You are on page 1of 15

Use Sparingly!!!!!

Ethel Gallares, Assistant Systems Accountant


Elana Schwartz, EBS Training and Development Officer

City

Guidelines
The Processes
Yes, its a two
part processtherefore,
processes!!
Dos and Dont

Request

Recovery

If a contract requires that the City make a payment for goods


or services prior to receiving the goods or service then it is
a down payment. This is a negotiated condition that has to
be agreed to by the City and the vendor.

In general, City policy is to pay for goods and services


only after receipt.
An invoice requesting pre-payment does not
necessarily indicate that a negotiated contract condition
exists.

No expense
or liability is
posted in the
general
ledger

Cannot be
coded to a
WBS element

Must include
terms
authorizing
advances

Bureau
Completes
Transaction
F-47

Operational
Accounting
Completes
Transaction
F-110

MIGO

MIRO
Bureau Processes

E-mail
Inbox,
SAP AP
Cancel

Operational
Accounting
Processes

Goods Receipt (MIGO)


(MIRO)
Partial Down Payment clearing (F-54)
Vendor overpayment refund posting (FB01)
Final Down Payment clearing using vendor overpayment
refund doc (F-54)
Payment run to clear PO invoice and down payment clearing
documents (F110)

A down payment can only be done with a


contract authorizing down payment terms.
When Posting Invoice (MIRO)Enter with D to
prevent payment prior to clearing with down
payment
Make sure to send an e-mail to Operational
Accounting, Inbox, SAP AP Cancel when youve
completed your MIRO to complete the recovery
process.
Provide accurate and legible invoice and/or
expense report as attachment (memo is not
sufficient)

Down Payment requests cannot be


processed against DPOs coded to a
WBS element.
Do not pay an advance without a
contract with negotiated terms.

Do not do goods receiving (GR) unless


appropriate documentation has been
received to support cost recovery.
MIRO should immediately follow GR but
note that clearing will not be completed
unless the recovery is supported with
actual invoice or expense report.