August 25, 2009

 AOS Accounts Payable Processes  AOS Vendor Processes  AOS IT Processes  AOS General Ledger  Questions 2

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4  Voucher Audit Points  Voucher Approve/Deny Procedure  AP Packet Guidelines  Printing Transmittals  ACH Returns  Payment to Wrong Vendor  Pitney Bowes

 Invoice Line Account  Voucher Payment Terms  Remit Vendor  Remit Location  Payment Method  Remit Vendor Address  Receipt Date 5 The AOS audit includes, but is not limited to, the following fields:  Agency Approvals  Invoice Vendor  Invoice Number  Invoice Date  Invoice Total  Invoice Line Total  Invoice Line Description

 Receipt ID  Purchase Order ID 6 All Invoices over $500 using Account Points 3, 4, 5 will also be Audited for : Vouchers with incorrect or missing information will be denied and returned to agencies for correction.

 Approved Vouchers continue through the Payables module without notification to Agencies. (Monitor using SOIAPOO8)  Agencies will be notified of Denied Vouchers by .  Denied Vouchers will be returned to Agencies for correction and resubmission.  Entire Control Groups containing one or more Denied Vouchers will be returned to the Agency. 7

 Packet Types  Non Travel  Travel  Pre-Approved Special 8

 Specific Packet Guidelines will be posted on the Auditor’s Portal  Pre-Approved Special  Agency needs AOS pre-authorization  Vouchers need Payment Terms changed to Due upon Receipt (online vouchers only)  Vouchers need immediate/expedited AOS approval 9

 Packet Packaging  Sort Transmittals by Voucher Type (Online, HV, etc…) and Voucher ID  Package by Type (Non Travel, Travel, Pre-Approved Special)  Staple Transmittals on top of Invoices  Include only as many Transmittal/Invoices as will fit into an interoffice envelope. (No daily limit on envelopes)  Label the packet and send to the AOS Service Center. 10

11  Packet Labels  Label information should include: Packet Type, Sending BU, Requester, Requester Phone number and .  Labeling method/type/form is at the discretion of the agency.

12  Print after AP Manager Approval  Navigate to Reporting Tools > Report Manager > Administration Tab.

 AP Manager must send a written request to AOS that includes the following:  Vendor ID  Voucher ID  Payment Reference (Warrant or EFT Number)  Payment Amount  Proof of Vendor’s reimbursement to Agency  AOS will cancel Payment and close Voucher  Cancellation of payment will reverse all accounting entries and 1099 reporting to the Vendor 13

 Payment is Cancelled and Rescheduled  Vendor Remit Locations are put on Hold  AOS will notify the Agency and Vendor for correct Bank Information  Corrected Vendor Bank Information is received by AOS, entered and Vendor Locations are taken off hold  Scheduled Payments will process in next Pay Cycle 14

15  Vendor Location Hold status prevents all Payments from that location from processing.  Vendor Location Hold is visible on the Vendor Summary Page.

 Agencies will be charged monthly for AOS AP related mailing expenses  Charges will be applied by InterUnit Journal Entry to the Agency from AOS 16

18  Vendor Guidelines  Location Information  Vendor Summary Page  Vendors with Levies  Two Party Payments  “No AUDITOR OF STATE Payments” Addresses

19  All Vendor Information Forms (VI forms – SF53788) must be signed and dated.  Send all forms to the AOS service center via US Mail or inter-department mail.  Emergency additions may be submitted via or fax with prior approval from Maegan or Jessica.  The form must be complete and legible.  If a vendor has a change of address, mark the VI form ‘change of address’ and reference the old address. In the event of an obvious typographical error, an will suffice.  Employee VI forms must be submitted after the employee receives their first state paycheck.

20  The banking portion of the VI Form must be filled out by the bank or a voided vendor check can be attached to Section 2.  All checks must have a current remit address that matches the top portion of the VI form.  AOS will not accept starter checks, checks that have handwritten addresses or deposit slips.  If you are waiting on direct deposit information from a vendor, do not submit the form marked SDO.

21  Vendor Conversion will setup locations named REMIT 001, REMIT 002, REMITXXX, etc. The remit location will contain vendor bank information.  For AP Vouchers select a REMITXXX location and update address to correspond with Vendor Invoice.  Location descriptions for Vendors with multiple remit locations will be manually revised with helpful information after go live. (Descriptions such as: Payment Method, QPAs, Contracts, etc…)

22 Vendor Summary Page

23  Pay Method Added  Pay Hold Status Added  Columns are narrower and use a Wrap Text format.

24  Levy process runs nightly  Vouchers subject to levies are placed on hold and routed to AOS for approval  AOS reviews and approves Levied Vouchers daily  Levy information will be updated and displayed on the Voucher’s Payment page.

25  with ‘Two Party Payments’ in the subject line 48 hours prior to Voucher entry  Include with the  Vendor Information forms for both parties  Any supporting documentation (such as settlement forms, etc…) to AOS  Indicate payment method (Check or ACH)

26  Definition  ‘No Auditor of State Payment’- Address is not a valid payment address. This could be because the address is used for order purposes only by procurement agents or there is not corresponding bank information from the vendor.  Remedy  If the address you want to use has a ‘No Auditor of State Payment’ description, you must contact the vendor and get a new Vendor Information form (SF53788) with banking information in order to make it available for remit by AOS.

