September 2, 2010. AOS Accounts Payable Update AOS Vendor Processes AOS General Ledger Questions...

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AUDITOR OF STATE TOWN HALL September 2, 2010

Transcript of September 2, 2010. AOS Accounts Payable Update AOS Vendor Processes AOS General Ledger Questions...

Page 1: September 2, 2010.  AOS Accounts Payable Update  AOS Vendor Processes  AOS General Ledger  Questions 2.

AUDITOR OF STATE

TOWN HALL

September 2, 2010

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Agenda

AOS Accounts Payable Update

AOS Vendor Processes

AOS General Ledger

Questions

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AOS - AP UPDATES

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AOS AP PROCESSES

Voucher Audit Points Control Groups AP Packet Guidelines Claim voucher SF 11294 Utilities Payment to Wrong Vendor ACH Returns

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VOUCHER AUDIT POINTS

Invoice Line Account

Voucher Payment Terms

Remit Vendor Remit Location Payment Method Remit Vendor

Address Receipt Date 5

The AOS audit includes, but is not limited to, the following fields:

Agency Approvals Invoice Vendor Invoice Number Invoice Date Invoice Total Invoice Line Total Invoice Line

Description

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Receipt ID and Date Purchase Order ID

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VOUCHER AUDIT POINTS continued…

All Invoices over $500 using Account Points 3, 4, 5, 7 and some 9’s will also be Audited for :

Vouchers with incorrect or missing information will be denied and returned to agencies for correction.

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VOUCHER AUDIT POINTS continued… If packets are returned to your agency

for incorrect receipt date, please follow these procedures. 1.       Modify receiver with the correct date2.       Unpost the voucher3.       Delete the invoice line4.       Copy invoice line from modified receiver5.       Save      6. Submit a GMIS ticket if you have any issues

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Control Groups Submit invoices in voucher order CG must be posted, have a valid budget

and doc tolerance (Monitor using SOIAPOO8)

Entire Control Groups containing one or more invalid status will be denied and returned to the Agency.

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AOS AP PACKET GUIDELINES

Packet Types Non Travel Travel Utilities Pre-Approved Special

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AOS AP PACKET GUIDELINES continued…

Specific Packet Guidelines are posted on the Auditor’s Portal

Pre-Approved Special Agency needs AOS pre-authorization Vouchers need Payment Terms

changed to Due upon Receipt (online vouchers only)

Vouchers need immediate/expedited AOS approval

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AOS AP PACKET GUIDELINES continued…

Packet Packaging Sort Transmittals by Voucher Type (Online,

HV, etc…) and Voucher ID Package by Type (Non Travel, Travel, Pre-Approved

Special)

Staple Transmittals on top of Invoices Include only as many

Transmittal/Invoices as will fit into an interoffice envelope. (No daily limit on envelopes)

Label the packet and send to the AOS Service Center. 11

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AOS AP PACKET GUIDELINES continued…

Packet Labels Label information should include:

Packet Type, Sending BU, Requester, Requester Phone number and email.

Labeling method/type/form is at the discretion of the agency.

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AOS AP PACKET GUIDELINES continued…

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CLAIM VOUCHER SF 11294

Using claim voucher (SF 11294) as an invoice: Must be signed by an authorized signature

of the BU and vendor (signature card must be on file with AOS)

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Payment Message Field

The following vendors require account number to be in the payment message field on the payments tab of the voucher.

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UTILITIES AT&T Mobility:                     

221336 AT&T Mobility LLC:                80673 AT&T:                         271654 AT AND T:                 13945 SBC:                                         50030 American Elec Power:           52747 NIPSCO:                                  50220 EMBARQ:                            

224760 IPL:                                          

50025 Duke:                                       50233

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ACH RETURN PROCEDURE Payment is Cancelled and

Rescheduled Vendor Remit Locations are put on

Hold AOS will notify the Agency and

Vendor for correct Bank Information Corrected Vendor Bank Information is

received by AOS, entered and Vendor Locations are taken off hold

Scheduled Payments will process in next Pay Cycle

Never modify a voucher that is on hold for banking issues without AOS approval.

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AOS VENDORS

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AP VENDORS Vendor Guidelines Vendor Summary Page Location Information “No AUDITOR OF STATE Payments”

address Two Party Payments

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VENDOR GUIDELINES All Vendor Information Forms (VI forms –

SF53788 (R2/10-09)) must be signed and dated within the last 6 months.

Send all forms to the AOS service center via US Mail or inter-department mail.

Emergency additions may be submitted via email or fax with prior approval from Maegan or Jessica.

The form must be complete and legible. If a vendor has a change of address and/or

bank info, mark the VI form ‘change of address and/or bank’ and reference the old information. In the event of an obvious typographical error, an email will suffice.

