accounting policies
NON-MERCHANDISE PAYABLES
Adding New Vendors
Must attach copy of invoice (coded with account and cost centre, signed by authorizing manager, and stamped by finance rep)
Exceptions: FLEX, SORD, and utility invoices
Check vendor ID in PeopleSoft to ensure that it does not already exist
For proper names (i.e. John Doe), use the first three letters of the last name and then the first three letters of the first name for the vendor ID (i.e. DOEJOH)
Complete and mark all applicable fields on the form
The telephone number must be completed (use toll-free number when available)
The GST/HST number must be completed if the invoice is charging GST/HST (sometimes referred to as the ‘Business Number’)
If the vendor is in Quebec and charging QST, please indicate the QST number in the space provided below the GST number
Ensure that the bank account is specified as NMP 1A or NMP 2A
Vendors Moving to Another Address
Confirm change of address with someone at the management/controller level or above
Confirmation should include: full name of contact, position, date confirmed, and the payment rep’s initials (i.e. Confirmed change of address with John Doe - Accounts Receivable Manager on July 10, 2006 C.T.)
Indicate which address is moving (i.e. 01, 02, 03, etc)
Check to see if the GST number has been entered into PeopleSoft, by clicking ‘Details’ beside ‘VAT Registration’ and update if necessary
Check to see if the telephone or fax number has changed and update if necessary or replace with toll-free number when available
Additional Address
Indicate the address number to be added (i.e. 02, 03, 04, etc)
Re-activating and Inactivating Vendors
Ensure that there are no invoices or debits outstanding (APCT 0108)
Indicate the reason why the vendor is being activated or inactivated in the comments section
If reactivating, determine whether it should be a One-time or Regular occurrence
Name Change
Requires an Article of Amendment
Acquisitions
Adding New Vendors
Must attach copy of invoice (coded with account and cost centre, signed by authorizing manager, and stamped by finance rep)
Exceptions: FLEX, SORD, and utility invoices
Check vendor ID in PeopleSoft to ensure that it does not already exist
For proper names (i.e. John Doe), use the first three letters of the last name and then the first three letters of the first name for the vendor ID (i.e. DOEJOH)
Complete and mark all applicable fields on the form
The telephone number must be completed (use toll-free number when available)
The GST/HST number must be completed if the invoice is charging GST/HST (sometimes referred to as the ‘Business Number’)
If the vendor is in Quebec and charging QST, please indicate the QST number in the space provided below the GST number
Ensure that the bank account is specified as NMP 1A or NMP 2A
Vendors Moving to Another Address
Confirm change of address with someone at the management/controller level or above
Confirmation should include: full name of contact, position, date confirmed, and the payment rep’s initials (i.e. Confirmed change of address with John Doe - Accounts Receivable Manager on July 10, 2006 C.T.)
Indicate which address is moving (i.e. 01, 02, 03, etc)
Check to see if the GST number has been entered into PeopleSoft, by clicking ‘Details’ beside ‘VAT Registration’ and update if necessary
Check to see if the telephone or fax number has changed and update if necessary or replace with toll-free number when available
Additional Address
Indicate the address number to be added (i.e. 02, 03, 04, etc)
Re-activating and Inactivating Vendors
Ensure that there are no invoices or debits outstanding (APCT 0108)
Indicate the reason why the vendor is being activated or inactivated in the comments section
If reactivating, determine whether it should be a One-time or Regular occurrence
Name Change
Requires an Article of Amendment
Acquisitions