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Eagle Buy Accounts Payable
It is very important that all invoices be mailed from the supplier directly to Accounts Payable and that departments create receiving documents when goods or services are received.
Once Accounts Payable receives an invoice from a supplier, then the invoice will be scanned and emailed to the appropriate department representative unless the invoice is related to a Purchase Order. They will be sent from [email protected]. Vendors can email invoices to this email as well.
If you receive an invoice from Accounts Payable that is not an invoice for your department/area, then please immediately reply to the email letting Accounts Payable know that the invoice is not for your department/area. Please do not forward the email to the department/area that you think it belongs to.
The University cannot do business with the suppliers listed on the Conflict of Interest Listing, unless Services Only is indicated. https://www.tntech.edu/businessoffice/acc-
payable.php Invoices must be obtained before
payment can be processed. Accounts Payable will not pay a vendor based on an account statement or quote
Invoices not processed for payment by the department/unit within thirty days of receipt must be returned to Accounts Payable with a memorandum explaining the delay.
Two electronic signatures are required for requisitions totaling less than $5,000. Requestor (bookkeeper for the department/unit or grant) Approver (Chair/Director, Dean (or his/her designee),
Administrative Officer (or his/her designee), or Principal Investigator for the grant). The specific approver depends on the index being used.
The following electronic signatures are required for requisitions totaling more than $5,000. Requestor (bookkeeper for the department, area, or grant) Approver/s
Colleges/Schools/Centers: Chair/Director and the Dean’s approvals will be required.
Administrative areas: only the Administrative Officer approval is required. Directors may also approve, but it is not required.
Grants: only the Principal Investigator approval is required.
To ensure proper internal control, Requestors are not allowed to also be Approvers. Approvers may not make a Requestor a signatory designee for requisitions.
There are two types of Invoice Documents in Banner.
If the invoice was created from a Purchase Order in Eagle Buy, then the Invoice document number will start with “EB” and there will be an invoice document in Eagle Buy as well as in Banner. The information on the invoice in Eagle Buy will be
the same as the invoice in Banner. This will allow a user to view information for invoices
in Eagle Buy rather than having to view invoices in Banner.
For non-PO payments, the invoice document number will start with an “EB” or an “I” depending on the type of payee. If the invoice document number starts with an “I”,
then there will not be an invoice in Eagle Buy. Theinvoice must be viewed in Banner.
The invoice document in Eagle Buy will have a status which keeps the user informed about the status of payment.
4 statuses: In Process – This invoice document has been created in
Eagle Buy and entered in Banner but not completed. Payable – This invoice document has been approved by
Accounts Payable and will be paid in the next check run.
Paid – The check for the invoice has been written and mailed to the supplier. Additional information will be shown in the Payment Information section including the check number, check date, and whether or not it was an ACH payment.
Canceled – This invoice has been canceled due to the check being canceled.
A link to the Purchase Order for an Invoice, is in the Line Item Details section at the bottom of the Invoice.
The Purchase Order will has a tab for Invoices that is next to the Receipt tab.
The Requisition does not have a link to the Invoice, but has a link to the Purchase Order.
Invoices received for a Purchase Order that was Sent to the Supplier originally will not be emailed to the department.
Accounts Payable will create an Invoice document on the Purchase Order and submit the Invoice for review by the system. A scan of the invoice will be attached to the Invoice document.
The system will match the Purchase Order, Invoice, and Receipt. If there are discrepancies, then Accounts Payable will be notified by Eagle Buy.
If Eagle Buy does not find a Receipt for the Purchase Order, then the system will email the Requestor that submitted the Purchase Order. The email will notify the Requestor that an invoice was received and is waiting for a Receipt to be submitted before payment can be completed.
The following vendors will now submit eInvoices to TTU through Eagle Buy as long as the Purchase Order was submitted to the supplier through Eagle Buy. These suppliers all have catalogs on Eagle Buy. There will be no paper invoice. Graybar Dell CDW-G Personal Computer Systems (PCS) Howard Computers Apple
Once an eInvoice is received and matched to the Purchase Order, then the Requestor will be notified that an Invoice was received and is waiting for a Receipt to be submitted before payment can be completed.
If the purchase order amount is under$5,000, then a procard can still be used to pay for the purchase with a catalog supplier. Using your procard in these situations is
encouraged. An invoice will not be sent to TTU when a
procard is used for payment. The procard information must be added in
the billing section of the requisition when the purchase order is sent to the supplier. If a purchase order is submitted without the procard information included in the requisition, then you may not contact the supplier and pay with a procard.
