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FI$Cal Change Discussion Guide
Accounts Payable Guide
March 2015
FI$Cal: Transparency. Accuracy. Integrity. 2March 2015
FI$Cal Solution
Legend
Pre-Wave
Wave 1
Wave 2
FI$Cal: Transparency. Accuracy. Integrity. 3March 2015
Process Overview Key Impacts The Vendor Management process
covers all activities related to creating a single statewide Vendor Management File (VMF) that includes vendors, bidders, and Small Business/Disabled Veteran Business Enterprises (SB/DVBE) certification data
This includes the following sub-processes: Create Vendor Approve Vendor Maintain Vendor
VMF will be maintained centrally by the FI$Cal Vendor Management Group (VMG) within the FI$Cal Service Center (FSC)
Departments can request the VMG to add or view vendor information
Unique vendor IDs will be created within FI$Cal for each vendor and shared across departments
Each vendor will be validated and approved by the VMG before it can be used to source a requisition, create a purchase order, or create a voucher
Accounts Payable Vendor
FI$Cal: Transparency. Accuracy. Integrity. 4March 2015
Key Impacts 1099 reportable vendors will be
identified in FI$Cal
The Vendor File will also contain Employees
Vendor and employee SSNs will be
masked in FI$Cal
Accounts Payable Vendor
Key Impacts FI$Cal flags duplicate vendors, assigns
a unique vendor ID, and accommodates multiple vendor addresses and contacts
Statewide tracking of purchasing by vendor
Departments submit changes to the vendor record using the online Vendor Update Request Form (VURF) in FI$Cal
FI$Cal: Transparency. Accuracy. Integrity. 5March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around Vendors will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
VendorAccounts Payable
FI$Cal: Transparency. Accuracy. Integrity. 6
FI$Cal End-User Roles
Accounts Payable
March 2015
FI$Cal End-User Role DescriptionDepartment Vendor Processor
The department end user who creates a new vendor or adds/modifies vendor address and contact information.
Vendor Viewer The central and department end user who will be able to view vendor information.
Vendor
FI$Cal: Transparency. Accuracy. Integrity. 7March 2015
Process Overview Key Impacts The Voucher Processing process
covers all activities related to capturing invoice data, expenditures, and generating a payment
This includes the following sub-processes: Create and Approve Voucher Attach Invoice to Voucher and
other required documentation Run Budget Check Run Matching Process for PO
Vouchers Create Payment Adjust Vendor Reportable Payment
Entry
Vouchers can be created either by: Entering data online Using a spreadsheet upload Using the inbound voucher
interface
FI$Cal replaces paper claims
Electronic approvals replace wet signatures on the claim schedule
POs are integrated with voucher functionality
Accounts Payable Voucher
FI$Cal: Transparency. Accuracy. Integrity. 8March 2015
Key Impacts The matching process compares a
voucher with the purchase orders and/or receiving documents and an inspection confirming that payments are made for goods and services that have been ordered, received and/or inspected
Multiple funds/appropriations can be associated with one voucher and multiple distribution lines
FI$Cal creates vouchers from procurement card (P-Card) transactions and interfaced systems
Accounts Payable Voucher
Key Impacts The accounting entries to debit the
expenditure and credit the Accounts Payable (AP) liability are recorded in the General Ledger (GL) after the voucher is approved and posted
Department checks can be stopped, cancelled, or voided in FI$Cal
Within the Payment cancellation process, FI$Cal restores encumbrance (if applicable) and updates accounting entries in the GL
FI$Cal: Transparency. Accuracy. Integrity. 9March 2015
Key Impacts Key Impacts The State Controller’s Office (SCO) will
use FI$Cal to audit vouchers requiring a warrant
Confidential information security will be enforced in FI$Cal
Travel Advances and Expenditures from CalATERS will be interfaced to FI$Cal
Vendors and employees that receive agency payments can reside in the FI$Cal Vendor Management File (VMF)
Salary advance vouchers will contain an Open Item Key linking the employee to the advance This Open Item Key is used as a
reference on deposits in Accounts Receivable for salary advance recovery payments
Departments will create regular vouchers to offset prepaid vouchers and record the expenditures
Agencies will have the ability to create payments for Agency Trust Account/Office Revolving Fund (ORF) Checks and SCO-issued Warrants
Accounts Payable Voucher
FI$Cal: Transparency. Accuracy. Integrity. 10March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around Vouchers will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
VoucherAccounts Payable
FI$Cal: Transparency. Accuracy. Integrity. 11
FI$Cal End-User Roles
Accounts Payable
March 2015
FI$Cal End-User Role DescriptionDepartment AP Processor
The department end user who enters, researches, deletes, records manual payments, and corrects vouchers. Will also be responsible for creating and maintaining control groups.
Department AP Approver 1
The department end user who is responsible for approving vouchers through workflow.
Department AP Approver 2
The department end user who is responsible for understanding the Departmental AP Approver's position and approving vouchers through workflow.
Department AP Configuration Maintainer
The department end user who is responsible for maintaining departmental AP configuration items by business unit.
