Statewide Financial System Program 1 AP 205 Voucher Entry and Processing AP 205 Voucher Entry and...

Statewide Financial System Program1

AP 205 AP 205 Voucher Entry and Processing Voucher Entry and Processing

AP 205 AP 205 Voucher Entry and Processing Voucher Entry and Processing

Welcome


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


Learning Objectives

After completing this course you should be able to:

Explain the voucher process and voucher types.

Enter different types of vouchers.

View and inquire upon voucher information.

Resolve combination editing errors.

Explain the scope of SFS AP training.

Locate additional training materials, job aids, and other useful information.


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


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!


Agenda

SFS AP Terms and Concepts

Introducing SFS Vouchers

Entering Vouchers

Viewing and Inquiring Upon Vouchers

Resolving Combination Editing Errors

SFS AP Learning Path and Resources


In this lesson, you should learn:

Key SFS AP terms and concepts.

Key SFS process changes.

Key SFS AP ChartField values.




Key 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.

Combination Editing

The process of validating the combination of chartfields entered for the coding distribution. For example, validating the Project and Fund chartfield combinations.



Key Terms and Concepts (Continued)


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 transaction to continue through the system.

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 transaction to continue through the system.

Inquiry SFS has numerous inquiry pages and available reports that enable the user 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.


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 AP, 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.





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.





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.




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.



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


Learning Exercise

Navigation Refresher

You recently received an email from your supervisor asking a few questions about a voucher. You must locate the voucher in SFS then navigate to the Voucher Summary and Invoice Information tab to answer her questions.

10 min

Note: Please refer to your exercise sheet handouts which contain the data you

need to complete this activity.

Locate the voucher.

Find the desired information by clicking through the tabs of the voucher record.



Vendor IDs

The training environment currently contains many different Vendor IDs however in the production environment, there will be a specific numbering convention based on the type of vendor.

Vendor ID Begins With Description

10 Regular Vendors that were converted prior to go-live in January

110 Regular Vendors that were added since the January go-live date

01 Single payment vendors (specific need agencies EX. CUNY, SUNY)Not seen in the M131

02 Single payment for refunds

03 Special processing for debt service (to be used by OSC only)

04 followed by all 0’s Single payment just for conversion

04 followed by all 0’s and ending in 1 Single payment for statewide emergency

041 Sole Custody & Advance Accounts – these are all direct deposited EX. Petty Cash Accounts

042 Interagency billing vendors

“0” Special Processing




The SFS voucher lifecycle.

About the different types of SFS vouchers.



What are SFS vouchers?

Vouchers are system transactions created for the processing of vendor invoices or adjustments.

Vouchers tie together the vendor, invoice date, invoice amount, line items, distribution (accounting/coding) information, and any purchase orders or receipts.



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).



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.


Entering Vouchers


How to enter different types of vouchers.


Entering Vouchers

Transactions

Entering a regular travel card non PO voucher

Entering a regular voucher from a PO

Entering a template voucher

Entering an adjustment credit memo voucher

Entering an adjustment refund of appropriation voucher

Entering a single payment voucher


Learning Exercise

Entering a regular voucher

Your agency recently received an invoice from a vendor. A regular voucher must be created by manually entering all the invoice information.

15 min


need to complete this activity. The job aid can be used to assist you.

You must enter a regular non PO voucher.


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.


Learning Exercise

Entering a voucher from a PO

Your agency recently received an invoice from a different vendor and a voucher must be created within SFS by copying a purchase order.

15 min



You must enter a regular voucher from a PO.


Learning Exercise

Entering a single payment voucher

Your agency recently received an invoice from a one-time vendor. To create the payment for this vendor without a record in SFS, a single payment voucher must be entered.

10 min



You must enter a single payment voucher.




How to perform searches and inquiries to view vouchers and voucher entry information.



Transactions

Viewing voucher status and status summary

Viewing voucher errors

Performing payment inquiries


Learning Exercise

Viewing voucher status and summary

Your agency recently received a call from a vendor who claims that the money owed to his company is not in his account. To verify information, you must search for an existing voucher and navigate to the Summary page.

10 min



You must search for an existing voucher and navigate to the Summary page.


Combination Editing Errors


How to resolve combination editing errors and exceptions.


Combination Editing Errors

Transactions

Resolving combination editing errors




The SFS Accounts Payable training structure.

Where to find training materials and resources.



SFS AP Training Structure



Training Materials Location and Class Preparation

Location

ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=123:trainer-materials&catid=83:training-toolkit&Itemid=667

All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127&Itemid=658

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


Summary

Having completed this course, you should now be able to:

Explain the Voucher Process and Voucher Types.

Enter Different Types of Vouchers.

View and Inquire Upon Voucher Information.

Resolve Combination Editing Errors.

Locate Additional Training Materials, Job Aids, and Other Useful Information.


Thank you for your participation!

Conclusion


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.


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.


Slides for Agency Use (Type Topic here)


Term / Concept name (Arial Font 18)

Definition of Term / Concept (Arial Font 16)

Agency Specific Key Terms and Concepts (Arial Font 24)

Statewide Financial System Program 1 AP 205 Voucher Entry and Processing AP 205 Voucher Entry and...

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