Presentation Transcript

1. PST971 - Paying VendorsIn partnership with UF Disbursement Services February 2, 2012
2. Housekeeping Name Plates Cell Phones Rest Rooms Materials Questions Fire Drill Sign Roster at end of class
3. Best Practices Keep passwords secure Clear cache regularly Go to Tools > Internet Options Contact the UF Help Desk for questions at 392-HELP or helpdesk@ufl.edu Avoid the “Back” button Use the navigation provided by myUFL
4. Today’s Agenda Invoice to Payment Overview Encumbered Vouchers Unencumbered Vouchers Budget Errors and Recycled Vouchers Voucher Approval Workflow Find an Existing Value Match Exceptions E2E Expense to Expense Vendor Relations Resources
5. Introduction
6. UF Disbursement Services University Disbursement Services Approves vouchers for payment Is the business office for the university's vouchers, payments, vendors and information related to these transactions Visit http://fa.ufl.edu/uds Contact Information: PO Box 115350 116 Elmore Hall Phone: 392-1241
7. Role Needed to Process Vouchers The successful completion of this course is required in order to request the security role UF_AP_VOUCHER_PROCESSOR to process invoices in your department in the myUFL system In addition, you will also be required to complete PST956 JE: Online Journal Entry 9.1
8. Accounts Payable Module Invoices are processed in the Accounts Payable module in myUFL, where an electronic voucher is created, saved and submitted to the system to create a payment This course will cover instruction on basic processes in Accounts Payable with hands-on practice using simulations
9. After this section, you should be able to: Define a voucher Explain the invoice to payment process Section 1 Invoice to payment overview
10. Voucher An online request for payment Holds invoice information Creates a payment schedule based on invoice date and payment terms of the vendor Requires a one-to-one relationship: one invoice, one voucher
11. Voucher When do I use a voucher? When you need to pay an invoice for items purchased by your department, or for a service provided The invoice will be needed for completing the voucher Note: Payment cannot be made using the packing slip
12. Invoice to Payment Process Invoice arrives at department Complete voucher in myUFL Print voucher's fax cover sheet Fax invoice with cover sheet to server System checks voucher overnight Approval area approves voucher Payment to vendor is scheduled based on vendor terms
13. After this section, you should be able to: Define "encumbered" Explain what information gets copied into a voucher from a purchase order List the three methods to copy purchase order information into a voucher Describe when to use each method List the steps for processing an encumbered voucher Section 2 Encumbered Vouchers
14. Encumbrance An encumbrance is a contract between UF and the vendor which is called a purchase order or PO Certain ledger groups "hold" the money for the purchase To learn about ledger groups, take the classes PRO302 Color of Money and PST950 Budget and Commitment Control
15. Encumbrance Encumbered vouchers are vouchers paid using an existing purchase order. With these vouchers, you may: Pay the entire PO Make partial payments against the PO Finalize the PO to stop vouchering ability against the PO and release remaining encumbered (held) funds if any
16. From PO to Voucher When starting a voucher in myUFL, copy in purchase order information using the copy option links on the voucher screen This includes information such as: Vendor and Vendor Address Total Amount Description ChartFields Line Amount and Quantity
17. Voucher Screen
18. Copying a PO There are three ways to copy in PO information in the system: Copy the entire PO Copy only the PO lines needed for a partial shipment Copy using PO Receipt (Before copying, check the PO to see if the item has been received, which is required for an asset.)
19. Deciding How to Copy
20. Steps to Create a Voucher Navigate to the voucher at Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry.Note: Regular Entry will display the Add a New Value screen.
21. Steps to Create a Voucher Make sure you are at the Add a New Value tab and click the Add button.
22. Steps to Create a Voucher At the Invoice Information tab, enter Invoice No. and Invoice Date
23. Steps to Create a Voucher 4. Enter the PO Unit and then click the PO Number lookup.
24. Steps to Create a Voucher 5. Click the Copy PO button.
25. Steps to Create a Voucher 6. The system copies in all this information.
26. Steps to Create a Voucher 7. Click the Payments tab to check the Remittance address against the invoice.
27. Steps to Create a Voucher 8. Scroll down and check the ChartFields. The PC Bus Unit is always GRANT.
28. Steps to Create a Voucher 9. Scroll down and click the Save button. Scroll to the top to view the Voucher ID number.
29. Steps to Create a Voucher 10. Select Budget Checking from the Action dropdown and click the Run button.
30. Steps to Create a Voucher 11. Click the Summary button to view the Budget Status. It should be “Valid.”
31. Steps to Create a Voucher 12. Click the Error Summary tab to check for errors.
32. Steps to Create a Voucher 13. Click the Fax Cover button to view the Fax Cover sheet for this voucher. Print and fax with paperwork to the server at 846-1020.
