“Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP •...

23
LaGov Project “Managing Imprest Accounts” Welcome to our Genesys WebConference

Transcript of “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP •...

Page 1: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

“Managing Imprest Accounts”

Welcome to our Genesys WebConference

Page 2: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Agency-specific account used to process misc disbursments

Not Zero Balance Accounts

2

Imprest Accounts

Page 3: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Current AFS interfaces of Imprest

Account activity will no longer

interface in LaGov.

Example: IMS (TMS)

3

Page 4: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Current Activity

One-Time Vendor Payments

Employee Travel

Small Dollar Purchases

Available Alternative Regular Accounts Payable –

One-Time Vendor Payments

HR (SAP) Travel SystemProvides automated processing of travel authorization, advances, and expenseswww.doa.louisiana.gov/OISCall: 225-342-2677, Option 5

LaGov Procurement Card Program (p-card)www.doa.louisiana.gov/OSP

4

http://www.doa.louisiana.gov/OIS�
Page 5: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Option 1: Print Imprest checks in SAP

• Payables entered as a direct pay invoice

• Imprest check/payment issued out of SAP (using Agency’s imprest bank account)

• Check/bank reconciliation executed in SAP

Option 2: Print Imprest checks outside of SAP

• Checks issued offline (manual/Quickbooks…)

• Record expenditure in SAP and keep track of Imprest account balance using Cash Journal

• Check/bank reconciliation executed offline

Imprest Accounts - LaGov

5

Page 6: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

6

Step 1: Enter Payables as a direct pay invoice (non-po invoice)

Option 1: Print Imprest checks in SAP

Page 7: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

7

Step 2: Imprest check/payment issued out of SAP (using Agency’s imprest bank account)

Option 1: Print Imprest checks in SAP

Page 8: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 2: Imprest check/payment issued out of SAP (using Agency’s imprest bank account)

Option 1: Print Imprest checks in SAP

8

Page 9: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 2: Imprest check/payment issued out of SAP (using Agency’s imprest bank account)

Option 1: Print Imprest checks in SAP

9

Page 10: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 2: Imprest check/payment issued out of SAP (using Agency’s imprest bank account)

Option 1: Print Imprest checks in SAP

10

Page 11: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 2: Imprest check/payment issued out of SAP (using Agency’s imprest bank account)

Option 1: Print Imprest checks in SAP

11

Page 12: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 2: Imprest check/payment issued out of SAP (using Agency’s imprest bank account)

Option 1: Print Imprest checks in SAP

12

Page 13: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 3: Check/bank reconciliation executed in SAP

Option 1: Print Imprest checks in SAP

13

Page 14: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 3: Check/bank reconciliation executed in SAP

Option 1: Print Imprest checks in SAP

14

Page 15: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 1: Checks issued offline (manual/Quickbooks…)

Option 2: Print Imprest checks outside of SAP

15

Page 16: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 2: Record expenditure in SAP and keep track of Imprest account balance using Cash Journal

Option 2: Print Imprest checks outside of SAP

16

Page 17: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Step 3: Check/bank reconciliation executed offline

Option 2: Print Imprest checks outside of SAP

17

Page 18: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov ProjectReplenishing Imprest Account

Enter non-po invoice in SAP using Agency as Vendor

Replenishment check/EFT generated through regular Payables run

Establish Agency’s Imprest account in General Ledger (manual Journal entry for Option 1 or Cash Receipt Cash Journal for Option 2)

18

Page 19: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Requirements: Purchase of a designated check printer Use of standardized check stock

Benefits: Expenditures recorded in a timely manner (immediate budget impact) End-to-end process in a single system: invoice and payment (tracks

vendor history) and bank account reconciliation Payables can be posted against all expenditure/revenue GL accounts Convenience: anytime / many times / as needed

Considerations: Segregation of duties – user with access to check payment

transaction will not have access to enter invoices

Option 1: Print Imprest checks in SAP

19

Page 20: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov ProjectOption 2: Print Imprest checks outside of SAP

Benefits: Expenditures recorded in a timely manner (immediate budget impact) User-friendly and quick entry Keeps track of real time imprest balance

Considerations: Available expenditure/revenue GL accounts limited to the accounts

set up based on listed provided to LaGov team. Additional accounts could be added, but must go through the established post go-live support process

No end-to-end process: activities recorded in different systems: vendor history and payment/check reconciliation in offline system, expenditures/revenues in SAP

20

Page 21: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

Presentation available on the website: http://www.doa.louisiana.gov/ERP/realization.htmunder Reference Material Section

Please submit any questions to [email protected] subject: IMPREST ACCOUNT QUESTIONS

