Control Groups Workshop

State of Indiana

Instructor: Gerri Williams

2/6/2013

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Discussion Topics

• What are Control Groups?• Steps to creating a Control Group• Approving Control Groups• Control Groups vs. Individual Vouchers

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What are Control Groups?

• Groups of vouchers that are processed together for a specific purpose.

• Can also be used for one approval and one transmittal form submission.

• May be used in the creation of the voucher build file.

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Steps to Creating a Control Group

• Enter the Control Total on the Group Information Assignment page.– Either enter the total number of vouchers to be entered and the total

gross dollar amount or use the Adding Tape feature to insert values.– AOS requires a minimum of 5 vouchers in each Control Group.

• Assign the group on the Assignment page by changing the status to Assigned and populating the Assignment Group box with the User ID of the data entry person entering the vouchers.

• Make the following selections on the Accounting page– Post Vouchers Individually– Pay Vouchers Individually– Post Group– Only Pay Verified Groups

• Save the Control Group

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Steps to Creating a Control Group cont…

• Enter the Control Group Vouchers into the system. – All the steps are the same except on the pages will display the

Control Group ID.

• Navigate back to Control Group page to verify that the vouchers are complete then changing the status to Verified on the Assignment page.

• Save the updated information.• Navigate to the Approve Control Groups page, approve and

save the control group to initiate the workflow process.• After the Control Group has been approved by the AP

Manager print one transmittal page for each Control Group.

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Deleting a Control Group

• Control Groups can be deleted by using the Delete Control Group page if they have not been approved by AOS.

• Vouchers can be deleted within a control group by checking the vouchers to be deleted & clicking on the Delete Voucher box a well as the Delete Control group box.

• You cannot delete posted vouchers, vouchers that are in the process of posting, or vouchers that have been paid.

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Approving Control Groups

• Control Groups can be approved via the worklist or by navigating to the Approve Control Group page– The Voucher Detail section of the Voucher Control Group

Approval page contains a detailed list of all vouchers included in the group.

– If a voucher needs to be removed from the group navigate back to the Control Group and change the status to Ready for Review. Save the control group and navigate back to the Approval Page to remove the voucher. The Control Group will need to be updated with the change and the status reset to Verified.

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Control Groups vs.Individual Vouchers

• Transmittal form:– Control Groups – One per group– Individual Vouchers – One per Voucher

• AP Manager Approval :– Control Groups – In the Approving Managers Worklist, there will be one listing for

each control group.– Individual Vouchers – In the Approving Managers Worklist, each voucher will be

listed separately.

• AOS Approval:• Control Groups – AOS will approve Vouchers as a group.  If any vouchers are

incorrect, the entire group will be denied back to the agency to make any necessary corrections.  Any vouchers that do not have a valid budget status will not be denied back to the agency or picked up for payment.  Agencies will need to monitor and handle these vouchers accordingly.

•  Individual Vouchers – These vouchers are approved or denied separately from any other vouchers.  Approved vouchers will be processed by AOS; denied vouchers will go back to the agency on an individual basis. 

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What Questions Do You Have???