33. Exercise 1 – Copy PO Method Open your browser and navigate to http://www.hr.ufl.edu On the left-hand menu, scroll down to Training and click on the myUFL Toolkits link Click on the Paying Vendors link Return to the toolkits after class to practice or for future reference!
34. myUFL Toolkits
35. Using the Simulation Scroll down to Web Simulations and Instruction Guides For this exercise, click on the Simulation link for Using the Copy PO Option
36. Purchase Order Only Method Use the Purchase Order Only method to copy in PO information when you need to copy in only some of the lines but not all of a PO Navigate the same way Click the Add a New Value and the Add button Enter Invoice Number and Invoice Date
37. Purchase Order Only Method Instead of using the PO Unit, PO Number, and Copy PO button: Use the Copy From dropdown Select Purchase Order Only Click on the Go link on the right
38. Purchase Order Only Method Enter the PO Business Unit, then click the Look Up icon for PO Number From
39. Purchase Order Only Method Click the Search button to retrieve all the lines for this purchase order.
40. Purchase Order Only Method Click the View All link to view all the lines an check the checkbox of those you wish to select. Click the Copy Select Lines button to copy in.
41. Purchase Order Only Method The lines have been copied in to the voucher along with vendor information.
42. Purchase Order Only Method As with all vouchers: Check ChartFields Check the Remittance address in the Payments tab Click Save to obtain Voucher ID number Select Budget Checking from Action dropdown and click Run Click the Summary button to check Budget Status as Valid
43. Using the Simulation Navigate to the Paying Vendors toolkit For this exercise, click on the simulation link for Using the Purchase Order Only Option
44. PO Receipt Method Use the PO Receipt method to copy in PO information when vouchering an asset. Check for the required receipt: Navigate the same way Click the Add a New Value and the Add button Enter Invoice Number and Invoice Date
45. PO Receipt Method Use the Copy From dropdown Select PO Receipt Click on the Go link on the right
46. PO Receipt Method Enter the PO Business Unit and click the PO Number look up icon.
47. PO Receipt Method Click the Search button to retrieve the PO and the Receipt information.
48. PO Receipt Method Check for a Receipt ID number to make sure the items have been received.
49. PO Receipt Method Check the checkbox of the PO line(s) to voucher and click the Copy Selected Lines button.
50. PO Receipt Method The voucher now contains all the PO information including the lines selected.
51. Purchase Order Only Method As with all vouchers Check ChartFields Check the Remittance address in the Payments tab Click Save to obtain Voucher ID number Select Budget Checking from Action dropdown and click Run Click the Summary button to check Budget Status as Valid
52. Using the Simulation Navigate to the Paying Vendors toolkit For this exercise, click on the simulation link for Using the PO Receipt Option
53. Summary of Steps Step 1. Copy in a Purchase Order Determine which method is needed for copying in the purchase order Copy in the purchase order information into the voucher Double-check that it matches information on the invoice - DO NOT change Payment Terms
54. Summary of Steps Step 2. Enter Information from Invoice Enter Invoice Number and Date from your invoice Click the Payments tab to check the remittance address against the invoice Lookup Remittance Address to get the matching address if needed Click the Invoice Information tab to return to main invoice page
55. Summary of Steps Step 3. Save and Budget Check Click the "Save" button and record the Voucher ID number on the invoice in the upper right-hand corner Budget Check the voucher by clicking the Action dropdown, selecting "Budget Check," and clicking the RUN button. When the message box asks if you would like to wait, click the "Yes" button
56. Summary of Steps Step 3. Save and Budget Check Click the Summary tab to check the Budget Status. It should be "Valid" Click the Invoice Information tab to return to the voucher page and close the PO lines paid by clicking the pink Finalize icon at the top
57. Summary of Steps Step 4. Fax Voucher Paperwork Click the Fax Cover button to Print a matching fax cover sheet for this voucher Fax with the invoice and additional paperwork to the server at 352 846-1020
58. Summary Tab
59. Related Documents Tab
60. Invoice Information Tab
61. Payments Tab
62. Payments Tab Bottom of Page
63. Voucher Attributes Tab
64. Error Summary Tab
65. Section 3 After this section, you should be able to: Define an "unencumbered" voucher List allowable expenses for unencumbered vouchers Explain how to enter an unencumbered voucher Unencumbered vouchers
66. Unencumbered Voucher An unencumbered voucher Does not use purchase order information Has no money "held" in the budget for its payment Needs information entered by hand in the voucher screen Is used only for specific allowable expenses
67. Allowable Use Unencumbered vouchers are allowable only for services such as: Freight Utilities Memberships Direct travel payments Petty cash reimbursements Cell phone charges Postage (other than UF)
