Presentation Transcript

1. Statewide accounting system– vendor & Accounts Payable OFMA - April 11, 2013 Patricia Garcia, CPA
2. Vendor – Summary Page Summary Page: Name 1 - DBA or Legal Name Status Classification Open for Ordering Remit To
3. Vendor – Identifying Information Identifying Info: Name 2 - IRS Name or Cross Reference to use another vendor ID Additional ID Numbers – contains FEI and confidential vendor flag
4. Vendor – Address Address: Vendor Address Search Email Address Alternate Name
5. Vendor – Payment Alternate Name Alternate Name: Used when there are multiple DBAs Indicated in Description Does not display in voucher Prints on warrants
6. Vendor – Contacts (Second E-Mail Address) Remittance advices can be copied to a second e-mail address. Contact vendor.eft@omes.ok.gov to have an e-mail address added.
7. Vendor – Location Location contains default set of rules Defaults from Payables and 1099 link pre-populate the PO and Voucher. OSF_EFT_Vendor_Location query
8. Vendor – Payables Link Link includes: Remitting Address EFT Flag Banking Info Interagency Account
9. Vendor – Payables Link (OMES Interagency Location 0032) OMES Location 0032 illustrates Interagency Account set up. Bank Account 0900 Inter/Intra Agency Payment Method Layout of IUP
10. Voucher – IUP Layout IUP Layout: Defaults based on vendor set up IUP reports on Inter/Intra Agency report Should only use on POs set up for inter-unit billings
11. Report – Misc Inter/Intra Agency Receiving Agency is Remit To Vendor on Voucher WIR/IUP Payment Method from Layout Bank Account records which agency has money Groups vouchers paid on one warrant number
12. Interagency Payment Acctg Entry AP > Review AP Info> Vouchers > Accounting Entries Records receiving agency’s entry on paying agency’s voucher accounting entry
13. Report – Outstanding Warrants Accounts Payable errors can be corrected except for an incorrect payment that cannot be recovered Review Form 15A, Misc Warrant report and OCP_ AP_Alltrans query just before and after warrants are generated Review Outstanding Warrants report for aging warrants & contact vendors when appropriate
14. Voucher – Search Page Search for: Related journal, adjustment, or reversal vouchers Voucher Source – Billing, Custom, Procurement Card, & Payroll built vouchers
15. Voucher – Invoice Information Date can and must be changed after AP period is closed Multiple POs/Receipts can be copied to voucher Grayed fields can be copied and pasted Use CFDA when paying with Federal funds
16. Voucher - Error Summary Use to view: Voucher Build Processing Errors Matching Errors Duplicate Invoices Out of balance and combo edit errors
17. 994 Payroll Withholding Vouchers Build vouchers in same month as payroll Use 633XXX account numbers on built vouchers Payroll and Finance must work together OCP_PR_WH_ACCT_DETL_BY_PERIOD query to create pivot table Reconcile and clear timing differences monthly
18. STATEWIDE ACCOUNTING SYSTEM– Budgeting issuesRobin Trail, Collette Coleman & Brandy Manek OFMA - April 11, 2013 OMES Budget Division
19. EPM Report Processes Reporting data extract Prepare composite budget Model recalculation Extracts data to the reporting tables Accumulates the data from the extract tables to be reported Only if Position Budgeting is used
20. EPM Report Tips Budget centers Sign out & back in Call analyst or helpdesk All must be checked in and copied to the Master before running any processes If have “Agency Coordinator” access (i.e. JDOEAC), must sign out of the budget system & sign back in using the AC user id before running processes If no AC access, then call your OSF Budget Analyst or the Help Desk to have the processes run
21. EPM Report Tips Child processes must complete “No Success” - helpdesk Data Extraction process & all its child processes must run completely to “Success” and “Posted” before queuing up the Composite Budget process If Composite Budget process runs to “No Success”, file a helpdesk case with the error message and select a different run control ID to run the composite budget process again (see manual COR224 – Agency Coordinator)
22. EPM Report Tips Enter entire budget Unique run control IDs Example Recommended that your entire budget is entered before running any processes Use unique run control IDs for processes and reports. All userids are unique. If you incorporate your userid into the name of your run control ID, this will create a unique run control ID. (For example, your userid is JDOE and you are running a report, you might have the run control ID, CHECKLIMITS_JDOE)
23. EPM Report Tips Do not run on prior revisions Example Do not run Data Extraction / Composite Budget on prior revisions as these processes are cumulative. Going back to previous revisions will eliminate the composite of revisions after. (Example: you have completed 5 revisions; if you have run these processes on all five, then go back and run the processes for revision 2, you eliminate data for revisions three, four and five. If this occurs, please file a helpdesk case stating that you have run the processes on the previous revision so that it may be resolved.)