Employee VI forms must be submitted after the employee receives their first state paycheck.

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VENDOR GUIDELINES continued… The banking portion of the VI Form must be

filled out by the bank or a matching voided vendor check can be attached to Section 2.

All checks must have a current remit address that matches the top portion of the VI form.

AOS will not accept starter checks, checks that have handwritten addresses, or deposit slips.

If you are waiting on direct deposit information from a vendor, do not submit the form marked SDO.

National City> PNC merger

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Vendor Return Sheet

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• Here is our Vendor Form Return Sheet.

• Please use this as a helpful tool when submitting forms or checking to see why forms haven't been entered.

• Please note, another common error is: providing Natl City bank info. Vendors must provide the new PNC bank information.

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VENDOR SUMMARY PAGE

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VENDOR SUMMARY

PAGE continued…

Pay Method, Pay Hold Status Default Addresses

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LOCATION INFORMATION

Vendor Conversion set up locations named REMIT001, REMIT002, REMITXXX, etc . The remit locations contain vendor bank information.

For normal AP Vouchers select a REMITXXX location and update address to correspond with Vendor Invoice.

If you are not sure which REMITXXX location to select, please confirm the information with your vendor.

If you have specific questions, please stay after the town hall for one on one help.

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NO AUDITOR OF STATE PAYMENT ADDRESS

Definition ‘No Auditor of State Payment’- Address is

not a valid payment address.  This could be because the address is used for order purposes only by procurement agents or there is not corresponding bank information from the vendor. 

Remedy If the address you want to use has a ‘No

Auditor of State Payment’ description, you must contact the vendor and get a new Vendor Information form (SF53788) with banking information in order to make it available for remit by AOS.

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TWO PARTY PAYMENTS E-mail: [email protected] with

‘Two Party Payments’ in the subject line 48 hours prior to Voucher entry. If this is your first 2 party payment, ask for

a template form and further instructions.

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AOS AP CONTACTSMary Reilly Director of Accounts Payable [email protected] 233-5763

Kathy Frick Ass’t Director of Accounts Payable [email protected] 232-4736

Jessica Gillum Vendor Administrator [email protected] 232-3302

Maegan Walker Vendor Administrator [email protected] 233-2674

Greg Piersall Travel Payment Specialist [email protected] 234-5274

Allison Thomen ACH/Payment Specialist [email protected] 234-1024

Margo Ivory Audit/Payment Specialist [email protected] 233-5616

Tim McCarty Audit/Payment Specialist [email protected] 232-3326

Brent Walker Audit/Payment Specialist [email protected] 232-3323

Natasha Pulley Audit/Payment Specialist [email protected] 232-3320

Jackie Carr Lost Warrant Coordinator [email protected] 233-6220

Joey Williams Research Coordinator [email protected] 233-2341

Cozette Brown Service Center Representative [email protected] 234-1128

Shelby Sanders Service Center Representative [email protected] 232-3312

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AOS GENERAL LEDGER

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AOS General Ledger

AOS GL Audit Procedures Journal Entries

Approve/Recycle – Notifications ID Bills Payroll Allocation GL FAQs Inactive Chartfields

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AOS GL Audit Procedures

Journal Entries AOS approves Journal Entries from

Workflow Worklist Document Retention

Hardcopy of journal entries/backup not required for approvals.

Documentation is required in response to audit questions.

Document corrections must be done within 3 months of the original document date

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AOS GL Audit Procedures Journal Entries – continued...

Journal Header Required Fields

Long Description – Detailed explanation of entry purpose

Ledger Group – Agency records entries to ACTUALS only

Source – Any valid value except IDB, PAY and subsystem sources (AR, AP, AM, …)

Optional Fields Reference Number Journal Class

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AOS GL Audit Procedures Journal Entries – continued...

Journal Lines Journal Status and Budget Status – must be Valid Proper use of ChartFields

Account Cash (11xxxx), Internal Service Funds (64xxxx & 65xxxx),

Transfers (74xxxx & 75xxxx), Fund Balance (3xxxxx), Fixed Assets (55xxxx) generally not used

Fund Program Budget Ref

Additional info Line Description Line Reference

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AOS GL Audit Procedures Journal Entries – continued...

All Agency approvals must be complete before AOS will approve.

