Statewide Financial System Program 1 AP 210 Advanced Voucher Processing AP 210 Advanced Voucher Processing Welcome

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


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:

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.


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

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


In this lesson, you should learn:

Key SFS AP terms and concepts.

Key SFS process changes.

Key SFS AP ChartField overview.




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




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)


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.





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



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).


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.


Entering and Maintaining Vouchers


Where does entering vouchers fit in the voucher lifecycle?

How to enter prepaid vouchers and journal vouchers.

How to mark vouchers for closure.



The basic steps of the voucher lifecycle are depicted below. The voucher entry process is highlighted.


Transactions

Entering prepaid vouchers

Entering journal vouchers

Marking agency vouchers for closure



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.


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.




What are budget exceptions?

How to view and resolve budget check exceptions.


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.




Transactions

Viewing budget check exceptions

Resolving budget check exceptions



In this lesson, you should learn

What are match exceptions?

How to view and resolve match exceptions.


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.



Transactions

Viewing match exceptions

Resolving match exceptions

Resolving match exceptions due to missing receipt



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.


Managing Inter- / Intra-Agency Payments


How to process Inter- and Intra-Agency payments.


Transactions

Processing Inter- and Intra-Agency payments

Managing Inter- / Intra-Agency Payments



How to inquire on voucher entry information.

Inquiring Upon Vouchers


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



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&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


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.


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)

Documents

Statewide Financial System Program 1 AP 210 Advanced Voucher Processing AP 210 Advanced Voucher Processing Welcome