24. Hyperion New This year Single system Capabilities New Budgeting System Begin implementation later this year One system for Budget Request, Strategic Plan, Capital Plan, Performance & Budget Work Program Position Budgeting capabilities Dynamic reporting capabilities Will solicit agency input
25. STATEWIDE ACCOUNTING SYSTEM– GENERAL LEDGER & RELATED PAYROLL ISSUES OFMA - April 11, 2013 Jennie Pratt & Lisa Raihl
26. Using “Favorites” Add “Favorites”: Shortcut directly to page Frequently used items Description can be changed to be meaningful to user
27. Using “Favorites” Finding Original Navigation: Menu items accessed through the “favorites” menu
28. Using “My Personalization” Navigation Personalization: Will be NEW OPTION when tools upgrade complete (later this year) Can be changed to turn off “autocomplete” functionality
29. Using “Find” Functionality “Find” Functionality: Finds data within a window Available on any window where “Find” link appears
30. Using “Wildcard” “Wildcards”: Use % sign at end of field to search available values that begin with identified values Can be used in any part of the value field
31. Using “Customize View” Hiding & Unhiding Items: Click the yellow “Customize” link CAUTION: may need to deselect hidden items (resolving edit or budget errors)
32. Using “Customize View” Hiding & Unhiding Items: Select the item to hide Check the box for “hidden” Deselect to unhide
33. Entering Dates Date Fields: Can be entered in many formats Using the backslash Without using the backslash Only the last two digits of year Enter the letter t to fill in the today’s date Calendar button can be used to select the day
34. Query Search Basic Search: Can use “wildcard” Include known part of any query name after % sign
35. Query Search Using Advanced Search: Change the criteria prompt Select queries using specific tables
36. General Ledger Reconciliations Related to Payroll Processing Issues
37. Reconciling the 994 Class Funding to Payrolls Processed Primary Purpose Withholdings 633XXX Accounts Funds disbursed NOT to be used for Primary purpose of 994 fund is to pool money due to providers/vendors that the agency is responsible to submit Can be either employee withholding or state share General ledger accounts 633XXX are used in 994 class funding for amounts to be paid from money withheld on payroll claims Funds that are disbursed from the 994 class funding should use the same 633xxx account that was used when the money was put into the 994 class fund The 994 Class Funding SHOULD NOT be used for other agency expenses
38. Reconciling the 994 Class Funding to Payrolls Processed PeopleSoft HCM Query: Purpose Run by payroll Coordinate Provides helpful information GO_PY_DED_RUNID_BY_CONFIRM_DT Assist with reconciliation of agency 633xxx accounts Must be run by individual with Payroll Processor role Coordination between Agency finance personnel and payroll personnel is required Provides: deduction codes and descriptions for payee identification number of employees with specific deduction total amount deducted for those employees general ledger 633xxx accounts to which the deductions were posted
39. Reconciling the 994 Class Funding to Payrolls Processed From date To date Co: field PeopleSoft HCM Query: GO_PY_DED_RUNID_BY_CONFIRM_DT
40. Reconciling the 994 Class Funding to Payrolls Processed Sample
41. Reconciling the 994 Class Funding to Payrolls Processed Every Monday Moves cash New query to be provided Oklahoma Child Support Centralized Payments Processed every Monday for payrolls with check issue dates the previous week Removes amounts from agency 994 fund and 633190 account New Financials Query being developed that contains the amount processed for OK child support, the date processed, and the Journal ID
42. STATEWIDE ACCOUNTING SYSTEM – Purchasing OFMA - April 11, 2013 Jan Hall, Contracts Mgr
43. What has changed or is changing? State is moving to a paperless system. That change is part of the reason for moving from a straight “Requisition” to an “eProcurement Requisition”. This process allows you to: Track the progress of your acquisition in the approval system Electronically upload documents that would be required in the file on a “paper” file process Interface with the new Catalogue system of purchasing Reduce errors in line item codes and descriptions
44. What’s new? What has changed or is changing? We will be moving to a more robust Vendor system that will allow vendors to modify or add information that makes your bidding process easier. We will be moving to electronic bidding, which will speed up your processes and make it easier for bidders to comply with bid close dates. We will be able to go “shopping” for items on multiple contracts at the same time and have the catalogue system generate the separate Purchase Orders.
