STATEWIDE ACCOUNTING SYSTEM – VENDOR & ACCOUNTS PAYABLE OFMA - April 11, 2013 Patricia Garcia,...

STATEWIDE ACCOUNTING SYSTEM

– VENDOR & ACCOUNTS PAYABLE

OFMA - April 11, 2013Patricia Garcia, CPA

Vendor – Summary Page

Summary Page:

Name 1 - DBA or Legal Name

Status

Classification

Open for Ordering

Remit To

Vendor – Identifying Information

Identifying Info:

Name 2 - IRS Name or Cross Reference to use another vendor ID

Additional ID Numbers – contains FEI and confidential vendor flag

Vendor – Address

Address:

Vendor Address Search

Email Address

Alternate Name

Vendor – Payment Alternate Name

Alternate Name:

Used when there are multiple DBAs

Indicated in Description

Does not display in voucher

Prints on warrants

Vendor – Contacts (Second E-Mail Address)

Remittance advices can be copied to a second e-mail address.

Contact [email protected] to have an e-mail address added.

mailto:[email protected]

mailto:[email protected]

Vendor – Location

Location contains default set of rules

Defaults from Payables and 1099 link pre-populate the PO and Voucher.

OSF_EFT_Vendor_Location query

Vendor – Payables Link

Link includes:

Remitting Address

EFT Flag

Banking Info

Interagency Account

Vendor – Payables Link (OMES Interagency Location 0032)

OMES Location 0032 illustrates Interagency Account set up.

Bank Account 0900

Inter/Intra Agency Payment Method

Layout of IUP

Voucher – IUP Layout

IUP Layout:

Defaults based on vendor set up

IUP reports on Inter/Intra Agency report

Should only use on POs set up for inter-unit billings

Report – Misc Inter/Intra Agency

Receiving Agency is Remit To Vendor on Voucher

WIR/IUP Payment Method from Layout

Bank Account records which agency has money

Groups vouchers paid on one warrant number

Interagency Payment Acctg Entry

AP > Review AP Info> Vouchers > Accounting Entries

Records receiving agency’s entry on paying agency’s voucher accounting entry

Report – Outstanding Warrants

Accounts Payable errors can be corrected except for an incorrect payment that cannot be recovered

Review Form 15A, Misc Warrant report and OCP_ AP_Alltrans query just before and after warrants are generated

Review Outstanding Warrants report for aging warrants & contact vendors when appropriate

Voucher – Search Page

Search for:

Related journal, adjustment, or reversal vouchers

Voucher Source – Billing, Custom, Procurement Card, & Payroll built vouchers

Voucher – Invoice Information

Date can and must be changed after AP period is closed

Multiple POs/Receipts can be copied to voucher

Grayed fields can be copied and pasted

Use CFDA when paying with Federal funds

Voucher - Error Summary

Use to view:

Voucher Build Processing Errors

Matching Errors

Duplicate Invoices

Out of balance and combo edit errors

994 Payroll Withholding Vouchers

Build vouchers in same month as payroll

Use 633XXX account numbers on built vouchers

Payroll and Finance must work together

OCP_PR_WH_ACCT_DETL_BY_PERIOD query to create pivot table

Reconcile and clear timing differences monthly


– BUDGETING ISSUES

ROBIN TRAIL, COLLETTE COLEMAN & BRANDY MANEK

OFMA - April 11, 2013OMES Budget Division

EPM Report Processes

Reporting data extract

Prepare composite budget

Model recalculation

Extracts data to the reporting tables

Accumulates the data from the extract tables to be reported

Only if Position Budgeting is used

EPM Report Tips

Budget centers

Sign out & back in

Call analyst or helpdesk

All must be checked in and copied to the Master before running any processes

If have “Agency Coordinator” access (i.e. JDOEAC), must sign out of the budget system & sign back in using the AC user id before running processes

If no AC access, then call your OSF Budget Analyst or the Help Desk to have the processes run

EPM Report Tips

Child processes must complete

“No Success” - helpdesk

Data Extraction process & all its child processes must run completely to “Success” and “Posted” before queuing up the Composite Budget process

If Composite Budget process runs to “No Success”, file a helpdesk case with the error message and select a different run control ID to run the composite budget process again (see manual COR224 – Agency Coordinator)

EPM Report Tips

Enter entire budget

Unique run control IDs

Example

Recommended that your entire budget is entered before running any processes

Use unique run control IDs for processes and reports. All userids are unique. If you incorporate your userid into the name of your run control ID, this will create a unique run control ID.