Mary ReillyDirector of Accounts Kathy FrickAss’t Director of Accounts Jessica GillumVendor Maegan WalkerVendor Greg PiersallTravel Payment Allison ThomenACH/Payment Margo IvoryAudit/Payment Tim McCartyAudit/Payment Carmen GarciaAudit/Payment Brent WalkerAudit/Payment Jackie CarrLost Warrant Joey WilliamsResearch Cozette BrownService Center Shelby SandersService Center

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 Paycycles  Warrant Differences  Alchemy Reports  Process Responsibilities changing  AP Turn Around File Process  Vendor Extract File Process  Commtran File Process 30

 Schedule of Paycycles  Miscellaneous High Volume Payments – 3:00 PM  Accounts Payable Warrants & ACH – 6:00 PM  Child Support Warrants & ACH – 4:45 AM  Revenue Tax Refund Payments – 9:00 AM 31

 Pay Entity goes away (since it doesn’t exist in PeopleSoft).  Fund Center doesn’t exist. Replaced with Business Unit and Fund  Revised “Date” on the pay stub to “Payment Date”  Added Handling Code for sorting purposes  Added Purchase Order # as another identifier in PeopleSoft  Changed label from “Additional Info:” to “Payment Message” to correlate to the Payment Message field on the voucher 32

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 Alchemy Reports will still exist.  The GEAC information will still be available.  New ENCOMPASS reports will be posted.  47 Reports have been designated to be stored in Alchemy.  Reports will run over night, posted to Alchemy and available for review the next morning. 35

 AP Turn Around File Process  Accounts Payable > Batch Processes > Interfaces > AP Turnaround File  Vendor Extract File Process  Vendors > Vendor Export(Vin-Q) > Vendor Export (Vin-Q)  Commtran File Process  General Ledger > Agency Reports > Commtrans Interface 36

 AOS GL Audit Procedures  Journal Entries  Asset Management  Journal Vouchers  Approve/Recycle/Deny – Notifications  ID Bills  Payroll Allocation 38

 Journal Entries  AOS approves Journal Entries from Workflow Worklist  Document Retention  AOS will not require hardcopy of journal entries/backup for approvals.  Agency will be required to produce documentation in response to audit questions.  Corrections to subsystem transactions should be initiated in the subsystem 39

 Journal Entries – continued...  Journal Header  Required Fields  Long Description – Detailed explanation of entry purpose  Ledger Group – Agency records entries to ACTUALS only  Source – Any valid value except IDB, PAY and subsystem sources (AR, AP, AM, …)  Optional Fields  Reference Number  Journal Class 40

 Journal Entries – continued...  Journal Lines  Journal Status and Budget Status – must be Valid  Proper use of ChartFields  Account  Cash (11xxxx), Internal Service Funds (64xxxx & 65xxxx), Transfers (74xxxx & 75xxxx), Fund Balance (3xxxxx), Fixed Assets (55xxxx)  Fund  Program  Budget Ref  Additional info  Line Description  Line Reference 41

 Journal Entries – continued...  All Agency approvals must be complete before AOS will approve. 42

 Asset Management  Asset transactions greater than $20K reviewed by AOS.  Basic Add – online additions  Transfers  Adjustments  Reinstatements 43

 Journal Vouchers = JV’s = AP transactions  Used for corrections to accounting entries for transactions originating in AP  AOS Accounting will review and approve JV’s  Agencies must enter related voucher on Journal Voucher  ChartFields being corrected must match the original voucher  Correction amount does not exceed original expense  As with any other AP transaction, submit the packet containing voucher transmittal form along with supporting documentation. 44

 Approve (GL, AM, AP)  No notification  Monitor queries or online approval pages  SOIGL024 –  Journals not posted provides approval status  Approved/posted journals will not appear in the query results  AM Review Approval Status pages  Pagelet available to monitor Journal Voucher status  Recycle (GL)  Notify initiator via  Deny (AM, AP)  Denial comments on the approval page (AM)  notification for denied Journal Vouchers (AP) 45

 ID Bills are Journal Entries in ENCOMPASS  Only approved Internal Service Funds (ISF) use ID Bills  Pen Products is the exception - purchases charged through AP  ISF’s are required to use IDB in the Journal Source  Journal Source = IDB will bypass Agency Approvals  Agency allocations from default ChartField string should not be entered with Journal Source = IDB  Agency allocations with Journal Source = IDB will be recycled  InterUnit charges are not necessarily ID Bills  IDB entries must use accounts  64xxxx (Revenue)  65xxxx (Expense/Expenditure) 46

 AOS creates the GEAC payroll entries  Agencies provided ENCOMPASS with default ChartField string  Agency responsible for allocation from defaults to actual payroll distributions  AOS will review allocation entries to verify Payroll Expense Accounts are not over-allocated  Journal Source = PAY will bypass Agency and AOS Approvals  Agency Payroll allocations from default ChartField string should not be entered with Journal Source = PAY  Agency allocations with Journal Source = PAY will be reversed by AOS without notification 47

48  AOS - Accounting  Mike Frick  - (317)  Cindy Bowling  - (317)  Sara Darrah  - (317)  Clay Jackson  - (317)  Ann Luichinger  - (317)  Liz Roy  - (317)

Agency specific questions – please stay after Town Hall

50  Steve Daniels, State Budget Agency  - (317)  Ryan Downham, Auditor of State’s Office  - (317)  Marilyn Rudolph, State Board of Accounts  - (317)  Jim Welsh, GMIS Office  50

51  ENCOMPASS Website   ENCOMPASS Address   Technical Issues - Submit to GMIS  51 We Welcome Your Feedback / Questions / Comments