Open Network Drive

     Open "Data on Phobos" (P:) drive

     Open "Technical Services" folder

     Open "Acquisitions" folder

     Open "Forms" folder

          Vendor list for most common vendors is displayed.  Select the vendor form you want to use.

          If appropriate vendor is not listed, use the "Single Invoice" form and fill in vendor data.

          Each vendor must have their own City of Appleton Single Invoice/Purchase Authorization sheet.

     For easier access:  Drag the folder icon to your toolbar to create a shortcut.     

For Single Invoice Payment

     Fill in current date, vendor, invoice number, and date of invoice on top portion of form.

     On lower portion, fill in the amount of the invoice and use down arrow or enter to accept data.

For Multiple Invoice Payment

     Fill in current date and vendor information.

     On lower portion, fill in the date of the invoice under 'sub ledger' column, invoice amount, and invoice number under      

       'Payment Remarks' column.

     Continue listing dates, amounts, and invoice number for up to ten invoices per vendor.

Print Payment Request Form

     Go to "file" and click on "Print"     

     Choose Printer HP Color LaserJet 2840 PCL 6

     Change the number of copies to be printed to three (3).

     Click on "OK" to print.

     After printing is finished, close the page. Prompts you to 'save your changes' - click on "No".

Prepare Invoices to send to APL Administration

     Photocopy enough copies to make a total of three (3).

     Tri-fold a copy of the invoice to be included with payment to the vendor and staple in the upper right corner of a copy        of the City of Appleton Single Invoice/Purchase Authorization sheet that has been prepared.

     Attach the original invoice to the same sheet stapling near the top left and the center left in the margain.

     Include another copy of the City of Appleton Single Invoice/Purchase Authorization sheet for APL Administration. 

     Pass completed payment forms to other Acquisitions assistant for accuracy and then send on to Administration.

     Staple together a copy of the City of Appleton form and invoices copies in the upper right hand corner. 

     File in vendor order in files.