GeorgiaFIRST Financials 9.2 Accounts Payable: How It Will Be Different Jason Beitzel

Agenda Where we are today A look at tomorrow

Where we are today We are heavily modified 1099 - Bank Recon ACH/EFT - Voucher Build Vendor - Spreadsheet upload Pay cycle - Voucher Positive Pay - Matching Interface - Reports and queries

Where we are today Check Printing Cannot print comments on payment advice Replacing signature cards can be very difficult SwiftView seems to work…depending on browser you are using. “Save file as” workaround if SwiftView does not open from process monitor

Where we are today Electronic (ACH/EFT) file formats Modified CCD+, CTX and PPD formats per Bank requirements No notifications for ACH/EFT payments

Where we are today Positive Pay – Jason sends annoying e-mails requesting you run POSPY pay cycle to completed status….Only 9 delivered POSPY pay cycles PS delivered positive pay page has lots of mods. Potential issues for Institutions who run multiple check pay cycles per day but only want to send one file to bank (pay per file). Mail merges, workarounds, etc..

A Look At Tomorrow Vendor is now Supplier on all PeopleSoft 9.2 pages. History of supplier name changes.

A Look At Tomorrow Voucher - Related Documents

A Look At Tomorrow Standardized Check Printing Recommendation is HP/Troy check printer

A Look At Tomorrow BI Publisher Check Printing Can print Comments on Payment Advice PDF files eliminate need for SwiftView New BOR Page for signature images No more signature cards Images saved on server – will be confirming this approach with audit Check file in Report Manager More secure than process monitor

A Look At Tomorrow Payment Comments

A Look At Tomorrow Payment Comments

A Look At Tomorrow PDF file – Eliminate SwiftView

A Look At Tomorrow Signature Images

A Look At Tomorrow BOR Signature Page Info This will be under BOR Accounts Payable navigation The page will have add/delete/view functionality Signatures must be loaded as .png files Size requirements are being determined One signature is the recommended approach Signature images should be grayscale

A Look At Tomorrow BOR Signature Page Info Question on Security: AP Supervisors are typically granted security role BOR_AP_SETUP_CONFIG. Is the AP Supervisor the person that you would want to load and maintain the AP check signature images for your institution?

A Look At Tomorrow Pay Cycle Comments

A Look At Tomorrow Pay Cycle Comments

A Look At Tomorrow ACH/EFT Notification – Enable Supplier e-mail. Would Institutions like for ITS to populate?

A Look At Tomorrow ACH/EFT Notification – Pay Cycle setup

A Look At Tomorrow ACH/EFT Notification – Enable From e-mail Recommended e-mail is APSupport@xxx.edu.

A Look At Tomorrow ACH/EFT Notification – Pay Cycle

A Look At Tomorrow ACH/EFT Notification We will remove the pay cycle information and the “Do Not Reply” text from this e-mail

A Look At Tomorrow ACH/EFT E-mail Advice Advice will include Institution Name. Pay cycle info will be removed.

A Look At Tomorrow Positive Pay – New Bolt On Page Some Institutions process multiple Check pay cycles per day Can produce the positive payment file after each pay cycle Can produce one file at the end of the day for all pay cycles This page will utilize our current BORIF029 interface and our six current positive pay formats Navigation is not changing for selecting which format to use

A Look At Tomorrow Positive Pay – New Bolt On Page Navigation will be under BOR Accounts Payable All current security for the Manual Positive Payment page should feed over to the new bolt-on page. No more annoying e-mails from Jason about running partially completed pay cycle to completion User can run this process Pay Cycle and Sequence Number Payment Date

A Look At Tomorrow Delivered WorkCenter – Vouchers & Payments

A Look At Tomorrow Delivered WorkCenter – Queries & Reports

A Look At Tomorrow WorkCenter hyperlink options – users have the ability to link to external sites. Recommended sites GAFirst-Fin – documentation, announcements, release info, training Fiscal Affairs site – BPM, DOAS, Dept of Audits Shared Services Helpdesk info, status.usg.edu Any suggestions?

A Look At Tomorrow File Attachments – Size and File Types TBD

A Look At Tomorrow 1099 Processing Going back to delivered functionality Most mods were performance related or convenience mods Only mods we are keeping are related to Business Unit security and reports. Update Vendor Withholding page – run controls Pay Cycle security – Pay Cycle Manager BORRY010 - 1099 Reportable Transactions

A Look At Tomorrow Current Issue – RESOLVED in 9.2 Document Tolerance amounts incorrect when: PO is created and received. PO Voucher is created and closed to restore the encumbrance. New PO Voucher is created and run through Doc Tol process Jason to test this ****

A Look At Tomorrow Budget Ref = Budget Period

A Look At Tomorrow Workflow Options Budget Ref Approval Will route to approver if: Budget Ref entered on Voucher Distribution Line is different than current fiscal year If a PO exists and the Budget Ref entered on the Voucher Distribution Line is different than what is on the PO Distribution Line.

A Look At Tomorrow Workflow Options Asset Approval (replacing 8.9 Mods) Will route to approver if: Account is an Asset account and the Profile ID is blank Account ranges 800000 – 899999 OR Account ranges 763000 – 743999 AND Amount is greater than $3,000 Profile ID exists, but account is NOT an Asset account

A Look At Tomorrow AP Payment Request Feature Using the Payment Request users outside of Accounts Payable can initiate and summit a non-purchase order invoice without any help from AP clerks. Because we are up to date on support we will be able to provide users new functionality like this moving forward without having to wait for an application upgrade. *****

A Look At Tomorrow The “My Personalization” link gives the user the ability to turn off the AutoComplete for either the page or the entire component Voucher template functionality – Users have the ability to specify what Chart Fields are displayed on the Invoice Information page. Copy down functionality ****

A Look At Tomorrow Reports All Crystal Reports will now be BI Publisher Reports in PeopleSoft 9.2. All reports available in Report Manager. APY2001 – Check Register/Payment History by Payment APY8056 – Withholding to Send Detail Report APY2027 – Remittance Advice

A Look At Tomorrow Questions???

Information Technology Services University System of Georgia Information Technology Services