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PeopleSoft Transition from WarVal to Positive Pay Category 5 and 11 Warrants

PeopleSoft Transition from WarVal to Positive Pay Category 5 and 11 Warrants. Presented by: Susan A. Smith Senior Accountant. What is Positive Pay?. Positive Pay allows the County of Riverside and Union Bank to work together to Reduce the potential of warrant fraud

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PeopleSoft Transition from WarVal to Positive Pay Category 5 and 11 Warrants

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  1. PeopleSoft Transition from WarVal to Positive Pay Category 5 and 11 Warrants Presented by: Susan A. Smith Senior Accountant

  2. What is Positive Pay? Positive Pay allows the County of Riverside and Union Bank to work together to • Reduce the potential of warrant fraud • Minimize risk and improve overall cash management • View images of suspicious or unauthorized warrants • Make pay / no pay decisions online in real time

  3. Riverside County • Created a Issued/Cancelled interface file • Updated all paid warrant information • Added Stale-Date code and calculation • Paid warrant file loaded directly into PeopleSoft • Reviewed Business Processes and Practices

  4. Changes to PeopleSoft • Issued Warrants • Cancelled Warrants • Stopped Warrants • Paid Warrants • Stale-Date Warrants

  5. Issued Warrants WarVal Run Pay Cycle In PeopleSoft Nightly Cycle Run Extract file from PeopleSoft to WarVal WarVal Updated

  6. Issued (County Paid) WarrantsPeopleSoft Run Pay Cycle In PeopleSoft Verify new screens during Pay Cycle (next 6 slides) Extract File Runs at 5:30 PM Everyday Confirmation Received via Dazel (currently faxed) UBOC uploads file after 12 AM Fax Confirmation received Verify UBOC and Dazel Report

  7. First new status will appear after “Print Checks” step

  8. Click “Refresh”

  9. Second New Status “Formatted”

  10. Click “Refresh”

  11. The following Crystal Report will appear. Click the “X” button in the upper right hand corner. Then proceed as usual.

  12. Cancelled Warrants WarVal Manually cancel warrant in PeopleSoft Manually cancel warrant in WarVal Monthly Recon

  13. Cancelled Warrants PeopleSoft Cancel warrant in PeopleSoft Extract File Runs at 5:30 PM Everyday File Transmit to UBOC with Issued Warrants Confirmation Received via Dazel UBOC uploads file after 12 AM Fax Confirmation received Verify UBOC and Dazel report

  14. Stopped Warrants WarVal Manually Stop Warrant in PeopleSoft Manually Stop Warrant in WarVal Manually Stop Warrant at UBOC Website Monthly Recon Receive Notification from UBOC

  15. Stopped Warrants PeopleSoft Manually Stop Warrant in PeopleSoft Manually Stop Warrant at UBOC Website Receive Notification from UBOC Monthly Stop Payment Listing Review for “Expir” Warrants Notify UBOC not to Renew Warrant will Stale-Date

  16. Paid Warrants WarVal UBOC transmits paid warrant information File Loaded into WarVal File Loaded into PeopleSoft and Reconciled WarVal Exception Report Faxed Exception and Paid Warrant Report Warrants Paid Journal Created by ACO

  17. Paid Warrants PeopleSoft UBOC transmits paid warrant information File Loaded into PeopleSoft and Reconciled Verify Bank Statement – Auto Recon Screen (see next slide) Faxed Paid Warrant Report Warrants Paid Journal Created by ACO Exception Report Available via Web

  18. Stale-Date WarVal Warrants Stale-Dates in WarVal after 6 months ACO receives monthly report Manually journal entry from clearing fund to stale-date fund

  19. Stale-Date PeopleSoft Warrants Stale-Date after 185 days Nightly cycle will process stale-date journal Daily and Monthly Report available in Dazel Notify UBOC to remove stale-date warrants after 2 ½ years UBOC will process stale-dates after 185 days UBOC Monthly Stale-Date Report

  20. Monthly Reconciliation WarVal to PeopleSoft • Outstanding warrants in WarVal reconciled to ending balance in warrant clearing fund • Cancelled, Stopped and Issued (County Paid) warrants were reconciled from PeopleSoft AP Module to WarVal • Paid Warrant journals entered into GL module match to paid warrant info from bank • Monthly Stale-Date report matched to Stale-Date journal

  21. Monthly Reconciliation PeopleSoft to Positive Pay • Outstanding balance on UBOC report will be verified to ending cash balance in clearing fund • Verify cancelled, stopped, county paid, stale-date and bank paid warrants • Additional training will be provided to Warrant Clearing Fund Reconciliation Desk

  22. PeopleSoft Queries • RVAP_CANCEL_STOP_PAYMENTS • RVAP_RECONCILED_WARRANTS • PAYMENT_TBL • VENDOR

  23. PeopleSoft Reports • Daily Stale-Date Detail Report • Monthly Stale-Date Detail Report • Issued (County Paid)/Cancelled Summary Report • Issued (County Paid), Cancelled, Stopped, Stale-Date, Bank Paid Summary Report

  24. Additional Information • Revise Procedures • Training • Warrant Clearing Fund – January 2005 • Stale-Date Warrants – January 2005 • Category 1 warrant transferred to Positive Pay

  25. Presentation will be available on the Auditor-Controller Website: www.auditorcontroller.org Additional questions and comments I can be reached at (951) 955-3850 or Sasmith@co.riverside.ca.us

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