Purchasing
An auxiliary is a revenue-generating business-type activity that supports the mission of the institution and provides essential services to the campus community. These are departments that generate revenue by providing goods and services to customers that support the overall mission of the university. Customers can be either internal FSU departments or external to the university.
An auxiliary requisition is a formal request to establish an auxiliary purchase order. Once an auxiliary requisition is fully approved, it becomes an auxiliary purchase order.
Yes. Selling auxiliaries at the university utilizing billing in OMNI Financials require an auxiliary purchase order to bill a buying department.
Auxiliary purchase orders are intended to be established for one fiscal year and should close on June 30 of each year; however, there are a few exceptions for auxiliary purchase orders associated with housing, construction, or sponsored projects with approved project end dates.
To determine how much to establish on an auxiliary purchase order, departments should review prior year actual expenditures and adjust for any anticipated charges. Please refer to OMNI Financials query FSU_DPT_AUX_INT_PO_EXP_SUM to review spending for the prior year.
Yes. Buying departments must have sufficient budget and encumbrance balances in place before charges can be billed by a selling auxiliary. Otherwise, charges will be unable to be processed for payment.
Yes. To change the funding source on an auxiliary purchase order, departments should submit the Auxiliary Purchase Order Change Form located on the Controller’s Office Forms page under Auxiliary Services Forms > Forms for Buying Departments.
Billing
Auxiliary charges for internal buying departments are invoiced during the monthly Auxiliary Billing Cycle. Once invoiced, expenses are recorded and the auxiliary purchase order encumbrance is reduced.
Invoices are emailed from OMNI Financials to the Budget Manager of the buying department. The sender is SPRDFI@admin.fsu.edu. Budget managers should add this address to their safe senders list.
To reconcile auxiliary billing charges, refer to OMNI FI query FSU_DPT_AUX_INVOICE_REVIEW to review invoice details, amounts, auxiliary purchase order and voucher information. Charges should be reconciled regularly, and if something does not look right, the department should follow up with the selling auxiliary.
Two entries are generated when an auxiliary invoice for an internal customer is processed through accounts payable. When the voucher is created, an expense account is debited and accounts payable is credited. When the voucher is paid, accounts payable is debited and cash is credited.
If the error is due to the selling auxiliary billing the wrong amount or customer, contact the selling auxiliary to request a credit or adjusted invoice.
If the error was caused by the incorrect auxiliary purchase order being provided when the good or service was requested, the buying department should submit a Departmental Online Journal Entry (DOL) to correct the accounting on the department’s ledger. If additional charges are anticipated on the auxiliary purchase order, the department should also inform the selling auxiliary and submit an Auxiliary Purchase Order Change Form to ensure future charges are billed correctly.
Customers
To review a list of auxiliary customers, refer to OMNI Financials query FSU_CTRL_AUX_CUST. The customer ID will be needed to create a bill for the customer in OMNI Financials. Note: The query includes active and inactive customers, so please make sure to only bill active customers.
Auxiliary customers fall into three types:
- Internal = FSU department (6-digit department ID)
- External = Any customer that is not an FSU department
- Component Unit = FSU Direct Support Organization (DSO), such as the FSU Foundation, FSU Research Foundation, or Seminole Boosters
To locate the internal customer ID for an FSU department, refer to OMNI Financials query FSU_CTRL_AUX_CUST. The internal customer ID appears in the Name 2 field.
Departments should complete the Customer Add/Update Form located on the Controller’s Office Forms page under Auxiliary Services Forms > Forms for Selling Auxiliaries.
Invoices are typically assigned to Contact Sequence 1 (the primary contact) by default. To send an invoice to a different contact, the user must manually select the contact when creating the bill. If the correct contact is not available to choose from, departments should submit the Customer Add/Update Form located on the Controller’s Office Forms page under Auxiliary Services Forms > Forms for Selling Auxiliaries before creating the bill.
A contact sequence is the primary contact on a customer’s account who is responsible for payment. They will typically receive invoices, statements, or other communications concerning the account. For internal departments at the university, the primary contact will always be the buying department’s Budget Manager.
Purchasing
To locate a supplier ID, refer to OMNI Financials query FSU_AUX_VENDOR_INFO.
To review auxiliary purchase orders available for charging to a specific supplier, refer to OMNI Financials query FSU_AUX_PO_DTL.
Buying departments should be directed to the Auxiliary Requisitions section of the Controller’s Office Training page under Auxiliary Services Training Materials > Resources for Buying Departments, or have them reach out to Auxiliary Services at CTL-AuxiliaryAccounting@fsu.edu.
Selling auxiliaries can submit outstanding charges to Auxiliary Services using the Auxiliary Pending Charge Template located on the Controller’s Office Forms page under Auxiliary Services Forms > Forms for Selling Auxiliaries. Auxiliary Services will work with the buying department to obtain a valid auxiliary purchase order and in some instances, force a requisition, if needed, to ensure payment.
No. A purchase order is only required for invoicing external customers if it is provided by the customer and required to remit payment.
Billing
To locate a bill source ID, refer to OMNI Financials query FSU_AUX_BILL_SOURCE_INFO.
To locate a bill specialist ID, refer to OMNI Financials query FSU_AUX_BILL_SPECIALIST.
