FI$Cal Change Discussion Guide Accounts Payable Guide March 2015

FI$Cal: Transparency. Accuracy. Integrity.2 March 2015 FI$Cal Solution Legend Pre-Wave Wave 1 Wave 2

FI$Cal: Transparency. Accuracy. Integrity.3 March 2015 Process OverviewKey Impacts The Vendor Management process covers all activities related to creating a single statewide Vendor Management File (VMF) that includes vendors, bidders, and Small Business/Disabled Veteran Business Enterprises (SB/DVBE) certification data This includes the following sub- processes:  Create Vendor  Approve Vendor  Maintain Vendor VMF will be maintained centrally by the FI$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$Cal: Transparency. Accuracy. Integrity.4 March 2015 Key Impacts 1099 reportable vendors will be identified in FI$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$Cal: Transparency. Accuracy. Integrity.5 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Vendors will change as follows:  [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] Vendor Accounts Payable

FI$Cal End-User Roles Accounts Payable FI$Cal: Transparency. Accuracy. Integrity.6 March 2015 FI$Cal End-User RoleDescription Department Vendor Processor The department end user who creates a new vendor or adds/modifies vendor address and contact information. Vendor ViewerThe central and department end user who will be able to view vendor information. Vendor

FI$Cal: Transparency. Accuracy. Integrity.7 March 2015 Process OverviewKey Impacts The Voucher Processing process covers all activities related to capturing invoice data, expenditures, and generating a payment This includes the following sub- processes:  Create and Approve Voucher  Attach Invoice to Voucher and other required documentation  Run Budget Check  Run Matching Process for PO Vouchers  Create Payment  Adjust Vendor Reportable Payment Entry Vouchers can be created either by:  Entering data online  Using a spreadsheet upload  Using the inbound voucher interface FI$Cal replaces paper claims Electronic approvals replace wet signatures on the claim schedule POs are integrated with voucher functionality Accounts Payable Voucher

FI$Cal: Transparency. Accuracy. Integrity.8 March 2015 Key Impacts The matching process compares a voucher with the purchase orders and/or receiving documents and an inspection confirming that payments are made for goods and services that have been ordered, received and/or inspected Multiple funds/appropriations can be associated with one voucher and multiple distribution lines FI$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$Cal: Transparency. Accuracy. Integrity.9 March 2015 Key Impacts The State Controller’s Office (SCO) will use FI$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$Cal: Transparency. Accuracy. Integrity.10 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Vouchers will change as follows:  [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] Voucher Accounts Payable

FI$Cal End-User Roles Accounts Payable FI$Cal: Transparency. Accuracy. Integrity.11 March 2015 FI$Cal End-User RoleDescription Department 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$Cal End-User Roles Accounts Payable FI$Cal: Transparency. Accuracy. Integrity.12 March 2015 FI$Cal End-User RoleDescription Department 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$Cal End-User Roles Accounts Payable FI$Cal: Transparency. Accuracy. Integrity.13 March 2015 FI$Cal End-User RoleDescription AP ReporterThe central and department end user who runs payable reports. AP ViewerThe 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 UserThe 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$Cal: Transparency. Accuracy. Integrity.14 March 2015 Key Impacts Only applicable to United States-based vendors 1099 files are created at the end of each calendar year Vendors are marked as withholding applicable in the VMF in FI$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$Cal: Transparency. Accuracy. Integrity.15 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around reportable Payments will change as follows:  [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 Payments Accounts Payable

FI$Cal End-User Roles Accounts Payable FI$Cal: Transparency. Accuracy. Integrity.16 March 2015 FI$Cal End-User RoleDescription Department 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$Cal: Transparency. Accuracy. Integrity.17 March 2015 Key Impacts Departmental payments (checks) are produced from FI$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$Cal: Transparency. Accuracy. Integrity.18 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Office Revolving Fund will change as follows:  [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 Fund Accounts Payable

FI$Cal End-User Roles Accounts Payable FI$Cal: Transparency. Accuracy. Integrity.19 March 2015 FI$Cal End-User RoleDescription Department 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.20 March 2015 Role Changes –Wave 1 to Wave 2 Accounts Payable Wave 1 RoleWave 2 Change Vendor ReporterThis 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.

FI$Cal End-User Training Accounts Payable FI$Cal: Transparency. Accuracy. Integrity. March Course IDCourse NameDurationDelivery FS101*Introduction to FI$Cal 4 hours WBT FS102*FI$Cal Navigation 4 hours WBT AP101Introduction to FI$Cal Accounts Payable 4 hours ILT AP102Managing Vendor Information 4 hours WBT AP113Voucher Processing 4 hours ILT AP114Office Revolving Funds Processing 4 hours WBT AP123Voucher Workflow 4 hours WBT AP133Accounts Payable Maintenance 4 hours WBT AP143Payment Processing 4 hours ILT AP153Withholding Preparation and Processing 4 hours WBT *FS101 and FS102 are mandatory for all FI$Cal end users

FI$Cal: Transparency. Accuracy. Integrity.22 March 2015 For additional information on end-user training, visit the Training page of the FI$Cal Project website at : FI$Cal End-User Training