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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