statewide financial system program 1 ap 210 advanced voucher processing ap 210 advanced voucher...
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Statewide Financial System Program1
AP 210 AP 210 Advanced Voucher Processing Advanced Voucher Processing
AP 210 AP 210 Advanced Voucher Processing Advanced Voucher Processing
Welcome
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Refrain from side conversations
Obey building safety rules and regulations
Silence cell phones, PDAs, refrain from checking email
Ask Questions
Take breaks as needed
Ground Rules
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Learning Objectives
After completing this course you should be able to:
Define key SFS Accounts Payable (AP) terms and concepts.
Enter prepaid and journal vouchers.
Explain and resolve budget exceptions.
Explain and resolve match exceptions.
Process Inter- / Intra-Agency payments.
Inquire upon vouchers.
Explain the scope of SFS AP training.
Locate additional training materials, job aids, and other useful information.
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Training Methodology
Training Steps
Tell Me – Facts, Concepts, Terms, Definitions Show Me – Relevant Demonstrations of Process Steps Let Me – Hands-on practice in User Productivity Kit (UPK) and
Live Environment Help Me – Facilitator Support
Training Materials
Course Presentation UPK Simulations Training Exercises and Data Sheets User Guide and Job Aids
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Training Methodology
Notes on Today’s Training
Training content has been developed over a period of time, concurrently with the development of SFS.
The data used throughout the training is meant to simulate as close to a realistic experience as possible however this data is not to be used outside of the training environment.
In the instances where data, SFS screens, or functionality has changed, this will be communicated during training.
As trainers, you are encouraged to customize training to meet the needs of your agency, especially if you have unique business processes. Remember that these may come over time!
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Agenda
SFS AP Terms and Concepts
Entering Prepaid and Journal Vouchers
Resolving Budget Exceptions
Resolving Match Exceptions
Processing Inter- / Intra-Agency Payments
Inquiring upon Vouchers
SFS AP Learning Path and Resources
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In this lesson, you should learn:
Key SFS AP terms and concepts.
Key SFS process changes.
Key SFS AP ChartField overview.
SFS AP Terms and Concepts
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SFS AP Terms and Concepts
Term / Concept Definition
Purchase Orders A legally binding document authorizing shipment of a product or service to a customer from a supplier or vendor at a specified price and terms.
Vouchers Records that are created for the processing of vendor invoices, adjustments, or any item that must be paid.
Journal Voucher In SFS, the AP transaction used to correct the accounting of a voucher that has already been posted and paid instead of an entry directly into the GL.
Budget Checking and Budget Check Exceptions
Automated process to check the voucher amount against the budget to ensure funds are available. Exceptions must be resolved in order for the voucher to continue through the system.
Key Terms and Concepts
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SFS AP Terms and Concepts
Term / Concept Definition
Matching and Matching Exceptions
Automated process to compare voucher information to the purchase order, receipt, and inspection (where applicable).
Exceptions must be resolved in order for the voucher to continue through the system.
Inquiry SFS has numerous inquiry pages and available reports that enable you to access voucher, payment and vendor information.
Pay Cycle The process of generating checks or electronic payments (e.g., EFT, ACH, wire transfers) issued to a vendor to pay a voucher.
Key Terms and Concepts (Continued)
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Process Changes – Voucher Entry (1 of 3)
Old Process New Process
There is no integration between Purchasing and Accounts Payable in CAS.
In the SFS, PO data can be copied into a voucher, automating much of the voucher entry process.
There can be multiple payees and invoices on a single voucher.
In the SFS, there is a one to one relationship between the vendor and voucher and between a vendor’s invoice and a voucher.
Agencies had multiple originating agency codes. Each agency code had a contact number on the remittance advice.
Only one contact number is allowed for each AP business unit on the remittance advice.
SFS AP Terms and Concepts
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Process Changes – Voucher Entry (2 of 3)
Old Process New Process
Invoice review and matching for payment is currently performed manually.
