Table of ContentsUsernames and Passwords………………………………………………………………..2Collecting Your Paperwork……………………………………………………………....5Organizing Your Paperwork……………………………………………………………...8Coding Invoices………………………………………………………………………….10Posting Invoices………………………………………………………………………….14

Posting in Avantis………………………………………………………………..15Without freight charges…………………………………………………..15Changing Prices………………………………………………………….20With freight charges……………………………………………………...21

Posting on the MTS Board……………………………………………………….23

When all of your paperwork has been posted……………………………………24

Using Avantis…………………………………………………………………………….26

Using the Purchase Order Tab…………………………………………………...26

Looking up a Requisition………………………………………………………...27

The Invoice Cabinet……………………………………………………………...28

Using Oracle……………………………………………………………………………..30Accruals………………………………………………………………………………….33Specialty Paperwork…………………………………………………………………..…37

Douglas Invoices with trade discount……………………………………………38Corporation of the City of Cambridge…………………………………………...40Energy Plus Bills………………………………………………………………...40Hyndman Cardboard……………………………………………………………..40Industrial Breakdown Couriers…………………………………………………..40Image Wear Invoices…………………………………………………………….40Konica Minolta………………………………………………………………..…40Maintenance………………………………………………………………..…….40Mister Safety Shoes……………………………………………………………...41Moore Invoices…………………………………………………………………..41Region of Waterloo………………………………………………………………41Ryder Invoices…………………………………………………………………...41Securo Vision…………………………………………………………………….41Service Invoices………………………………………………………………….42Tecsys……………………………………………………………………………42Vanmark Packing Slips…………………………………………………………..42Work Authority…………………………………………………………………..42

Notes……………………………………………………………………………………..43

Usernames and Passwords

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The password pages are meant to be photocopied and kept for your individual use.

Computer Log In:

Your Global Personal Id (GPID) is: Your password is:

Armor/Avantis Log In:

Step 1: You will log into Avantis using your GPID and password above

Step 2: After accepting the conditions of Avantis you will be taken to the home screen

Step 3: Select the Armor Folder, you will have to do this twice

Step 4: Enter in your Armor ID, which is: Enter in your Armor password, which is:Ensure that FLC and Cambridge is selected from the drop down options

Step 5: Click the tab labeled “Desktops” in the bottom right hand corner.Select the “Accounts Payable” desktop.

MTS Board Log In:

Step 1: Open Excel

Step 2: Go to open folder, and select the S drive from the drop down menu

Step 3: Select the “Cambridge_new” folder

Step 4: Select the “MTS Board” Folder

Step 5: Select “MTS 2011”

Step 6: IMPORTANT: Make sure you are the only person on the MTS board as editor. You will need to double check with either Alice Ebbs or Kimberley Brewer to make sure they are not on it. If they are not, proceed to Step 7.

Step 7: You will be asked for the MTS password, which is:

Step 8: If you need to edit, DO NOT select read only. If you just need to log on for information, select read only

Step 9: You will be asked if you want to update the board’s current information.

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The answer is ALWAYS no. Oracle Log in:

Step 1: Open oracleYour oracle username is:Your oracle password is:

If there are any issues with any of these passwords please call the Pepsico Help Desk at 1 888 737 7426

NOTE: After 3 attempts you will be locked out

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Collecting Your Paperwork

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You will be responsible for collecting and maintaining the following paperwork:

Invoices These will come to you in one of two ways:

o Alice will receive them through email and forward them to you. You will print them off

o They will come in the mail, which arrives everyday in the early afternoon

Purchase Orders (P.O.s) These will be on your desk when you arrive in the morning. They will be in a red

folder. These are to be filed in the second accordion folder. They are organized

alphabetically and then numerically They will be attached to the packing slip you receive, and then the invoices that

arrive

Below is an example of a purchase order:

You may return the red folder to Kimberley Brewer

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Paper Purchase Orders There are two types of these:

o The first type are known as “KBs”, as in Kimberley Brewero These are hand written paper requisitions that will be given to you at the

same time you receive the electronic purchase orders aboveo They are kept in numerical order

Paper Requisitions These will primarily be given to you by Kimberly, but various people throughout

the plant will leave them with you These requisition are half sheets of paper with 5 digit codes in the right hand

corner

Packing Slips These will always be given to you in the morning They will be waiting for you in Alice’s mailbox when you arrive All packing slips will have a PO or Requisition number listed on them If you have a packing slip labeled as a “commercial invoice,” this is not an

invoice that you pay from, it is a packing slip Some packing slips will also have “Blind Receiving OG&S” labels, and these are

also to be considered packing slips Packing slips that go with regular P.O.s will be posted in Avantis Packing slips that go with a paper P.O. or a paper requisition will be posted on

the MTS board

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Organizing Your Paperwork

Step 1: In the morning you will pick up the packing slips and service reports from Alice’s

mailbox

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When you return to your desk you will sort them alphabetically in the sorter (this sorter is amazing and essential!)

