1. Presenter: Marchand Hildebrand Date: 12 March 2013
Session 47 - Finance
Good afternoon and welcome to session 47. It is my privilege to present the session here today, it is my 8th time at conference of which must have presented at least 7 times . I see a number of familiar faces in the audience welcome to you and also to those that I don’t know that well, welcome. I trust that you will find the session informative. Feel free to ask questions at any time during the presentation. Should you like to discuss the presentation further or any other matter please use the time here at conference. Make an appointment and come and discuss with me.
Presenter: Marchand Hildebrand
Date: 12 March 2013

2. Accounts Payable GL Report Writer User Restrictions Introduction
The topic’s I will be discussing today are
The accounts payable - reconciliation and payment process
The GL Report writer - how to get more out of the GL report writer.
User Restrictions – basic understanding of the new finance user restrictions
The topic we discuss in these session are decided by the User Group Exco in discussion with the product system owner. The reason why I mention this is to invite you to submit suggestion for topic’s to the UG Exco or to me. Your are confronted by the burning issue in the industry on a daily basis that knows what is happing in finance administration and management in education.

3. Accounts Payable
The payment of creditors represents one of the most critical functions within an organisation.
It ensures the continues flow of goods and service to the stakeholders in a institution.
You normally need to make payment within 60 days from the date of the transaction.
To pay creditors an institution needs cash
This places strain on cash resources if not managed correctly.
Way to manage cash resources – do a cash flow
Some people does this formally, other informally use software or report to determine the cash in and outflows
One should also consider the cost of using an over draft vs the settlement discount forfeited by paying

4. Risk Areas Within Creditors
Unauthorised Suppliers
Inaccuracy of Recording
Settling Balances
Fraud / Misappropriation
Area of risk to consider when paying creditor are :
Unauthorised Suppliers = should not just be creating new creditors, your process should include a supplier evaluation, where suppliers should complete a registration form and supply documentation to support the suppliers application and only created once approved as a supplier.
Ensure doing business with a reputable supplier
Company Registration, Proof of Business Address owner Id etc.
Inaccuracy of Recording
finger trouble - User work summary add document and compare to user work summary
Decentralised environment – client create a creditor per business unit - same invoice can be captured twice
Settling Balances – Cash Flow is there funds available to settle debt - no funds need to borrow / over draft cost money
Fraud / Misappropriation – incorrect banking details, collusion

5. Clear consistent policy Payment terms are agreed at the outset
Procurement Policy
Clear consistent policy
Payment terms are agreed at the outset
Payment procedures explained to suppliers
Invoices are settled accordance with payment terms agreed with suppliers
Complaints are dealt with quickly
Suppliers are advised of disputes
The risk can be reduce through a good procurement
policies and procedures
Clear consistent policy
Payment terms are agreed at the outset
Payment procedures explained to suppliers
Invoices are settled accordance with payment terms agreed with suppliers
Complaints are dealt with quickly
Suppliers are advised of disputes

6. Accounts Payable Process
The next two slide map a Account payable process
Finance Receive Invoices
Match Invoice / Orders
Matched y / n
No – subject to approval
Yes -

7. Accounts Payable Process
Yes - Capture Invoice
Reconcile - this step is a process on its own
Recon consists of
Receive creditors statement
Print statement
Match Invoice Credit Notes with Creditors Statement
Follow up un-matched items / differences with suppliers / buying office / department
Retain invoice / creditor
Complete recon template
Supervisor check recon
Payment
Run cash flow match payments to recons
Retain / release – invoice not paid
Do payment Run
Cancel Payment
Print Payment Advices

8. Accounts Payable Process
Recon
Receive an account statement from supplier

9. Accounts Payable Process
Recon
Print statement

10. Reconcile Creditor Statement’s
Match Invoice Credit Notes with Creditors Statement
Follow-up un-matched items on statement
Match order number
Follow up differences with suppliers / buying office / department
Retain invoice / creditor
Supervisor check recon

11. Cash Flow Run cash flow match payments to recons Do payment Run
Print Payment Advices

12. Payment
Do payment Run

13. Payment Advice
Recon
Print Payment Advices

14. Upload / Maintain Bank Statements Match Payment on Bank Statement
EFT - Payments
Cancel Payments
Generate Payment File
Send File Bank
Upload / Maintain Bank Statements
Match Payment on Bank Statement
Bank Reconciliation
Payment Method A or B to be used
ACB - name outdated – to be changed in a future release impact a number of programs
A- inserts a single payment into CB to be matched on BS
B - inserts a single payment into CB to be matched on BS
Generate payment file is local for most clients part of acb system - Hanlie / christel

15. Internet Payments
Like to show you some local software we have done for ITS(HO)
New payment method – Internet Payments
User the payment method A
Difference between ACB / EFT and Internet
ACB - CB entry created on tape creation
Internet – create CB entry when payment is generated
We have taken the creditor payment program and added prompt
Internet Payment

16. Internet Payments
Added creditor groups , categories and sub categories as used in reporting specifically BEE reporting.
Allows payment program to run for a specific group of creditor for example Qualifying Small Enteprises

17. Internet Payments Run payment program – print list of payments
Print Payment Advices

18. Internet Payments
Print and send Payment Advices

19. Internet Payments Use payment advice to process Internet payment
Risk - Payment detail on system may differ form the payment made
Use payment number as reference for B/S