(For example, your userid is JDOE and you are running a report, you might have the run control ID, CHECKLIMITS_JDOE)

EPM Report Tips

Do not run on prior revisions

Example

Do not run Data Extraction / Composite Budget on prior revisions as these processes are cumulative. Going back to previous revisions will eliminate the composite of revisions after.

(Example: you have completed 5 revisions; if you have run these processes on all five, then go back and run the processes for revision 2, you eliminate data for revisions three, four and five. If this occurs, please file a helpdesk case stating that you have run the processes on the previous revision so that it may be resolved.)

Hyperion

New

This year

Single system

Capabilities

New Budgeting System

Begin implementation later this year

One system for Budget Request, Strategic Plan, Capital Plan, Performance & Budget Work Program

Position Budgeting capabilities Dynamic reporting capabilities Will solicit agency input


– GENERAL LEDGER & RELATED PAYROLL ISSUES

OFMA - April 11, 2013Jennie Pratt & Lisa Raihl

Using “Favorites”

Add “Favorites”:

Shortcut directly to page

Frequently used items

Description can be changed to be meaningful to user

Using “Favorites”

Finding Original Navigation:

Menu items accessed through the “favorites” menu

Using “My Personalization”

Navigation Personalization:

Will be NEW OPTION when tools upgrade complete (later this year)

Can be changed to turn off “autocomplete” functionality

Using “Find” Functionality

“Find” Functionality:

Finds data within a window

Available on any window where “Find” link appears

Using “Wildcard”

“Wildcards”:

Use % sign at end of field to search available values that begin with identified values

Can be used in any part of the value field

Using “Customize View”

Hiding & Unhiding Items:

Click the yellow “Customize” link

CAUTION: may need to deselect hidden items (resolving edit or budget errors)

Using “Customize View”

Hiding & Unhiding Items:

Select the item to hide

Check the box for “hidden”

Deselect to unhide

Entering Dates

Date Fields:

Can be entered in many formats

Using the backslash

Without using the backslash Only the last two digits of year

Enter the letter t to fill in the today’s date

Calendar button can be used to select the day

Query Search

Basic Search:

Can use “wildcard”

Include known part of any query name after % sign

Query Search

Using Advanced Search:

Change the criteria prompt

Select queries using specific tables

General Ledger Reconciliations

Related to Payroll Processing Issues

Reconciling the 994 Class Funding to Payrolls Processed

Primary Purpose

Withholdings

633XXX Accounts

Funds disbursed

NOT to be used for

Primary purpose of 994 fund is to pool money due to providers/vendors that the agency is responsible to submit

Can be either employee withholding or state share

General ledger accounts 633XXX are used in 994 class funding for amounts to be paid from money withheld on payroll claims

Funds that are disbursed from the 994 class funding should use the same 633xxx account that was used when the money was put into the 994 class fund

The 994 Class Funding SHOULD NOT be used for other agency expenses


PeopleSoft HCM Query:

Purpose

Run by payroll

Coordinate

Provides helpful information

GO_PY_DED_RUNID_BY_CONFIRM_DT

Assist with reconciliation of agency 633xxx accounts Must be run by individual with Payroll Processor role Coordination between Agency finance personnel and

payroll personnel is required Provides:

deduction codes and descriptions for payee identification number of employees with specific deduction total amount deducted for those employees general ledger 633xxx accounts to which the deductions

were posted


From date

To date

Co: field

PeopleSoft HCM Query:

GO_PY_DED_RUNID_BY_CONFIRM_DT


Sample


Every Monday

Moves cash

New query to be provided

Oklahoma Child Support Centralized Payments

Processed every Monday for payrolls with check issue dates the previous week

Removes amounts from agency 994 fund and 633190 account

New Financials Query being developed that contains the amount processed for OK child support, the date processed, and the Journal ID


– PURCHASING

OFMA - April 11, 2013Jan Hall, Contracts Mgr

What has changed or is changing?