Voucher
FI$Cal: Transparency. Accuracy. Integrity. 12
FI$Cal End-User Roles
Accounts Payable
March 2015
FI$Cal End-User Role DescriptionDepartment AP Supervisor
The department end user who is responsible for understanding the task of the AP Processor. This will include posting and unposting vouchers with a payment method of check, deleting vouchers, and closing vouchers. Furthermore, the AP Supervisor will be responsible for releasing the hold status on vouchers and creating and maintaining control groups.
Department AP Maintainer
The department end user who is responsible for Department AP Supervisor tasks and managing the matching process and SpeedCharts. The end user will also be responsible for commitment control activities.
Voucher
FI$Cal: Transparency. Accuracy. Integrity. 13
FI$Cal End-User Roles
Accounts Payable
March 2015
FI$Cal End-User Role DescriptionAP Reporter The central and department end user who runs
payable reports.AP Viewer The central and department end user who is able to
view voucher and payment information.AP Confidential Reporter
The user that can view confidential data fields on vendor and voucher records as well as voucher approval pages.
Confidential User The central and department end user who has access to confidential purchasing, accounts payable, and vendor information. This user will also have access to accounts receivable reports with confidential information. The Confidential User role is shared by Purchasing, Accounts Payable, and Billing/Accounts Receivable. This role only needs to be assigned once.
Voucher
FI$Cal: Transparency. Accuracy. Integrity. 14March 2015
Key Impacts Key Impacts Only applicable to United States-based
vendors
1099 files are created at the end of each calendar year
Vendors are marked as withholding applicable in the VMF in FI$Cal
Voucher lines in FI$Cal are marked as subject to withholding
FI$Cal will capture 1099 information and generate the file to send to FTB for printing
SCO Disbursements will continue to issue paper warrants (no EFTs) for FI$Cal-generated vouchers
Reportable payments from the State’s specialized payment systems (electronic files or “tape claims”) will continue to be processed by each specialized payment system
Accounts Payable Reportable Payments
FI$Cal: Transparency. Accuracy. Integrity. 15March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around reportable Payments will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
Reportable PaymentsAccounts Payable
FI$Cal: Transparency. Accuracy. Integrity. 16
FI$Cal End-User Roles
Accounts Payable
March 2015
FI$Cal End-User Role DescriptionDepartment Pay Cycle Processor
The department end user who is responsible for running Pay Cycle, and cancelling and posting payments (checks only).
Department Payment Maintainer
The department end user who is responsible for cancelling, posting, and escheating payments (checks only).
Reportable Payments
FI$Cal: Transparency. Accuracy. Integrity. 17March 2015
Key Impacts Key Impacts Departmental payments (checks) are
produced from FI$Cal
To create a ORF payment you must first create a voucher
The ORF replenishment process enables the transfer of cash between the SCO Warrant Bank and the appropriate ORF Bank Account or Agency Trust Bank Account
FI$Cal creates a journal entry to replenish departmental cash in the ORF or Agency Trust Fund
The process for requesting a new, or changing an existing, ORF Account will not change
Departments will still have the ability to print checks locally on FI$Cal approved check stock
Departments are still required to reconcile their ORF and Agency Trust transactions
Departments are still required to follow the State Guidelines relating to ORF and Agency Trust payments
Accounts Payable Office Revolving Fund
FI$Cal: Transparency. Accuracy. Integrity. 18March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around Office Revolving Fund will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
Office Revolving FundAccounts Payable
FI$Cal: Transparency. Accuracy. Integrity. 19
FI$Cal End-User Roles
Accounts Payable
March 2015
FI$Cal End-User Role DescriptionDepartment 1099 Processor
The department end user who is responsible for maintaining 1099 departmental data, running 1099 reports, and processing 1099 adjustments.
Office Revolving Fund
FI$Cal: Transparency. Accuracy. Integrity. 20March 2015
Role Changes –Wave 1 to Wave 2
Accounts Payable
Wave 1 Role Wave 2 ChangeVendor Reporter This role has been removed in Wave 2.Department AP Processor
This role has the additional responsibility of processing manual payments in Wave 2. Processing manual payments will require a separate userid.
21
FI$Cal End-User Training
Accounts Payable
FI$Cal: Transparency. Accuracy. Integrity.March 2015
Course ID Course Name Duration DeliveryFS101* Introduction to FI$Cal 4 hours WBTFS102* FI$Cal Navigation 4 hours WBTAP101 Introduction to FI$Cal Accounts Payable 4 hours ILTAP102 Managing Vendor Information 4 hours WBTAP113 Voucher Processing 4 hours ILTAP114 Office Revolving Funds Processing 4 hours WBTAP123 Voucher Workflow 4 hours WBTAP133 Accounts Payable Maintenance 4 hours WBTAP143 Payment Processing 4 hours ILTAP153 Withholding Preparation and Processing 4 hours WBT
*FS101 and FS102 are mandatory for all FI$Cal end users
FI$Cal: Transparency. Accuracy. Integrity. 22March 2015
For additional information on end-user training, visit the Training page of the FI$Cal Project website at :
http://fiscal.ca.gov/training-academy/index.html
FI$Cal End-User Training
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