ENCOMPASS AP Q & A Session auditor of state

1. December 17, 2009 ENCOMPASSAP Q & A Sessionauditor ofstate

2. Agenda • AOS Accounts Payable Processes • Frequently Asked Questions • AOS Vendor Processes • Frequently Asked Questions • Questions

3. AOS - AP PROCESSES

4. What is a Special? Voucher needs immediate approval. i.e... Late invoices Approval does not mean immediate payment. Payment will be made following the vouchers pay terms. Invoice Date + Payment Terms= Scheduled Due Date To verify payment date, check the scheduled due date field on the payment tab of the voucher. All specials need to be requested prior to being sent to AOS for approval. This should be done via email to Mary Reilly or Kathy Frick.

5. VOUCHER AUDIT POINTS All Invoices over $500 using AccountPoints 3, 4, 5, 7 and some 9’s will also be Audited for : • Receipt ID • Purchase Order ID Vouchers with incorrect or missing information will be denied and returned to agencies for correction.

6. AOS AP PACKET GUIDELINES • Packet Packaging • Sort Transmittals by Voucher Type (Online, HV, etc…) and Voucher ID (Create date Voucher Number) • Package by Type (Non Travel, Travel, Pre-Approved Special) • Staple Transmittals on top of Invoices • Include only as many Transmittal/Invoices that fit into an interoffice envelope. (No daily limit on envelopes) • Transmittal form must be printed after Manager approval • Label the packet and send to AOS Service Center. • Use label instructions per packet instructions.

7. IMPORTANCE OF DATES • Unless prior arrangements are made, a vendor payment is scheduled approximately 35 days after the invoice date. • Late payment interest is calculated using the latter of receipt date or invoice date.

8. INVOICE DATE • The invoice date entered is the date that is on the original vendor invoice, not the date when the invoice is received in the office or the date the invoice is entered. • To avoid possible disputes, for your records, stamp on the back of the invoice the date it was received in your office.

9. ACCOUNTING DATE • Defaults to the current date, which is the date the invoice is entered in the system. This is correct. • Must be in an open accounting period. • This date is used for accounting entries only; it does not affect payment dates or interest calculations.

10. RECEIVED DATE – VERY IMPORTANT! • Late payment penalties are calculated based on the LATTER of invoice date or receipt date, thereby making this date vital to the transaction. • If a purchase is made using ePro, the Received date is entered by the AP Receiver when the Receiver is entered in the system. • If not an ePro purchase, enter the date on the Received Date field on the voucher.

11. EXAMPLES OF RECEIVED DATE Example 1 • An invoice is received for a service rendered during the month – professional services and utilities are examples. • The received date should be the last day the service was provided or, if not specified, the last day of the month.

12. EXAMPLES OF RECEIVED DATE Example 2 • Registration to a conference is paid by employee from an invoice; reimbursement not requested until 3 months later. • In this case, the received date would be the date of the conference; however, the invoice date would be the date the employee submitted it to the office, as the payment is actually to the employee. • Result – if processed timely, no interest paid.

13. ENTRY ERROR RESULTED IN INTEREST PAID? • Contact the vendor who received the interest payment and ask for a refund of the interest. • Most vendors with repetitive business with the state will cooperate with your request. • FYI – in the case of interest paid from a federal grant, the interest is automatically charged to the related state funding source.

14. AP Voucher Dates?

15. ALCHEMY REPORTS - Demo Look up EFT notices Packet sent, Voucher not approved by AOS. Why? Can agencies check to see if check was cashed? Navigate to Portal and AOS website to see UP-TO-DATE entry information. 15

16. Frequently Asked Questions • Do I need to submit a cover sheet with the vouchers • No. All that is needed is the original invoice stapled to the Transmittal Form. Remember that this is a 1:1 relationship unless the vouchers were entered by control group or high volume. • Do I need to submit the colored copies for the formerly known ‘PP’ and ‘PF’ purchase orders? • No, these colored copies are no longer needed. • I noticed that the Transmittal forms are printing in a Landscape format. Is this correct? • Yes, this is how the reports are designed to print. Please don’t change this format as the font size will be too small to read.

17. Frequently Asked Questions • What is the new Remit location code and how is it to be used? • The new Location code on the vouchers needs to have the word “REMIT” in the name. This is the new format and it must be adhered to otherwise the vendor will not receive their payments properly. If vouchers were created prior to the PeopleSoft cutover, please ensure these vouchers have the correct location code otherwise they will be sent back to the agency for correction. In order to fix these vouchers, the vouchers must be Unposted first which will reinitiate the approval process except if they are in a paid control group. • I noticed on the ENCOMPASS website new forms for AOS. I thought these forms were no longer being used? • Remember there are still some agencies that are not using the PeopleSoft ENCOMPASS system. These forms were created for those agencies to use.

