SFS Accounts Payable and Travel Expense Overview

1. SFS Accounts Payable and Travel & Expense Overview May 2011 Opening � Ruth Ella/Michael McDermottOpening � Ruth Ella/Michael McDermott

2. Agenda Overview Objectives Ready, Set, Go-Live! AP and T&E Processes SFS Resources Michael McDermottMichael McDermott

3. Communicate SFS business process and organizational benefits and impacts Business Process Flows Provide a view of the end-to-end future state of the SFS Purchasing module System screen shots Identify resources to help end users understand and utilize SFS Overview Objectives

4. Ready, Set, �Go-Live!� Conversion: Reconciliation & Validation Late May-Mid August Inputs and Outputs will be provided to all Agencies on the SFS website. Agencies expected to work with OSC data owners to resolve conversion defects Training: Agency training July-November 2011 CAS Processing ends 9/30/2011 Cutover: 10/1/2011-10/15/2011 SFS �Go-Live�: 10/16/2011

5. Accounts Payable and Travel & Expense Processes

6. Michael McDermottMichael McDermott

7. Business Benefits � Accounts Payable Speaker�s note: For last benefit, reference making changes in the system entry, i.e. journal voucher in AP rather than a journal in GLSpeaker�s note: For last benefit, reference making changes in the system entry, i.e. journal voucher in AP rather than a journal in GL

8. Bulkload Agency Impacts

9. AP Overview Flow Speaker note: Talk to how different voucher types are processed through workflow, i.e. regular voucher versus journal voucher.Speaker note: Talk to how different voucher types are processed through workflow, i.e. regular voucher versus journal voucher.

10. Michael McDermottMichael McDermott


12. AP Voucher Types The SFS will maintain the following types of AP vouchers: Regular Voucher � Used for entering both non-PO vouchers and PO related vouchers to vendors. Will also include interagency payments. Journal Voucher � Used for correcting accounting entries on a posted or paid voucher.� Journal vouchers are used instead of creating accounting entries directly in the general ledger. Prepaid Voucher � Used for entering prepayments (down payments, progress payments, or deposits).� Prepaid vouchers will be used to make P-Card Citibank credit card payments.

13. AP Voucher Types (continued) The SFS will maintain the following types of AP vouchers: Single Payment Voucher � Used for entering a voucher for a Payee without having to identify a valid vendor in the statewide vendor file.� Such payments as crime victims, jury duty payments, Inmates, certain refunds, and other assistance types. OSC must approve the use of single payment vouchers for specific payment types. Template Voucher � Used for creating a template for generating regular vouchers with similar information. Recurring Voucher � Used for the automatic payment of recurring vouchers for the exact same vendor with the exact same information. Adjustment Voucher � Used for entering credit or debit memos, or for relating one voucher to another.� This type of voucher is also used for refund of appropriation transactions.

14. AP Voucher Entry Flow

15. Voucher Menu - Add a New Value Tab

16. Invoice Information Tab

17. Invoice Information Tab continued

18. Voucher Payment Page

19. AP Voucher � MIR Date The MIR date will systematically calculate the MIR Date The MIR date will be calculated based on the latest of Invoice Received Date, latest merchandise Received Date, and the latest merchandise Inspection date. System will use all dates when applicable Invoice Received date can be modified to effect the MIR Date when required

20. AP Voucher Entry Summary

21. AP Voucher Entry Summary Speaker note � For impact #7, reference that each agency may have a difference policy/practice for the timing of credit card payments.Speaker note � For impact #7, reference that each agency may have a difference policy/practice for the timing of credit card payments.


23. AP Agency Approval Workflow

25. AP Voucher Approval

26. Voucher Approval Tab � OSC Approved

27. AP Approval Summary


29. Voucher Menu � Find an Existing Value Tab with Values

30. Related Documents Tab

31. Error Summary Page

32. Match Status Exception � Summary Tab

33. Match Exception Workbench Details

34. Match Exception Processing

35. Budget Check for Vouchers Results

36. Voucher Exceptions Tab

37. Budget Exception Processing


39. Business Benefits � Travel and Expense

40. Bulkload Agency Impacts

41. Definitions for Travel and Expense



44. SFS Business Process Flow: Travel Authorization Overview

45. Create Travel Authorization

46. Expense Location Look Up

47. Expense Location Look Up By selecting the default location on the expense reporter header, the location will default into each expense line when per diem rates are being used If multiple locations apply on an expense report, the location can be selected for each expense line

48. Expense Type Detail

49. Expense Type Distribution

50. Travel Authorization Summary Speaker�s note: SFS side of Impact #2 - Callout that this is only to facilitate workflow. All existing and updated documentation policies still apply.Speaker�s note: SFS side of Impact #2 - Callout that this is only to facilitate workflow. All existing and updated documentation policies still apply.



53. SFS Business Process Flow:Expense Report Overview

54. Create Expense Report

55. Apply My Wallet Transaction to EX

56. Confirmation of Submission


58. Worklist View

59. Supervisor Review

60. Expense Report Denied


62. Review Employee Expense Payments

63. View of Employee Data

64. Organizational Data

65. User Defaults

66. Corporate Card Information

67. Employee/Traveler Administration Certain information on the employee profile will be populated and controlled by their payroll record, such as: Name Address Bank Account for ACH Employee ID Certain information will be managed in SFS by an agency administrator, such as: Supervisor Official Station Default chartfield information Credit Card information

68. Report of Un-reconciled T-card Charges Report Layout

69. Expense Reports Summary

70. Travel Card Summary

71. Employee Self Serve Employee�s will be able to view their own expense document statuses online provided they are granted system access. Employee�s will be able to see: Document status (including approval level) Payment information Expense Report history

72. Review Employee Expense History

73. Detail of ACH Payment

74. Detail of Check Payment

75. SFS Resources for Purchasing UAT: Late May-August Additional details and UAT kick off information will be sent out later this month Training and Job Aids End User Training Coming in July! Training Course and Job Aid descriptions available on the SFS website http://www.sfs.ny.gov/training/agency_user_page.htm

76. SFS Resources

SFS Accounts Payable and Travel Expense Overview

SFS Accounts Payable and Travel Expense Overview

Presentation Transcript

Accounts Payable

Accounts payable

GENERAL ACCOUNTING ACCOUNTS PAYABLE AND TRAVEL

Accounts Payable

Accounts Payable

Accounts Payable

Accounts Payable Travel Office

Accounts Payable

Accounts Payable

Accounts Payable

Travel and Accounts Payable Training

Accounts Payable

Travel and Accounts Payable Training

Accounts Payable

Travel and Accounts Payable Training

Accounts Payable Training Accounts Payable

Accounts Payable

Accounts Payable

Travel and Accounts Payable Training

Travel and Accounts Payable Training

Travel and Accounts Payable Training

Overview of Accounts payable services