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EPIC

EPIC. Payment Request and Credit Memo Documents. Charlie Sinex, Accounts Payable Manager, FMS Sherry Kapperman, Transaction Analyst, FMS Bobbie Sewell, Accounts Payable Manager, IUPUI. March 25, 2009. Main Content Area. Payment Request Routing Delegate Roles Actions Credit Memo

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EPIC

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  1. EPIC Payment Request and Credit Memo Documents Charlie Sinex, Accounts Payable Manager, FMS Sherry Kapperman, Transaction Analyst, FMS Bobbie Sewell, Accounts Payable Manager, IUPUI March 25, 2009

  2. Main Content Area • Payment Request • Routing • Delegate Roles • Actions • Credit Memo • General Ledger • Extracting to PDP • Search Screen • IUIE Reports for AP documents overview

  3. Payment Request Documents

  4. Vendor Invoice to Vendor Payment

  5. PREQ Flow AP Approval (APAD) • Image attached Sub-Account Manager Approval (ASAA) Fiscal Officer Approval (AFOA) Chart/Org Review (ACHA) Required • Tax Approval (ATAX) • Foreign Vendor • Employee Optional

  6. Who can view the Invoice Image? • Access to the image button depends on the accounting on the PREQ and in FIS • Fiscal Officers • Active PREQ delegates • Active ALL delegates • Select other user groups – like AP, PUR, Internal Audit • Electronic Invoices do not have an image attached • Image must be viewed through Internet Explorer

  7. PREQ Document Routing • (Required routing) Fiscal Officer routing: defined by FIS accounts and delegation (if any) • (Optional routing) Sub-Account Approval rules and Chart/Org Review rules are set up in workflow

  8. Workflow Action Lists – what to look for…

  9. PREQ as shown in the action list… • Auto-approvals show as “Acknowledge”

  10. Route log information • While in an Action List, select the icon: • While in the EPIC document, select the link:

  11. PRIMARY DELEGATE FISCAL OFFICER SECONDARY DELEGATE

  12. Account Delegates • To view delegates search FIS Inquiries/Reference Tables ‘Account Delegates’

  13. Secondary PREQ delegate can filter the action list to review a PREQ • Within the 2ndary PREQ’s workflow action list…

  14. Secondary PREQ delegate can search by document number to review a PREQ 1 2 3

  15. Secondary delegate can also search in EPIC; then link to the workflow document

  16. Customize footer: View menu/Header and Footer

  17. During Routing: Request CancelDuring Routing: Hold

  18. EPIC Notes • Notes are required for certain actions: ‘Hold’, ‘Remove Hold’, ‘Request Cancel’, ‘Remove Request Cancel’, and ‘Cancel’. • Notes are a permanent audit trail. • When to NOT ADD A NOTE: do not add a note to EPIC to document an SSN# or a Bank Account #.

  19. Approving a PREQ, means… • The goods or services have been satisfactorily delivered • The proper accounts have been charged • The payment amount is accurate and should be disbursed

  20. Separation of duties – an internal control note… • Appropriate separation of duties means that at least two people from the department have been involved in the process of creating a requisition, approving a requisition and approving a payment request.

  21. Optional Routing – Sub Account Manager approval – Chart / Org Review approval

  22. Tax Approval Routing • Route level used when a vendor on the payment request is indentified as an employee, a foreign vendor, or a non-resident alien.

  23. Special Disbursement :Wire Transfers (and Foreign Drafts) • Disbursement is processed in FIS on a DV • EPIC PO notes and EPIC Payment Request notes document the disbursement • Note: Do NOT add bank account information to the EPIC or FIS notes screen.

  24. Credit Memo Documents

  25. Vendor Credit Memo • Image attached AP Approval (APAD) Complete (CMPT) Fiscal Officer receives an FYI in Action List

  26. Who can view the Credit Memo Image? • Access to the image button depends on the accounting on the CM and in FIS • Fiscal Officers • Active PREQ delegates • Active ALL delegates • Select other user groups – like AP, PUR, Internal Audit • Image must be viewed through Internet Explorer

  27. Credit Memo as shown in the workflow action list…

  28. General Ledger Transactions for AP Documents

  29. PREQ GL entries and encumbrances book at AP Approval • Encumbrance • Credit encumbrance • Debit offset fund balance • Expense and liability • Debit expense object code • Credit liability object code Account BL 10-232-00 Account BL 10-232-00 9892 EX FB 4100 EX EX 4100 AC EX 9041 AC LI 295.18 295.18 295.18 295.18

  30. Pairs of Balance and Object Type

  31. PDP GL entries at disbursement • Cash and liability entries • Debit liability object code • Credit cash object code Account BL 10-232-00 9041 AC LI 8000 AC AS 295.18 295.18

  32. GL entries • At AP Approval (07/26/08) ‘PREQ’ • Fiscal Officer did not edit the accounts • At disbursement (08/11/08) ‘PDP’ Expense debit Liability credit Cash credit Liability debit

  33. Fiscal officers or FO PREQ delegates can edit accounting during routing … shown on next slide…

  34. T-accounts for prior slide FO edits GL entry from AP Approve FO edits – reverses original entry; books edit 4502 AC EX 9041 AC LI Account BL 2142652 100.00 100.00 4502 AC EX 9041 AC LI Account BL 2142652 50.00 50.00 Account BL 2142651 4502 AC EX 9041 AC LI 50.00 50.00

  35. Credit Memo at AP Approval • Encumbrance • Debit encumbrance • Credit offset fund balance • Expense and liability • Credit expense object code • Debit liability object code Account BL 10-232-00 Account BL 10-232-00 9892 EX FB 4100 EX EX 4100 AC EX 9041 AC LI 295.18 295.18 295.18 295.18

  36. Credit Memos referencing… • …the payment request..will populate accounting from the PREQ. • …the purchase order…will populate weighted average accounting from all payments against the PO. • …the vendor…accounting must be manually entered by AP.

  37. Extracting Payments and Credits to PDPPDP: Check or ACH ?

  38. Pay dates and Disbursement • DPTA and AUTO payment requests will extract based on the pay date • DPTA payments - immediate pay functionality • Exceptions: • payments on ‘Hold’ • outstanding Credit Memo which is greater than the sum of the payment requests

  39. Pay dates and Disbursement (continued) • Conditions that prevent PREQs from reaching Auto Approved status • PREQ is on ‘hold’ or ‘request cancel’ • PREQ exceeds a defined dollar limit • PREQ contains at least one account that requires positive approval • Vendor is Foreign (requires Tax review and approval) • Vendor is Institution Employee (requires Tax review and approval)

  40. Credit Memo bundling • Bundling is based on • Processor campus • Vendor including division extension • Example: Credits from vendor #123-0 will NOT bundle with payments to vendor #123-1 • Zip code on payment and credit memo • Payments and credits will not extract for disbursement until a positive pay condition exist • Credits disburse via check (not ACH)

  41. Check versus ACH • If an ACH record has been established for a vendor, the payment is eligible to disburse via ACH • A check will print if the payment has • Immediate print • Attachment flag • Special Handling instructions • A credit memo

  42. Reviewing PDP Payment Information • PREQs that have been extracted to PDP for payment will display a button on the face of the PREQ: • Linking to the PDP information provides a wealth of information…

  43. EPIC Search for AP documents

  44. Searches for PREQs and Credit Memos • Searching on a specific PREQ#, CM# or the related Document ID is facilitated. • A general search, for example on a vendor name, will require department users to enter a Chart / Org.

  45. IUIE Reports

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