20. Internet Payments
Payment creates a entry into CB

21. Internet Payments Receive / upload bank statement
Query payment reference as per bank statement
Match payment using payment number to payment on B/S

22. Preferential Credit Terms
Enterprise Development – may be included in the value of Enterprise development preferential credit terms granted to beneficiary entities
Short Term Payment Periods % of invoiced amount 15 days less number of days from invoice payment

23. GL Report Writer
GL Report Writer – is a tool that have existed since V11 – create in 2003
Allows the user to create customised GL reports
Report are based on the ITS GL
The tool was enhanced in INT 2 and the enhancements back ported to INT 1 – the enhancements included adding budgets, commitments, expense budgeting and formulas to the tool. The GL report writer has been the topic of a number of previous UG sessions.
The focus of today is not as much on the enhancements and set up of report codes but rather on a number of suggestions on using the tool

24. Business Report Writing
Prepare
Organise
Write
Edit
Read Through
(Rupert Morris – Writer and Trainer)
The following guidelines I found that I though to be useful in writing business reports
Think about the target audience of the report , the information to be conveyed and the relevance of the information to the readers of the report.
Write down the basic structure of the report introduction, executive summary, body, closing and the flow of logic between the sections in the body of the report
Now write the report
Once a draft has been written,
Critically consider each section ito logical information flow, relevance, target audience and information provided.
Quality check spelling, grammer, layout
Read Through -

25. GL Report Writer
GL Report writer report are based on the layout of spread sheet which consist of columns and rows
The source of information which can be reported are the ITS GL and income and expense budget

26. GL Report Writer
The rows of the report relates the accounts in the ITS ledger and can either be a single account or group of accounts
Columns relates to cost centres and or cc grouped together or Consolidated Cost Centre’s
We advise that when you design a report write report you first plan the report using a spread sheet
Start a new work book in the first column enter a heading rows and start entering the row descriptions.
Total can be added in one of two ways, either enter a account list of the accounts to be added or enter a formula.
When entering a formula the formula must be below the row on which to perform the calculation

27. GL Report Writer
In the second column enter then note number to be used should you wish to use notes in your report
Third column is the account list, code = (A3), you may need to group account together in a list should you need to add accounts
Even though they not yet exist assign a code to a list and indicate the account making up the list

28. GL Report Writer Next Column
Add the cost centre or consolidated cost centre on which to report
Report on A, B, C, E
Indicate the year 0 = current year, -1 = current year, 1= current year +1
Start and end cycle
I/ E cycle 13 / 14

29. Maintain Account List {FCS0-5}
Block 1 – Code - Description
Block 2 – Major Allocation
Block 3 – Account List Detail
Block 1 – Code - Description
Block 2 – Major Allocation
Block 3 – Account List Detail

30. Maintain Report Codes {FCS0-8}
Block 1 – Report Codes
Block 5 – Report Notes
Block 2 – Report Rows
Block 3 – Report Row List
Block 4 – Report Columns
Block 6 – Note Tag Reference
B1 Code Description
B2 Row description, Note, +- value ind, formula
B3 Account List – Row
B4 CC, Cons, A,B,C ,E, F, I/E ,Year, Cycles
B5 Notes number B6

31. {FGLOR10-1} - output

32. {FGLOR10-1} csv - output

33. Graphs
Example 1

34. Pivot Tables
Example2

35. Report Notes Create note text in RFT document
Load the RFT document onto the database system {GMNT- 5} / {GMNT-14 b1}
Convert the RFT to XSL {GMNT- 5} / {GMNT-14 b1}
Link note number to Style Sheet {FCSO-8 b5}
Link note number to Report Row/s {FCSO-8 b2}
Link Tags to Column and Row {FCSO-8 b6}
Create note text in RFT document
Load the RFT document onto the database system {GMNT- 5} / {GMNT-14 b1}
Convert the RFT to XSL {GMNT- 5} / {GMNT-14 b1}
Link note number to Style Sheet {FCSO-8 b5}
Link note number to Report Row/s {FCSO-8 b2}
Link Tags to Column and Row {FCSO-8 b6}

36. Note with Text and Values

38. Note as Table with Values

39. Report Writer

40. User Restrictions
The finance user restriction have been changed in INT 2 - it is a total change as to how other restrictions are applied in the ITS system
Must set it up else you will not be able to process any financial transactions in INT2 or later versions
Placed on new menu FCSP

41. How It Fits Together 4 Parts Parts Linked = User Restriction Functions
Entities
Rules
People
Parts Linked = User Restriction
Restrict Person
To Area
Performing Action

42. Account / Amount Stationary
How It Fits Together
Create Request
Cost Centre
Arts
Account / Amount Stationary
< 15000
Requesters

43. User Restrictions Understand how it works
Cannot work is not set up
Decide at what level to implement the restrictions
Create function groups
Create rule
Link functions to rules
Link action groups to rule lines

44. User Restrictions Set up structure on Test environment User Testing
Do any adjustment required to structure
Ensure all transaction approved / rejected
All request / orders in status normal
Clear all Requests / Orders not in Normal
Copy structure to production

45. Disclaimer
The information, comments and material presented in this presentation are provided for information purposes only. The presentation is not addressing all possible technical or business aspects and does not claim to be complete or exhaustive.
ITS reserves the right to change its business or product development plans as circumstances dictate.
This document may not be reproduced or distributed without the written permission of ITS Holdings (Pty) Ltd.

46. Thank you