1. Statewide Financial System Program 1 AP 210 Advanced Voucher Processing AP 210 Advanced Voucher Processing Welcome

2. Statewide Financial System Program 2 Refrain from side conversations Obey building safety rules and regulations Silence cell phones, PDAs, refrain from checking email Ask Questions Take breaks as needed Ground Rules

3. Statewide Financial System Program 3 Learning Objectives After completing this course you should be able to:  Define key SFS Accounts Payable (AP) terms and concepts.  Enter prepaid and journal vouchers.  Explain and resolve budget exceptions.  Explain and resolve match exceptions.  Process Inter- / Intra-Agency payments.  Inquire upon vouchers.  Explain the scope of SFS AP training.  Locate additional training materials, job aids, and other useful information.

4. Statewide Financial System Program 4 Training Methodology  Training Steps  Tell Me – Facts, Concepts, Terms, Definitions  Show Me – Relevant Demonstrations of Process Steps  Let Me – Hands-on practice in User Productivity Kit (UPK) and Live Environment  Help Me – Facilitator Support  Training Materials  Course Presentation  UPK Simulations  Training Exercises and Data Sheets  User Guide and Job Aids

5. Statewide Financial System Program 5 Training Methodology Notes on Today’s Training  Training content has been developed over a period of time, concurrently with the development of SFS.  The data used throughout the training is meant to simulate as close to a realistic experience as possible however this data is not to be used outside of the training environment.  In the instances where data, SFS screens, or functionality has changed, this will be communicated during training.  As trainers, you are encouraged to customize training to meet the needs of your agency, especially if you have unique business processes. Remember that these may come over time!

6. Statewide Financial System Program 6 Agenda  SFS AP Terms and Concepts  Entering Prepaid and Journal Vouchers  Resolving Budget Exceptions  Resolving Match Exceptions  Processing Inter- / Intra-Agency Payments  Inquiring upon Vouchers  SFS AP Learning Path and Resources

7. Statewide Financial System Program 7 In this lesson, you should learn:  Key SFS AP terms and concepts.  Key SFS process changes.  Key SFS AP ChartField overview. SFS AP Terms and Concepts

8. Statewide Financial System Program 8 SFS AP Terms and Concepts Term / ConceptDefinition Purchase Orders A legally binding document authorizing shipment of a product or service to a customer from a supplier or vendor at a specified price and terms. Vouchers Records that are created for the processing of vendor invoices, adjustments, or any item that must be paid. Journal Voucher In SFS, the AP transaction used to correct the accounting of a voucher that has already been posted and paid instead of an entry directly into the GL. Budget Checking and Budget Check Exceptions Automated process to check the voucher amount against the budget to ensure funds are available. Exceptions must be resolved in order for the voucher to continue through the system. Key Terms and Concepts

9. Statewide Financial System Program 9 SFS AP Terms and Concepts Term / ConceptDefinition Matching and Matching Exceptions Automated process to compare voucher information to the purchase order, receipt, and inspection (where applicable). Exceptions must be resolved in order for the voucher to continue through the system. Inquiry SFS has numerous inquiry pages and available reports that enable you to access voucher, payment and vendor information. Pay Cycle The process of generating checks or electronic payments (e.g., EFT, ACH, wire transfers) issued to a vendor to pay a voucher. Key Terms and Concepts (Continued)

10. Statewide Financial System Program 10 Process Changes – Voucher Entry (1 of 3) Old ProcessNew Process There is no integration between Purchasing and Accounts Payable in CAS. In the SFS, PO data can be copied into a voucher, automating much of the voucher entry process. There can be multiple payees and invoices on a single voucher. In the SFS, there is a one to one relationship between the vendor and voucher and between a vendor’s invoice and a voucher. Agencies had multiple originating agency codes. Each agency code had a contact number on the remittance advice. Only one contact number is allowed for each AP business unit on the remittance advice. SFS AP Terms and Concepts

11. Statewide Financial System Program 11 Process Changes – Voucher Entry (2 of 3) Old ProcessNew Process Invoice review and matching for payment is currently performed manually. Matching is automated in the SFS. Some agencies reconcile specific expense object codes in preparation for entry of the voucher to pay the credit card invoice. Payments are delayed until the credit card invoice has been fully reconciled. Payment to the credit card provider is expedited by using clearing accounts. The reconciliation is separate and after the payment. SFS AP Terms and Concepts

