State Controller’s OfficeAccounts PayableBusiness Process

SessionMarch 30, 2017

Agenda• DGS Direct Transfers• CalATERS

• Travel Advances• Expenditure and Payment Detail

• Office Revolving Fund (ORF) Replenishment

March 30, 2017 2

DGS Direct Transfers

DGS Direct Transfer• Coordinated effort between DGS, SCO and FI$Cal to

record expenditures for DGS services• DGS sends data to FI$Cal that results in DT invoice• FI$Cal processes vouchers, payments, and deposits.

Once payments are posted the associated invoice is closed in Account Receivables

• Direct Transfer Voucher will be created for every invoice created. The Invoice # will be populated in the Invoice # field of the voucher

• Direct Transfer Vouchers: Voucher Origin = DT

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DGS Direct Transfer• Direct Transfer vouchers are subject to SCO Approval• Direct Transfer vouchers have a Bank Account =

DTNET• Expenditures for Direct Transfers originate from the

DGS CAN (Customer Account Number)Table• Department can view data on the direct transfers

vouchers but cannot make direct edits. Departments will use AP Journal Voucher to edit/correct a Chartfieldvalue.

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DGS Direct Transfer Voucher Sample Voucher Details

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DGS Direct Transfer Voucher Sample Voucher Details

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DGS Direct Transfer Voucher Sample Payment Information

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DGS Direct Transfer Voucher Sample – Voucher Accounting Entries

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DGS Direct Transfer Voucher Sample – Voucher Status

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DGS Direct Transfer Tips• The DGS Customer Account Number (CAN/

CAN/DGS Bill Code) table is maintained by DGS. Submit edits via DGS Form AFS-94A to DGS-OFS at: SRFFiscalServices@dgs.ca.gov.

• Journal Vouchers are used to record Chartfieldcorrections on Direct Transfer vouchers in FI$Cal

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CalATERS

Travel Advances• Processing Summary:

• Approved CalATERS Travel Advances are sent to FI$Cal • The FI$Cal voucher build process takes the travel advance

data and creates approved pre-paid voucher• Via the Department Pay Cycle process, the ORF check is

printed at the department and delivered to the employee• Issued ORF check details are sent from FI$Cal to

CalATERS. In CalATERS, the travel advance is updated as paid and available for recovery.

• CalATERS Travel Advance Vouchers: Voucher Origin = TAV

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CalATERS Travel Advance Sample

March 30, 2017 14

CalATERS Travel Advance Sample

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CalATERS Expenditure and Payment Detail

• Processing Summary:• Approved and Paid Expense Claims from CalATERS

are sent to FI$Cal • Voucher build process creates regular vouchers that

record expenditure and payment• Travel advance amount appropriately applied• Build Errors encountered will be addressed by

department and FSC using the online error correction pages for voucher build errors depending on the error.

• CalATERS Expenditure Voucher: Voucher Origin = EXV

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CalATERS Expenditure and Payment Detail

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CalATERS Expenditure and Payment Detail

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CalATERS Expenditure and Payment Detail

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CalATERS Tips• Validate that employee and consultant supplier

records are in the FI$Cal Supplier File prior to processing CalATERS transactions (AP Job Aid FI$Cal.012 Creating an Employee Supplier 4.0 and FI$Cal.205 Adding a Supplier Record 2.0)

• Provide FI$Cal with crosswalk used by CalATERS Interface. Edits can be submitted to FI$Cal using Configuration Modification Request form after go live

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ORF Replenishment

Employees (CalATERS/Non-CalATERS) and P-Card Supplier (US Bank)

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Issuance of Payment from Office Revolving Fund (ORF)• Create a Pre-Paid Voucher • Invoice Information Page: the distribution line will require an

appropriate “account” value (1301200 = Employee Travel, 1301100 = Expense). The “Fund” will require an Department ORF fund.

• Payment Page: Update “Cash Type” to ORF and Bank “Account” to ORF Account

• Budget check will capture advance on ORF account• Voucher is subject to Departmental Approval(s) • Run department pay cycle and issue payment from ORF. Note: Cash

validation will occur during Department Pay Cycle.• An ORF Advance checkbox will appear when “saved”

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Employees (CalATERS/Non-CalATERS) and P-Card Supplier (US Bank)

ORF Voucher for Employee/PCard Vendor

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ORF Voucher for Employee/PCard Vendor

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ORF Replenishment• Create Regular Voucher, select the “ORF Replenishment”

checkbox, and validate Cash Type = “Warrant” to capture expenditure(s)

• For PCard expenditures: approved PCard Transactions will result in a Regular Voucher with a selected “ORF Replenishment” checkbox. These vouchers will be subject to departmental approval.

• PCard Voucher Note: Approved Credits cannot be processed on an ORF Replenishment. Credits must be applied to vendor payments.

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Employees (CalATERS/Non-CalATERS) and P-Card Supplier (US Bank)

ORF Replenishment• Copy from PO if advance is issued for a PO • Attach all required supporting documentation• Voucher(s) will be subject to Departmental approval and SCO

Audits approval• Cash validation will occur during SCO Pay Cycle• Voucher posting will “Auto-apply” advances to the regular voucher• The outstanding prepaid voucher amount will be reduced by the

amount applied to the prepaid voucher• ORF Replenished and a Warrant will issue, payable to

employee/P-Card vendor, for any excess amount dueMarch 30, 2017 27

Employees (CalATERS/Non-CalATERS) and P-Card Supplier (US Bank)

Employees (CalATERS/Non-CalATERS) and P-Card Screen Sample

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FI$Cal ORF Replenishment: Vendors

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VendorIssuance of Payment from Office Revolving Fund (ORF)• Create a Regular Voucher

• Copy from Purchase Order (PO) if advance is issued for a PO • Update voucher payment and distribution

• Invoice Information Page: Expense “Account” = 1301100,and Fund is updated to the Department ORF fund

• Payment Page: Update “Cash Type” to ORF and Bank “Account” to ORF Account

• System edits will be implemented to ensure above details are entered on the Advance

• Budget check will liquidate the PO encumbrance• Issue payment from Department ORF bank account post departmental

approval. Note: Cash validation will occur during Department Pay Cycle.• A field will display on voucher entry and approval pages to identify ORF

Advances

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Vendors: Regular Voucher–ORF Payment Sample

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Vendors: Regular Voucher–ORF Payment Sample

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VendorsORF Replenishment• Create Journal voucher • In “Related To” field enter related to Regular voucher (ORF

Advance)• Credit Advance account booked on related regular voucher• Debit expenditure account(s)

• Budget Check will validate expenditure values on distribution line• Approval workflow will route ORF Replenishment Journal

Vouchers to SCO Audits for approval • A selected ORF Replenishment checkbox will be displayed on

Invoice Information and approval pages to identify ORF Replenishments

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Vendors:Regular Voucher – ORF Payment Screen Sample

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ORF Replenishment Report – ORF Balances for Vendors Navigation

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ORF Replenishment Report – ORF Balances for Vendors

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Questions

Questions and AnswersFI$Cal Project Information:http://www.fiscal.ca.gov/Or e-mail the FI$Cal Project Team at:fiscal.cmo@fiscal.ca.gov