Accounting with the
San Antonio Food Bank
1
Payment Types
Checks
1. Mailed to San Antonio Food Bank with account
number on payment.
2. Dropped off with Front Desk.
Credit Card
1. Dropped off with Front Desk.
2. On phone with Staff Accountant.
We are not able to receive payments in cash or via
online payment at this time.
2
Checks
• What to Include:
1. Invoice Number: (AO-100001-1)
2. Agency Account Number: BX0001
• What if I am paying for multiple accounts/invoices:
1. Include each Invoice numbers you want to make payment on
2. Include each Agency Account numbers you want to make
payment on
3. Include totals for each invoice
NOTE: If checks do NOT have specifications on invoice number
we will apply payment to the oldest invoice.
3
EXAMPLE: Agency Statement
(1)
(3)
--------------------------------------------------------
(2)
(4)
(5)
4
Agency Statement
1. Receive once a month, for previous month
2. Balance Forward: Previous balance before
statement date
3. Return top portion of agency statement with
payment and include amount being paid
4. If balance has a (-) in front of amount, you have
a credit and no payment is necessary
5. Financial Hold (slide 6)
5
Financial Hold
• The Accounting Department at the San Antonio
Food Bank reviews each agency account 15th day of
each month.
• Outstanding balances more than 60 days from
invoice date will cause an account to go on HOLD.
• Receive email from Compliance & Capability
Department. Access to inventory is prohibited until
old invoices are paid.
Note: If agency has credit we will apply that
credit to the oldest outstanding invoice.
6
Incorrect Invoices
WHAT CAUSES INCORRECT INVOICE?
1. Received incorrect items
2. Charged incorrectly
WHAT TO DO?
Notify ASAP (within 24 hours) and SAFB staff will
submit credit or return as needed.
*Process can take 7-10 business days.
7
Credit Memos
• Order Clerk researches account; submits
Step 1 documentation to Director of Partner Services.
• Director of Partner Services processes credit
Step 2 memo; gives to Staff Accountant.
• Staff Accountant applies credit memo to
Step 3 account.
*Process can take 7-10 business days.
8
Important Numbers
• Megan Janzen- (210) 431-8462
Compliance and Capability Manager - Billing
information (incorrect address, person of
contact, etc.)
• Aja Leija - (210) 431-8465
Order Clerk - Incorrect Invoices/Agency Credits
• Callie Byerly- (210) 431-8316
Agency Payments - Account Detail Information
9