Presented by Tracy Morrison, Fiscal Director Sitter & Barfoot Veterans Care Center Jim Roberts, DVS...
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Transcript of Presented by Tracy Morrison, Fiscal Director Sitter & Barfoot Veterans Care Center Jim Roberts, DVS...
Presented by
Tracy Morrison, Fiscal Director Sitter & Barfoot Veterans’ Care Center
Jim Roberts, DVS FMS Program Manager
Historical Perspective
DVSPCI Cardholders miscoding expenditures
Cardholders missing key deadlines
Accounts Payable using ##09 Codes & ATV
Management unable to review expenditures in a timely manner
DVSPCIEnhancements Needed:
Actual Vendor and cardholder names shown on trial balance
Ability to review P-Card expenditures on
the financial system
Prompt & Easy processing of payment
DVS Current Process Overview
DVSPCI
• Current Situation BOA Works is used to reconcile P Cards by
Users Reports are extracted monthly Information is keyed into DVS FMS AP to Pay
BOA FMS information is interfaced to DOA - CARS One Payment Per Month all to BOA
What Happens on theBOA Works System
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
NOTE: All Information and screen design is Proprietary and must be considered Confidential
DVSPCIBOA Report & Interface File
NOTE: All Information and screen design is Proprietary and must be considered Confidential
Interface Process
DVSPCI• What is missing from current process: Actual Vendor names for charges Sub-object HistoryAbility to review P-Card expenditures on the financial system with other cost
Prompt & Easy processing of payment
Card Holder name in the system with charges
CARS Updated
BOA Receives & Processes Purchase
User Logs onto BOA WORKS Reviews & Reconciles
Reconciled Report Downloaded
to Coordinator's PC
P-Card Purchase
File Moved to Server &FMS AP
Batch Created / Posted & GL
BOA P-Card to FMS
Staff & Managers access Financial Data
File is Transmitted to DOA
DVSPCI•The BOA file will be read by FMS and converted to an FMS Batch file•The Batch can then be reviewed for account errors & corrections made•Only account codes can be corrected. Any issues with the card information, would have to be corrected in BOA and the file re-downloaded.•An AP Screen is being developed to maintain review & modify the Batch.
NOTE: All Information and screen design is Proprietary and must be considered Confidential
Report & Interface File From BOA
The next step would be to run a program to format the information from the BOA file format for posting to FMS.
NOTE: All Information and screen design is Proprietary and must be considered Confidential
The report now shows two errors.The next step is to go to the maintenance screen and fix the account errors
NOTE: All Information and screen design is Proprietary and must be considered Confidential
On the Maintenance Screen it can be seen that the Account information is invalid. This can be changed and processing continued.NOTE: Process would be to follow up with Card Holder about coding.
NOTE: All Information and screen design is Proprietary and must be considered Confidential
Correcting the Accounts allows the following to occur:• Updated Batch posted to FMS AP• System will create a file to go on the next
CARS Interface for BOA payment• The Accounts Payable and General Ledger
Systems will be updated •GL will be updated with the following:• Payments to BOA• Actual Vendor information will be available• Proper sub object codes will be charged• Card holder name will be posted
GL Detail Inquiry
GL Account Number – Actual Object Code.NOTE: All Information and screen design is Proprietary and must be considered Confidential
AP Vendor Inquiry
Card Holder
NOTE: All Information and screen design is Proprietary and must be considered Confidential
Card Holder
AP Vendor Inquiry
NOTE: All Information and screen design is Proprietary and must be considered Confidential
Questions?