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Approve/Recycle – Notifications Approve  No notification

Monitor queries or online approval pages SOIGL024 –

Journals not posted provides approval status Approved/posted journals will not appear in the query

results

Recycle Notify initiator via e-mail

AP Journal Vouchers are no longer used AP corrections must be done via GL Journal

Entries Long description - details of transaction being

corrected Journals not approved by month-end should

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ID Bills ID Bills are Journal Entries in ENCOMPASS

Only approved Internal Service Funds (ISF) use ID Bills Pen Products is the exception - purchases charged

through AP ISF’s are required to use IDB in the Journal

Source Journal Source = IDB will bypass Agency

Approvals Agency allocations from default ChartField string should

not be entered with Journal Source = IDB, will be recycled

InterUnit charges are not necessarily ID Bills

IDB entries must use accounts 64xxxx (Revenue) 65xxxx (Expense/Expenditure)

64/65 Accounts must net to zero for all entries

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Payroll Allocations AOS creates the GEAC payroll entries

Agencies provided ENCOMPASS with default ChartField string – updated every Friday on ENCOMPASS website

Agency responsible for allocation from defaults to actual payroll distributions AOS reviews allocation entries to verify Payroll

Expense Accounts are not over-allocated Journal Source = PAY will bypass Agency

and AOS Approvals Agency Payroll allocations from default

ChartField string should not be entered with Journal Source = PAY

Agency allocations with Journal Source = PAY will be reversed by AOS without notification

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Inactive Chartfields Several inactive chartfields continue to

hold balances Fund, Department, Program, Product, Project,

Locality These should be moved to active

chartfields Before adding new agency combination

edits, balances must be moved to valid chartfield combinations

See “Inactive Chartfields” folder under ENCOMPASS Documents – updated weekly

Public queries under construction Critical that these are resolved prior to

June 1, 2011 (next year-end)

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Updates

Interunit Transactions Asset Management Cleanup PO Rollover Update Project Costing Cleanup

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Interunit Transactions Scenario 1: Not related to principal

operations of BU, not identifiable to specific transaction, possibly MOU Reduce expense in one BU, increase expense in

other BU Process via GL Journal – debit and credit

accounts must match Scenario 2: Receiving BU records

operational revenue (count as revenue if received from external entity) 64XXXX, 65XXXX accounts may be used – GL

Journal Amounts of 64XXXX and 65XXXX accounts must

net to zero Scenario 3: Receiving BU uses BI module

(IDEM) Receiving BU must be a vendor Pay Receiving BU via voucher, deposit via ROC

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Asset Management Cleanup Asset Cleanup for FY10 CAFR is nearly

complete Thanks for your assistance!

We still need your help resolving combo edit errors AOS/GMIS will be contacting all agencies

with combo edit errors.  As of Sept 1, 57 agencies with 48,000 combo edit errors.

Can begin immediately - help sessions Sept 7-10

Must be corrected by Friday Sept 10. Combo edits can found at: Asset

Management > Accounting Entries > Combo Edit Summary.

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Page 42: September 2, 2010.  AOS Accounts Payable Update  AOS Vendor Processes  AOS General Ledger  Questions 2.

Asset Management Cleanup Public query SOIPO_Asset_Flagged_POs

should be run regularly, returns every PO line that will interface into AM. If PO line represents an asset, then it should

remain. If PO line is for a non-asset, then AM Business

unit and Profile Id need to be removed from line.

Fully Received PO lines have already begun interfacing into AM. These lines cannot be corrected, but non-assets

must be removed from AM. Goal for query should not be zero results,

should contain all incoming assets If leases appear, they must be corrected.

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Asset Management Cleanup Projects with Capital Assets attached to

them should not have a Status of Closed   Instead, the Status should be “6”.

Prevents any online expense transactions, but allows depreciation processing. 

Therefore, if you close a project attached to fixed asset accounting, please use Status to “6” and not “C”.

Please submit a GMIS issue with any questions

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Page 44: September 2, 2010.  AOS Accounts Payable Update  AOS Vendor Processes  AOS General Ledger  Questions 2.

PO Rollover Update Second round of PO Rollover is almost

complete.  Most POs should now have Valid budget

status.  It may be necessary to run Dispatch before entering receipts or vouchers.

Remaining PO errors: Project or ORG Budget errors must be resolved

by agency Core Budget errors, try budget checking again GMIS will work to resolve any remaining core

budget errors Specific concerns, please submit GMIS

issue. Budget Date can no longer be changed Accounting Date will be similarly restricted

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Projects Cleanup Special PeopleSoft User Group Meeting Projects Cleanup Kickoff

September 9th 10:00 AM – 12:00 PM IGCS Conference Center Conference Room B

Goals: Consistent application of ENCOMPASS model Produce A-133 reporting to Board of Accounts

for FY11

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AOS – Accounting Contacts AOS - Accounting

Steve Daniels [email protected] - (317) 233-9817

Cindy Bowling [email protected] - (317) 232-6558

Sara Darrah [email protected] - (317) 233-5500

Clay Jackson [email protected] - (317) 232-3328

Fred Van Dorp [email protected] - (317) 234-1667

Liz Roy [email protected] - (317) 233-1712

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QUESTIONS

Agency specific questions – please stay after Town Hall