agency (bu) approver training state of indiana instructor: brian woods
TRANSCRIPT
Agency (BU) Approver Training
State of Indiana
Instructor: Brian Woods
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Agenda
• AP – Voucher Approvals• GL – Journal Entry Approval• AM – All approval types• AR – Accounting entry completion
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Accounts Payable
• AP Managers will:– Approve
• Audit voucher to ensure accuracy• Moves voucher to AOS for approval
– Deny• Send back to originator to either fix
voucher or close
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Approving/Denying Vouchers
• Originator will initiate the approval process• Agency Approver will use Worklist to approve/deny
vouchers• Vouchers requiring Agency approval are:
– Individual vouchers
– Control group vouchers• Voucher created by voucher build process
– High volume payments
– SDO – pay cycle vouchers
• All vouchers including SDO Reimbursement Vouchers require AOS approval– Exception – SDO vouchers
• If Denied, notify the originator of the denial
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InterUnit Approval
• For InterUnit vouchers, all Business Units must approve the vouchers– There is a custom approval page for MultiUnit Voucher
• The Originating Business Unit will start the approval process
• All Business Units attached to the voucher will approve their distributions
• InterUnit Voucher Approval– Approval Worklist item– Searching within Voucher Approval page
• Page requires GL Business Unit
• GL BU = Your business unit
• Business Unit = Originating business unit
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What Should Approvers Look For?
• Approvers will verify the following information before approving the voucher:– PO and Receipt fields are populated
– Chartfield values are correct
– Dollar amount is correct
– Invoice Date
– Voucher line description is populated
– Vendor information along with the Remit to address is correct
– Valid Budget Status
• If any of these items are not correct, the approver will deny the voucher– The originator must be notified of the denial
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Transmittal Form
• Agencies are required to attach a Transmittal Form for every Voucher– Control Group and High Volume only require one per
batch
• Agencies must decide which user role will print the form– User who clicks the Print Form button on the
approval page must print the transmittal form
• Forms can be printed using Process Monitor or Report Manager
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Packeting Process
• Once vouchers have been approved by the Agency; the agency will “Packet” the invoices to be sent to AOS for payment processing– Print a transmittal form for each voucher to be
submitted and staple it to the original invoice– Make a copy of the voucher packet items
• (SBOA required)
– Send the voucher packet to AOS for processing• AOS will only send back the items that are denied
– Exceptions: Control Group and High Volume
– These will be sent back as a group
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AOS Process
• Receives the packets and assigns to auditors by packet type
• Auditor audits each document verifying the data entry
• If a voucher is to be denied, AOS will notify the manager and send back the original documents to the business unit
• If approved, approval process is completed
• Voucher will be paid based upon Pay Terms and invoice date
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Demo
New Approval Page
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General Ledger
• GL Financial Controllers will:– Approve
• Audit journal entry to ensure accuracy• Potentially moves journal entry to AOS for
approval
– Recycle• Send back to originator to either fix journal entry
or delete entry
– Deny• This process will not be used at the State
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Approval Process
• After the journal has passed the edit and budget check processes, the journal will be submitted for approval.
• The Financial Controller of each agency will approve all journal entries
• Entries may be sent to AOS for approval– These entries depend on the type of journal and the
chartfield combinations.• Changes in Account/Fund/Program/Bud Ref
• The journal will not be posted until the last approver has approved the entry.
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Demo
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Asset Management
• Financial Asset Manager (FAM) will:– Approve
• Audit asset entry to ensure accuracy• AOS Approval
– Approves all transactions over $19,999.99 except retirements
– Deny• Email notification will be sent automatically to AM
entry user– Comments box displayed after Deny is checked
– Comments must be included as to why the Asset is denied.
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Asset Management
• Types of Approvals– Basic Add– Asset Transfer– Retirement/Reinstatement– Disposal Worksheet
• Type of Assets not requiring approval– Assets created from Interfacing Receipts/Vouchers– Changes to Physical attributes such as:
• Location
• Custodian
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Asset Approvals
• All assets over $19,999.99 require AOS approval except Retirements– Asset approval will show how many levels of approval
required
• Basic Add– After all approvals, Capitalization process will run in the
background capitalizing the asset
• Asset Transfers/Adjust– Includes:
• Additions• Adjustments• InterUnit – All BU’s must approve this entry• Recategorization• Transfers
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Asset Approvals cont’d…
• Retirement/Reinstatement– AOS only approves Reinstatements over $19,999.99– If Denied, entry person must either Reinstate or
Retire the asset• Status not updated automatically
• Disposal Worksheet– Entire worksheet must be approved or denied
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Demo
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AR Approvals
• AR Entry will use the Notify to send email to Approver
• AR Approver can not create, modify or delete entries from Direct Journals
• Approval not possible until TOS approval• Approvers will:
– Verify all accounting information (chartfields) and amounts are correct
– Select the Complete checkbox and Save– If an error occurs, notify entry staff. “Error” will remain after
entry correction until approval saved again.
• There isn’t any InterUnit approval– Originating BU will approve all entries– Communication is key
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Demo
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What Questions Do You Have???
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