1. Introduction to Accounts Payable State of Indiana Instructor: Sarah LaCour 2-3-2014

2. 2 Agenda Resources Vouchers Vendor Information Query – SOIAP008 Approvals Transmittals Batch Process Demonstration & Navigation Tips Exercises

3. Resources ENCOMPASS : https://myshare.in.gov/sba/encompass/default.aspx https://myshare.in.gov/sba/encompass/default.aspx -Power Point Presentation and Exercises ENCOMPASS Documents >Training Documents > Accounts Payable > Training Info > Intro to Accounts Payable -AP Manual and Job Aids ENCOMPASS Documents >Training Documents > Accounts Payable > 9.1 AP Manual and Job Aids AOS : http://auditor.in.gov/ http://auditor.in.gov/ Voucher packet approval and vendor form dates From PeopleSoft Financials Menu: Accounts Payable > Auditor of State Portal IDOA : http://www.in/gov/idoa/2342.htm http://www.in/gov/idoa/2342.htm eProcurement (Reqs) & Purchasing (P.O.s) From PeopleSoft Financials Menu: Purchasing > Procurement Training & Resources 3

4. 4 Voucher Overview Originator enters voucher Run SOIAP008 Query (verify status: Valid, Valid, Posted) Originator initiates the approval process Agency approver will approve vouchers Agency prints transmittal report to attach to original invoice Agency creates Packets for AOS Approval –Non-Travel, Travel, High Volume, Utility, SDO, Special AOS runs pay cycle (based on Scheduled due date, Vendor pay terms)

5. 5 PO vouchers Req to Check Lifecycle Requisition – created by agency (Funds Pre-Encumbered) Purchase Order – created from Req (Funds Encumbered) Receipts – entered by agency Receiver Voucher(s) – entered by agency (Funds Expensed) Batch Process – runs every 2 hours SOIAP008 Query – verify accuracy, Valid, Valid, Posted Approvals by Agency (Initiator, AP manager) Agency creates Packets for AOS AOS approval AOS runs pay cycle

6. 6 Vouchers must pass the following in order to be paid: –Doc Tolerance (PO Vouchers only) –Budget-checked –Posted –Approved by Agency –Approved by AOS Note – Vouchers are NOT paid until their scheduled due date providing vendor or voucher is not on Hold. Voucher Process

7. 7 Type of Vouchers Non-PO Vouchers -Regular Online Vouchers Utility Travel SDO - Voucher Builds -High Volume Payments PO Vouchers –Require copying the PO Receipt into voucher Interunit Vouchers -Transactions made between two or more agencies Intraunit Vouchers - Transactions made within an agency Credit Vouchers - Credit memo/invoice from vendor

8. 8 Voucher Highlights All PO vouchers require a PO Receipt – Enforced by AOS AOS distributes payments based on the Handling Code Handling Codes –AS – AOS to send out –UT – Utility payment – AOS will send to Agency –GP – Generic Payment – AOS will send to Agency –TR – Employee Travel – AOS will send to Agency –SD – SDO Special Disbursing Officer –LV – Levy – AOS retains payment for another Agency –LA – Land – INDOT only

9. 9 Vendor Information Review Vendor file to ensure correct Remit to location and Address is used: –Verify the Vendor Remit to Location (i.e.REMIT001) –Confirm the Active address is NOT listed as: “No Auditor of State Payment” AOS maintains the vendor file –New vendors must submit the a W9 form and Direct Deposit and return to AOS by fax or mail. –W9 and SF47551: http://www.in.gov/auditor/2340.htmhttp://www.in.gov/auditor/2340.htm – Vendor must complete and sign both forms.

