Virginia Government Finance Officers

Association (VGFOA)

Award for Innovations in Government

Finance

Digital Check/Payment Package Lookup

Introduction

• Janet Clark

– AP Supervisor, County of York

• Digital Check Payment Package Lookup

– Purpose of innovation

– How the innovation functions

– Benefits

Three Enhancements

• The auto-fill of template fields

• The process used to look up imaged

documents

• A new method to make document retrieval

easily accessible to all employees

FORMER METHOD FOR

RESEARCHING VENDOR

PAYMENTS

Former document retrieval process for

locating scanned documents

An initial setup was

required in order to have

documents made

available to everyone.

Template fields had to

be manually entered

with searchable

information related to an

accounts payable check

payment. This method

of manually keying

information left room for

entry errors.

Finding the check numberADCO# ADPO# ADVEND ADNAME ADIDTE YEARINV MOINV DAYINV ADINV# ADCDTE ADCHK# YY MM DD ADGRSA FM FUND MAJ ACCT ADDESC ADYYMM

1 11115 47618 DUSEWICZ & SOBERICK PC 20080730 2008 7 30 ATTY FEE 3/5/08 20080729 406759 2008 7 29 $$$$ 4 10 20212 3150 39512 200807

1 11064 37709 COMMONWEALTH TECHNOLOGY 20080601 2008 6 1 25208 20080729 406754 2008 7 29 $$$$ 4 25 25446 3320 39630 200807

1 11064 37709 COMMONWEALTH TECHNOLOGY 20080701 2008 7 1 25330 20080729 406754 2008 7 29 $$$$ 4 25 25446 3320 39661 200807

1 10704 228732 VERIZON 20080719 2008 7 19 30943950 20080812 407572 2008 8 12 $$$$ 4 10 50121 5233 74716730433 200808

1 10705 221169 VERIZON ONLINE 20080710 2008 7 10 27020030 20080729 406845 2008 7 29 $$$$ 4 10 50121 5233 84719900901 200807

1 10706 221170 VERIZON ONLINE 20080710 2008 7 10 26912012 20080729 406846 2008 7 29 $$$$ 4 10 50121 5233 84719901838 200807

1 0 11159 A T & T 20080704 2008 7 4 7572585106/0708 20080805 407277 2008 8 5 $$$$ 4 94 90253 5230 206545542001 200808

1 10697 31173 COX COMMUNICATIONS 20080628 2008 6 28 INTERNET/0708 20080716 406403 2008 7 16 $$$$ 4 10 50121 5233 5414750428601 200807

1 10698 31177 COX COMMUNICATIONS 20080628 2008 6 28 INTERNET/0708 20080716 406405 2008 7 16 $$$$ 4 10 50121 5233 15414051076405 200807

1 10698 31177 COX COMMUNICATIONS 20080729 2008 7 29 INTERNET/0808 20080812 407472 2008 8 12 $$$$ 4 10 50121 5233 15414051076405 200808

1 10696 31176 COX COMMUNICATIONS 20080628 2008 6 28 INTERNET/0708 20080716 406404 2008 7 16 $$$$ 4 10 50121 5233 15414051345901 200807

1 0 223823 VERIZON 20080708 2008 7 8 7572582792/0708 20080729 406843 2008 7 29 $$$$ 4 94 90253 5230 000878868840 94Y 200807

1 10701 228734 VERIZON 20080701 2008 7 1 23125117 20080722 406662 2008 7 22 $$$$ 4 10 50121 5233 0074717943434/0708 200807

1 10703 228733 VERIZON 20080701 2008 7 1 23103924 20080722 406661 2008 7 22 $$$$ 4 10 50121 5233 0074717943676 CRSRDS 200807

1 0 134088 MCNAMARA THOMAS D 20080716 2008 7 16 070408CELEBRATN 20080716 406420 2008 7 16 $$$$ 4 11 81712 9000 07-04-08 SENIOR CTR 200807

1 0 134088 MCNAMARA THOMAS D 20080716 2008 7 16 070408CELEBRATN 20080716 406420 2008 7 16 $$$$ 4 11 81712 9000 07-04-08 SENIOR CTR 200807

1 0 204405 TREASURER OF VIRGINIA 20080711 2008 7 11 DRUGASSET/0708 20080711 406458 2008 7 11 $$$$ 0 10 526 150 08-FS26803 200807

1 0 16681 ARC OF GREATER WMSBG 20080701 2008 7 1 ARTS CONTRIB 09 20080702 405258 2008 7 2 $$$$ 4 10 90721 9711 09 ARTS CONTRIBUTION 200807

