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Module Integration Module Overview Key Features

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Module Integration Module Overview Key Features

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    1. Hello, my name is Sandi Hurrie, I’m the Accounts Payable team lead for the State and I’m going to provide you with the progress report on the AP module. As Gale previously stated, the CRP’s are completed-And our module team has logged, discussed, and addressed concerns by revisiting the narratives and process flows and incorporating agencies needs or changes when necessary. The “gaps” between the delivered software and the states’ requirements have been closed with process changes or with systems modifications – Cyndi will go over this in detail during the process walkthrough. We are currently working on System Configuration and System Design. Our agenda for this afternoon is: First we’ll discuss the integration between the Accounts Payable Module and other PeopleSoft Modules. 2. Next We’ll look at a Module Overview diagram which shows the various processes for the AP module. – these are grouped according to CRP session and process. 3. We will then review a list of key features/Benefits that will be provided by the new business processes and new software. Then I’ll turn it over to Cynthia Babbitt who will show a high level process flowchart of the payables process. Cyndi will also take you through an on-line walkthrough of the Accounts Payable Process. We would appreciate it if you would hold your questions until after the walkthrough. After the walkthrough, we will have time for questions/clarifications pertaining to all of the material we’ve covered today. Hello, my name is Sandi Hurrie, I’m the Accounts Payable team lead for the State and I’m going to provide you with the progress report on the AP module. As Gale previously stated, the CRP’s are completed-And our module team has logged, discussed, and addressed concerns by revisiting the narratives and process flows and incorporating agencies needs or changes when necessary. The “gaps” between the delivered software and the states’ requirements have been closed with process changes or with systems modifications – Cyndi will go over this in detail during the process walkthrough. We are currently working on System Configuration and System Design. Our agenda for this afternoon is: First we’ll discuss the integration between the Accounts Payable Module and other PeopleSoft Modules. 2. Next We’ll look at a Module Overview diagram which shows the various processes for the AP module. – these are grouped according to CRP session and process. 3. We will then review a list of key features/Benefits that will be provided by the new business processes and new software. Then I’ll turn it over to Cynthia Babbitt who will show a high level process flowchart of the payables process. Cyndi will also take you through an on-line walkthrough of the Accounts Payable Process. We would appreciate it if you would hold your questions until after the walkthrough. After the walkthrough, we will have time for questions/clarifications pertaining to all of the material we’ve covered today.

    2. As you can see from the chart, the accounts payable module is integrated with almost every financial module of PeopleSoft. -A/P integrates with Asset Management, not with inventory. The Purchasing module integrates with Inventory into the Asset Management module. Assets in PeopleSoft are real and personal property while inventory consists of disposable items. The light blue objects are phase I implementation which is scheduled for July 2003. The dark blue objects are phase II implementation which is now scheduled for October 2004. Return to Vendor (RTV) transactions – purchasing will process the RTV’s, and the voucher build process will run automatically behind the scene to create the voucher, there may be monitoring at the AP level for approval as well as the monitoring of the voucher build process and voucher edit process to ensure that there are no errors. Payables is where Accounts Payable generalists at the agency level will enter invoices to create vouchers. Journal Generator: The Journal Generator is an automated program that takes accounting entries from PSFT Payables and formats them into journal entries. This is another automated behind the scene process.The journal entries are then transferred to the appropriate ledger in PeopleSoft General Ledger. General Ledger: Payables creates the accounting entries that the General Ledger uses to create journal lines. When you enter vouchers, you also enter information about how that voucher will be charged, from an accounting perspective. When you post vouchers and payments, the system creates balanced accounting entries that are immediately available to the Journal Generator in the Payables Accounting Entry Table. As you can see from the chart, the accounts payable module is integrated with almost every financial module of PeopleSoft. -A/P integrates with Asset Management, not with inventory. The Purchasing module integrates with Inventory into the Asset Management module. Assets in PeopleSoft are real and personal property while inventory consists of disposable items. The light blue objects are phase I implementation which is scheduled for July 2003. The dark blue objects are phase II implementation which is now scheduled for October 2004. Return to Vendor (RTV) transactions – purchasing will process the RTV’s, and the voucher build process will run automatically behind the scene to create the voucher, there may be monitoring at the AP level for approval as well as the monitoring of the voucher build process and voucher edit process to ensure that there are no errors. Payables is where Accounts Payable generalists at the agency level will enter invoices to create vouchers. Journal Generator: The Journal Generator is an automated program that takes accounting entries from PSFT Payables and formats them into journal entries. This is another automated behind the scene process.The journal entries are then transferred to the appropriate ledger in PeopleSoft General Ledger. General Ledger: Payables creates the accounting entries that the General Ledger uses to create journal lines. When you enter vouchers, you also enter information about how that voucher will be charged, from an accounting perspective. When you post vouchers and payments, the system creates balanced accounting entries that are immediately available to the Journal Generator in the Payables Accounting Entry Table.

