Welcome

1. Welcome AP 205 Voucher Entry and Processing

2. Ground Rules Silence cell phones, PDAs, refrain from checking email Ask Questions Refrain from side conversations Take breaks as needed Obey building safety rules and regulations

3. Learning Objectives After completing this course you should be able to: • Explain the voucher process and voucher types. • Enter different types of vouchers. • View and inquire upon voucher information. • Resolve combination editing errors. • Explain the scope of SFS AP training. • Locate additional training materials, job aids, and other useful information.

4. Training Methodology • Training Steps • Tell Me – Facts, Concepts, Terms, Definitions • Show Me – Relevant Demonstrations of Process Steps • Let Me – Hands-on practice in User Productivity Kit (UPK) and Live Environment • Help Me – Facilitator Support • Training Materials • Course Presentation • UPK Simulations • Training Exercises and Data Sheets • User Guide and Job Aids

5. Training Methodology Notes on Today’s Training • Training content has been developed over a period of time, concurrently with the development of SFS. • The data used throughout the training is meant to simulate as close to a realistic experience as possible however this data is not to be used outside of the training environment. • In the instances where data, SFS screens, or functionality has changed, this will be communicated during training. • As trainers, you are encouraged to customize training to meet the needs of your agency, especially if you have unique business processes. Remember that these may come over time!

6. Agenda • SFS AP Terms and Concepts • Introducing SFS Vouchers • Entering Vouchers • Viewing and Inquiring Upon Vouchers • Resolving Combination Editing Errors • SFS AP Learning Path and Resources

7. SFS AP Terms and Concepts In this lesson, you should learn: • Key SFS AP terms and concepts. • Key SFS process changes. • Key SFS AP ChartField values.

8. SFS AP Terms and Concepts Key Terms and Concepts

9. SFS AP Terms and Concepts Key Terms and Concepts (Continued)

10. SFS AP Terms and Concepts Process Changes – Voucher Entry (1 of 3)

11. SFS AP Terms and Concepts Process Changes – Voucher Entry (2 of 3)

12. SFS AP Terms and Concepts Process Changes – Voucher Entry (3 of 3)

13. SFS AP Terms and Concepts

14. SFS AP Terms and Concepts • At the transactional level, the SFS Chart of Accounts is comprised of two elements: • General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data. • Chartfields – Codes used to categorize financial and budget transactions. • Statewide chartfield segments include Department, Program, Fund, Account (CAS Object code). • Agency-specific chartfields include Operating Unit and Product. • The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course. • More details about the SFS Chart of Accounts may be obtained at: • http://www.sfs.ny.gov/programElements/coaMaterials.htm

15. Learning Exercise Navigation Refresher You recently received an email from your supervisor asking a few questions about a voucher. You must locate the voucher in SFS then navigate to the Voucher Summary and Invoice Information tab to answer her questions. 10 min • Locate the voucher. • Find the desired information by clicking through the tabs of the voucher record. Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity.

16. SFS AP Terms and Concepts Vendor IDs • The training environment currently contains many different Vendor IDs however in the production environment, there will be a specific numbering convention based on the type of vendor.

17. Introducing SFS Vouchers In this lesson, you should learn: • The SFS voucher lifecycle. • About the different types of SFS vouchers.

18. Introducing SFS Vouchers What are SFS vouchers? • Vouchers are system transactions created for the processing of vendor invoices or adjustments. • Vouchers tie together the vendor, invoice date, invoice amount, line items, distribution (accounting/coding) information, and any purchase orders or receipts.

19. Introducing SFS Vouchers What types of vouchers are in SFS? • Regular Voucher – Used for entering both non-PO vouchers and PO related vouchers. • Adjustment Voucher – Used for entering credit or debit memos, or for relating one voucher to another. Also used for refund of appropriations. • Journal Voucher – Used for correcting accounting entries on a posted or paid voucher. • Prepaid Voucher – Used for entering prepayments (down payments, progress payments, or deposits).

20. Introducing SFS Vouchers What types of vouchers are in SFS? (Continued) • Single Payment Voucher – Used for entering a voucher for a one-time vendor without having to record the vendor information in the Vendor file. • Template Voucher – Used for creating a template for generating regular vouchers with similar information. Note: None of the AP voucher types are to be used for employee reimbursement. Employee reimbursement is managed in the SFS Travel and Expenses module.

21. Entering Vouchers In this lesson, you should learn: • How to enter different types of vouchers.

22. Entering Vouchers Transactions • Entering a regular travel card non PO voucher • Entering a regular voucher from a PO • Entering a template voucher • Entering an adjustment credit memo voucher • Entering an adjustment refund of appropriation voucher • Entering a single payment voucher

23. Learning Exercise Entering a regular voucher Your agency recently received an invoice from a vendor. A regular voucher must be created by manually entering all the invoice information. 15 min • You must enter a regular non PO voucher. Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

24. What if I receive a warning message when attempting to complete my exercise? You may receive the following warning message when attempting to save your voucher: This is an example of an SFS “warning” message indicating that the validation of the fields cannot occur within the training environment. Clicking “OK” will save your exercise.

25. Learning Exercise Entering a voucher from a PO Your agency recently received an invoice from a different vendor and a voucher must be created within SFS by copying a purchase order. 15 min • You must enter a regular voucher from a PO. Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

26. Learning Exercise Entering a single payment voucher Your agency recently received an invoice from a one-time vendor. To create the payment for this vendor without a record in SFS, a single payment voucher must be entered. 10 min • You must enter a single payment voucher. Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

27. Viewing and Inquiring Upon Vouchers In this lesson, you should learn: • How to perform searches and inquiries to view vouchers and voucher entry information.

28. Viewing and Inquiring Upon Vouchers Transactions • Viewing voucher status and status summary • Viewing voucher errors • Performing payment inquiries

29. Learning Exercise Viewing voucher status and summary Your agency recently received a call from a vendor who claims that the money owed to his company is not in his account. To verify information, you must search for an existing voucher and navigate to the Summary page. 10 min • You must search for an existing voucher and navigate to the Summary page. Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

30. Combination Editing Errors In this lesson, you should learn: • How to resolve combination editing errors and exceptions.

31. Combination Editing Errors Transactions • Resolving combination editing errors

32. SFS AP Learning Path and Resources In this lesson, you should learn: • The SFS Accounts Payable training structure. • Where to find training materials and resources.

33. SFS AP Learning Path and Resources SFS AP Training Structure

34. SFS AP Learning Path and Resources Training Materials Location and Class Preparation

35. Summary Having completed this course, you should now be able to: • Explain the Voucher Process and Voucher Types. • Enter Different Types of Vouchers. • View and Inquire Upon Voucher Information. • Resolve Combination Editing Errors. • Locate Additional Training Materials, Job Aids, and Other Useful Information.

36. Conclusion Thank you for your participation!

37. Slides for Agency Use (Arial, Font 36) • Agency specific Heading (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

38. Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) • In this lesson you should learn: (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

39. Slides for Agency Use (Type Topic here) • Agency Specific Key Terms and Concepts (Arial Font 24)