State is moving to a paperless system. That change is part of the reason for moving from a straight “Requisition” to an “eProcurement Requisition”.

This process allows you to: Track the progress of your acquisition in the approval

system Electronically upload documents that would be required

in the file on a “paper” file process Interface with the new Catalogue system of purchasing Reduce errors in line item codes and descriptions

What’s new?

What has changed or is changing?

We will be moving to a more robust Vendor system that will allow vendors to modify or add information that makes your bidding process easier.

We will be moving to electronic bidding, which will speed up your processes and make it easier for bidders to comply with bid close dates.

We will be able to go “shopping” for items on multiple contracts at the same time and have the catalogue system generate the separate Purchase Orders.

What’s new?


Menu items accessed through the “eProcurement” menu

What’s new?

What should I be thinking about with the changes to the eProcurement system?

What’s new?


Menu items accessed through the “Purchasing” menu

What’s next?

What should I be thinking about with the changes to the Purchase Order system?

Any other tips?

Other quick tips on the Purchasing System?

Purchasing

How do I contact you?

Website: http://www.ok.gov/DCS/Central_Purchasing/ Presenter: Jan Hall, Contracts Manager 405-522-0702 [email protected]


– CORE TRAINING PLAN

TARA ROBERSON-MOORE, M.S.CORE/ISD TRAINING COORDINATOR

OFMA - April 11, 2013Tara Roberson-Moore

CORE Training Plan

What is CORE Training?

Required training for security access to PeopleSoft modules

Course requirements depend on the type of security access sought

More than 100 different courses

CORE Training Plan

CORE Training Plan

Training is moving forward Looking at each course as

a training package that includes all or some of the following: Classroom learning E-Learning Video Tutorials

CORE Training Plan

What is in the Package?

Classroom Traditional Instructor-led Longer, more

complicated topics Offered at least twice a year

CORE Training Plan


E-Learning Modules Internet-based Self-paced Available when classroom

classes are not Will totally replace some

classroom-based classes

Six months to a year away….

CORE Training Plan


Video Refreshers Single-subject, task-

oriented Used to reinforce specifics

from e-Learning and classroom learning

Ideal for navigation tasks Ideal refreshers for

classroom and e-Learning tasks

Always available to users

In production now . . . .

Video Tutorials For classes that usually take

30 minutes to 1 hour Will replace some training

requirements Ideal for view-only roles Ideal for reports-only roles Require simple completion

for security access Can require some

competency quizzes for access

Always available to users

CORE Training Plan

Job Aids Tip Sheets Manuals Manuals available on the CORE website:

http://www.ok.gov/cio/ Choose the module:

CORE Training Plan

New Evaluations

New, improved forms More complete

information Better feedback YOUR chance to tell

us what you want

CORE Training Plan

Training Calendar

CORE Training announcements are posted at:http://www.ok.gov/triton/modules/calendar/calendar.php?event_type_seq=214&calendar_seq=6

E-Pro Training announcements are posted at:http://www.ok.gov/triton/modules/calendar/calendar.php?event_type_seq=669&calendar_seq=6

CORE Training Plan

Training Announcements

Announcements are sent via the Service Desk to the following user groups: HCM ELM Security Reps Communication Liaisons

They are additionally sent to specific user groups depending upon the course topic.

CORE Training Plan

Training Announcements

To sign up for Announcements: Go to http://www.ok.gov/cio/ Choose OMES – Alerts

[email protected]

OMESINFORMATION SERVICES DIVISION

OFMA - April 11, 2013

STATEWIDE ACCOUNTING SYSTEM – VENDOR & ACCOUNTS PAYABLE OFMA - April 11, 2013 Patricia Garcia,...

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