MUNIS 101

How Much Do I Have & Where Is It?�Account Central

• Account Central – This is a listing of all of your accounts whether active or not and whether they have a budget or not. It also shows the revised budget, actual expenditures, encumbrances and requisitions and available funds.
• You can download this into Excel and sort it or delete anything you do not wish to see. This page is dynamic so it will change as you input activity ( budget transfers, pay invoices, enter requisitions, etc)
• From Account Central, you can go further into Account Inquiry to see the details of your revised budget, actual expenditures, encumbrances and requisitions.

How Much Do I Have & Where Is It?�Account Inquiry

• Account Inquiry – This is a detailed view of an individual account. From here, you can see the details of your original budget, budget transfers, actual invoices, encumbrances and payments of purchase orders as well as change orders.
• Account inquiry is a valuable tool to see what you have spent your school/department budget on. It is a useful tool in building the budget for the next school year.

What Can I Spend My Money On?�Account Structure – State Function

• The state function code is the 6^th spot in the account structure.
• 50-6030-2-020-020-61100-01001-0000000
• 61100 – Classroom Instruction – This function should be used if purchasing anything for the classroom other than technology purchases to include student materials, classroom furniture, student incentives, etc.
• 61310 & 61410 – Office – This function should be used if purchasing anything for the office other than technology purchases to include office supplies, office furniture, etc.
• 68xxx – Technology Instruction – This function should be used if purchasing anything technology related such as printers, laptops, monitors, wireless keyboards, USB drives, etc.

What Can I Spend My Money On?�Account Structure – Object Code�

• Object Code – This is the second spot in the account number. It is also referred to as the account number, or general ledger code. The most commonly used object codes are as follows:
• 4000 – Internal Services – used to pay any internal invoices to the print shop, graphics, transportation or food services.
• 5500 – Travel – used to pay for mileage reimbursement or to pay an employee for expenses incurred on HCS approved travel.
• 6000 – Materials and Supplies – Used for office supplies/furniture or for classroom materials that ARE NOT used by students for instruction.

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What Can I Spend My Money On?�Account Structure – Object Code

• 6002 – Food Cost – used to pay for food that is for consumption.
• 6030 – Instructional Materials – used to pay for items in a classroom that are used by teachers to instruct or items that are used by students.
• 6050- Other Expenses – used to pay for technology equipment under $2500 such as printers, monitors, wireless keyboards. Anything that is wireless/USB enabled should be charged here.

How Do I Spend My Money? �Requisitions

• Requisition – A requisition must be entered into MUNIS for anything other than travel and mileage reimbursements, conference registrations, hotel/airline invoices, dues/memberships, etc.
• Dept with R is used for things that must go through procurement such as HCS/state contracts, sole source, leases, emergencies, and spending over $5K with a vendor in a fiscal year.
• Dept with a D is used for spending under $5K with a vendor in a fiscal year.
• Requisitions go through an approval process and are converted into a Purchase Order. Once you have an approved purchase order, you may move forward with your order.

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Requisition Status

• To find the status of your requisition, go to Requisitions in MUNIS. Select “Advanced Search” and then select “Search”. MUNIS will return only what you have access to see. The statuses are as follows:
• Created – You have started entering the req but don’t yet have a cost string input.
• Allocated – You have entered the cost string.
• Released – Your requisition has entered the workflow approval process.
• Converted – Your requisition has been approved and is now a PO (you will see a PO number).
• Rejected – Your requisition has been rejected and has been returned to you for corrections.

Requisition Status – Continued

• If your requisition has been rejected, you will receive an email with the rejection reason noted in the email.
• You may also go to “Requisitions” and do an “Advanced Search” and “Search”. Find the requisition you are looking for and click on the blue link which is the requisition number. On the toolbar, go to “Actions/Approvers”. If your requisition is approved, it will have a “thumbs up” beside it and if rejected, it will have a “thumbs down” beside it. You can then go to “Step Details” to see the reason for the rejection. An “open circle” beside the approver means a decision has not yet been made by that person.

Requisitions – Miscellaneous

• Contracts such as Amazon, ODP, The Supply Room, etc. DO NOT REQUIRE other quotes. Just include a quote from the selected vendor or if doing an open purchase order, no other attachments are required.
• Your quote must match the requisition amount.
• If using a contract, the contract number must be on purchase order header description (ie Amazon R/TC 17006)
• You can only have 1 general ledger code for each item on the requisition; however you can have multiple items.

