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Accounts Payable

Accounts Payable. Agenda. Vendors AP Terms, Roles, Workflow Exercises Available Resources. Vendors. NYS Vendor File. The NYS Vendor File is a centralized database of all vendors: entities that provide goods or services to, have an ongoing relationship with, and

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Accounts Payable

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  1. Accounts Payable

  2. Agenda Vendors AP Terms, Roles, Workflow Exercises Available Resources

  3. Vendors

  4. NYS Vendor File The NYS Vendor File is a centralized database of all vendors: • entities that provide goods or services to, • have an ongoing relationship with, and • receive payment from New York State. Benefits: • Improved vendor reporting • Reduced payment processing time • Allows vendors to manage their own state vendor records

  5. NYS Vendor File Managed by the Vendor Management Unit (part of the Office of the State Comptroller’s Bureau of State Expenditures) NYS agencies / entities must initiate the process for vendors to be added to the system. Vendors are responsible for ensuring that their data is accurate and up-to-date

  6. Single Payment Vendors Entities who do not provide goods and services to the State, and their information is not maintained in the Statewide Vendor File . Examples: • Refunding revenue collected from individual • Reimbursing SUNY & CUNY students • Making assessment refunds (Insurance Department) • Processing transactions to individuals who receive unclaimed funds (OSC) • Payments are processed using a Single Pay Voucher and the Single Payment Vendor ID established for the specific use. • These vouchers are only paid by check.

  7. Special Use Payment Vendors Vendors who cannot be added through the regular vendor add process: Examples: • Debt Service • Advance Account • Eminent domain • Payments are processed using a Regular Voucher and the Special Use Vendor ID established for the specific use.

  8. NYS Vendor File • A Vendor ID is a 10-digit number which uses specific numbering convention.

  9. NYS Vendor File • Adding Vendors to the Vendor File: • Use SFS and complete the “Vendor Add Request” • Complete the Single Payment Vendor Request form • Complete the Special Use Vendor Request form • Complete the Foreign Vendor Registration Request form

  10. Vendor Questions?

  11. Vouchers

  12. Types of Vouchers Regular Voucher – Used for entering both non-PO vouchers and PO related vouchers. Adjustment Voucher – Used for entering credit and refund of appropriation transactions. Single Payment Voucher – Used for entering a voucher for a one-time vendor without having to record the vendor information in the Vendor file. Prepaid Voucher – Used for making P-Card payments. Prepaid vouchers require another voucher for reconciliation purposes.(NOTE: P-Card prepaid vouchers are reconciled after P-Card reconciliations are entered and approved in the Purchasing module.)

  13. Template Vouchers Template Vouchers are used for creating a template for regular vouchers that have similar information, such as utility bills. • Template vouchers receive a Voucher ID when they are saved. • These vouchers are not submitted for approval. • The Voucher ID indicates that the template exists in SFS • When the Template Voucher is used to enter a new invoice, this voucher will be assigned a new Voucher ID. • Create a Regular Voucher when using the Template Voucher.

  14. Journal Vouchers Used when reclassifying amounts within the same Fund The Invoice Number field is optional Relate the original voucher to the journal voucher by using the “Related Voucher” field Distribution lines must net to zero

  15. Employee Reimbursement Travel and Expenses • Employee reimbursement is handled in the SFS Travel and Expenses module • Vouchers are not used for this purpose

  16. Accounts Payable Roles

  17. Accounts Payable Roles

  18. Primary Permission Lists Define what data users can see in the system Users who work for an agency that hosts other agencies (e.g., OGS) will have access to multiple permission lists.

  19. AP Workflow

  20. Budget Checking Are the necessary funds available to pay the vendor? An automated process that checks the amount of the voucher against the budget to ensure that the necessary funds are available to pay the vendor.

  21. Matching SFS compares voucher information with the purchase order, receipt and inspection (if applicable) to ensure that duplicate vouchers don’t exist.

  22. AP Approval Workflow Overview • Voucher Originator • After the voucher is saved: • Voucher ID assigned • Budget Checking • Matching (if applicable)

  23. AP Approval Workflow Overview • Voucher Originator • Supervisor • Voucher Originator checks to see if the voucher passed Budget Check and Matching (if applicable) • If not errors exist, the voucher is submitted into Workflow • Vouchers created by AP Processors or AP Coordinators will first go to their supervisor for approval.

  24. AP Approval Workflow Overview • Supervisor Voucher Approvers Dept Approver AP Manager Budget Office Fiscal Office • Vouchers move through the workflow process from one level to the next and approvers can: approve, deny or reject vouchers. • NOTE: No dollar thresholds in workflow

  25. AP Approval Workflow Overview • Pooled Roles(1) Department Approver (2) AP Manager (3) Budget Office (4) Fiscal Office • All approvers have the ability to: approve, reject, or deny the voucher • Once one of the users in the pooled role takes an approval action, the voucher is removed from the worklist of the others in the same role.