    3. These are the processes that were addressed in the various CRP sessions that some of you attended. The gray boxes represent either processes that will be configured before the software is available for use or automated processes that will run behind the scenes or processes that will be handled by a central agency such as OSC. The yellow boxes represent the processes that the A/P staff will work with on a regular basis. In Accounts Payable in PeopleSoft there is a saying that AP is After Purchasing. Your accounts payable staff will find that they love this system and it will be almost impossible to make the typical A/P errors. Overpayments, payments from incorrect funding sources will be a distant memory. These are the processes that were addressed in the various CRP sessions that some of you attended. The gray boxes represent either processes that will be configured before the software is available for use or automated processes that will run behind the scenes or processes that will be handled by a central agency such as OSC. The yellow boxes represent the processes that the A/P staff will work with on a regular basis. In Accounts Payable in PeopleSoft there is a saying that AP is After Purchasing. Your accounts payable staff will find that they love this system and it will be almost impossible to make the typical A/P errors. Overpayments, payments from incorrect funding sources will be a distant memory.

    4. With PeopleSoft there will be minimum reconciliation to the GL because the Agencies and the Comptroller will be on the same accounting system. Agencies will no longer have to reconcile all of their financial transactions to OSC. There will be no system “down time” at fiscal year end – currently with the “as is” process, there is system downtime during the reconciliation process and the closing of the old year and opening of the new year. With PeopleSoft and the new process, there will be no system downtime for reconciliation reasons, as the need for reconciliation has been eliminated with the Agencies and OSC on the same system. The vendor file is much more robust than the current file and non-reportable vendors can be easily included in the regular vendor file--for example, people who receive refunds, subsidies are often not one time vendors and they can be available for processing in the new vendor file. We will have electronic upload for large-volume non-reportable vendors. A separate file can be uploaded for payment processing and then deleted as a group. Dept of Revenue Services (refunds) Judicial – Jury Payments Foreign mail and payments to foreign vendors is simplified. Special handling may be specified at the vendor level.When the foreign country the address format is automatically available for that vendor. Payments may be routed back to the agency for special mailing handling.With PeopleSoft there will be minimum reconciliation to the GL because the Agencies and the Comptroller will be on the same accounting system. Agencies will no longer have to reconcile all of their financial transactions to OSC. There will be no system “down time” at fiscal year end – currently with the “as is” process, there is system downtime during the reconciliation process and the closing of the old year and opening of the new year. With PeopleSoft and the new process, there will be no system downtime for reconciliation reasons, as the need for reconciliation has been eliminated with the Agencies and OSC on the same system. The vendor file is much more robust than the current file and non-reportable vendors can be easily included in the regular vendor file--for example, people who receive refunds, subsidies are often not one time vendors and they can be available for processing in the new vendor file. We will have electronic upload for large-volume non-reportable vendors. A separate file can be uploaded for payment processing and then deleted as a group. Dept of Revenue Services (refunds) Judicial – Jury Payments Foreign mail and payments to foreign vendors is simplified. Special handling may be specified at the vendor level.When the foreign country the address format is automatically available for that vendor. Payments may be routed back to the agency for special mailing handling.