Invoices for blanket contracts will be emailed to the department from [email protected]
Requestors are required to create a Purchase Order on the contract (BL document #) to have payment on the invoice approved.
Requestors must complete Receipts for these Purchase Orders as well.
Accounts Payable will create Invoices in Eagle Buy once the Purchase Order is created.
If the Receipt has not been completed, then Eagle Buy will notify the Requestor.
Eagle Buy will notify the Requestor immediately if a receipt is not found for an invoice.
For an eInvoice, Eagle Buy will email the Requestor again 5 days later if the receipt has not been completed.
For all other invoices, Eagle Buy will email the Requestor again 2 days later if the receipt has not been completed.
20 days after the second email, Eagle Buy will begin emailing the Requestor every day.
Invoices for purchases not made on purchase orders will also be emailed to the departments for processing in Eagle Buy. Non-PO and non-travel reimbursements invoices will be approved for payment through the Check Request form in Eagle Buy. No receiving document is needed for Check Request forms.
Each invoice should be submitted on a separate Check Request Form.
More than one receipt that needs to be reimbursed to an individual (such as an employee) may be submitted on one Check Request Form. A total of all receipts should be entered in the Invoice Amount field.
More than one Check Request Form can be added to one cart and submitted on one Requisition as long as the FOAPAL information for each Check Request Form is the same.
The Check Request Form is under the Forms section on the Home screen.
Click on Check Request Form. The form will open in a pop-up window which
can be closed at any time without closing Eagle Buy.
In the Supplier Information section, please search for the supplier.
Follow the instructions on the form for selecting the supplier for reimbursing Employees, Students, or Workshop Participants.
If the supplier is not found, then search for and select One-time Supplier.
Always search for the supplier, DO NOT always use One-time Supplier.
Eagle Buy is a tool that helps to track the spend with all suppliers. We want this to include payments made through the Check Request Form.
We will be reviewing the One-time Supplier Check Request Forms to determine if the supplier should be added in Eagle Buy.
If we find that the supplier was in Eagle Buy, then we will notify you.
If you continue to select One-time Supplier when the supplier is in Eagle Buy, then we will begin returning the requisition to you to correct.
If the Supplier was found in the Supplier Information field, then the Payee Information does not need to be completed.
If One-time Supplier, Employee, Student, or Workshop Participant was selected as the Supplier, then complete the Payee Information according to the instructions on the form.
Please always give students the option to sign up for direct deposit with Accounts Payable, rather than having a check mailed. If students are signed up for direct deposit with Accounts Payable, then please do not include an address.
The Citizenship Status section must be completed. Select Yes in the drop down box if the payee is a U.S. citizen or U.S. company. Select No if the payee is not. Click on the boxes next to the other options, if needed.
The Invoice/Reimbursement section should be completed for one invoice. Only one invoice can be submitted for payment on each Check Request Form.
Enter the Supplier Invoice number, the Invoice Date, and the Invoice total amount. Do not use special characters or spaces in the
Supplier Invoice number field. Enter the total amount on the Invoice. Do Not
enter the amount less the discount.
The discount will be applied by Eagle Buy after the requisition for the Check Request Form has been approved.
The discount amount will be shown on a separate line item below the subtotal on the Invoice document once it is created in Eagle Buy.
Accounts Payable will confirm that a discount was applied before making payment. You can add a comment on the requisition notifying Accounts Payable that a discount should be applied.
All receipts that need to be reimbursed to one individual may be submitted on one Check Request Form.
For Reimbursements of receipts, a description should be entered in the Supplier Inv # field, the date of the latest receipt should be entered in the Invoice Date field, and a total of all receipts should be entered in the Invoice Amount field.
The Check Stub Information section will be auto-filled by Eagle Buy with the default remit to address in Banner for a Supplier.
Accounts Payable will change this address in Banner if another address should be used. Accounts Payable will review the invoice for the correct remit to address.
Use the Additional Information section for any additional descriptions of the payment needed. Please always give a description in this field if
submitting a payment from Foundation funds.
Direct Deposit has been added as a possible Check Distribution Method.
Additional instructions have been added. Students do have the option to have
Accounts Payable direct deposit payments. Please give them the option.
