Overview:
Vendors should email the initial invoice to accounting@matsuk12.us. If they can’t email, they can mail it to: Accounting Dept MSBSD 501 N Gulkana St, Palmer, AK 99645. If the receipt is not sent directly to the Accounting Department, it should be forwarded either through in-district mail, or a quality copy can be scanned and emailed to accounting@matsuk12.us.
Scanned copies should:
- Include all pages of the invoice.
- Be easily readable including the line details, totals, remit addresses and any other fine print. (Purchasing Manual, Reconciling a purchase 4.8, page 18.)
Invoices attached to POs are not pulled for payment. Only invoices sent to the accounting department are entered to be paid.
After the Accounting Department has entered your invoice into the ERP system (Munis), you can review and approve. Invoices paid on blanket POs will not be paid until they have gone through electronic workflow.
To Review & Approve:
Open your Approval Card in Munis.
When the approval window opens, select the dropdown “All Process Codes” and select “API”. Select the first invoice. You can approve directly from this screen, or review the invoice further (recommended). Click on the arrow in the top right corner to review the invoice.
Invoice Entry Screen
Review the following Information shown in the image below:
- PO # and vendor number
- Copy of invoice
- Invoice number and gross (amount to be paid)
- Account code – pulled directly from the PO. Accounting can’t change this number. If this is incorrect, a PO change order is required.
- Approve or Reject
- Click the arrow to move to your next approval.
If you have further issues not identified above then click the Request Service button below to work with a technician. Choose "MUNIS" in the Other Software dropdown.
Request Service: Other Software Issues