1 0 32049 CELEBRATE YORKTOWN 20080701 2008 7 1 ARTS CONTRIB 09 20080702 405260 2008 7 2 $$$$ 4 10 90721 9711 09 ARTS CONTRIBUTION 200807

1 0 32055 CELEBRATE YORKTOWN COMM 20080701 2008 7 1 ARTS CONTRIB 09 20080702 405261 2008 7 2 $$$$ 4 10 90721 9711 09 ARTS CONTRIBUTION 200807

1 0 32606 CHESAPEAKE BAY WIND 20080701 2008 7 1 ARTS CONTRIB 09 20080702 405262 2008 7 2 $$$$ 4 10 90721 9711 09 ARTS CONTRIBUTION 200807

1 0 31560 COVENTRY ELEMENTARY SCH 20080701 2008 7 1 ARTS CONTRIB 09 20080702 405268 2008 7 2 $$$$ 4 10 90721 9711 09 ARTS CONTRIBUTION 200807

1 0 60152 FEDEX 20080708 2008 7 8 1188-3539-5 20080729 406763 2008 7 29 $$$$ 4 10 50122 5210 1188-3539-5 200807

1 0 22553 BAXTER YARKEY BUILDERS 20080812 2008 8 12 REFUND/0808 20080812 407449 2008 8 12 $$$$ 0 10 526 551 130 OLD WMSBG RD 200808

1 0 13742 AMERICAN EASTERN INC 20080730 2008 7 30 SURETY/REF/0708 20080729 406740 2008 7 29 $$$$ 0 10 526 551 1301 CLATHROP NECKRD 200807

1 0 309004 IVEY JUDITH 20080730 2008 7 30 REF/0708 20080729 406782 2008 7 29 $$$$ 3 25 30316 5510 145 POST OAK ROAD 200807

1 10744 182015 CINTAS CORP #147 20080703 2008 7 3 147339786 20080819 407818 2008 8 19 $$$$ 4 10 70431 6050 147-00432/0708 200808

1 10744 182015 CINTAS CORP #147 20080724 2008 7 24 147343907 20080819 407818 2008 8 19 $$$$ 4 10 70431 6050 147-00448/0708 200808

1 10744 182015 CINTAS CORP #147 20080723 2008 7 23 147343548 20080819 407818 2008 8 19 $$$$ 4 10 70431 6050 147-00450/0708 200808

1 11089 182025 CINTAS CORP #147 20080701 2008 7 1 147339016 20080819 407821 2008 8 19 $$$$ 4 10 40446 3930 147-01313/0708 200808

1 10744 182015 CINTAS CORP #147 20080723 2008 7 23 147343549 20080819 407818 2008 8 19 $$$$ 4 10 70431 6050 147-02588/0708 200808

1 11091 182012 CINTAS CORP #147 20080701 2008 7 1 147339015 20080819 407816 2008 8 19 $$$$ 4 24 24446 3930 147-20459/0708 200808

1 0 32759 CHILD DEVELOPMENT 20080701 2008 7 1 FY09/0708 20080702 405265 2008 7 2 $$$$ 4 10 61535 9734 1ST OF 12 PYMTS 200807

1 0 36664 COLONIAL COMMUNITY CRIM 20080701 2008 7 1 SEMIANN CONT 09 20080702 405266 2008 7 2 $$$$ 4 10 30315 9504 1ST OF 2 PYMTS 200807

1 0 72654 GREATER WMSBG CHAMBER & 20080701 2008 7 1 SEMIANN CONT 09 20080702 405279 2008 7 2 $$$$ 4 8 90915 8008 1ST OF 2 PYMTS 200807

1 0 72654 GREATER WMSBG CHAMBER & 20080701 2008 7 1 SEMIANN CONT 09 20080702 405279 2008 7 2 $$$$ 4 10 50915 9725 1ST OF 2 PYMTS 200807

1 0 81033 HAMPTON ROADS MILITARY 20080701 2008 7 1 SEMIANN CONT 09 20080702 405280 2008 7 2 $$$$ 4 10 90721 9714 1ST OF 2 PYMTS 200807

1 0 150476 OLDE TOWNE MEDICAL CENTER 20080701 2008 7 1 SEMIANN CONT 09 20080702 405292 2008 7 2 $$$$ 4 10 61511 9771 1ST OF 2 PYMTS 200807

1 0 162908 PENINSULA SPCA INC 20080701 2008 7 1 SEMIANN CONT 09 20080702 405295 2008 7 2 $$$$ 4 10 30352 9710 1ST OF 2 PYMTS 200807