Matching is automated in the SFS.
Some agencies reconcile specific expense object codes in preparation for entry of the voucher to pay the credit card invoice. Payments are delayed until the credit card invoice has been fully reconciled.
Payment to the credit card provider is expedited by using clearing accounts. The reconciliation is separate and after the payment.
SFS AP Terms and Concepts
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Process Changes – Voucher Entry (3 of 3)
Old Process New Process
Some agencies pay credit card invoices by the due date and reclass the expenses to the proper funding stream and accounts at a later time via journal entry.
Agencies will continue to pay credit card invoices by the due date. Agencies expense procurement card and travel card transactions when they are reconciled in the purchasing or travel and expense modules. Offsetting entries to the clearing accounts are generated by SFS.
Agencies made corrections to voucher distribution information in CAS affecting one or multiple payments.
Agencies make corrections to vouchers ChartField distribution individually in source module, i.e. AP. using a journal voucher.
SFS AP Terms and Concepts
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Old Process New Process
Agency Business Unit – The field in SFS that identifies the Agency.
Matching Manual Process Matching – Automated process to compare voucher information to the purchase order/receipt to ensure that the quantity/amount matches and is within tolerance.
Warrants & Direct Deposit Payment Processing or Pay Cycle – checks or electronic payments (e.g., EFT, ACH, wire transfers) issued to a vendor to pay a voucher.
FEIN – Federal Employer Identification Number
Vendor ID – Vendor Number is a unique identifier in the vendor file. It cannot be the Federal ID Number.
Object Code Account – A required ChartField used to identify General Ledger coding for expenses.
Journal Voucher In SFS, the transaction used to correct the accounting of a voucher that has already been posted and paid.
SFS AP Terms and Concepts
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SFS AP Terms and Concepts
At the transactional level, the SFS Chart of Accounts is comprised of two elements:
General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.
ChartFields – Codes used to categorize financial and budget transactions.
• Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code).
• Agency-specific ChartFields include Operating Unit and Product.
The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.
More details about the SFS Chart of Accounts may be obtained at:
http://www.sfs.ny.gov/programElements/coaMaterials.htm
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SFS AP Terms and Concepts
What types of vouchers are in SFS?
Regular Voucher – Used for entering both non-PO vouchers and PO related vouchers.
Adjustment Voucher – Used for entering credit or debit memos, or for relating one voucher to another. Also used for refund of appropriations.
Journal Voucher – Used for correcting accounting entries on a posted or paid voucher.
Prepaid Voucher – Used for entering prepayments (down payments, progress payments, or deposits).
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Introducing SFS Vouchers
What types of vouchers are in SFS? (Continued)
Single Payment Voucher – Used for entering a voucher for a one-time vendor without having to record the vendor information in the Vendor file.
Template Voucher – Used for creating a template for generating regular vouchers with similar information.
Note: None of the AP voucher types are to be used for employee reimbursement. Employee reimbursement is managed in the SFS Travel and Expenses module.
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Entering and Maintaining Vouchers
In this lesson, you should learn:
Where does entering vouchers fit in the voucher lifecycle?
How to enter prepaid vouchers and journal vouchers.
How to mark vouchers for closure.
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Entering and Maintaining Vouchers
The basic steps of the voucher lifecycle are depicted below. The voucher entry process is highlighted.
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Transactions
Entering prepaid vouchers
Entering journal vouchers
Marking agency vouchers for closure
Entering and Maintaining Vouchers
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Learning Exercise
Entering a prepaid voucher
Your agency must pay the monthly procurement card bill from the credit card provider. To do so, you have been instructed to create a prepaid voucher.
15 min
Note: Please refer to your training scenario handouts for a data sheet for this
exercise. The job aid provides step-by-step instructions for completing the activity. The data sheet provides each participant with their own unique set of
data to use for the activity.
You must enter a prepaid voucher.
