Agency (BU) Approver Training State of Indiana Instructor: Brian Woods

2 Agenda AP – Voucher Approvals GL – Journal Entry Approval AM – All approval types AR – Accounting entry completion

3 Accounts Payable AP Managers will: –Approve Audit voucher to ensure accuracy Moves voucher to AOS for approval –Deny Send back to originator to either fix voucher or close

4 Approving/Denying Vouchers Originator will initiate the approval process Agency Approver will use Worklist to approve/deny vouchers Vouchers requiring Agency approval are: –Individual vouchers –Control group vouchers Voucher created by voucher build process –High volume payments –SDO – pay cycle vouchers All vouchers including SDO Reimbursement Vouchers require AOS approval –Exception – SDO vouchers If Denied, notify the originator of the denial

5 InterUnit Approval For InterUnit vouchers, all Business Units must approve the vouchers –There is a custom approval page for MultiUnit Voucher The Originating Business Unit will start the approval process All Business Units attached to the voucher will approve their distributions InterUnit Voucher Approval –Approval Worklist item –Searching within Voucher Approval page Page requires GL Business Unit GL BU = Your business unit Business Unit = Originating business unit

6 What Should Approvers Look For? Approvers will verify the following information before approving the voucher: –PO and Receipt fields are populated –Chartfield values are correct –Dollar amount is correct –Invoice Date –Voucher line description is populated –Vendor information along with the Remit to address is correct –Valid Budget Status If any of these items are not correct, the approver will deny the voucher –The originator must be notified of the denial

7 Transmittal Form Agencies are required to attach a Transmittal Form for every Voucher –Control Group and High Volume only require one per batch Agencies must decide which user role will print the form –User who clicks the Print Form button on the approval page must print the transmittal form Forms can be printed using Process Monitor or Report Manager

8 Packeting Process Once vouchers have been approved by the Agency; the agency will “Packet” the invoices to be sent to AOS for payment processing –Print a transmittal form for each voucher to be submitted and staple it to the original invoice –Make a copy of the voucher packet items (SBOA required) –Send the voucher packet to AOS for processing AOS will only send back the items that are denied –Exceptions: Control Group and High Volume –These will be sent back as a group

9 AOS Process Receives the packets and assigns to auditors by packet type Auditor audits each document verifying the data entry If a voucher is to be denied, AOS will notify the manager and send back the original documents to the business unit If approved, approval process is completed Voucher will be paid based upon Pay Terms and invoice date

10 Demo

New Approval Page 11

12 General Ledger GL Financial Controllers will: –Approve Audit journal entry to ensure accuracy Potentially moves journal entry to AOS for approval –Recycle Send back to originator to either fix journal entry or delete entry –Deny This process will not be used at the State

13 Approval Process After the journal has passed the edit and budget check processes, the journal will be submitted for approval. The Financial Controller of each agency will approve all journal entries Entries may be sent to AOS for approval –These entries depend on the type of journal and the chartfield combinations. Changes in Account/Fund/Program/Bud Ref The journal will not be posted until the last approver has approved the entry.

14 Demo

15 Asset Management Financial Asset Manager (FAM) will: –Approve Audit asset entry to ensure accuracy AOS Approval –Approves all transactions over $19, except retirements –Deny notification will be sent automatically to AM entry user –Comments box displayed after Deny is checked –Comments must be included as to why the Asset is denied.

16 Asset Management Types of Approvals –Basic Add –Asset Transfer –Retirement/Reinstatement –Disposal Worksheet Type of Assets not requiring approval –Assets created from Interfacing Receipts/Vouchers –Changes to Physical attributes such as : Location Custodian

17 Asset Approvals All assets over $19, require AOS approval except Retirements –Asset approval will show how many levels of approval required Basic Add –After all approvals, Capitalization process will run in the background capitalizing the asset Asset Transfers/Adjust –Includes: Additions Adjustments InterUnit – All BU’s must approve this entry Recategorization Transfers

18 Asset Approvals cont’d… Retirement/Reinstatement –AOS only approves Reinstatements over $19, –If Denied, entry person must either Reinstate or Retire the asset Status not updated automatically Disposal Worksheet –Entire worksheet must be approved or denied

19 Demo

20 AR Approvals AR Entry will use the Notify to send to Approver AR Approver can not create, modify or delete entries from Direct Journals Approval not possible until TOS approval Approvers will: –Verify all accounting information (chartfields) and amounts are correct –Select the Complete checkbox and Save –If an error occurs, notify entry staff. “Error” will remain after entry correction until approval saved again. There isn’t any InterUnit approval –Originating BU will approve all entries –Communication is key

21 Demo

22 What Questions Do You Have???

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