Make sure you file the P.Os that were left for you from Kimberly

Step 2: Go through the packing slips and service reports you have alphabetically and find

either the Purchase Order Number listed on the packing slip or the Requisition number

If only the Requisition number is listed you will have to log on to Avantis In Avantis, under the cabinet section, select “Purchase Orders – CANADA” Once this screen opens, there is a section called “Requisition Identifier”

o Enter in the requisition number you were given, and a PO number should appear

o If it does not, that means a PO has not been created, leave a note of this on your invoice and file it in the accordion file

o You will have to keep on top of this invoice to see when a PO is cut for it

After finding the correct PO number, write that beside the requisition number Go into the PO folder and find the PO sheet that matches that packing slip Take the time to make sure the PO lines and the packing slip products match If there is a line missing from the packing slip, photocopy the PO, highlight the

line that is missing and place it back alphabetically and numerically in the PO folder. That mean the PO will be waiting for you when the remainder of the shipment comes in.

If your PO is a Blanket PO, meaning it covers multiples services over a span of time, you do not have to photocopy the blanket PO and attach it

For other paper requisitions attach the original green KB sheet Some PO numbers will not make sense to you, if they have two letters that are not

KB in front of them you will have to look at the initials and hunt down who the invoice belongs to

Step 3: Check to see if you already have an invoice that is missing a packing slip Usually if your PO is not in the folder, it means it is already attached to an invoice If there is no invoice place it back in the first accordion folder. Make sure to

group the packing slips by company name and then in numerical order If there is an invoice, a PO and a packing slip you have a complete package You must have all 3 pieces of paper in order to send an invoice over to AP

Office at Franklin If you are ever missing a copy of a service report, call the vendor and ask for one

or ask the account manager to sign the invoice saying the work was completed if a service report is unavailable.

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Coding Invoices

Coding Invoices from AvantisStep 1:

Every invoice that you send out needs to have an account number/code on it

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You will find this account number under the “Purchase Orders –CANADA” option in your main cabinets section of Avantis

When you type in the PO number scroll to the right, and you will have an account number that will appear like this:

001.123010.06301.000.630.504.000000.0000000

All of the invoices that you will process will start with 12.3010 as your manufacturing account

If an accounts says 34.3010, it belongs to Brenda Mosjna from the warehouse If an account says15.3010 we can process that invoice with the correct paperwork

Step 2: You do not have to write out the entire code, you will start with 12.3010 and you

can eliminate all 0s after the second decimal, unless they are in between other digits

For example:

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001.123010.06301.000.630.504.000000.0000000

needs to look like this

12.3010.6301.630.504

This is written on the page of your invoices so head office can see it

Step 3:You will only need this step if a PO has more than one account/listed on it

You will need to write all of the applicable accounts on the invoice sheet With more than one account you must include the cost of HST in the total amount Write down the amount that will be charged to each account (this is broken down

for you in Avantis) You will multiple by the PO amount for each code by 13%, and add the tax to the

PO amount For example:

o 12.3010.6301.630.504 has a PO amount of 48.94o Multiply the above amount by 13%, , you will add 6.36 of HSTo Your final line will be written on the invoice as follows:

12.3010.6301.630.504, $56.25 with HST

Coding Invoices from Paper Requisitions

Step 1: All paper requisitions have the account numbers written on them

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The paper KBs will have the account written in the description section, you can copy this account number directly onto the front of the invoice

The half sheet paper requisitions will also have the requisition filled in for you to copy onto the invoice

If you cannot find a paper PO, and you need the account number, go to the MTS board and try to find it that way

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Posting Invoices

Posting Invoices in Avantis

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After you have all three pieces of paper (invoice, PO, packing slip/service report), and you have the account number written on the front of it. It is then ready to be posted in Avantis and sent to AP office at Franklin.

Step 1: After you long on to Avantis go to “Desktops” in the bottom right corner Make sure you are on the “Accounts Payable” selection In the function tab, select “Create invoice” The screen below will open:

Enter in all invoice and PO number, and vendor information will appear For the amount: we only process the subtotal plus shipping or handling, we never

includey HST See below as an example:

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For the invoice above there is a subtotal of 638.94. As there is no shipping charge, this invoice will be posted for $638.94.

