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Office of Management & Finance

Office of the Chief Administrative Officer

Phone: 503-823-5288

1120 SW 5th Ave, Room 1250, Portland, OR 97204

More Contact Info

(AP) Accounts Payable

Table of Contents

(Printable Version)

Reports

FCH1 Display Check Information

FCHN Display Check Register

FB03 Display Document

XK03 Display Vendor

FBL1N Display Vendor Line Items

S_ALR_87012087 Vendor List

Updated 5 August 2013


Bureau Central Approver

Bureau Central Approver (RP_S_AP_BUREAU_CENTRAL_APPROVR)

The AP Approver reviews and approves parked, non-PO invoices within the bureau's Accounts Payable department.

User Guide, Job Aids, and Work Instructions

AP Bureau Processor User Guide

Job Aids

How to Process the Trade-In Value of an Asset When Purchasing Its Replacement

How to See Whether an Invoice Has Been Paid

1099 Codes for SAP

1099 Reporting for Attorney Legal Settlement Payments

1099 Code Selection Guide

Work Instructions

FBL1N Block Invoice for Payment

FBV0 Post Invoice - Non-PO

FB08 Reverse Invoice

ZVR1 Vendor Master Request

Change Documentation

13 January 2014: updated AP Processor User Guide

12 November 2013: added AP Bureau Processor User Guide

9 October 2013: added work instructions for ZVR1

3 September 2013: added job aids

20 August 2013: updated role description, added job aids

5 August 2013: added work instructions

created 25 June 2013


Bureau Processor

Bureau Processor (RP_S_AP_BUREAU_PROCESSOR)

The AP Processor reviews invoices and supporting documentation, posts and parks invoices, makes invoice corrections, and monitors the GR/IR clearing account

User Guide, Job Aids, and Work Instructions

AP Bureau Processor User Guide

Job Aids

ACH Vendor Check Override Request

Change GL Account for a Material Group

Down Payment Process Example with a Partial Advance Recovery and Vendor Refund of Remaining Advance

Employee Reimbursement ACH - Direct Deposit

Finding the Status of an Invoice

Fuzzy Search Error on Vendor Lookup

How to See Whether a Vendor Invoice Has Been Paid

Material Group Cleanup Process

Request New Material Group

Reversing an Invoice Posted in Error

Processing the Trade-In Value of an Asset When Purchasing Its Replacement

Vendor Listing Report

1099 Codes for SAP

1099 Reporting for Attorney Legal Settlement Payments

1099 Code Selection Guide

Work Instructions

F-47 Enter Vendor Down Payment Request

F-54 Partial Advance Recovery with Vendor Refund of Remaining Advance

FAGLL03 How to Create an AP Activity Report

FAGLL03 Monitoring Open GR/IR Items

ME21N Create Purchase Order Freight Condition

S_ALR_87012078 Open Item Due Date Analysis

S_ALR_87012079 Vendor Account Balance Details

Y_DRP_63000035 Payments by Due Date

ZVR1 Vendor Master Request

Change Documentation

14 July 2014: added Change GL Account for a Material Group, Material Group Cleanup Process, and Request New Material Group

22 April 2014: added FAGLL03 Monitoring Open GR/IR Items

13 January 2014: updated AP Processor User Guide

7 January 2014: added Fuzzy Search Error on Vendor Lookup

6 January 2014: added ME21N Create Purchase Order Freight Condition

9 October 2013: added work instructions for ZVR1

3 October 2013 added work instructions for F-54

3 September 2013: added job aids

20 August 2013: updated role description, added job aids and work instructions

5 August 2013: added Job Aids and Work Instructions

initial documentation 25 June 2013


Central Accounting Approver (Central AP Post)

Central Accounting Approver (Central AP Post) (RP_S_AP_CENTRAL_AP_POST)

The AP Central Accounting Approver posts and clears invoices processed solely for 1099 reporting and can directly post non-PO invoices.

Work Instructions

F-51 Transfer Posting with Clearing to Escheat Vendor

F-51 Void and Reissue Outstanding IBIS Paycheck

F-51 Void IBIS Check and Post Invoice to Escheat Vendor

F-51 Transfer Posting with Clearing

FB01 Create Credit Memo from Conversion GL Account

FB01 Create IBIS-Paid Advance Document

FB01 Create Invoice from Conversion GL Account

FB01 Post Credit Memo to Cancel Reissued IBIS Invoice

FB01 Post Vendor Overpayment Refund Check

FB60 Cancel Converted IBIS Invoice

MIR6 View and Delete Held Invoice Documents

Change Documentation

20 August 2013: updated role description

5 August 2013: Work Instructions added

initial documentation 25 June 2013


Central Accounting Payment Processor

Central Accounting Payment Processor (RP_S_AP_CENTRAL_ACCTG_PMT_PROC)

The Central Accounting Payment Processor schedules, reviews, and executes the vendor payment run for checks and ACH.