68. Allowable Use Unencumbered vouchers are allowable only for services such as: Research participants Subscriptions Reimbursements Conference registrations
69. Allowable Use For a complete list, go to: UF Finance and Accounting page at www.fa.ufl.edu Click Directives and Procedures > Section 13. Disbursements > #5 Processing of Invoices, and scroll down to E. Unencumbered Disbursements
70. Entering Invoice Information When using an unencumbered voucher in myUFL, enter the following information: Vendor Total Amount Item and Description ChartFields Line Amount Quantity
71. Navigation Navigate the same way – Accounts Payable > Vouchers > Add/Update > Regular Entry Click the Add a New Value tab and the Add button
72. Enter Information from Invoice
73. Click the Item Look Up
74. Search by Description
75. Add Extra Distribution Rows If Needed
76. Complete ChartFields
77. Entering Invoice Information As with an encumbered voucher: Click the Payments Tab to check the Vendor Remittance address with the one on your invoice Save and record Voucher ID Select Budget Checking and click Run Click the Summary tab to check the Budget Status as Valid
78. Using the Simulation Navigate to the Paying Vendors toolkit For this exercise, click on the simulation for Unencumbered Vouchers for Subscription Dues
79. Section 4 After this section, you should be able to: List the steps needed to fix a voucher whose Budget Status is not Valid List the steps needed to fix a voucher whose Entry Status is Recycle Explain why fixing these errors is important Budget errors and recycled vouchers
80. Section Learning Objectives After this section, you should be able to: List the steps needed to fix a voucher whose Budget Status is not Valid List the steps needed to fix a voucher whose Entry Status is Recycle Explain why fixing these errors is important
81. Errors Upon Saving After saving a voucher and budget-checking, click the Summary Tab Budget Status should be Valid Entry Status should be Postable Fix any errors and save again so the voucher can continue through workflow
82. Budget Errors in Vouchers Budget errors in vouchers are called budget exceptions The Budget Status on the voucher will display as “Exception,” not as "Valid"
83. Budget Errors in Vouchers Click the Exceptions link!
84. Budget Errors in Vouchers Click the Exceptions link to learn why there is a budget error What would you do for the reason below?
85. Budget Exceptions Alert Before any transaction, verify budget Attend PST950 Budget and Commitment Control to learn how Sign Up for Budget Exceptions Notification Manager Self Service > Budgets > Notify Preferences to Receive e-mail alerts of budget exceptions in your department
86. Reasons for Recycled Wrong ChartField Used Duplicate Invoice Voucher Total > Invoice Lines Total Click the Error Summary tab to view the explanation for the error
87. Recycled Vouchers Click the Error Summary tab!
88. Error Summary Tab
89. Instruction Guides Available Go to the myUFL Toolkits and look for Paying Vendors Toolkit to view these guides: Correcting Voucher Budget Errors Checking Recycled Vouchers Finding Existing Vouchers
90. After this section, you should be able to: Describe the process by which the voucher is approved Determine where the workflow routes vouchers and why Section 5 Voucher approval workflow
91. Voucher Workflow From the UF Directives: “Vouchers will not be approved in the system until complete supporting documentation is received." All processed invoices, with the corresponding voucher number recorded in the top right-hand corner, must be submitted to Disbursement Services immediately after input into myUFL.”
92. Voucher Approval Workflow Departmental voucher steps: Create, save and budget check vouchers Check Entry Status to see that it is "Postable" If it is "Recycle," the department corrects Fax invoice and paperwork to imaging server
93. Voucher Approval Workflow
94. Voucher Approval Workflow Before payment is made to a vendor, a voucher request must go through workflow for approval Overnight processes route vouchers to Disbursements and other offices
95. Voucher Approval Workflow Overnight system processes check vouchers for: Match Exceptions against purchase orders and receipts Budget errors Entry status being “postable” Once it is approved, the Post Status shows “Posted” the next day
96. Voucher Approval Workflow Disbursements Views each voucher’s paperwork images Submits voucher for payment schedule Calls department with questions if needed myUFL can route to other offices for approval, such as Division of Continuing Education (DOCE) or Concessions
97. Call Appropriate Office For questions on approving your voucher, make sure to call the appropriate office: DOCE Accounting Office – 392-2137 Engineering Processing – 846-1857 Concession Fund – 392-1241 UF Foundation – 392-1691 For all other vouchers, please call Disbursements at 392-1241
98. Some Examples Example 1 A voucher containing the Fund 143 AUX-DOCE, would be routed to the DOCE Accounting Office for approval Example 2 A voucher with the Fund 192 Concession, would be routed to the Concession approver for approval.