1 0 183040 RIVERWALK LANDING 20080723 2008 7 23 FY09/CONTR. 1ST 20080722 406638 2008 7 22 $$$$ 4 28 28920 5910 1ST OF 2 PYMTS 200807

1 0 202100 THOMAS NELSON COMM COLL 20080701 2008 7 1 SEMIANN CONT 09 20080702 405305 2008 7 2 $$$$ 4 10 90721 9727 1ST OF 2 PYMTS FY09 200807

1 0 202203 THOMAS NELSON COMMUNITY 20080701 2008 7 1 SEMIANN CONT 09 20080702 405306 2008 7 2 $$$$ 4 10 90721 9728 1ST OF 2 PYMTS FY09 200807

1 0 235706 WILLIAMSBURG AREA 20080701 2008 7 1 QTRLY CONTR. 09 20080702 405328 2008 7 2 $$$$ 4 8 90915 8002 1ST OF 4 PYMTS 200807

1 10715 164517 PITNEY BOWES GLOBAL 20080613 2008 6 13 7496855-JN08 20080716 406427 2008 7 16 $$$$ 4 10 50141 7105 1ST QTR LEASE 200807

1 11011 37200 COMPUTER PROJECTS OF 20080409 2008 4 9 08-04-253ME 20080722 406601 2008 7 22 $$$$ 4 10 30311 3320 2 OPENFOX MSGR MAINT 200807

1 0 350826 WOODDELL BRADY LEE 20080715 2008 7 15 REFUND/SURETY08 20080716 406454 2008 7 16 $$$$ 0 10 526 455 200 RYANS WAY 200807

1 10764 221349 VEPGA 20080709 2008 7 9 15477 20080709 405870 2008 7 9 $$$$ 4 10 70432 5110 2008-9 ASSESSMENT 200807

1 11010 165359 PRECISION MEASURMENTS INC 20080623 2008 6 23 08-263-02 20080729 406810 2008 7 29 $$$$ 4 74 91435 8030 2020 NEWMAN ROAD 200807

1 0 999999 ZALUMAS JAKE G TRUSTEE 20080812 2008 8 12 ZALUMAS/0808 20080812 407594 2008 8 12 $$$$ 3 25 30316 5510 205 MARLBANK DR 200808

Payment

documents were

saved into our

document imaging

program by the

check date. This

format of

document storage

can get to be

burdensome and

confusing.

The searchable data fields

were Check Number and

Vendor Name, and

searches performed

would only provide a valid

return of information if the

search data had been

keyed correctly in the

setup process.

Problems with the former method

of document retrieval

• A multiple step process

– Can become confusing, and lengthy

• Difficult to make available to entire County because of complexity of process

– Mostly used by accounting staff

• Departments still keep extra copies of invoices as backup

– Paper/storage costs/Staff costs

– Not environmentally efficient

NEW METHOD FOR

RESEARCHING

VENDOR PAYMENTS

NEW METHOD FOR

RESEARCHING VENDOR

PAYMENTS

• Automatic upload of check payment information

to the template fields

– Completely accurate!

• Quicker to locate documents

– No lengthy phone calls to the AP department

• Template Field data is maintained in an Access

database

• Completely accessible to all employees

Just a quick click from the

Homepage!

Two fiscal year’s

documents have been

loaded into Laser Fiche

and are available to be

searched on

Clicking on the Laser Fiche weblink will open the Accounts Payable Check Registers

Search for payment by PO#

There are four available

pages of backup

documentation

that I now have available to

do payment research on

Also available in PDF format

A little blurry

and too

bold

Crisper image,

you can even

make out the

stars in the flag!

Before PDF format After PDF format

The entire payment

package, including

supporting

documents are

available!

Other ways to search for check

payment information…

This is the first record that was brought up with a vendor name starting with

“NEX”. If this isn’t the correct record or the correct vendor, you can scroll

through the other 122 records to find the correct one.

Here is the first Nextel record that was paid out of the 40119 activity code. By

clicking on the funnel with the lightning bolt, I can filter out only the 40119

payments made

Now you can scroll through and view the check payment and payment package

for all 12 of this vendor’s payments which were paid against activity code 40119.

After you find the

correct record, to

see a copy of the

payment, click

“View Payment

Package”

The digital

check image

and the entire

payment

package can

now be viewed

What a program!

• So accurate! Digital data search!

• So many ways to search!

• Such a great time saver! No more

extensive phone calls from departments!

• So organized, no need to make extra

copies of documents/invoices!

• So easy to use! Just the click of a button!

• So available for all employees!

Any questions?