Advance Accounts Payable Training State of Indiana Instructor: Gerri Williams

2 Ground Rules... Please be on time Put cell phones on vibrate Forget about the “office” Stay focused on “Learning the System” –No reading of s Ask questions Limit sidebar conversations Respect others

3 Topics for Discussion Resource Information Pagelets Vendors Voucher Dates Exceptions Vouchers PO Receipts Credit Vouchers Interunit/Intraunit Approvals Reports/Queries Troubleshooting & Other Tips

4 Are there any question???

Chapter 1

6 Resource Information Encompass Website – Training Documentation, Internal Controls, State Board of Accounts Manual, Town Hall Presentations, etc. AOS Portal – Pay Dates, Vendor Information, Forms, Alchemy, etc. IDOA Website – Training Classes, QPA’s, etc. Ticket Submission – PeopleSoft Menu, Log in Page, HelpDesk ( HELP)

7 Training Materials All Materials are available on the ENCOMPASS website at: –ENCOMPASS Documents > Training Documents > Accounts Payable – pxhttps://myshare.in.gov/sba/encompass/default.as px

8 AOS Information –AOS Reference Information visit: Accounts Payable > Information –From ENCOMPASS navigate to: Accounts Payable > Auditor of State Portal

Chapter 2

10 Pagelets Setting up Pagelets -Personalize -Content -Message -Layout Issues –Accounting Date –Scheduled Due –Doc Tol Status –Budget Status –Posted Approvals -Pending -AOS Approved -AOS Paid

Chapter 3

12 Vendors Vendor Holds Vendor Dates -Last Modified Date -Last Activity Date -Location Effective Date No Auditor of State –Address (New Vendor Form needed) –Location (Use Remit’s only) Vendor Conversations Vendors>Vendor Info>Maintain>Conversation Vendor Search Vendor>Vendor Info>Add/Update>Review Vendors (#50081 & #53170)

Chapter 4

14 Voucher Dates Voucher Summary –Created –Modified Closed Related Documents –Payment –Purchase Order –Receipt

Voucher Dates - continued 15 Invoice Information Invoice Date Accounting Date Received Date Budget Reference Budget Date Payments –Scheduled Due Date –Pay Terms –Payment Date –Payment Reference

Chapter 5

17 Exceptions Document Tolerance -Review and Handle Accordingly -Override Budget Checking - Review and Handle Accordingly Voucher Posting - Recycled Bad Chartfields Out of Balance - Accounting Date out of Period

Chapter 6

19 Vouchers Unpost Voucher –Accounting Period Close Voucher –Notes –Accounting Period –PO Receipts –Close & Post to General Ledger

Chapter 7

21 PO Receipts Copying -Receiving Unit -View All Link Detaching PO Receipt -Do Not Close Voucher With PO Receipt Attached -Voucher Must Budget Check Prior to New Receipt Being Attached

Chapter 8

23 Credit Vouchers Voucher Fields –Vendor Number –Vendor Address –Vendor Location –Handling Code –Separate Payment Purchase Order Voucher –Encumbrance Pickup for Payment –Next Voucher to Vendor –Pay Terms

Chapter 9

25 Interunit/Intraunit Vouchers Interunit – Charging other Business Units –Distribution Field –Approvals Intraunit - Charging other Chartfields with the same Business Unit –Distribution Field –Approvals

Chapter 10

27 Approvals Regular Vouchers –SOIAP008 Query –Deny –Approve –Transmittal Multiunit Vouchers –Deny –Approve –Transmittal What to look for –PO and Receipt fields are populated –Chartfield values are correct –Dollar amount is correct –Invoice Date –Description field on the invoice line is populated –Vendor information and the Remit to address is correct

Chapter 11

29 Reports & Queries SOIAP008 –Very Voucher Entry Correct SOIAP008A –Short version of SOIAP008 –Pagelets SOIAP_Payments –List all Paid Vouchers Within A Particular Time Frame Document Status –Voucher –PO Requisition Review Accounting Lines –View Accounting Entries Created Others … –Accounts Payable>Review AP Info>Vouchers>Vouchers (# ) –Accounts Payable>Review Accounts Payable>Payments>Payment (# )

Chapter 12

31 Troubleshooting Voucher Not Paying –Vendor on Hold –No Auditor of State Payment –Voucher Exceptions –Not Posted –Recycled Voucher Out of Balance Bad Chartfields –Approvals Not Meet –Schedule Due Date –Levy –FlowChart Cleanup

32 Are there any questions???