1. FY20 Controller Call Series
Welcome to the FY20 Controller Call Series.
this call series –
*created by unit controllers and supported by Finance to review topics and inform the Controller Network about timely topics that impact the controller role.
I am CS, w/ Financial Shared Services (FSS), coordinator of the CN call series, and your host for today.
To anyone new to Network - *Welcome to this call series.
To invite others from your team to the network, send me an to add to the DL, or simply forward invites for topics that impact team roles.
The presentation will begin momentarily
October 2019

2. Safety Moment (Jill Helms) E=Vision Essentials (Susan Chapman)
Accounts Payable Update (Steve Dabrowski)
Electronic Invoices pending review
AP Payment Request Portal
Today’s call is the first of two Unit Controller Calls for the month of October. The content of both calls is the same.
Please use the chat, or conversation, function at the lower left of the Skype screen, to ask questions as we proceed through the agenda.
We will pause for your questions between each topic and also at the end of the presentation.
E=Vision Essentials – Susan Chapman
AP Update – Steve Dabrowski
As employees of Sodexo, no matter what level, you are expected to personally demonstrate your commitment to improving our health and safety culture. Our goal is zero accidents. A Safety Moment during every meeting will demonstrate the importance of the health and safety culture at Sodexo.
Unit Controller Call October 2020

3. Safety Moment:

4. Halloween Safety Tips
Always CHECK CANDY before letting your child eat it. Avoid homemade treats made by strangers
Make sure your child's costumes are properly sized to AVOID FALLS AND TRIPPING
Always ACCOMPANY YOUR YOUNG CHILDREN when they are trick or treating and remind all children not to go into the homes of strangers
Choose a costume that is made of FLAME-RETARDENT MATERIAL
Have children wear REFLECTIVE MARKINGS or carry a FLASHLIGHT so they can be seen
Keep CANDLES AND JACK-O-LANTERNS away from landings and doorsteps where costumes could brush against the flame
When driving, STOP FOR ALL CHILDREN and allow them to cross in front of you to eliminate the risk of them darting out

5. Halloween Safety Statistics
Halloween is one of the most anticipated nights of the year for kids, but Safe Kids’ Research shows some scary statistics on Halloween Safety.
12% of children five years of age or younger are permitted to trick-or-treat alone
1/3 of parents talk to their kids about Halloween Safety
Only 18% of parents use reflective tape on their children’s Halloween costumes
Each year there are an average of 4,500 Halloween related injuries from October through November
35 million pounds of CANDY CORN will be purchased!
1.5 billion will be spent on CHOCOLATE!
Talk with your goblins about Halloween safety, and how simple precautions can make it a fun and safe night for kids of all ages.
For additional safety tips, visit SafeKids.org/Halloween

6. Electronic Invoices Pending Review
October 2019

7. Unreconciled Invoices
Electronic Sodexo pay invoices must be reconciled/approved before they are paid.
Units may have unreconciled invoices due to the following reasons:
No action taken by invoice approver – invoice approver unaware invoices are pending approval, on leave, or extended vacation
Staff changes – former invoice approver has left or transitioned to another unit
Client pay – invoice approver does approve invoice because client is responsible for payment (38K pending).
Unreconciled Sodexo pay invoices aged > 14 days:
TMC – 4,200
e-Pay/UFS – 220
NBO – 51

8. Unreconciled Invoices
Search for Unreconciled Invoices:
TMC
Note: You must have invoice approval access in TMC
From the To Do window, click the Invoicing tab to find invoices that you have access to approve
Use the Invoice Reconciliation search to find all unreconciled invoices, regardless of approver
Enterprise Analysis
From the Reporting Dashboards tab (default tab) select the Accounts Payable dashboard.
Next go to the Vendor Invoice Status tab.
Perform an invoice search for all vendors that you use.