12. Statewide Financial System Program 12 Process Changes – Voucher Entry (3 of 3) Old ProcessNew Process Some agencies pay credit card invoices by the due date and reclass the expenses to the proper funding stream and accounts at a later time via journal entry. Agencies will continue to pay credit card invoices by the due date. Agencies expense procurement card and travel card transactions when they are reconciled in the purchasing or travel and expense modules. Offsetting entries to the clearing accounts are generated by SFS. Agencies made corrections to voucher distribution information in CAS affecting one or multiple payments. Agencies make corrections to vouchers ChartField distribution individually in source module, i.e. AP. using a journal voucher. SFS AP Terms and Concepts

13. Statewide Financial System Program 13 Old ProcessNew Process Agency Business Unit – The field in SFS that identifies the Agency. Matching Manual Process Matching – Automated process to compare voucher information to the purchase order/receipt to ensure that the quantity/amount matches and is within tolerance. Warrants & Direct Deposit Payment Processing or Pay Cycle – checks or electronic payments (e.g., EFT, ACH, wire transfers) issued to a vendor to pay a voucher. FEIN – Federal Employer Identification Number Vendor ID – Vendor Number is a unique identifier in the vendor file. It cannot be the Federal ID Number. Object Code Account – A required ChartField used to identify General Ledger coding for expenses. Journal Voucher In SFS, the transaction used to correct the accounting of a voucher that has already been posted and paid. SFS AP Terms and Concepts

14. Statewide Financial System Program 14 SFS AP Terms and Concepts  At the transactional level, the SFS Chart of Accounts is comprised of two elements:  General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.  ChartFields – Codes used to categorize financial and budget transactions. Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code). Agency-specific ChartFields include Operating Unit and Product.  The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.  More details about the SFS Chart of Accounts may be obtained at:  http://www.sfs.ny.gov/programElements/coaMaterials.htm

15. Statewide Financial System Program 15 SFS AP Terms and Concepts What types of vouchers are in SFS?  Regular Voucher – Used for entering both non-PO vouchers and PO related vouchers.  Adjustment Voucher – Used for entering credit or debit memos, or for relating one voucher to another. Also used for refund of appropriations.  Journal Voucher – Used for correcting accounting entries on a posted or paid voucher.  Prepaid Voucher – Used for entering prepayments (down payments, progress payments, or deposits).

16. Statewide Financial System Program 16 Introducing SFS Vouchers What types of vouchers are in SFS? (Continued)  Single Payment Voucher – Used for entering a voucher for a one- time vendor without having to record the vendor information in the Vendor file.  Template Voucher – Used for creating a template for generating regular vouchers with similar information. Note: None of the AP voucher types are to be used for employee reimbursement. Employee reimbursement is managed in the SFS Travel and Expenses module.

17. Statewide Financial System Program 17 Entering and Maintaining Vouchers In this lesson, you should learn:  Where does entering vouchers fit in the voucher lifecycle?  How to enter prepaid vouchers and journal vouchers.  How to mark vouchers for closure.

18. Statewide Financial System Program 18 Entering and Maintaining Vouchers The basic steps of the voucher lifecycle are depicted below. The voucher entry process is highlighted.

19. Statewide Financial System Program 19 Transactions  Entering prepaid vouchers  Entering journal vouchers  Marking agency vouchers for closure Entering and Maintaining Vouchers

20. Statewide Financial System Program 20 Learning Exercise Entering a prepaid voucher Your agency must pay the monthly procurement card bill from the credit card provider. To do so, you have been instructed to create a prepaid voucher. 15 min Note:  Please refer to your training scenario handouts for a data sheet for this exercise.  The job aid provides step-by-step instructions for completing the activity.  The data sheet provides each participant with their own unique set of data to use for the activity.  You must enter a prepaid voucher.

21. Statewide Financial System Program 21 What if I receive a warning message when attempting to complete my exercise? You may receive the following warning message when attempting to save your voucher: This is an example of an SFS “warning” message indicating that the validation of the fields cannot occur within the training environment. Clicking “OK” will save your exercise.

