requested on a cheque or draft?
• What does self-assessing of HST mean? Do I have to self-assess?
• Things to Consider when Posting an Invoice Payment to Canada Post
• SIMULATION – How to Improve and Ensure Complete Matchcode Search Results
• SIMULATION: How to Perform a Journal Entry to Correct Tax Codes or FIS Account Assignments
• Understanding TACO Customs Charges
• Adding an ‘Alternative Payee’ address after an invoice has been processed (but not cleared)
• How to process Invoice Payments in a Foreign Currency (under 10k)
• What should you do when you see a “Currency is expiring” message?
• SIMULATION – How to Search for a Vendor using the UofT Active Vendor Search
• What are the payment terms for vendors set up for electronic funds transfers (EFT)?
• What day of the week do electronic funds transfers get transmitted for vendors set-up for EFT payments?
• Why did I get the error message “Payment Method in document does not match method in Vendor” when processing an invoice payment?
• How can I determine if an electronic funds transfer (EFT) payment has been transmitted?
• How will the vendor know when the EFT has been transmitted?
• What do you do if there are multiple vendor accounts and you not sure what to pick?
• How to Address Cheques sent through Campus Mail
• How to View Attachments in Posted FIS and Logistics Documents
• HST Requirements for the University Name on Invoices
• How can I find a list of EFT vendors?
• SIMULATION – How to Attach Electronic Documents to Payments $50,000 or greater from FIORI Launchpad
• Can OTA vendor payments be sent as an Electronic Funds Transfer (EFT)?
• How do I process a Journal Entry/Internal Revenue-Expense Recovery for Airfare expenses after the Air Travel Emissions Mitigation Initiative (ATEMI)?
• SIMULATION: Processing an Expense Reimbursement (Cheque) or A/P Invoice after the Air Travel Emissions Mitigation Initiative
• SIMULATION: Processing an Expense Reimbursement Direct Deposit in the Web Application after the Air Travel Emissions Mitigation Initiative
• SIMULATION: Processing an ERDD in the Web application after the Air Travel Emissions Mitigation Initiative (ATEMI)
• How do I enter the flight class and number of km flown when a claimant has multiple connecting flights/stop-overs?
• Invoices for Group Travel – How to enter the information required for the carbon offset fee
• Can our department/claimants purchase 3rd party carbon offsets instead of participating in the University’s Air Travel Emissions Initiative?
• Are research grants or other Funds charged the carbon offset fee?
• Did you receive the error message, “Vendor blocked and marked for deletion” when processing an ERDD in FIS? Here is what it means, and what you need to do to remove the block.
• SIMULATION – How to Attach Documentation for EFT Payments Over $50,000
• Can I use the Alternate Payee function with a Vendor Set up for EFT payments?
• What are the most common types of financial transactions that the E-signatures guidelines apply to?
• How can I be confident that an electronic approval is acceptable?
• I do not want to use an E-Signature. Do I have to?
• Once a paper financial document is scanned or converted to electronic format (e.g, PDF), can we immediately destroy the paper copy or is there still a retention period required?
• Should we have standardized way of naming electronic documents? (e.g., by DOC NO?)
• I want step-by-step instructions on how to apply E-Signatures to my internal financial documents.
• Do the E-signatures guidelines apply to legal documents or external agreements?
• How is an e-mail approval an acceptable format for approving internal financial documents?
• Why should I state “Approved for payment” or “approved for posting” when I am already putting an E-Signature on a document?
• Do you offer any validation tools to support the implementation of the E-signatures guidelines?
• Do the E-Signatures guidelines link to existing University of Toronto policies and guidelines on wet signatures?
• How can I begin to verify if a sender is legitimate, or if a e-signature sign-off is legitimate?
• The document standards for scanning requires a minimum resolution of 300dpi and 200dpi for black and white documents. How do I confirm the resolution quality rating?
• Who do I contact if I have more questions about the e-signature policy and technical application?