99. Some Examples Example 3 A voucher with Fund 171 TFRS FR Component, would be routed to the Foundation Accounting office for approval For more information, please view the Voucher Workflow page on the Disbursement Services website at http://fa.ufl.edu/uds
100. After this section, you should be able to: Describe how to find existing vouchers in myUFL Explain how to click the Invoice Information tab to view Describe how to find existing vouchers in myUFL created within a time range Section 6 Find an Existing Value
101. Navigation Navigate to Accounts Payable > Vouchers > Add/Update > Regular Entry Click the Find an Existing Value tab
102. Enter the Voucher ID Number Click the Search button
103. Click the Invoice Information Tab
104. View Voucher Information
105. Search Options
106. Results of Date Range
107. After this section, you should be able to: Define Match Exceptions Determine why a voucher is in error and how to correct Explain the Match Status of a voucher and what it means Section 7 Match exceptions
108. Match Exception? Errors in vouchers involving matching information with corresponding purchase orders and receipts are called “Match Exceptions” Overnight processes check a saved voucher against its receipts and purchase orders to make sure everything correlates
109. Match Exception? For example, a voucher may total an amount larger than the total amount on the purchase order This would create a match exception that would need your attention to be corrected
110. Click the Exceptions Link
111. Reasons for Exceptions
112. Checking for Match Exceptions Use the instruction guide, "Checking Vouchers for Errors and Match Exceptions" for steps needed Use the instruction guide’s chart to troubleshoot reasons for match exceptions Prevent future match exceptions by understanding current exceptions
113. Retrieving an Instruction Guide Click the “pdf” link for Checking Vouchers for Errors and Match Exceptions to open the instruction guide
114. After this section, you should be able to: Describe the reasons why you may need to correct a voucher List the information needed for creating an E2E journal entry Describe the resources you would use to create an E2E journal entry Section 8 E2E Expense to expense
115. Reasons for Corrections Vouchers that have already been paid may need internal accounting corrections for reasons such as: Departments did not cost share in the original voucher Department or unit charged purchase to wrong ChartField
116. What You Will Need Before correcting a voucher, have handy: Original voucher number Justification for correction Permission or authorization to use another department's ChartField if needed (such as source of cost-sharing)
117. Moving Expenses On and Off This type of correction is called an Expense to Expense or E2E correction Funds are moved from one ChartField expense distribution line to another one to make the correction
118. Example – Cost Sharing Great news! Another department has agreed to share $200 in lab expenses with funds from a Grants project Our department originally bought the lab supplies from Fisher Scientific Our department has permission from the other department to process an Expense to Expense correction Let’s look at the steps needed
119. Steps for Cost-Sharing an Expense Take the class PST956 JE: Journal Entry Online course Gather information needed such as ChartFields, including Project ID number and Source of Funds, if using a Grants project, and create a journal entry in the General Ledger module Make sure to follow up with proper forms per this course
120. After this section, you should be able to: Define Vendor Relations at UF Demonstrate how to search for a vendor List the information and forms needed to add a new vendor to the UF Vendor File Explain payment terms and invoice dates and why this is important Explain how payment term discounts are calculated by myUFL Section 9 Vendor relations
121. Vendor Relations? Vendor Relations refers to working with the vendors that provide goods and services to UF. The UF Vendor File contains information on these vendors and is maintained by the Vendor Relations Team in Disbursement Services. This file is uploaded to myUFL and kept up to date.