An example with shipping and HST charges:

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This invoice subtotal is $74.94.There is also a $20 delivery charge.

You will add the subtotal and the shipping charge for an invoice total of $94.94.The HST is NOT included.

Step 2: Sometimes the following message will appear:

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PO does not have receipts. DO NOT PROCEED!

When this happens set the invoice aside and continue positing your other invoices.

At the end of your posting frenzy you can do one of two things with these rejected invoices:

1. If you have 1 or 2 POs that need to be received call the stock room at ext.6178 and ask them to receive the POs for you

2. If you have a large amount that need to be received, put them in the stockroom’s mailbox with a post-it note saying “Please Receive,” and they will receive them

over night and return them to your mailbox in the morning

Step 3: Once you have completed filling in the invoice screen PRESS ENTER, do not hit okay.

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This screen will appear:

Make sure to select all of the lines that apply to that invoice (some orders are shipped separately, so not everything on the PO will necessarily be on one invoice) and then click OK

If you have a partial shipment of one line, double click the line you are working with, and change the quantity (see next page)

Changing Prices on Avantis

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Sometimes you will get an invoice with listing prices than are lower than the PO. You can always change the prices if the invoice price is less than the PO. If they are higher you will have to have the account owner sign the invoice and then post it on the MTS board.

Step 1: Enter your invoice information like you normally would When the line box appears double click the line with the price you want to

change You can change the quantity or the price, depending on the invoice, using the

box below After you have done this the price will automatically adjust to match your

original entered price

Step 4: If you do not have freight, select subtotals on the left hand menu

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If the difference says 0, then post the invoice with the red arrow icon

You will be told that your invoice was successfully posted.

To keep in mind:If you make a mistake while posting an invoice make sure to delete it from the “File” drop down menu.

To Post an Invoice with Freight Charges

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Follow Steps 1 through 4

Step 5: Once all of your lines appear on the screen, go to the bottom right of the screen

and select “New” This screen will appear:

Select the second option, “Extra Charge” Select “Invoice Extra Charges” and then select “Freight” Insert the freight amount in the “Extended Amount” section Then click on the floppy disk icon to save the line, when this is done the amount

will highlight in blue You can then exit the window, and you will see the new line appear Proceed to subtotals and posting

Posting on MTS Board

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Step 1: After making sure you are the only individual using the MTS board, log in Search for the PO number using the Ctrl+F option Once you have located the PO number make sure that the description or

product number/name that you have on the invoice is the same as the PO Then key in the invoice and amount numbers as well as which period and

week you are in

Step 2: If you do not have a PO number already on the MTS board, you will enter it in

as a new line at the bottom of the MTS board Start with the period and week that you are in, and continue to enter in your

information following the prompts at the top of the screen

Tips with the MTS board: Never copy or paste lines in MTS, because it will ruin the formulas If you ever have an invoice that will not be posted in Avantis, put it on the

MTS board with an explanation as to why it was unable to go into Avantis

Once all of your paperwork has been posted do the following 3 steps:

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The left side will

have dates, period and

week information

Notice that you only write the full account

numbers when it is not a 12.3010 account

You will finish with the period and week

that you are in

1. Open up the previous month’s accrual and, using the PO number, find that accrual line.

2. You will then write which week you processed that invoice as well as the amount if it is different than what it was accrued for

3. Make sure to write a comment explaining why the amount is different

4. Once all of your paperwork has been processed, place it in an inter-office envelope and write “Lorna Vokey/Franklin” on it.

5. Take it to the mail room at the end of the day, and put it in the outgoing mailbox.

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Here you can see that the

invoice amount was higher than the PO. So there is an

explanation as to why

that is.

This invoice was posted and sent to head office in

Week 1.

All of the highlighted lines

mean that paperwork has

yet to be processed.

Using Avantis

The Purchase Order Tab

To Print a PO: After you enter in your PO number double click the black highlighted line

25

You will then be brought to the screen below, and make sure that “FLC PO Report” is highlighted and select print

To check if a PO has been paid: If you want to make sure that you are not double paying an invoice, a good way to start is by checking the PO number

26

Step 1: Select the “Purchase Order” tab in the cabinet menu Once your PO comes up, chose the “Selected” tab in the bottom right hand corner

of the screen and then “Open As” Select as “Costs” This screen will open:

If you think a PO has been paid, but it is not showing up in Avantis, check the MTS board and oracle.

If you still don’t know what happened with that invoice you need to double check all of your paperwork.