22. Statewide Financial System Program 22 Resolving Budget Exceptions In this lesson, you should learn:  What are budget exceptions?  How to view and resolve budget check exceptions.

23. Statewide Financial System Program 23 What are Budget Exceptions?  Sometimes, transactions fail the budget checking process or cause the budget checking process to issue a warning.  These transactions are marked as exceptions by the budget check process.  The budget exceptions must be resolved for the voucher to continue in the voucher lifecycle. Resolving Budget Exceptions

24. Statewide Financial System Program 24 Resolving Budget Exceptions Transactions  Viewing budget check exceptions  Resolving budget check exceptions

25. Statewide Financial System Program 25 Resolving Match Exceptions In this lesson, you should learn  What are match exceptions?  How to view and resolve match exceptions.

26. Statewide Financial System Program 26 What are Match Exceptions?  SFS compares the amount on a purchase order against the amount on a related voucher to see if the prices are within set price tolerances, and whether the purchase order, receipt and inspection match to the voucher (as applicable).  A match exception occurs when the system finds a discrepancy.  Match exceptions must be resolved or overridden (Match Exception Processor only) for the voucher to continue in the voucher lifecycle. Resolving Match Exceptions

27. Statewide Financial System Program 27 Transactions  Viewing match exceptions  Resolving match exceptions  Resolving match exceptions due to missing receipt Resolving Match Exceptions

28. Statewide Financial System Program 28 Viewing match exceptions You received an email from your supervisor inquiring on any match exceptions that exist with current vouchers. You must run search for any voucher match exceptions and provide your supervisor with the requested information. 10 min Learning Exercise Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.  You must search for and view match exceptions.

29. Statewide Financial System Program 29 Managing Inter- / Intra-Agency Payments In this lesson, you should learn:  How to process Inter- and Intra-Agency payments.

30. Statewide Financial System Program 30 Transactions  Processing Inter- and Intra-Agency payments Managing Inter- / Intra-Agency Payments

31. Statewide Financial System Program 31 In this lesson, you should learn:  How to inquire on voucher entry information. Inquiring Upon Vouchers

32. Statewide Financial System Program 32 Transactions  Locating documents from a voucher ID  Reviewing posted accounting entries (GL journal inquiries)  Reviewing voucher aging (current vendor balances)  Reviewing scheduled payment information  Reviewing scheduled payments on hold  Inquiring upon payments Inquiring Upon Vouchers

33. Statewide Financial System Program 33 In this lesson, you should learn:  The SFS Accounts Payable training structure.  Where to find training materials and resources. SFS AP Learning Path and Resources

34. Statewide Financial System Program 34 SFS AP Learning Path and Resources SFS AP Training Structure AP 101 Introduction to SFS Accounts Payable AP 205 Voucher Entry and Processing AP 210 Advanced Voucher Processing

35. Statewide Financial System Program 35 SFS AP Learning Path and Resources Training Materials Location and Class Preparation Location ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=123&Itemid=667 All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=127&Itemid=662 Job Aids and Reference Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=124&Itemid=668 Training Toolkit http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=116&Itemid=657

36. Statewide Financial System Program 36 Summary Having completed this course, you should now be able to:  Define key SFS Accounts Payable (AP) terms and concepts.  Enter prepaid and journal vouchers.  Explain and resolve budget exceptions.  Explain and resolve match exceptions.  Process Inter- / Intra-Agency payments.  Inquire upon vouchers.  Explain the scope of SFS AP training.  Locate additional training materials, job aids, and other useful information.

37. Statewide Financial System Program 37 Thank you for your participation! Conclusion

38. Statewide Financial System Program 38 Slides for Agency Use (Arial, Font 36) Agency specific Heading (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

39. Statewide Financial System Program 39 Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) In this lesson you should learn: (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

40. Statewide Financial System Program 40 Slides for Agency Use (Type Topic here) Term / ConceptDefinition Term / Concept name (Arial Font 18) Definition of Term / Concept (Arial Font 16) Agency Specific Key Terms and Concepts (Arial Font 24)