CBS Accounts Payable OverviewAccounts Payable Overview )Quick Reports » A series of commonly used...

A System For Now And The Future

CAMS

CBS Accounts Payable Overview CBS Accounts Payable Overview


CAMS

Accounts Payable Overview Accounts Payable Overview The Big PictureThe Big Picture

Travel Manager

Commerce PurchaseCard System (CPCS)

Bankcard

Grants/ASAP

Property

Payment ManagementAccounts Payable

Cost Allocation Budget

Execution

General Ledger

Accounts Rec’vble/Reimbursable Agreements

CFS

Commerce Business Systems

GTA

ESPS

AP Std Interface

NFC Employee Data

ORSI/C-STARS Interface* VMS/CCR

Interface*

*Planned for FY 2006


CAMS

Accounts Payable OverviewAccounts Payable Overview

What does it do?What does it do?»» Records, monitors, and controls Records, monitors, and controls all activities related to all activities related to

the expenditure and disbursement of fundsthe expenditure and disbursement of funds. .

How does it work?How does it work?»» A series of maintenance, transaction, lookup, report and A series of maintenance, transaction, lookup, report and

program screens, enables users to process payments for program screens, enables users to process payments for goods and/or services while tracking the progress of each goods and/or services while tracking the progress of each document through the disbursement processdocument through the disbursement process


CAMS


Maintenance screensMaintenance screens»» Record information the system requires to process transactions, Record information the system requires to process transactions,

reports, and programsreports, and programs-- For example, information about individual vendors is recorded inFor example, information about individual vendors is recorded in

the vendor maintenance screen (PM002). This information is the vendor maintenance screen (PM002). This information is required by the vendor invoice transaction screen (PM003) in required by the vendor invoice transaction screen (PM003) in order to process an invoice. Access to maintenance screens is order to process an invoice. Access to maintenance screens is limited to designated CFS userslimited to designated CFS users

Transaction screensTransaction screens»» Enable users to process individual transactions or documentsEnable users to process individual transactions or documents

-- For example, the vendor invoice transaction screen (PM003) For example, the vendor invoice transaction screen (PM003) records the information necessary to process an invoice for records the information necessary to process an invoice for disbursementdisbursement


CAMS


Lookup screensLookup screens»» Enables users to query the database for specific Enables users to query the database for specific

information and view the resultsinformation and view the results-- For example, the FM017 Obligation Document Lookup For example, the FM017 Obligation Document Lookup

Screen is used to query detail transactions that have Screen is used to query detail transactions that have impacted a particular obligating document such as a impacted a particular obligating document such as a purchase orderpurchase order

Report screensReport screens»» Kick off canned CFS reportsKick off canned CFS reports

-- For example, the PM102A Vendor Invoices Released for For example, the PM102A Vendor Invoices Released for Payment report captures invoices by user and date range Payment report captures invoices by user and date range that were scheduled for paymentthat were scheduled for payment


CAMS

Accounts Payable Overview Accounts Payable Overview

Quick ReportsQuick Reports»» A series of commonly used SQL queries which have been formatted A series of commonly used SQL queries which have been formatted

into reports that can be printed out or einto reports that can be printed out or e--mailed to the requestor. mailed to the requestor. New reports can be added based on user specification in a relatiNew reports can be added based on user specification in a relatively vely short time frameshort time frame..-- For example, the Accounts Payable Obligation History Report For example, the Accounts Payable Obligation History Report

tracks all approved transactions linked to an obligationtracks all approved transactions linked to an obligation

Program/document screensProgram/document screens»» Used to process information by selecting new groups of records, Used to process information by selecting new groups of records,

manipulating these selected records, and/or processing reports. manipulating these selected records, and/or processing reports. Programs are created to automate processes that are performed Programs are created to automate processes that are performed regularlyregularly-- For example, the PM206 Create Host to Host For example, the PM206 Create Host to Host DisbDisb File File

prepares a file of scheduled invoices to be transmitted to prepares a file of scheduled invoices to be transmitted to Treasury for disbursementTreasury for disbursement

Accounts Payable OverviewAccounts Payable OverviewProcess Flow Process Flow

CommitmentCommitmentProcessProcess(FM030)(FM030)

ObligationObligationProcessProcess

(FM040/FM041)(FM040/FM041)

ReceiptReceiptProcessProcess(PM030)(PM030)

AcceptanceAcceptanceProcessProcess(PM031(PM031))

InvoiceInvoiceProcessProcess(PM003)(PM003)

DisbursementDisbursementProcessProcess

PM102/103PM102/103PM206PM206

AcceptanceAcceptanceProcessProcess(PM031)(PM031)

Currently not in use

Reverse Receipt Reverse Receipt (PM034)(PM034)

Void Invoice Void Invoice (PM044)(PM044)

AccomplishAccomplishScheduleSchedule(PM005)(PM005)

EstimateEstimateAccrualAccrualPM050PM050

Reverse Reverse EstimatedEstimated

AccrualAccrual(PM054)(PM054)

AccomplishAccomplishIPAC IPAC

(PM041)(PM041)

PM006 PM006 (Document Level (Document Level

Cost Cost AdjAdj))