  26. AP Approval Workflow Overview • Fiscal Office • NYS Office of the State Comptroller (OSC) • Your agency’s Fiscal Office has final approval before the voucher is sent to OSC. • Once at OSC, the voucher will go through OSC’s audit/approval process.

  27. AP Approval Workflow Overview • Contact your Agency’s Workflow Administrator if your voucher does not move to the next level within workflow. • Workflow Administrator

  28. Additional Information

  29. Conversion - Vouchers • No open vouchers were converted into SFS. • Agencies will enter open vouches into SFS after Go-Live • Bulkload agencies will re-send via bulk load after Go-Live

  30. ChartFields Codes used to categorize financial and budget transactions. • Statewide ChartFields: Department, Program, Fund, Account • Agency-specific ChartFields: Operating Unit and Product

  31. ChartFields Additional Chart of Accounts information: • Course GL 105: Introduction to Chart of Accounts • SFS website: http://www.sfs.ny.gov/programElements/coaMaterials.htm

  32. SpeedCharts A 10-character code, that once entered, will automatically populate one or more pre-defined ChartField combinations. Available at “Go-live” Created and maintained by the AP Budget Unit Approver

  33. Vendor Location MAINCHECK (payment via check) MAINEPAY (electronic payment/ACH) OSCOFSET (Offsets - Liens)

  34. Vendor Location & Procurement Cards • A Business Unit (BU) specific Vendor Location DOES NOT NEED to be used when paying procurement cards.

  35. Invoice Number • SFS performs a duplicate check on the Invoice Number field • When making more than one payment related to the same invoice – each invoice needs to be unique.

  36. Print Invoice Button • Prints the system record of the voucher – NOT the invoice.

  37. Worksheet Copy Option • Use when entering a voucher from an exiting PO in SFS • Ability to copy the entire PO or specific lines from the PO • SFS RECOMMENDS NOT entering data into the “PO Unit” and the “Purchase Order” fields

  38. Agency Learning Session – Miscellaneous • Cancelled Checks • Prompt Payment Interest • Liens and Payment Intercepts (Split Pays) • Retainage

  39. Cancelled Checks • Nixie checks – Marked “Stale Dated” in SFS and destroyed. • Lost or stolen checks – Follow the same process as today. • Reissuance for a vendor in the Vendor Management File – VMU will research for a better address and a check will be issued using the same voucher. • Single Payment Vendors – the voucher will be closed by OSC and a new voucher will need to be created with the updated address.

  40. Cancelled Checks • Reissuance of Vendor Check • CAS – the same check # is reissued from a different bank account • SFS – a different check # from the same bank account

  41. Liens • For all liens, OSC is exercising the Comptroller’s right to offset payments on behalf of DTF and other agencies and will redirect payments. • How does a vendor know about a lien? • OSC lien unit sends correspondence for every amount they offset: • To the entity that filed the lien “lienor” • The entity that is subject to the lien “lienee” • The agency whose payment is being offset • Correspondence from OSC is outside of SFS

  42. Liens • OSC processes lien offset payments as one payment - a payment line is added to the voucher affected by the lien. (Viewable on the Payments tab.) • The 2nd payment line will contain the necessary information to offset the funds. • OSC then processes an AC909, Reports of Money Received, to deposit to the Comptroller's Lien account. • The trace # for lien payments is a manual # created by OSC. • Questions: Contact OSC’s Bureau of State Expenditures’ Customer Service Help Desk at (518) 4744868 or email: offset_unit@osc.state.ny.us

  43. Reimbursing Petty Cash • Create a Regular Voucher • Use a specific Vendor ID - which exists for every Petty Cash Account

  44. Deleting a Voucher • Equivalent to cancellation of the voucher • Only users in the AP Coordinator role have the ability to delete vouchers • How to Delete a Voucher –included in the AP210 – Advanced Voucher Processing Course • AP Coordinator

  45. Report Catalog Exports the entire reports listing into Excel. Search functionality – Click “Search” Lists the role(s) who have access to the report. If blank anyone can view. • Lists hundreds of available reports • Accessed reports: • Directly from SFS website • SFS Reports • Listing is continually being updated

  46. Reports

  47. SFS Website Resources

  48. Exercises

  49. Entering a Regular Voucher from a PO POs must be in a “Dispatch” status Price & Quantity can be updated, if needed Data entered on the Add a New Value page will carry over to the Invoice Information page Invoice Date and Invoice Received Date are required fields Use the Worksheet Copy Option

  50. Entering a Template Voucher Change Voucher Style to Template Voucher Invoice Date and Invoice Received Date are required fields The name of your Template ID needs to be unique within your Business Unit A Voucher ID will be assigned after saving to indicate that the template exists in SFS.

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