Direct Deposit forms can be found at:https://www.tntech.edu/businessoffice/acc-payable.php
Please attach the invoice and any required approval forms.
DO NOT ATTACH W9 FORMS. Click on [email protected] in
the instructions at the top of the form or the instructions in the Additional Information section, and an email will pop up for you to attach the W9 and send appropriately to Accounts Payable.
When reimbursing individuals, please also tape the receipts to an 8 ½ x11 sheet of paper, write the requisition number on the paper, and mail to Accounts Payable. This will help Accounts Payable match the receipt to the correct Check Request Form. Accounts Payable is required to have the original receipts before making payment.
Once the Check Request Form is completed, then select Add and go to Cart in the Available Actions drop-down. Click Go.
Complete requisition as normal. Once the requisition is approved by the department/area
approvers, then Accounts Payable will approve the requisition for payment.
Once Accounts Payable approves the requisition, then Eagle Buy will auto-create a Purchase Order and Invoice in Banner The Invoice document number will start with “EB”.
Once the Invoice is completed in Banner by Accounts Payable, then Banner will communicate the status of the payment to Eagle Buy.
There will be a Purchase Order and Invoice document in Eagle Buy for each Check Request Form for suppliers.
The statuses noted earlier will also apply to payments made through the Check Request Form for suppliers.
Eagle Buy will not auto-create a Purchase Order andInvoice, and Accounts Payable will enter the invoicemanually in the following situations. Supplier selected is Employee, Student, One-time
Supplier, or Workshop Participant The account code used did not start with a “7”
For example, Agency indexes (indexes that start with “08”) must always use 29302 as the account code.
In these situations, the Requisition for the Check Request form will be approved in Eagle Buy by Accounts Payable at the Manual Check Request step in Workflow Approval once the payment has been approved.
These invoices will only be in Banner and the document number will start with an “I”.
The status of the invoice will not be shown in Eagle Buy.
Credit memos related to a Purchase Order will be handled by Accounts Payable. A separate Invoice document will be created on
the Purchase Order for the credit memo. The credit memo Invoice will be completed in
Banner before completing the original Invoice. The original Invoice will be created in Eagle Buy
as noted on the Invoice.
There will be two invoices in Banner and Eagle Buy for the Purchase Order.
The invoice document numbers will start with “EB”.
The Credit Memo Form should only be used to process credit memos related to an invoice that was processed for payment by the Check Request Form or when a Purchase Order has been closed.
This form is a simplified version of the Check Request Form.
Search for and Select the Supplier in the Supplier Information section.
In the Invoice/Reimbursement section enter the supplier credit memo number in the Supplier Inv # field, the credit memo date in the Invoice Date field, and the amount in the Credit Memo Amount field.
The amount should be entered as a positive number. If the credit memo is related to an invoice that has
already been submitted on a Check Request Form, then please note the Requisition number in the Requisition Information section. Please also note in the Requisition for the Check Request Form that a credit memo has been submitted.
This form will also be approved by Accounts Payable.
The form will not auto-create a purchase order and invoice.
The form will be entered manually in Banner. The invoice document in Banner will start
with an “I”.
The Wire Request form is used to request that payment to suppliers or individuals be made by wire rather than check.
All payments by wire should be processedusing this form, even if there is a contractfor the supplier.
If the wire should be made by a certain date, then please add a comment on the requisition to Tina Martin notifying her immediately of the required time that the wire should be sent.
The Wire Request Form is under the Forms section on the Home screen.
Click on Wire Request Form. The form will open in a pop-up window which can
be closed at any time without closing Eagle Buy. In the Supplier Information section, please search
for the supplier. If the supplier is not found, then search for and
select One-time Supplier. Then enter the Payee’s name in the Payee Name field in the Payee Information Section.
The Citizenship Status section must be completed. Select Yes in the drop down box if the payee is aU.S. citizen or U.S. company. Select No if the payeeis not. Click on the boxes next to the other options,if needed.
In the Wire Information section, enter the amount that should be wired in the Wire Amount field.
In the Additional Information field enter the currency type and any other additional information about the payment, as needed.
If there is a contract related to the payment, then enter the BL# in the BL# field.
In the Wire Instructions section, enter the information in each field, if the wire instructions are not listed on the invoice.
Attach invoices or other supporting documentation in the Attachments section.
WIRE REQUEST FORM CONTINUED