Using the Requisition Tab

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The “Invoices to Date” line indicates the amount that

has been paid on this PO up to today’s date

If there is an amount in the “Received not Invoiced” line means that you have received the packing slip/service

report, but the invoice has not been received

or paid

“View As” allows you to see the PO as

an invoice or a receipt. If you cannot locate a packing slip,

and it has been received, you can print off a

copy of the receipt by

double clicking the black

highlighted line

If you have searched for a requisition number in the purchase order tab, and could not find it, you will need to check the status of the requisition by doing the following

Step 1: In the AP cabinet tab choose the “FL Requisitions” tab Type in the requisition number in the “Requisition Number” field You will be brought to the following screen

If the requisition number you are looking for says “Pending” it means that no purchase order has been created yet.

Write, on a post it note, “No PO cut yet,” and place it on the invoice before it goes into the accordion file.

You will have to check periodically to see when a PO has been cut.

Invoice Cabinet

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You will be shown the requisition you were looking for, and the status of whether or not it was approved

If you want to check to see if an invoice number has been posted:

Step 1: Select the “FL Invoices Canada” tab Type in the invoice number in the “Invoice Number Contains” field The following screen will appear

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You will see the invoice number and purchase order, as well as the

amount.

If the invoice is in this cabinet, it means it has

been posted.

Make sure the invoice

says Cambridge

Using Oracle

Oracle is a web based application which lets you see the status of payment on a particular invoice.

Step 1:After logging in you will select “Invoices”

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Step 2:You will then be brought to the following screen:

Step 3:Once you find the invoice that you are looking for select view payments.There you will see a “Document Num”, that is the check number and the date that it was cut on. Checks are cut every other Tuesday.

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Here is where

you will type the invoice number you are looking

for

Step 4:To return to the main search page you will need to return to the “General” tab and then select the flashlight icon.

To keep in mind:Oracle opens numerous windows, if you close any of them while you are using the program it will shut down by itself.

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Accruals

Accruals are always completed in the fourth week of your period schedule.

Before you start Accruals:1. Go through your accordion folder in Week 3, and contact vendors for any missing

sheets for the paperwork that you still have from the previous accrual period. 2. Also, go through and code all of the paperwork you have so that it is ready to be

accrued. 3. You will only accrue packing slips and service reports that have the PO attached

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4. You will NOT accrue any invoices that do not have a packing slip or service report attached to it

Step 1: This can either be done on the Friday before your accrual week starts, or this will

be the first thing you will do on the Monday morning of your accrual week You will copy the bolded header and all of the column titles from the previous

month’s accrual into an excel spreadsheet Below you can see the order of information

Step 2: You will take out all of the paperwork you have in the accordion file and accrue

the paperwork (i.e. typing the info for each PO as seen above) You will then have to stamp the paperwork saying “Accrued Period X” once it is

on the accrual file If there are any pieces of paperwork that have a stamp on it from last period,

make sure to put an “X” under the “Reaccrued” column

Step 3:

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Every morning (of the accrual week) you will do the following with the packing slips you pick up

o Match them up to their PO sheeto Find the account number for them in Avantis, and write it on the PO sheeto Record that paperwork in the accrual file using the references below

Enter in your reference numbers using the following codes in the INV#/PO REF/PS column of the accrual file:

o PS = Packing Slip, ex. PS103156o SR = Service Report, ex. SR40325o If you have the invoice copy, just key in the invoice number, ex.

3030045624

You will primarily accrue packing slips in the morning All invoices that we have to pay will go in the debit column, and any checks that

come into us will go in the credit column In the afternoon, as invoices come in through the mail and email you will notice

that many of the packing slips/service reports that go with the invoices are already accrued

In that case you will find the PO number on the accrual file and then change the packing slip number to the invoice number

Step 4: If you have all of the paperwork to post on invoice on Avantis or the MTS board,

go ahead. You will just have to put an “X” in the Avantis or MTS column as an indicator that the invoice has been posted

HOWEVER, no paperwork is to be sent over to Franklin this week. You keep all of your paperwork until Franklin has received the accrual file, at which point you can send the paperwork to Lorna.

Step 5:This step is done on the last day of the accruals

Kimberly will give you all of the packing slips and services reports that do not yet have a PO on them. She will give you the account numbers and the amount, and you will accrue the paperwork with that information

Make sure to give these BACK TO KIM when you are finished Alice will help you accrue cardboard and starch etc.. waste income accounts

To finish the file you will take the sum of the debits column and subtract the sum of the credits column. Write that sum with the following account number:

1 00 0000 1116 000 000 00

The final sum number will go in the credit column.

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Alice will look over the file with you, or for you, and she will send it over to Franklin. She will be sure to let you know if there are any issues with the file.

