Paying on Banner
We pay YBP GOBI invoices via check, not our SPCC (credit card). All check payments are made in Banner 9.
Open up Banner 9 and log in using SSO.
Type in FPARCVD in the search box. This stands for receiving goods. You can star this so you don’t need to type it in every time.
In RECEIVER DOCUMENT, type NEXT in all caps.
Using the Tab key, tab through the document until NEXT is highlighted in blue. You will be tabbing through everything to make sure it’s saved and to move into the next typing box, so it will not be typed out for every step.
Click GO 
Type GRD in all caps in the METHOD section. This stands for ground, as we received these documents via ground mail.
Type the stamped receiving date on the YBP/GOBI invoice in the DATE section.
Click the down arrow at the bottom left.
Type the invoice number (found at the top right of your document) into the PACKING SLIP NUMBER section.
Click the down arrow at the bottom left.
Type in the PURCHASE ORDER number.
FY23 : 04138015
FY24 :
Click the TOOLS at the top right.
Click SELECT PURCHASE ORDER ITEMS.
Click the ADD ITEM button on the right. You may need to click it twice to make sure it’s really selected.
Click the Save button at the bottom.
Click the X (exit) button on the top left.
Click YES, FORCE CLOSE.
Click the down arrow button.
Type the FULL invoice (item+shipping) in the RECEIVED field.
Tab back until the ITEM is highlighted blue.
Click the down arrow button.
Click the COMPLETE button at the bottom.
If you did it correctly, it will spit out a Y#######. Write this number on the invoice.
Forwarding Invoices
Take the invoice and make 2 copies of it as well as emailing a copy to yourself.
Go into the kitchen and get a yellow interoffice mail envelope. Put the ORIGINAL invoice inside and address it to:
Accounts Payable
Eagle Village
Suite 480
Take it downstairs to access services. On the wall there is a tray for interoffice mail, put it there.
The copy you emailed yourself you will email to invoices@mail.umw.edu with text something like this:
SUBJECT: YBP Invoice(s) #______
TEXT: Good morning/afternoon,
Please see Yankee Book Peddler invoice(s) ______ for payment. Originals en route via inner office mail.
(Your Name)
We used to be required to only email AP a copy of the invoice. Due to some missed payments, we send them the originals via inner office mail. Although we are not required to email them, it’s a good habit. If they ever miss a payment again, and you’ll know because YBP will contact you, forward the email you sent them which gives them an electronic copy as well as stating the original will be delivered soon and ask, ‘When was this check cut?’
With the two copies of the invoice, one you keep for yourself in your GOBI folder for that fiscal year and one will go into the hanging file cabinet.
Before filing those, remember to look up the invoice in Alma and mark it as paid. The payment identifier is the Y########. Write on the copy for the filing cabinet: Entered in Alma (Initials) Paid (date).
There is no need to create a confirming order on eVA for each invoice as it is covered by the blanket order.