Job Aids and Work Instructions

Job Aids

ACH GL Account Clearing

ACH GL Account Reconciliation to Bank Statement

ACH Bank Notification of Correction

ACH Payment Process Bank Rejects File

ACH Payment Processes

ACH Payment Recall

ACH Payment Run Reversal

ACH Vendor Check Override Request

Two-Day Settlement Chart for F110

Viewing AP ACH Deposit Advice Emails

1099 Codes for SAP

1099 Reporting for Attorney Legal Settlement Payments

1099 Code Selection Guide

Work Instructions

F-53 Post ACH Debit Payment

F-53 Post Wire Payment

F110 AP ACH Payment Run

F110 Block-Unblock Vendor Invoices

F110 Create PERS Vendor Payment - ACH Credit

F110 Void and Reprint AP Checks

FBL1N Block Invoice for Payment

FBRA Reset Cleared Items

FCH1 Display Check Information

FCH8 Cancel Check - Reverse Payment Document

FCHD Delete Check Information on Payment Run

FCHI Change Check Lot Numbers

S_P99_410000099 Display the AP ACH Payment List

S_P99_410000099 Display Vendor Payment List

Change Documentation

20 May 2014: updated ACH Payment Process Bank Rejects File, added ACH GL Account Clearing, ACH Payment Recall, ACH Payment Processes, ACH Payment Run Reversal, and ACH Bank Notification of Correction

27 May 2014: added Two-Day Settlement Chart for F110 and updated F110 AP ACH Payment Run

3 September 2013: added job aids

20 August 2013: updated role description

5 August 2013: added job aids and work instructions

Created 25 June 2013


Central Clear Closing

Central Clear Closing (RP_S_AP_CENTRAL_CLEAR_CLOSING)

The Central Clear Closing role corrects or adjusts vendor balances or open line items that are not cleared through payments or automatic clearing, maintains the GR/IR account, and manually clears advances where needed.

JobAids

Monitoring GR/IR Daily Variant Job Log

Monitoring Open GR/IR Clearing Account Items

Work Instructions

F.13 Automatic Clearing GR/IR Items

F-44 Clear Vendor Invoice

F-44 Release Retainage with Escrow Agent

F-54 Clear Vendor Down Payment - Advances

F-54 Partial Advance Recovery with Vendor Refund of Remaining Advance

FAGLL03 Monitoring Open GR/IR Items

FBRA Reset and Reverse an ACH Payment Document

FBRA Reset Cleared Item

MIR6 View and Delete Held Invoice Documents

MR11 Maintain GR-IR Clearing Account

MRBR Release Blocked Invoice - PO 

SM37 Reviewing the GR/IR Clearing Job Log

Change Documentation

22 April 2014: added F/13 Automatic Clearing GR/IR Items, FAGLL03 Monitoring Open GR/IR Items, SM27 Reviewing the GR/IR Clearing Job Log, Monitoring Open GR/IR Clearing Account Items, and Monitoring GR/IR Daily Variant Job Log

3 October 2013 added work instructions for F-54

20 August 2013: updated role description

6 August 2013: added Work Instructions

initial documentation 25 June 2013


City Auditor CheckPrint

City Auditor CheckPrint (RP_S_AP_CITYAUDITOR_CHECKPRINT)

The AP-City Auditor CheckPrint is responsible for printing checks from spooling, reviewing checks, attaching vendor remittance documentation, and mailing.

Work Instructions

S_P99_410000099 Display Vendor Payment List

SP01 Print Vendor Payment Checks

Change Documentation

20 August 2013: updated role description

6 August 2013: added Work Instructions

initial documentation 25 June 2013


Retention Processor

Retention Processor (RP_S_AP_RETAINAGE_PROCESSOR)

The Retention Processor moves retainage to be released from Retainage payable to General Payables so it can be paid.

Web-Based Training, Job Aids, and Work Instructions

Retention Processor Web-Based Training

Work Instructions

F-51 Full Release City-Held Retention

F-51 Partial Release City-Held Retention

F-51 Release City-Held Retention Non-Contract

FBL1N Display Retainage Invoices and Entries

MIRO Post PO Invoice with City-Held Retention

Change Documentation

10 July 2014: deleted payment job aid

22 August 2013: added training link

20 August 2013: updated role description, added job aid

6 August 2013: added Work Instructions

initial documentation 25 June 2013


Vendor Master Administrator

Vendor Master Administrator (RP_S_AP_VENDOR_MASTER_ADMIN)

The AP Vendor Master Administrator creates, modifies, and maintains vendor master data on behalf of the bureaus within the City of Portland.

Job Aids and Work Instructions

Job Aids

Vendor ACH Information Changes

Vendor ACH Authorization

Work Instructions

1099 Processing

XK01 Create New Alternate Ordering Address for Primary Vendor

XK01 Create New Alternate Remit Address for Primary Vendor

XK02 Block and Unblock Vendor for Payments

XK02 Change Exiting Vendor Master Record

XK02 Link Ordering Address to Primary Vendor

XK02 Link Remit Address to Primary Vendor

XK02 Updating a Vendor Record for AP ACH Payment

XK05 Block and Unblock Vendor - Purchasing and Invoicing

XK06 Flag or Unflag Vendor for Deletion

XK99 Vendor Mass Change

ZVLIST AP ACH Vendor Validation Report

ZVMU1 Create Vendor Mass Upload

ZVR1 Approve Vendor Master Request

Change Documentation

20 August 2013: updated role description

6 August 2013