    5. Key Features Automated Generation of Recurring Vouchers Electronic Voucher Approval to improve efficiency Agency level Voucher Entry, Approval & Budget checking with real-time updating Payment Scheduling for better Cash Management Agency Payments consolidated by Vendor Automated Entry of Recurring Vendor Invoices –The PSFT Recurring voucher feature enables you to easily manage recurring payments over any time period. Weekly, monthly, quarterly vouchers can be scheduled at one time, recurring payments - such as rent and lease payment, utilities, and regular supply deliveries vouchers may be created and as each voucher comes due according to the payment terms of the vendor and business unit, the voucher is approved and paid. Electronic Voucher approval at multiple levels improves efficiency and accuracy-Electronic matching completed on line may serve as the first approval level within your business unit. Workflow will be available for payments that need additional approval levels depending on services rendered, high dollar amounts or any other needs of your agency. The agency will have control over voucher entry, approvals and budget checking before the voucher receives final approval for check generation. Error-ridden documents will be corrected before they reach the supervisor for final agency approval. There will be no need to check for errors because of different system information at the agency versus comptrollers. With final payments, the system will take excess encumbered funds, automatically decommit the funds and return them to an unencumbered status. Payment scheduling will be simplified. Payments can be scheduled at the agency to take advantage of the 30/45 day window available for payments. Better cash management will be helpful in getting vendors to offer discounts to the state. Agencies will be able to generate vouchers in advance, this will allow for more timely payments and better utilization of A/P staff time. Payments to a vendor from a single agency will be consolidated. Currently a check is cut from each voucher--now payments will be consolidated into one check, unless, the agency indicates that they want a separate check for any particular voucher. This will reduce handling costs for the state, paper, mailing, etc. No batch headers for Commitment and Expenditure documents – We will no longer be putting transactions on batches – this will save timeAutomated Entry of Recurring Vendor Invoices –The PSFT Recurring voucher feature enables you to easily manage recurring payments over any time period. Weekly, monthly, quarterly vouchers can be scheduled at one time, recurring payments - such as rent and lease payment, utilities, and regular supply deliveries vouchers may be created and as each voucher comes due according to the payment terms of the vendor and business unit, the voucher is approved and paid. Electronic Voucher approval at multiple levels improves efficiency and accuracy-Electronic matching completed on line may serve as the first approval level within your business unit. Workflow will be available for payments that need additional approval levels depending on services rendered, high dollar amounts or any other needs of your agency. The agency will have control over voucher entry, approvals and budget checking before the voucher receives final approval for check generation. Error-ridden documents will be corrected before they reach the supervisor for final agency approval. There will be no need to check for errors because of different system information at the agency versus comptrollers. With final payments, the system will take excess encumbered funds, automatically decommit the funds and return them to an unencumbered status. Payment scheduling will be simplified. Payments can be scheduled at the agency to take advantage of the 30/45 day window available for payments. Better cash management will be helpful in getting vendors to offer discounts to the state. Agencies will be able to generate vouchers in advance, this will allow for more timely payments and better utilization of A/P staff time. Payments to a vendor from a single agency will be consolidated. Currently a check is cut from each voucher--now payments will be consolidated into one check, unless, the agency indicates that they want a separate check for any particular voucher. This will reduce handling costs for the state, paper, mailing, etc. No batch headers for Commitment and Expenditure documents – We will no longer be putting transactions on batches – this will save time

    6. Remittance advice will be expanded. There is space for 22 lines of invoices to be entered. The vendor will have more information from the agency to help them to identify the payment being made. This should reduce vendor calls for explanations about checks they have received. Increased functionality for electronic vendor payments – A remittance advice will be sent to the vendor when they have an EFT payment. Lost checks, mailing time, and more efficient time scheduling available when vendors use EFT’s. Win Win situation, state and vendor are both happier with ease and functionality Optional use of grouping. Batching as we know it today will not be necessary. Grouping may be used if the agency chooses to, for example, new employees may be required to work on certain groups of vouchers. These vouchers could receive an extra review. Full Petty Cash Functionality will be available. The system will be configured so it meets all requirements of OSC and agencies will no longer have to keep another subsystem outside the PeopleSoft system. Enhanced Procurement Card payment processing. The interface between purchasing and payables will support encumbrance accounting and commitment control. The expense accounting entries and the payment accounting entries will both be created from the voucher transactions in the payables system. The merchandise vendor ID will be able to be added to each line of the voucher. Remittance advice will be expanded. There is space for 22 lines of invoices to be entered. The vendor will have more information from the agency to help them to identify the payment being made. This should reduce vendor calls for explanations about checks they have received. Increased functionality for electronic vendor payments – A remittance advice will be sent to the vendor when they have an EFT payment. Lost checks, mailing time, and more efficient time scheduling available when vendors use EFT’s. Win Win situation, state and vendor are both happier with ease and functionality Optional use of grouping. Batching as we know it today will not be necessary. Grouping may be used if the agency chooses to, for example, new employees may be required to work on certain groups of vouchers. These vouchers could receive an extra review. Full Petty Cash Functionality will be available. The system will be configured so it meets all requirements of OSC and agencies will no longer have to keep another subsystem outside the PeopleSoft system. Enhanced Procurement Card payment processing. The interface between purchasing and payables will support encumbrance accounting and commitment control. The expense accounting entries and the payment accounting entries will both be created from the voucher transactions in the payables system. The merchandise vendor ID will be able to be added to each line of the voucher.