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The final account line is bolded and the final amount is bolded and written in the

credits column.

Specialty Paperwork

Douglas Invoices with Freight and Trade Discount

37

Step 1: Begin posting your invoice like you normally would

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Add the freight line like you normally would

Step 2: This is how you subtract the trade discount amount You will have to “add a new line” again and key in the same information until

you get to the “Extended Amount Line” At this point include the trade discount amount IN BRACKETS, and then save as

per normal

Make sure to check that your subtotals say 0, and then post as per normal.

Corporation of the City of Cambridge

39

This amount will be entered in brackets

in order to be subtracted from the total invoice amount

Any of the invoices that come in from the city of Cambridge need to have the accounts written and split on them by Alice

She will then file them and have them sent to Franklin

Energy Plus Bills These are our energy bills for the month You will code them with account 12.3010.6223 Peter Ferreira will have to sign the invoice After the invoice is signed, you take a photocopy and keep it in Alice’s utilities

binder The original with the signature will go over to Lorna with the other invoices

Hyndman Cardboard Whenever you receive an invoice from Hyndman it will have the account number

15.3010.3433.000.245 (Note the 245 pertains to Sunchips only if another type of cardboard is being shipped see Alice for assistance

They will have to be signed by Sophie Schertzer and then put on the MTS board They will then be sent over to Franklin with the other invoices

Industrial Breakdown Couriers These invoices will not have packing slips attached to them They need to be coded with 12.3010.6202.000 They will need to be signed by Peter Ferreira and then posted on the MTS board

before being sent to Franklin

Image Wear Invoices These invoices will usually belong to Karen Deegan If they are not hers she will return them to you, and they should have a PO

number on them If they do not, you have to locate who from the plant ordered them, and they will

have to sign the invoices

Konica Minolta These invoices will first need to be given to Brenda Mosjna She will divide up which copiers belong to which department She will have Larry Maligaya sign her portion of the invoice and Peter Ferreira

will have to sign our portion of the invoice

Maintenance Invoices Any invoices for services like Janitorial services, or building maintenance, will

not have service reports They will have a blanket KB, where the account number will be written

Mister Safety Shoes

40

These invoices are for the steel toe boots for plant employees They are split between us in manufacturing and those from the warehouse Give these invoices to Brenda Mosjna, and she will total who belongs to the

warehouse and who belongs to manufacturing We only accrue and pay for those individuals from manufacturing The cost centre is 12.3010.6736.000 Peter Ferreira will have to sign beside the manufacturing line, and Brenda would

have had her department head, Larry Maligaya, sign for the warehouse portion After the invoice has been signed it can be posted on the MTS board

Moore Invoices These invoices do have packing slips You will need to look at the contact name and check with Alice to see if it is

someone from manufacturing or from the warehouse If it is someone from the warehouse, then the invoice belongs to Brenda Mosjna If it from manufacturing, you will have contact the individual who the invoice is

addressed to, and they will have to provide you with the packing slips for the invoices

This individual will also have to sign the invoice

City of Cambridge Water and Sewer Usage These bills needed to be coded with account 12.3010.6225.000 and 6227 see

Alice to explain the amounts to be put into each account They also need to be signed by Peter Ferreira and then photocopies for the

utilities binder You will need to send the original to Franklin with the other invoices

Ryder Invoices Most Ryder invoices will come with a Blanket PO and a service report If you do not have the service report, you will have to get them signed by Ryan

Barclay Double check which account number belongs to that invoice and have it written

on the front for Ryan to sign beside

Securo Vision These invoices will have to be signed by Peter Ferreira They will have account number 12.3010.3201.666 After they are signed they can be sent to Franklin

Service Invoices

41

You will get certain invoices that have no PO numbers, and no packing slips These invoices are usually for services like taxi cabs, mediation services etc. Go on the MTS to see if you can look for the account code from a previous

invoice If not, check with Alice, and then they will likely have to be signed by Peter

Ferreira

Tecsys Tecsys invoices will have the code 12.3010.6291.000 on them They will need to be signed by Dave Handyside before they can be put on the

MTS board and then sent to Franklin

Vanmark Packing slips All Vanmark Packing slips belong to Eckert invoices, it is just the second name of

the company These packing slips will have PO numbers listed on them

Work Authority

Is similar to Mister Safety shoes You and Brenda Mosjna will have to split the workers Larry Maligaya will sign for the warehouse boots, and Peter Ferreira will have

to sign for the manufacturing account The cost centre is 12.3010.6736 After this invoice has been signed it can be posted on the MTS board

Notes

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