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What if I receive a warning message when attempting to complete my exercise?
You may receive the following warning message when attempting to save your voucher:
This is an example of an SFS “warning” message indicating that the validation of the fields cannot occur within the training environment.
Clicking “OK” will save your exercise.
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Resolving Budget Exceptions
In this lesson, you should learn:
What are budget exceptions?
How to view and resolve budget check exceptions.
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What are Budget Exceptions?
Sometimes, transactions fail the budget checking process or cause the budget checking process to issue a warning.
These transactions are marked as exceptions by the budget check process.
The budget exceptions must be resolved for the voucher to continue in the voucher lifecycle.
Resolving Budget Exceptions
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Resolving Budget Exceptions
Transactions
Viewing budget check exceptions
Resolving budget check exceptions
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Resolving Match Exceptions
In this lesson, you should learn
What are match exceptions?
How to view and resolve match exceptions.
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What are Match Exceptions?
SFS compares the amount on a purchase order against the amount on a related voucher to see if the prices are within set price tolerances, and whether the purchase order, receipt and inspection match to the voucher (as applicable).
A match exception occurs when the system finds a discrepancy.
Match exceptions must be resolved or overridden (Match Exception Processor only) for the voucher to continue in the voucher lifecycle.
Resolving Match Exceptions
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Transactions
Viewing match exceptions
Resolving match exceptions
Resolving match exceptions due to missing receipt
Resolving Match Exceptions
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Viewing match exceptions
You received an email from your supervisor inquiring on any match exceptions that exist with current vouchers. You must run search for any voucher match exceptions and provide your supervisor with the requested information.
10 min
Learning Exercise
Note: Please refer to your exercise sheet handouts which contain the data you
need to complete this activity. The job aid can be used to assist you.
You must search for and view match exceptions.
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Managing Inter- / Intra-Agency Payments
In this lesson, you should learn:
How to process Inter- and Intra-Agency payments.
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Transactions
Processing Inter- and Intra-Agency payments
Managing Inter- / Intra-Agency Payments
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In this lesson, you should learn:
How to inquire on voucher entry information.
Inquiring Upon Vouchers
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Transactions
Locating documents from a voucher ID
Reviewing posted accounting entries (GL journal inquiries)
Reviewing voucher aging (current vendor balances)
Reviewing scheduled payment information
Reviewing scheduled payments on hold
Inquiring upon payments
Inquiring Upon Vouchers
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In this lesson, you should learn:
The SFS Accounts Payable training structure.
Where to find training materials and resources.
SFS AP Learning Path and Resources
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SFS AP Learning Path and Resources
SFS AP Training Structure
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SFS AP Learning Path and Resources
Training Materials Location and Class Preparation
Location
ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=123&Itemid=667
All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127&Itemid=662
Job Aids and Reference Materials
http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=124&Itemid=668
Training Toolkit http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=116&Itemid=657
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Summary
Having completed this course, you should now be able to:
Define key SFS Accounts Payable (AP) terms and concepts.
Enter prepaid and journal vouchers.
Explain and resolve budget exceptions.
Explain and resolve match exceptions.
Process Inter- / Intra-Agency payments.
Inquire upon vouchers.
Explain the scope of SFS AP training.
Locate additional training materials, job aids, and other useful information.
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Thank you for your participation!
Conclusion
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Slides for Agency Use (Arial, Font 36)
Agency specific Heading (Arial font 24)
Topic 1. (Arial Font 20)
Topic 2.
Topic 3.
Topic 4.
Topic 5.
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Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines)
In this lesson you should learn: (Arial font 24)
Topic 1. (Arial Font 20)
Topic 2.
Topic 3.
Topic 4.
Topic 5.
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Slides for Agency Use (Type Topic here)
Term / Concept Definition
Term / Concept name (Arial Font 18)
Definition of Term / Concept (Arial Font 16)
Agency Specific Key Terms and Concepts (Arial Font 24)
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