Accounts Payable (APV)

For detailed procedures go to the SMS website

Error Correction Procedure
Complete AP Journal Voucher form online. Go to SMS website for detailed instructions
Reference original voucher number.

ACCOUNTS PAYABLE/ INTERFACE OWNER
JRNL MASK
PROCESSING FREQUENCY
TRANSACTIONS
REPRESENT
END USER SUPPORT DOCUMENTATION

Supplier Invoices

Supply Management Service (SMS)

APV Daily - as invoices are received from suppliers

Daily - invoices are forwarded to Units for coding & approval and processed as received back from the Units.
Invoices from suppliers for goods and services purchased as indicated on the purchase order and credit notes for goods returned.

Invoices from suppliers for goods and services purchased without a purchase order and credit notes for goods returned.

Department retains a copy of the purchase order.

Department to retain a copy of the invoice.

AP Voucher Description
Ord #:1643102 Inv #: 767215
(indicating the order number and invoice number)

Travel

SMS

APV Daily - all travel claims received that are ready to process. (Example - travel claims received June 15th are processed by June 20th. Itemized travel claim charges. Copy of travel claim form submitted.

AP Voucher Description

CLM: Ottawa
AP EXTERNAL ORDER CONTRACTS
(SMS is the Interface Owner for all Direct Order Contracts)
JRNL MASK
PROCESSING FREQUENCY
TRANSACTIONS
REPRESENT
END USER SUPPORT DOCUMENTATION

Century Sales

SMS

APV Semi-Monthly - for previous half month
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for goods or services purchased. Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description
568605-01 (indicating the packing slip #)

Comp Canada

SMS

APV Weekly - for the previous week
(Example - Charges processed Oct 8th include invoices from Oct1-7)
Supplier invoiced charges for goods or services purchased.

Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description
377925-01 (indicating the packing slip #)

Crane Supply

SMS

APV Semi-Monthly - for previous half month
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for goods or services purchased Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description
348101-357472 (indicating the packing slip # and invoice #)

Customs Canada

SMS

APV Monthly. Includes current month up to last 3rd working day. (Example - transactions appearing in the GL in June are for charges incurred from the last 3rd working day of May up to the last 3rd working day of June) GST, Duty and handling charges on imported goods/services

N/A - Ledger Description provides details.

AP Voucher Description
Ref: 0000030082 Gaven Ind. (indicating the Dept PO # / Supplier Name)

NOTE: If Foreign Company invoices University prior to delivery of goods - SMS is to be notified. This will cause a delay in receiving the Customs Charges as goods are assessed when products enter Canada.

DHL International Express

SMS

APV Bi-Weekly - for previous two weeks(Example - Charges processed Oct 15th include invoices from Oct 1st-14th) Supplier invoiced charges for services purchased.

Department to retain a copy of the shipping requisition.

AP Voucher Description 7391641051
(indicating the way bill #)

Dynamex

SMS

APV Semi-Monthly - for previous half month
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for services purchased.

Department to retain a copy of the shipping requisition.

AP Voucher Description
488965 (indicating the way bill #)

Ebsco Canada

SMS

APV Monthly - Future Subscription Period and current single issues Annually - November for next Calendar year New Annual subscriptions and/or single edition charges, mainly allocations within department. Annual subscription renewals, mainly allocations within department.

Electronic invoice retained by Library.

AP Voucher Description
1 YR 01/01/02 (indicates Term & Start Date)

Fischer Scientific

SMS

APV Bi-Weekly for previous two weeks orders
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for goods or services purchased.

Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description
A10237 6820964 (indicating the packing slip # and invoice #)

Grand & Toy

SMS

APV Bi-Weekly - for previous two weeks orders
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for goods purchased.

Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description
997632-00 (indicating the packing slip #)

Invitrogen

SMS

APV Semi-Monthly - for previous half month
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for goods or services purchased.

Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description
731167 (indicating the packing slip #)

Praxair Canada

SMS

APV Monthly - For prior month orders(Example - Charges processed Nov 1st include invoices from Oct 1st-31st) Supplier invoiced charges for goods or services purchased.

Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description
56010077269498171
(indicating the 1st 6 digits is the packing slip, next 5 digits is the account # and the last 6 digits is the invoice #)

Purolator Courier

SMS

APV Bi-Weekly - for previous two weeks orders
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for services purchased.

Department to retain a copy of the shipping requisition.

AP Voucher Description 12727461258 (indicating the way bill #)

Quality Color

Press SMS

APV Bi-Weekly - for previous two weeks orders
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for services purchased.

Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description 0132351 (indicating the packing slip #)

Sigma Aldrich

SMS

APV Bi-Weekly
For previous two weeks orders
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for services purchased.

Direct Order, Department receives a packing slip with details of the order including description and quantity ordered.

AP Voucher Description
1621124 750994
(indicating the order # and invoice #)

NOTE: Feb/02 - SMS has recently requested for pricing to be included on the packing slip.

VISA - Corporate Credit Card

SMS

APV Monthly
Includes purchases from the 17th of the previous month to the 16th of current month
(Example - transactions appearing in the GL for June are charges incurred from May 17 to June 16)
Purchases of goods or services.

Credit card receipt and Monthly Activity Report per Cardholder. Department has opportunity to review Credit Card Statement prior to processing.

AP Voucher Description
209227: Costco (indicating the last 6 digits of Credit Card & Supplier Name)

VWR Scientific

SMS

APV Bi-Weekly
For previous two weeks orders
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)
Supplier invoiced charges for goods or services purchased

Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description
12327455 (indicating the packing slip #)

Wesco

SMS

APV Semi-Monthly - for previous half month
(Example - Charges processed Oct 15th include invoices from Oct 1st-14th)


Supplier invoiced charges for goods or services purchased

Direct Order, Department receives a packing slip with details of the order including the # of units, unit price and total charge.

AP Voucher Description
212421 878658 03 (indicating the invoice # & packing slip #)

Last Update: March 2015