21

http://www.doa.louisiana.gov/ERP/realization.htm�
mailto:[email protected]�
Page 22: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

1) Evaluate the options

2) If no need for Imprest account – close imprest account and return balance to STO

3) If choose Option 1, the following information must be provided to LaGov team: Bank Account information (bank name, routing #, complete bank

account number)

4) If choose Option 2, the following information must be provided to LaGov team: Detailed list of expenditure/revenue GL accounts to be used in

Cash Journal

Next Steps

22

Page 23: “Managing Imprest Accounts” - Louisiana · “Managing Imprest Accounts ... checks in SAP • Payables entered ... and return balance to STO 3) If choose Option 1, the following

LaGov Project

23

We Need Your Agency’s Decision

Please forward your agency’s decision to

[email protected]

Subject: IMPREST ACCOUNT DECISION

deadline: 02-Nov-09

mailto:[email protected]�

KENYA FOREST SERVICE DOCUMENT TITLE: IMPREST PROCEDURE IMPREST... · KENYA FOREST SERVICE DOCUMENT TITLE: IMPREST PROCEDURE REF ... KENYA FOREST SERVICE DOCUMENT TITLE: ... 6.1.1

KENYA FOREST SERVICE DOCUMENT TITLE: IMPREST PROCEDURE IMPREST... · KENYA FOREST SERVICE DOCUMENT TITLE: IMPREST PROCEDURE REF ... KENYA FOREST SERVICE DOCUMENT TITLE: ... 6.1.1

Accounts Payable Manual · 2018-04-04 · Accounts payable functions include the payment of all vendor invoices, employee reimbursements (other than payroll), and imprest account

Accounts Payable Manual · 2018-04-04 · Accounts payable functions include the payment of all vendor invoices, employee reimbursements (other than payroll), and imprest account

Chapter03 Creating And Managing User Accounts

Chapter03 Creating And Managing User Accounts

Managing Accounts Receivables in 5 ways

Managing Accounts Receivables in 5 ways

Managing accounts payables process

Managing accounts payables process

Accounts and Measures for Managing Identified Wildlife

Accounts and Measures for Managing Identified Wildlife

2.Managing User and Computer Accounts

2.Managing User and Computer Accounts

Managing Your Cohort Accounts

Managing Your Cohort Accounts

IOFM - Managing Accounts Payable

IOFM - Managing Accounts Payable

MANAGING THE ACCOUNTS RECEIVABLE PROCESS - … Script... · 2 Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Receivable Process Contents Managing the accounts receivable

MANAGING THE ACCOUNTS RECEIVABLE PROCESS - … Script... · 2 Microsoft Dynamics AX 2012 Demo Script Managing the Accounts Receivable Process Contents Managing the accounts receivable

Petty Cash Floats and Bank Imprest Accounts Policy and ... Cash Floats and Bank Imprest Accounts . Policy and Procedures (adapted policy for Residential Children’s Homes) Petty Cash

Petty Cash Floats and Bank Imprest Accounts Policy and ... Cash Floats and Bank Imprest Accounts . Policy and Procedures (adapted policy for Residential Children’s Homes) Petty Cash

Petty Cash Floats and Bank Imprest Accounts Policy and … · 2020-03-20 · Petty Cash Floats and Bank Imprest Accounts . Policy and Procedures (adapted policy for Residential Children’s

Petty Cash Floats and Bank Imprest Accounts Policy and … · 2020-03-20 · Petty Cash Floats and Bank Imprest Accounts . Policy and Procedures (adapted policy for Residential Children’s

Essential Guide to MANAGING ACCOUNTS PAYABLE

Essential Guide to MANAGING ACCOUNTS PAYABLE

Managing Client Accounts Through Mid-Cycle Expansion

Managing Client Accounts Through Mid-Cycle Expansion

Imprest Funds & Replenishments

Imprest Funds & Replenishments

Managing accounts

Managing accounts

Chapter 11- Managing User Accounts

Chapter 11- Managing User Accounts

Managing User Accounts - Cisco · Managing User Accounts • ConfiguringGuestUserAccounts, page 1 • ConfiguringAdministratorUsernamesandPasswords, page 4 • ChangingtheDefaultValuesforSNMPv3Users

Managing User Accounts - Cisco · Managing User Accounts • ConfiguringGuestUserAccounts, page 1 • ConfiguringAdministratorUsernamesandPasswords, page 4 • ChangingtheDefaultValuesforSNMPv3Users

LESSON 5: MANAGING EXPENDITURES AND ACCOUNTS ...

LESSON 5: MANAGING EXPENDITURES AND ACCOUNTS ...

Professional Certificate – Managing Public Accounts Committees

Professional Certificate – Managing Public Accounts Committees