Internal bills are created when charging another FSU department and require an auxiliary purchase order. These charges are only invoiced during the monthly Auxiliary Billing Cycle performed by the Controller’s Office. External bills are created when billing any customer that is not an FSU department. A purchase order may be required if the customer requires one to remit payment, and these bills can be invoiced by the selling auxiliary at any point in the month or picked up during the monthly Auxiliary Billing Cycle.
To review bills that have been created but not invoiced, refer to OMNI Financials query FSU_AUX_BILL_NOT_INV.
- QUO (Quote) = A bill that has been created as an estimate or quote only.
- CAN (Cancelled) = A bill that has been cancelled. Note: Cancelled bills can be reopened.
- NEW = A new bill that has been created. Until invoiced, this bill can be changed.
- HLD (Hold) = A bill that has an issue which prevents it from being processed.
- RDY (Ready) = A bill that is ready to be invoiced. Until invoiced, this bill can be changed.
- INV (Invoiced) = A bill that has been invoiced and cannot be changed.
Invoices and monthly statements are emailed from SPRDFI@admin.fsu.edu. Customers should add this address to their safe senders list.
To review bills that have been invoiced, refer to OMNI Financials query FSU_AUX_BILL_INV_RVW.
Selling auxiliary errors should be corrected using a credit or rebill, and buying department errors should be corrected through a Departmental Online Journal Entry.
If the error is due to the selling auxiliary billing the wrong amount or customer, the selling auxiliary should issue a credit invoice or credit and rebill invoice as appropriate. In addition, to avoid any confusion, communicating with the customer is always best practice.
If the error was caused by the buying department providing an auxiliary purchase order with incorrect information, the buying department should submit a Departmental Online Journal Entry (DOL) to correct the accounting on the department’s ledger. If additional charges are anticipated on the auxiliary purchase order, the buying department should also inform the selling auxiliary and submit an Auxiliary Purchase Order Change Form to ensure future charges are billed correctly.
Two entries are generated when an auxiliary bill is invoiced and paid in OMNI Financials. When the invoice is created, accounts receivable is debited and revenue is credited. When the invoice is paid, cash is debited and accounts receivable is credited.
Accounts Receivable and Collections
To monitor outstanding receivables, refer to OMNI Financials query FSU_AUX_AGING_BY_DPT_ASOFDT, which provides aging detail by department and auxiliary customer.
Yes. There are two ways for selling auxiliaries to view an auxiliary customer’s full account activity, including open and paid invoices and payments.
- FSU_AUX_CUST_HIST – This OMNI Financials query provides detailed auxiliary customer account activity, such as invoices, credits and payments. There are various entry types you may encounter using the auxiliary customer history query, which include: AXPY = Payments, AXIN = Invoices, AXCR = Credit invoices and AXMT = Maintenance performed by the Controller's Office.
- Collections Workbench – Collections Workbench is an intuitive way to review everything related to an auxiliary customer on their customer record within the accounts receivable module. To access Collections Workbench, navigate to OMNI FI > Auxiliary AR & Billing > Accounts Receivable > Collections Workbench.
PDF statements are sent from OMNI Financials to auxiliary customers around the first of the month, if they have balances owed to the university.
Auxiliary Services performs collection outreach, referred to as dunning, for customers with receivables that are past due more than 45 days. Dunning efforts occur throughout the month.
Customers who remain past due will continue to be contacted through dunning and ongoing outreach, and these accounts may be escalated to management. Selling auxiliaries, who are responsible for providing goods and services and maintaining the relationship with the auxiliary customer, should work collectively with Auxiliary Services to collect on past due accounts. Should a receivable remain outstanding after two fiscal years, it may be eligible for write-off with the Budget Manager and university leadership approval. Write-offs record bad debt expense to the selling auxiliary’s departmental ledger, so sufficient budget must be available.
An open payment occurs when a payment is received but cannot be applied to an invoice, such as when payment is received before an invoice is created or the remittance detail is unclear. The payment is placed on the customer’s account, and Auxiliary Services works with the selling auxiliary and auxiliary customer to resolve.
Open payments are typically resolved in one of three ways:
- Applied to an invoice once the selling auxiliary creates one
- Refunded, if it is identified as a duplicate payment on an invoice
- Applied to open invoice(s), only if instructed by the auxiliary customer
Auxiliary customers can remit payment using any of the following methods:
- Check payment: Auxiliary customers should remit physical payments directly to the address shown on the invoice: Florida State University Auxiliary Accounts Receivable, P.O. Box 3062397, Tallahassee, FL 32306-2397. Payments can also be delivered to the 24-hour drop box located outside the Office of Student Finance (A1500 University Center). Include a copy of the invoice or reference the invoice number beginning with “AUX” on the remittance advice.
- Credit Card Payments: Credit card payments can only be made online and cannot be taken over the phone. Auxiliary customers who wish to make payment via credit card should visit the Auxiliary Services eMarket site. Service fees for domestic and international charges will be assessed to the cardholder.
- ACH or wire payment: Auxiliary customers who wish to remit payment electronically via ACH or wire should contact the Cash Management & Banking team by emailing CTL-CustomerPMT@fsu.edu.
Updated - 10/22/2026