CAMS


Invoice Matching criteria is defined for each document type Invoice Matching criteria is defined for each document type as followsas follows::

»» NoNo--MatchMatch -- No prior obligation exists . Invoice is initial point No prior obligation exists . Invoice is initial point of entry into of entry into CBSCBS

»» Two Way MatchTwo Way Match -- Invoice data matched with FM040 Purchase Invoice data matched with FM040 Purchase order order

»» Three Way MatchThree Way Match -- Invoice data matched with FM040 Invoice data matched with FM040 Purchase Order and PM030 Receiving TicketPurchase Order and PM030 Receiving Ticket

»» Four Way MatchFour Way Match -- Invoice data matched with FM040 Invoice data matched with FM040 obligation, PM030 Receiving Ticket, and PM031 Acceptanceobligation, PM030 Receiving Ticket, and PM031 Acceptance


CAMS


General Ledger ImpactsGeneral Ledger Impacts»» Approval of a transaction screen in CFS triggers a Approval of a transaction screen in CFS triggers a

posting to the GL based on transaction codes set up in posting to the GL based on transaction codes set up in the General Ledger Modulethe General Ledger Module

»» Each screen generates a different GL posting based on Each screen generates a different GL posting based on transaction information transaction information –– such as object class, direct or such as object class, direct or reimbursable projects, etcreimbursable projects, etc


CAMS


Accounting Events by CFS ScreenAccounting Events by CFS Screen»» FM030 FM030 –– Request for Products and Services ScreenRequest for Products and Services Screen

-- Records a commitment transactionRecords a commitment transaction»» FM040 FM040 –– Purchase Order Transaction ScreenPurchase Order Transaction Screen

-- Records an undelivered orderRecords an undelivered order»» PM030 PM030 –– Receiving Ticket Transaction ScreenReceiving Ticket Transaction Screen

-- Records an accrual transactionRecords an accrual transaction»» PM034 PM034 –– Reverse Receiving TicketReverse Receiving Ticket

-- Reverses accrual created by PM030Reverses accrual created by PM030


CAMS


Accounting Events by CFS Screen contAccounting Events by CFS Screen cont’’dd»» PM050 PM050 –– Estimated AccrualEstimated Accrual

-- Records an accrual transactionRecords an accrual transactionNo or two way matched documentNo or two way matched document

»» PM054 PM054 –– Reverse Estimated AccrualReverse Estimated Accrual-- Reverses an accrual created by a PM050 Reverses an accrual created by a PM050

»» PM003 PM003 –– Vendor Invoice Transaction ScreenVendor Invoice Transaction Screen-- Records an accrual transaction Records an accrual transaction

No or two way matched document No or two way matched document


CAMS


Accounting Events by CFS Screen contAccounting Events by CFS Screen cont’’dd»» PM044 PM044 –– Void Vendor InvoiceVoid Vendor Invoice

-- Reverses an accrual created by a PM003 Reverses an accrual created by a PM003 »» PM102/103/206 PM102/103/206 –– DisbursementDisbursement

-- Records posting for discounts, interest penalties, Records posting for discounts, interest penalties, retainagesretainages-- Records posting to move from Accounts Payable to In Transit Records posting to move from Accounts Payable to In Transit

»» PM005 PM005 –– Accomplish Treasury ScheduleAccomplish Treasury Schedule-- Records posting to cashRecords posting to cash-- Records posting to move from Unpaid to Paid Records posting to move from Unpaid to Paid

»» PM041 PM041 –– Accomplish IPAC Accomplish IPAC -- Records posting to cashRecords posting to cash-- Records posting to move from Unpaid to PaidRecords posting to move from Unpaid to Paid


CAMS


Example WalkthroughExample Walkthrough

Processing a 3Processing a 3--way Match Obligation way Match Obligation Originating from the FM040 Purchase Originating from the FM040 Purchase

Order Transaction ScreenOrder Transaction Screen


CAMS

Accounts Payable OverviewAccounts Payable OverviewMaintenance TablesMaintenance Tables


CAMS

Accounts Payable OverviewAccounts Payable OverviewVendor MaintenanceVendor Maintenance


CAMS

Accounts Payable Overview Accounts Payable Overview Purchase Order Transaction ScreenPurchase Order Transaction Screen


CAMS

Accounts Payable OverviewAccounts Payable OverviewReceiving Ticket Transaction ScreenReceiving Ticket Transaction Screen


CAMS

Accounts Payable OverviewAccounts Payable OverviewFM017 Obligation LookupFM017 Obligation Lookup


CAMS

Accounts Payable OverviewAccounts Payable OverviewVendor Invoice Transaction ScreenVendor Invoice Transaction Screen


CAMS

Accounts Payable OverviewAccounts Payable OverviewVendor Invoice Transaction ScreenVendor Invoice Transaction Screen

Treasury Schedule No


CAMS

Accounts Payable Overview Accounts Payable Overview Vendor Invoice History ScreenVendor Invoice History Screen


CAMS

Accounts Payable Overview Accounts Payable Overview Vendor Payment Lookup ScreenVendor Payment Lookup Screen

CBS Accounts Payable OverviewAccounts Payable Overview )Quick Reports » A series of commonly used...

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