Accounts Payable & Sundry/Gift Deposit - 2005 Road Shows

1. Accounts Payable & Sundry/Gift Deposit - 2005 Road Shows Held at: Vontz Center Auditorium, March 16th TUC MainStreet Theater, March 18th

2. Agenda: Accounts Payable • Review New Processes • Small Dollar Invoice Payments • SAP Terms • User Roles • SAP Demo • Procurement Card Allocation • SAP Terms • SAP Demo • User Roles • Review Changes to Current Process - Discussion Items (No SAP Demo) • Replacement for Travel Authorization • Logistical Invoice Data Processing

3. Agenda: Sundry & Gift Deposit • Review Sundry and Gift Deposit Data Entry Process • Procedures for de-central data entry • Procedures for central data entry • SAP Demo – Example of a Departmental Gift Deposit • SAP Terms • User Roles

4. Agenda: General Topics • Key Community Activities • Questions & Answers

5. Review New Processes: Accounts Payable Small Dollar Invoice Payments • Replaces the current Small Order Form process • Small dollar invoices are real-time AP invoices that are posted by designated de-central Departmental staff • Small dollar invoices are invoices that are: • $300 or less • made payable to companies only • not applicable for payment via term contract releases • not applicable for payment via procurement card • not applicable for payment via purchase requisitions (i.e. RSML or repetitive payments to the same vendor)

6. Review New Processes: Accounts Payable Small Dollar Invoice Payments • Small dollar invoice document number generated by SAP can be given to the vendor as a confirmation number • No supporting documentation is sent to the Accounting Resource Center (ARC); any approval documentation is kept at the initiating de-central department • Small dollar invoices are paid via check and have a 2 business day turn around time from the time of invoice posting. • ARC will remain the central point of contact regarding questions about this process

7. SAP Terms:Small Dollar Invoice Process • Small dollar invoice: SAP transaction that creates a $300.00 or less payment to a vendor • One time vendor: a vendor that does not have a permanent SAP vendor account • Payment method supplement: indicator that specifies how a check will be handled after printing

8. Small Dollar Invoice – User Roles

9. SAP Demo – Small Dollar Invoice Transaction FB60 • Security limitations • One Time Vendor • Payment method supplement • Payment terms • SAP generated document number

10. Review New Processes: Accounts Payable Procurement Card (P-card) Allocations • Current PVS software will be not be used to allocate p-card expenses • P-card expenses will be parked in SAP via standard accounting documents • P-card expenses will be parked with the card’s default account code string • Designated users should update/modify & post • P-card expenses will be allocated directly in SAP system and posting will have real-time updates

11. Review New Processes: Accounts Payable Procurement Card (P-card) Allocations • All P-card accounting documents that are still parked at the end of the month will be automatically posted with the default account string • Card holders and/or designated P-card reviewers will need an SAP user ID and password in order to post allocations & run reports • P-card reporting will be done out of both SAP R/3 and SAP Business Warehouse (BW) • Purchasing Department’s current P-card training will continue to provide direction on purchasing card policy/procedures supporting P-card purchases

12. SAP Terms:P-card Allocation Process • Parked document: an accounting document that is entered into the SAP system as a suspended document that does not update accounting • P-card reviewer: an individual who allocates P-card expenses in SAP • SAP R/3: Real time production SAP system • SAP BW: SAP Reporting System

13. P-card Allocation – User Roles

14. SAP Demo – Pcard Allocations • Transaction FBV2 • Security limitations • Generate park doc list by • Unit Name (Hierarchy name that matches hierarchy name at bank)

15. Discussion Item: Travel Authorizations

16. Discussion Item: PO Invoices

17. Accounts Payable • QUESTIONS

18. Sundry & Gift Deposit Process: De-central data entry • Manual paper based data entry process will be replaced by direct entry of accounting & deposit information into the SAP system • Designated de-central staff will enter sundry and gift deposit data into SAP as parked accounting documents for: • Administration of exams • Marketing and lab services • Donations or gifts • Vendor rebate checks • Department fees/charges • Reimbursement of expense

19. Sundry & Gift Deposit Process: De-central data entry • SAP system will: • Automatically validate documents for accounting errors • Generate an accounting document number • Facilitate printing of accounting document in the required A151 or A152 form format • Accounting documents that pass accounting validations will be parked, then printed and then sent to the Cashier’s Office for final posting and funds deposit • Departmental users will be responsible for correcting validation errors prior to sending data to the Cashier’s Office for posting/deposit

20. Sundry & Gift Deposit Process: Central data entry • Cashier’s Office will be responsible for: • Validating actual funds against the deposit form • Posting the parked documents • Depositing funds • Cashier’s Office will enter deposit data into SAP for: • Transcripts • Student delinquent fees • Graduate Fees (publication/binding)

21. SAP Terms: Sundry & Gift Deposits • Parked document: an accounting document that is entered into the SAP system as a suspended document that does not update accounting • Park as Complete: status on a parked document that indicates that the document has been validated and is ready for posting • Assignment template: data entry function that allows the user to save repetitive accounting information & quickly default the information into an accounting document

22. Sundry & Gift Deposits – User Roles

23. SAP Demo – Gift Deposit Remittance • Transaction FV50 • Security limitations • Accounting validations • Assignment template • Park vs. Park as Complete • SAP generated document number • Print Gift Form (A152) • Transaction ZPRINTNONARFORMS

24. Sundry & Gift Deposit Process • QUESTIONS

25. Key Community Activities • Road Shows: Cover Chart of Accounts & Conversions, Budget Formulation, Accounts Payable & Cash Receipting, Asset Management, Requisitions & Term Contract Processing, Reporting and Selected Accounting Transactions & Grant Budgets. • Acceptance Testing: Subject Matter Experts who participated in Focus Groups and Blueprint workshops will be asked to participate. • Budget Training: Courses and Workshops will be held from Feb 15 to Mar 31. • Finance Training: Courses and Workshops will be held from Mar 21 to Jun 30. Road Show dates and locations, Training schedules and registration information will all be available through the Listserv, UC Flex web site and newsletters.

26. Training–Financials More than 40 courses and workshops and over 2500 hours of training to be delivered.

27. Where to Get More Information • Visit the UC Flex Web site – www.uc.edu/ucflex • Join the Listserv (sign-up via the Web site) • Send questions and comments to ucflex@uc.edu • Read the Newsletters • Attend the Road Shows • Talk to an Executive Steering Committee member, Business Administrator or a UC Flex Project Manager

28. Thank You for Your Continued Support