122. Vendor Relations? Vendor Relations also refers to Working with vendor payment terms Understanding discounts
123. Steps for Vendor Searches Open a new window to search Vendors > Vendor Information > Add/Update > Vendor Name1 is the vendor's "official" name When searching, use "contains" in the search dropdown
124. Vendor Searches
125. Adding a Vendor To add a vendor, contact the Vendor Relations Team at addvendor@ufl.edu Fax at 352 392-0081 Information you may need (from vendor): Vendor Name, address, phone and fax Purchasing remit address Federal ID # and/or UFID Contact name and e-mail address
126. Adding a Vendor Forms you may need (obtain from Finance and Accounting Forms website) at http://fa.ufl.edu/forms W-9 Request for Taxpayer Information Vendor Application UF Consulting Professional Worksheet Electronic Payment Authorization Form Research Participant Form
127. Alternate Check Delivery Sometimes you may need to: Mail a check to an alternate address Hold a check for pickup Follow the steps for alternate check delivery on the next slide and contact Disbursements
128. Steps for Alternate Check Delivery Before the scheduled payment on your voucher, complete the Alternate Check Delivery form found on the Finance and Accounting forms page Fax the form to 392-0081 after faxing the voucher supporting documentation for approval to Fax imaging at 846-1020 Contact Disbursements or send an e-mail to payments@admin.ufl.edu with any questions
129. Invoice Date Payment terms are set up per vendor and scheduled payment dates are calculated based on the invoice date and Vendor payment terms in myUFL
130. Payment Terms and Discounts Payment Terms display in the voucher per vendor Do not change or it will cause a match exception. If paying from a purchase order, payment terms will default into the voucher when the PO is copied If paying unencumbered, payment terms display per vendor selected
131. Payment Terms and Discounts
132. Payment Terms and Discounts myUFL calculates the discount based on Invoice Date entered and the Payment Terms displayed per vendor Example: Payment terms are 2%, 10, Net 30 For more information on Vendor Relations, please see the Vendor Information page on the Disbursement Services website
133. After this section, you should be able to: Make decisions between voucher copy in methods Answer review questions Section 10 REVIEW
134. Help Joe Decide Joe has just received an invoice for an order he placed earlier in the month for office supplies. The invoice shows that the order has been shipped in full. Which method should Joe use to copy in the PO when creating a voucher to pay this invoice?
135. Help Nancy Decide Nancy has received an invoice. It is for a centrifuge costing $5,300. She knows this qualifies as an asset at UF. Which of the copy PO methods should Nancy use when creating a voucher to pay the invoice?
136. Help Joe Decide Joe would like to use an unencumbered voucher to pay for Dr. Smith's membership's dues. Is this an allowable expense?
137. Invoice to Payment Overview What is a voucher? What is the first step in paying an invoice? Who enters invoice information into a voucher? When does a payment to a vendor get scheduled?
138. Encumbered Vouchers What does encumbered mean? What information gets copied into a voucher from a purchase order? What are the three copy methods in myUFL? If the invoice is for an asset, which copy method should you use? Budget check a voucher by clicking on __?
139. Unencumbered Vouchers An unencumbered voucher has no ____ You may pay for any purchase with an unencumbered voucher. ( T or F?) Allowable expenses on an unencumbered voucher include ______? Where can you find a complete list of allowable expenses?
140. Budget Errors and Recycled Vouchers What are three reasons for a voucher to have an Entry Status as Recycle? What tab is used to view the reason for Recycle status? Budget Error reasons appear when you click what link?
141. Voucher Approval Workflow A department-submitted voucher should have which entry status? What do overnight system processes check for? What does Disbursements do before approving the scheduling of a payment from a voucher? What other offices on campus may need to approve a voucher?
142. Finding Existing Vouchers Search for vouchers in the system using which ID number? What tab do you click on to view the voucher information entered? What other search options can you use in the Find an Existing Value page?
143. Match Exceptions What is a match exception? How do I know if my vouchers have a match exception? What is the entry status of a voucher with a match exception?
144. E2E Expense to Expense What reason would be valid for correcting a voucher with a journal entry? What information will you need to have handy to be able to complete an E2E journal?
145. Vendor Relations Information and forms you may need to add a new vendor includes ________ Where do I find the forms I may need for adding a vendor to the vendor file? The voucher payment due date is determined by the invoice date and Vendor payment terms. ( T or F?)
146. After this section, you should be able to: Direct a coworker to resources and help with vouchers List resources for staying informed and update Section 11 Resources
147. Resources On the Web Finance and Accounting Directives - Disbursements website: http://www.fa.ufl.edu Click on Disbursements Click on Directives and Procedures
148. Practice and Reference myUFL Toolkits Web Simulations Instruction Guides Security Roles Training Contact Information Other Helpful Information Click to See Toolkits Website: http://hr.ufl.edu/training/myUFL/Toolkits/
149. E-mails for Help disbursements@ufl.edu addvendor@ufl.edu payments@admin.ufl.edu
150. Recommended Courses To understand how UF budgets work, take PST950 Budget and Commitment Control PRO302 The Color of Money If you are a Fiscal Assistant in your department, take PRO304 Basic Accounting Concepts PST956 JE: Online Journal Entry 9.1 PRO355 Accounts Payable 101
151. Thank You for Attending Today Please complete the e-mail evaluation you will receive in the next few days Call us if you have further questions
152. PST971 - Paying VendorsIn partnership with UF Disbursement Services Thank you!