9. ‘To Do’ Window and Invoicing Tab
Searching for unreconciled invoices in TMC that you have the ability to approve
Check the To Do window or Invoicing tab for invoices you have the ability to approve
Reconcile invoices that arrive after you received TMC invoice approver access
User cannot approve invoices sent to TMC prior to receiving invoice approver access
Click the Reconcile or Approve link to review/approve the invoice

10. Invoice Reconciliation Search
Find all unreconciled invoices, regardless of approver
Click Search, select Invoice Reconciliation
Enter unit#, invoice date custom range and select Reconciling status
Add filters from Search Options link, if desired
Repeat search selecting Approving status

11. Approving and Rejecting Invoices
Approving invoices:
From the To Do window, click on Required Action link or invoice ID / Title link
Review the invoice. If all is correct, accept all header and line level exceptions then click the Approve button.
Click the Continue link if there are more invoices to reconcile
Rejecting invoices:
Review the invoice. If invoice should be rejected, select a rejection reason, provide comments then click the Reject button.

12. Client Pay Scenarios: How to Proceed TMC Client Pay flag = Yes
Client Pay Invoices
Review invoices for client pay flag = Yes
Client pay field is located above the rejection reason field
Approved client pay invoices are only approved for goods received and will not be paid by Sodexo
If client pay flag is not correct, reject the invoice and also complete a Supplier Information Form to request master data be corrected
Client Pay Scenarios: How to Proceed
TMC Client Pay flag = Yes
TMC Client Pay flag = No
Invoice should be paid by the Client
Approve the invoice. The approval is for goods received only and the invoice will not actually be paid by Sodexo.
Reject the invoice and select reject reason "Client to Pay this Invoice" and also include a note in the Comments area that client will pay this invoice.
Invoice should be paid by Sodexo
Reject the invoice and select reject reason "Client Pay Customer # Charged in Error" and also include a note in the Comments area that Sodexo should pay this invoice.
Approve the invoice. It is approved for goods received and Sodexo will pay the invoice.

13. Enterprise Analysis – AP Dashboard
Go to Enterprise Analysis – AP Dashboard – Vendor Invoice Status
On Vendor Invoice Status tab:
Enter the Invoice Date Range, then work from the bottom up
Enter the cost center(s) you are responsible.
Then the vendor numbers for all electronic invoicing vendors that you use (Note: After entering vendor numbers all vendor names should be auto-selected).
Click Apply to return search results

14. Enterprise Analysis – AP Dashboard (cont.)
Sort by Electronic Invoice Status OR
Export to Excel and filter on Electronic Invoice Status – Site Review.
Review Invoice Dates to confirm if aged invoices are awaiting review and approval.
Go to your Recon system (TMC, ePay/UFS, or NBO). If invoices are not visible, submit an information security request to get the needed access.

15. Electronic Invoice Accrual
All Invoices in Site Review status will be automatically accrued at the end of the month. The label on this accrual is:
AP01-UIPS ELECTRONIC INV ACCRUAL
Excerpt from DFAV:

16. Support Aids and Resources
For questions about approving / rejecting invoices or other topics, refer to the support aids and resources below
SodexoNet TMC Resource Page
TMC eLearning Webinars
Enterprise Analysis
Support Resources

17. Accounts Payable Payment Request Portal
October 2019

18. AP Payment Request Portal
New Payment Request portal to replace Office and Corporate Transmittal Excel forms.
Target Release Date: November 2019
Accessible on MySodexo

19. AP Payment Request Portal – Benefits and Next Steps
Quicker turnaround time
Built-in workflow, audit trail, and real-time status updates
Ease of use (Excel formatting will no longer cause errors/delays)
Pick lists for vendor, cost center, and GL account information
Vendor addresses available to confirm accuracy of vendor selected
Access to full request details and supporting documents
Data validations to improve accuracy of submissions
Next Steps:
Be on the lookout for additional communications – AP Office and Corporate transmittal mailbox auto-responses will include information regarding timing along with user guide.
When available, begin using the portal for your next payment request. Gain comfort with the process and ask any questions that you have. Starting in January 2020, AP will require payment requests to be submitted via the portal.

20. AP Payment Request Portal – First Look

21. QUESTIONS