Recently 300+ court staff attended the HR Forum sponsored by the NCBC. It is important that any JIFMS payments sent to NCBC for registration costs reference the court and attendee so we can easily reconcile the payments. Can you imagine how tricky this can be when you receive 300 payments each for the same amount and not all of them provide the necessary details to apply the payments against the appropriate outstanding invoices?
There is an easy solution. Payments processed in JIFMS should always include an invoice number (if applicable) or other identifying information. A JIFMS job aid - How to Create a General Payment Voucher – describes how the invoice number field and the Comments to Print field can both be used together to assist vendors with identifying your specific payment as being from your court. Some courts reference their full invoice or purchase order number i.e., KYEBCLERK19-0006, while other courts will include the attendee names in the optional comments to print field i.e., Smith-Thompson. Any details you provide within the 55 character limit will greatly assist all vendors—not just the NCBC—to quickly identify and apply your payments.
For more details reference the JIFMS job aid http://training.sdso.ao.dcn/trainingmaterials/AdtlTr/JIFMS/Court_Users/Accounts_Payable/Create_a_General_Payment_Voucher_Job_Aid.pdf or see detailed explanation on page 30 of the JIFMS Accounts Payable Guide.
Save yourself time and research by including all pertinent information during the payment process.