18. Frequently Asked Questions • I do not understand why I can’t separate out vouchers from Control Groups once the agency manager has approved the group? • In a previous communication, we talked about how the vouchers will “live and die together”. With Control Groups, all of the vouchers stay in the control group through the approval process. The agency manager has access to delete vouchers from a group which separates the voucher and makes it stand-alone. Once the agency manager has approved the group, AOS does not have the option to delete vouchers. Therefore, if there is a problem with one voucher, the entire group will be denied. • Will AOS close our Open PO’s when they are complete? • No, this is a change with the new ENCOMPASS system. Agencies are responsible for maintaining their purchase orders.

19. Frequently Asked Questions • If a voucher doesn’t pass Budget Check or Document Tolerance, can it still be approved? • Yes. The batch process does not affect the approval process. However, users should run the SOIAP008 query to verify the batch processes prior to printing the transmittal forms. Also, the agency approvers now have access to see if a voucher has passed the batch processes from the approval page. AOS will not be checking to see if the vouchers have passed the processes. This is the responsibility of the agency. Agency managers should attend the Approver workshop to understand the full approval process for all voucher types. • I am confused about what is considered a “Special” • A special is a voucher that needs immediate approval. This voucher will follow the normal payment terms of 35 arrears which is via the Scheduled due date. In order for a voucher to be paid early, the pay terms must be changed on the PO.

20. Frequently Asked Questions • I already sent over my Transmittal form but need to make a change to the Voucher. What do I do? • Contact one of the AOS audit specialists immediately for further instructions. Once a change has been made to the voucher, the approval process begins again. The agency will need to re-approve the voucher and a new transmittal form will need to be printed. • I processed a voucher prior to 35 days and the voucher still hasn’t been paid. Why? • Agencies need to check and see if the vendor is on hold. Navigate to Vendors > Vendor Information > Add/Update > Vendors. Enter Vendor ID and click Search. At the bottom of the summary page is a Pay Hold column on the Remit Location that will show if the vendor is on hold.

21. Frequently Asked Questions • What do I do if I get notified by AOS of an ACH bounce back? • AOS will send to the agency any bounce backs that occur when processing a pay cycle. What these mean is the banking information is not correct for a vendor. AOS will notify the agency of the problem and will put that vendor’s banking information on the location page into an On Hold status. AOS will send the vendor a new Vendor Information form to be completed with the correct banking information. Once AOS receives this, the banking information will be corrected and that location will be taken off hold. The voucher will be paid with the next pay cycle.

22. Vendors with Special Pymt Msg Field Requirements AT&T 221336 AT&T 80673 Nipsco 50220 Embarq 224760 IPL 50025 Duke 50233 Only include the account number. No spaces, punctuation, letters, etc in the payment message field.

23. AOSVENDORS

24. Requesting Special Entry • If you need to have a vendor form entered quickly, please follow the following instructions. • Send an email to Maegan/Jessica/Vendors requesting to submit the form via fax or email. • Please include the vendor name and reason for emergency entry. • Please wait for a reply with instructions on how to proceed with submitting the form.

25. Frequently Asked Questions • I have a new Vendor Information form that needs to be sent to AOS. Do I include this within the voucher packets? • No. Send these forms in a separate envelope to the Vendor maintenance group at AOS. These forms are not processed by the AOS auditors. • Why does the address state No Auditor of State Payment? What if this is the address I need to use? • There are certain addresses entered into PeopleSoft that are not Remit to addresses. They are used for ordering or shipping of goods. Therefore, AOS has added the label of No Auditor of State Payment so vouchers cannot be created with these addresses. If you now need to use this address as a remitting address, have the vendor fill out the Vendor Information form and submit that to AOS for processing.

26. Frequently Asked Questions • When I enter a voucher, the address displaying is not the correct Remit to address. How do I change this address? • Navigate to the Payments tab on the voucher. Click the magnifying glass next to the address field and select the correct Remit to address. • How come I don’t see the subcodes on the address anymore? For example: EE, SD. • These subcodes are no longer needed with ENCOMPASS. Therefore, AOS is no longer entering them. Some may still exist from conversion but they don’t use any functionality.

27. Frequently Asked Questions • When I am entering a voucher, how do I know which Remit to location to select? Remit001 always displays but that’s not the correct one. • Remit001 is usually the default location. However, this may not be the correct location code. Some vendors have multiple banking options so you may need to change the location on the voucher to pay to a different location. Remember the banking information is stored on the location area of the vendor setup pages. To change the location, navigate to the Invoice Information field. Click the magnifying glass next to Location and select the correct location. In the description field you will see the name of the bank along with the last few digits of the account number. Select the correct location. Agencies should be aware of the vendor’s banking information.

28. AOSAPCONTACTS

29. QUESTIONS Agency specific questions – please stay session