10. 10 SOIAP008 Query Users entering/approving vouchers must run this query to verify accuracy of data entry Query prompts: Business Unit, Origin (always use %) This query includes all information entered on the vouchers along with the statuses of AP batch process: - Doc Tolerance, Budget status, Post status, Scheduled due date, Vendor ID, etc. Voucher status MUST BE POSTED AND APPROVED prior to sending to AOS for final approval

11. 11 What to Verify on the SOIAP008 Query Verify before initiating or approving the voucher: –Doc Tolerance status, Budget status and Post status (V, V, P) –Chartfield values correct –Dollar amount correct –Invoice Number and Date –Description field is completed –Vendor info, Remit to location and address are correct –PO and PO Receipt fields are populated (if applicable) –Project information (if applicable)

12. 12 Approving/Denying Vouchers Originator will initiate the voucher Agency Approver will use Worklist to approve/deny Vouchers requiring Agency approval are: –Individual online vouchers –Vouchers created by voucher build process –SDO (pay cycle vouchers) –MulitUnit vouchers All vouchers require AOS approval If Denied, Agency will be notified of the denial

13. 13 Transmittal Form Required for every Voucher/Invoice sent to AOS –Exception: Control Groups/High Volume need one transmittal per group Agencies determine which user prints the transmittal –Must be fully Approved (Initiator, AP Manager) Transmittal Forms can be printed using –Process Monitor, Report Manager

14. 14 AOS Packet Requirements After vouchers are approved by the Agency Approver, the agency assembles the ‘Voucher Packet’ to forward to AOS for final approval and payment –Print transmittal form for each voucher and staple to the original invoice –Retain a copy of all the voucher packet items (SBOA required) –Send voucher packet to AOS for processing AOS will only send denied items back

15. 15 Run the SOIAP008 query to verify the status of the following batch processes: –Doc Tolerance = Valid –Budget Checking = Valid –Voucher Post = Post Batch processes run automatically every two hours Most Agencies run on the odd hour 7am-5pm BU 50,400,497,502,700,800 run on even hours due to size Batch Process

16. 16 Doc Tolerance –PO vouchers only –Process checks line item amounts on the voucher with the Purchase Order –Tolerances can not exceed the lesser of 10% or $500 –If over limit, work with buyer or agency budget analyst A change order may be made to the PO

17. 17 Budget Checking –Process verifies sufficient funds are in the budget for the transaction –If voucher has Budget exceptions, review errors –Verify Chartfields first –If “No budget exists” or “Budget exceeds tolerance”, work with agency budget analyst to resolve

18. 18 Voucher Errors Chapter 4 of the Accounts Payable Manual provides troubleshooting examples and steps needed to correct vouchers Once vouchers have been corrected, they will need to be re-initiated back through the approval process Advanced AP class is recommended (see Encompass calendar)

19. 19 Voucher Correction  If a voucher is posted, NOT PAID and NOT AOS approved  unpost and make correction(s); allow AP batch process to run  If a voucher has been approved by AOS, but NOT paid  Contact AOS and request they DENY voucher  If the voucher has been paid  A General Ledger Journal Entry must be created to correct the chartfields and reference the original voucher  To determine which chartfields were used on the accounting entries from the original voucher use  Accounts Payable > Review Account Payable Info > Vouchers > Accounting Entries

20. 20 Use Caution when Closing a Voucher!! If a PO receipt was pulled into a voucher and determined AFTER the voucher is saved that the receipt was wrong in anyway – DETACH the Receipt and reuse the voucher. Only Close a PO voucher if the PO is going to be closed. Otherwise, refer to Detaching the PO Receipt documentation ENCOMPASS Documents> Training Documents > Accts Payable >MISC Info>E-Pro–AP–BULLETIN 1 If a voucher is tied to a PO, users will be prompted to select one of these options: Click Yes, to restore the encumbrance to the PO Click No, to close the voucher liability only In order to close a voucher it must be Posted and Not selected for Payment The Advanced AP Class is highly recommended Note – closing a voucher reverses the accounting entries when the voucher was created

21. 21 –Pagelets –My Favorites –Recently Used –Breadcrumbs –View All –Comments –Initiator approval vs. Worklist approval –Vendor look up –Query –ENCOMPASS events & documents –Questions? GMIS Support: Main Menu > Report an Issue Also from the Oracle PeopleSoft Login page Navigation Tips & Demonstration

22. 22 Exercises

23. 23 Evaluations Course evaluation –Please be honest –We use these evaluations to adjust the class if necessary E-mail Contacts - slacour1@iot.in.gov@iot.in.gov