    7. AP Process Flow- Enter and Process Voucher from P.O. 1. This is a high level overview of entering and processing a voucher, taking the information from a PO and sending it through to payment. 2. This slide depicts what happens in the background vs. what you actually do in Payables. 3. The grey shapes-external to PSFT Payables or Central Agency processing The yellow shapes-The only duties of the AP clerical staff The blue shapes-The only areas the Supervisor reviews 4. Note: Matching is a batch process (background) Posting is a batch process Both processes will probably just be reviewed by the Supervisor Approval may be electronic, and only for non-PO vouchers. Some new terms to be familiar with: CO-17 == Voucher Posting in SAAAS == BCM (checking for sufficient funds) Audit Release in SAAAS == Posting Voucher (sends info to Journal Generator to create Acctg entries for GL)1. This is a high level overview of entering and processing a voucher, taking the information from a PO and sending it through to payment. 2. This slide depicts what happens in the background vs. what you actually do in Payables. 3. The grey shapes-external to PSFT Payables or Central Agency processing The yellow shapes-The only duties of the AP clerical staff The blue shapes-The only areas the Supervisor reviews 4. Note: Matching is a batch process (background) Posting is a batch process Both processes will probably just be reviewed by the Supervisor Approval may be electronic, and only for non-PO vouchers. Some new terms to be familiar with: CO-17 == Voucher Posting in SAAAS == BCM (checking for sufficient funds) Audit Release in SAAAS == Posting Voucher (sends info to Journal Generator to create Acctg entries for GL)

    8. Create Voucher from Purchase Order/Receiver Budget Check Voucher Match/Approve/Post Voucher Process Payment 2. We’re going to… Show you the details of entering and processing a voucher. The computer has been received. Now Accounts Payable will pay for it. Remember—Purchasing has made all the decisions for AP. (CLERK) Create voucher from PO/Receiver Lookup PO/Lookup Receiver (paying currently, deleting info from PO) Create worksheet (allows you to select lines for payment) Copy info to voucher Add info to 2 fields only (invoice date, invoice) Save BCM (SUPVSR) Match Voucher Process (review exceptions) Approve Voucher (Non-PO only) Post Voucher Process (Accounting entries for GL) (CENTRAL AGCY) Process PaymentWe’ll now go online into PSFT and demonstrate entering and processing a Voucher from the receiver of a PO and process it through to payment. Remember: there is a lot of background processing shown that will be already set up before you’re A/P Unit begins creating vouchers.2. We’re going to… Show you the details of entering and processing a voucher. The computer has been received. Now Accounts Payable will pay for it. Remember—Purchasing has made all the decisions for AP. (CLERK) Create voucher from PO/Receiver Lookup PO/Lookup Receiver (paying currently, deleting info from PO) Create worksheet (allows you to select lines for payment) Copy info to voucher Add info to 2 fields only (invoice date, invoice) Save BCM (SUPVSR) Match Voucher Process (review exceptions) Approve Voucher (Non-PO only) Post Voucher Process (Accounting entries for GL) (CENTRAL AGCY) Process PaymentWe’ll now go online into PSFT and demonstrate entering and processing a Voucher from the receiver of a PO and process it through to payment. Remember: there is a lot of background processing shown that will be already set up before you’re A/P Unit begins creating vouchers.

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