Purchase Order Central

• Once your requisition has been approved, it will be converted to a Purchase Order. The converted purchase order can be found in Purchase Order Central.
• If a PO is open for the current fiscal year, it will have a status of “Printed”. If it is open for the prior fiscal year, it will have a status of “Carryforward”. If it is closed, it will have a status of “Closed”.
• Purchase Order Central shows the lines that are currently on the purchase order along with their respective order amounts, payments and balances. You can also view the processed invoices here.
• From Purchase Order Central, you can a get a copy of the Purchase Order as well as copies of invoices and checks against the purchase order.

Payments on Purchase Orders

• Stamp your invoice with your “Red Paid” stamp. The stamp requires the Fund, PO #, Date Received and Initials.
• If there are multiple lines on your PO, please indicate on the stamp how much we are to pay on which line.
• If you are paying an overage on a PO (we allow 10% of $300, whichever is less), please check to make sure you have the funds available in that account, and let us know which account to pay the overage from.
• Please provide the invoice and an extra copy for mailing when submitting to Accounts Payable for payment. The extra copy is not necessary if there is a tear off payment stub.
• Put your stamped invoice along with the extra copy (if applicable) into a pony envelope and return to Accounts Payable.

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Change Orders

• Change orders are done to change a purchase order. A change order can increase, decrease, reallocate money from one line to another, or close a purchase order.
• In order to increase a purchase order, you must have the funds in the line you want to increase. If not, you will either need to do a budget transfer to put money in that account or decrease another line on a PO in order to release the funds you need.
• While the change order is in progress, you will see 2 lines for your PO in Purchase Order Central. Once it has been approved and posted, you will see 1 line again for your PO.
• Once the change order has been approved and posted, you will have an updated copy of the PO in Purchase Order Central showing the new line items/amounts.

How Do I Spend My Money? �Invoice Entry

• Invoice Entry – Invoice entry is used for mileage/travel reimbursements, hotel and airline invoices, conference registrations, and dues/memberships.
• Invoice entries can be for “after the fact” payments.
• Invoice entries should not be done for things that are quotable, meaning that another vendor can provide the same service.
• Invoice entry is also used to process internal invoices for Food and Nutrition Services.

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Invoice Entry Status

• To check on the status of your invoice entry, go to “Invoice Entry” and then select “Browse”). Click “Accept” by the invoice entry you wish to see. Then select “View Batch” and “Accept”. Scroll to the bottom of the page and select “Approvers”. You will be able to see the status of your invoice entry here.
• If your invoice entry is rejected, go to “Invoice Entry” and then “Browse”. Click “Accept” by the invoice entry you wish to see. Then select “View Batch” and “Accept”. Select “Update” from the toolbar and change your status from “Rejected” to “On Hold”. Select “Accept” and then “Release” the batch again into workflow.

Payments on Invoice Entry

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• Make sure to write your Fund and Batch number at the top of your invoice.
• Please provide the invoice and an extra copy for mailing when submitting to Accounts Payable for payment. The extra copy is not necessary if there is a tear off payment stub or if we are reimbursing a employee vendor.
• Put your invoice with the Fund and Batch number along with the extra copy (if applicable) into a pony envelope and return to Accounts Payable.
• Accounts payable will not process a payment to your respected vendor if they do not receive your hard copies of your invoices.

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What If I Don’t Have Enough Money In the Account I Need It In?�Budget Transfers

• Budget transfers can be done to/from the same state function code (ie from a 61 to another 61). A transfer could be done from 61100 to 61410.
• Budget transfers can be done from any state function to a technology function code (ie from 61 to 68). A transfer could be done from 61100 to 68100 or 64400 to 68200.
• Budget transfers cannot be done between 61 and 64, for example. You would need to do a transfer from 61 to 68 and then from 68 to 64. This is a school board requirement.

Budget Transfers – Miscellaneous

• Budget transfers require a comment (reason for the transfer). This comment is on the page where you enter the actual accounts and not the batch header page.
• If you are transferring to a technology account (68xxx state function code), you must be specific as to the reason for the transfer (ie transfer for new monitor). Otherwise, you may be more generic (ie transfer for student supplies).

Where Can I Get Help?

• Finance holds a MUNIS Open Help Session monthly. They are drop in and require no appointment.
• Contact Lisa Deanhofer in Finance at 757-727-2338 to schedule a time to have one on one training.
• Finance website https://finance.Hampton.k12.va.us

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