45. What’s new? Finding Original Navigation: Menu items accessed through the “eProcurement” menu
46. What’s new? What should I be thinking about with the changes to the eProcurement system?
47. What’s new? Finding Original Navigation: Menu items accessed through the “Purchasing” menu
48. What’s next? What should I be thinking about with the changes to the Purchase Order system?
49. What’s next? What should I be thinking about with the changes to the Purchase Order system?
50. What’s next? What should I be thinking about with the changes to the Purchase Order system?
51. Any other tips? Other quick tips on the Purchasing System?
52. Purchasing How do I contact you? Website: http://www.ok.gov/DCS/Central_Purchasing/ Presenter: Jan Hall, Contracts Manager 405-522-0702 jan.hall@omes.ok.gov
53. STATEWIDE ACCOUNTING SYSTEM– Core training PlanTara roberson-moore, m.s.Core/isd training coordinator OFMA - April 11, 2013 Tara Roberson-Moore
54. CORE Training Plan What is CORE Training? Required training for security access to PeopleSoft modules Course requirements depend on the type of security access sought More than 100 different courses
55. CORE Training Plan CORE Training Plan Training is moving forward Looking at each course as a training package that includes all or some of the following: Classroom learning E-Learning Video Tutorials
56. CORE Training Plan What is in the Package? Classroom Traditional Instructor-led Longer, more complicated topics Offered at least twice a year
57. CORE Training Plan What is in the Package? E-Learning Modules Internet-based Self-paced Available when classroom classes are not Will totally replace some classroom-based classes Six months to a year away….
58. CORE Training Plan What is in the Package? Video Refreshers Single-subject, task-oriented Used to reinforce specifics from e-Learning and classroom learning Ideal for navigation tasks Ideal refreshers for classroom and e-Learning tasks Always available to users In production now . . . . Video Tutorials For classes that usually take 30 minutes to 1 hour Will replace some training requirements Ideal for view-only roles Ideal for reports-only roles Require simple completion for security access Can require some competency quizzes for access Always available to users
59. CORE Training Plan Job Aids Tip Sheets Manuals Manuals available on the CORE website: http://www.ok.gov/cio/ Choose the module:
60. CORE Training Plan New Evaluations New, improved forms More complete information Better feedback YOUR chance to tell us what you want
61. CORE Training Plan Training Calendar CORE Training announcements are posted at: http://www.ok.gov/triton/modules/calendar/calendar.php?event_type_seq=214&calendar_seq=6 E-Pro Training announcements are posted at: http://www.ok.gov/triton/modules/calendar/calendar.php?event_type_seq=669&calendar_seq=6
62. CORE Training Plan Training Announcements Announcements are sent via the Service Desk to the following user groups: HCM ELM Security Reps Communication Liaisons They are additionally sent to specific user groups depending upon the course topic.
63. CORE Training Plan Training Announcements To sign up for Announcements: Go to http://www.ok.gov/cio/ Choose OMES – Alerts
64. tara.roberson-moore@omes.ok.gov OMESINFORMATION SERVICES DIVISION OFMA - April 11, 2013