account payable overview course - los angeles unified · pdf file ·...
TRANSCRIPT
![Page 1: Account Payable Overview Course - Los Angeles Unified · PDF file · 2016-10-06Account Payable Overview Course. Training Monday, ... Vendor validation will be allowed to be sent to](https://reader034.vdocuments.site/reader034/viewer/2022051723/5aba04c87f8b9ac60e8ebd57/html5/thumbnails/1.jpg)
Training
Monday, February 04, 2013 1 Tuesday, June 18, 2013 1 1
Account Payable Overview Course
![Page 2: Account Payable Overview Course - Los Angeles Unified · PDF file · 2016-10-06Account Payable Overview Course. Training Monday, ... Vendor validation will be allowed to be sent to](https://reader034.vdocuments.site/reader034/viewer/2022051723/5aba04c87f8b9ac60e8ebd57/html5/thumbnails/2.jpg)
Training
Monday, February 04, 2013 2 Tuesday, June 18, 2013 2 2
Introduction
Ramon Mira
Welcome and
Introductions
Logistics
Ground Rules
Course Objectives
Course Content
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Training
Monday, February 04, 2013 3 Tuesday, June 18, 2013 3 3
Course Agenda
Chapter Description
1 AP Integration with Procurement
2 Invoices and Credits Memos Overview
3 Travel and Vendor Reporting Overview
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Training
Monday, February 04, 2013 4 Tuesday, June 18, 2013 4 4
By the end of this class, you will be able to:
Describe 3 way matching
Describe encumbered and non encumbered invoices
Describe Filenet integration with SAP
Describe Work Distribution with SAP
Describe PO Based Invoice Processing
Describe Non-PO Invoice Processing
Describe Credit Memo processing
Travel Related Payments
Describe Vendor Reporting
Course Objectives
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Training
Monday, February 04, 2013 5 Tuesday, June 18, 2013 5 5
Course Chapters
Chapter Description
1 AP Integration with Procurement
2 Invoices and Credit Memos Overview
3 Travel and Vendor Reporting Overview
![Page 6: Account Payable Overview Course - Los Angeles Unified · PDF file · 2016-10-06Account Payable Overview Course. Training Monday, ... Vendor validation will be allowed to be sent to](https://reader034.vdocuments.site/reader034/viewer/2022051723/5aba04c87f8b9ac60e8ebd57/html5/thumbnails/6.jpg)
Training
Monday, February 04, 2013 6 Tuesday, June 18, 2013 6 6
By the end of this Chapter, you will be able to:
Describe 3 way matching
Describe encumbered and non encumbered invoices
Describe Filenet integration with SAP
Chapter Objectives
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Training
Monday, February 04, 2013 7 Tuesday, June 18, 2013 7 7
Key Change Impacts
Current Process Future Process
When receivers are not entered by
locations or schools they prevent
posting of invoices
Invoices will be posted but will not be
paid until Goods Receipt is performed.
Schools will receive an email saying
no Goods Receipt is present
Only selected encumbrances carry
over into new fiscal year. Funding
expiration delays payment of invoices
The process will remain the same
encumbrances only selected
encumbrances carry over into new
fiscal year.
The encumbrance is dependent on
carry over policy of underlying fund
Vendor Data on PO may be different
than Vendor Data on Invoice which
requires modification.
A different Address on Invoice will not
delay entry of Invoice into system.
Alternate addresses should already be
in the Vendor Master Data
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Training
Monday, February 04, 2013 8 Tuesday, June 18, 2013 8 8
Key Change Impacts contnued
Current Process Future Process
PO Based Invoices are entered
manually into IFS from FileNet
PO Based Invoices will be
automatically transferred from FileNet
to SAP. Minimal data entry required
Difficult to Identify and track credit
memos-Not Posted until ready to
apply.
SAP tracks documents by giving them
a document type. Credit memos have
their own document type and will be
posted as they come in.
Filenet is Document Management
System
Filenet will remain Document
Management System
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Training
Monday, February 04, 2013 9 Tuesday, June 18, 2013 9 9
Key Change Impacts contnued
Current Process Future Process
IFS is System of Record for Payments IFS will no longer be used to record
invoices or payments. It will exist only
to review history and will contain
information only up to when SAP is
turned on.
Funds Availability Check is performed
when invoice is being processed for
payment
Funds availability will be checked
several times to ensure funds are
available upon Invoice entry. The
previous problem of funds not being
available when an PO Based invoice
is entered should be non existent.
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Training
Monday, February 04, 2013 10 Tuesday, June 18, 2013 10 10
Key Change Impacts contnued
Current Process Future Process
Travel related forms are incomplete
and missing approvals and forms
The travel process has changed and
several checks have been put in place
to encumber funds and to ensure
approvals and forms are complete.
Travelers will still need to provide
supporting documentation such as
hotel folio and receipts for
reimbursements
Most documents are paper based and
require wet signatures and physical
approvals
The approvals will be routed
automatically for approval. Schools will
provide supporting documentation via
email or paper
Difficulty in accessing vendor account
detailed information
Fast and easy historical reporting
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Training
Monday, February 04, 2013 11 Tuesday, June 18, 2013 11 11
Confirmation/
Goods Receipt Vendor
Payment
Approve
Shopping Cart Purchase
Order
Purchasing Process Overview
Create
Shopping Cart
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Training
Monday, February 04, 2013 12 Tuesday, June 18, 2013 12 12
3-Way Match
PO Based Invoice Verification Process:
Three-way-match functionality: goods receipt
matches purchase order and invoice.
3-Way Match
Goods Receipt = Purchase Order Invoice =
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Training
Monday, February 04, 2013 13 Tuesday, June 18, 2013 13 13
Goods Receipt at Location
• Each location will perform goods receipt
• An invoice can be entered by Accounts Payable
without a goods receipt
• An invoice entered without a goods receipt will
trigger an email to location warning of no receiver
• An invoice cannot be paid unless goods receipt is
entered
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Training
Monday, February 04, 2013 14 Tuesday, June 18, 2013 14 14
E-Mail Notification
Missing Goods Receipt E-mail
An Automatic e-mail reminder is sent when an invoice is
processed and a Goods Receipt is missing.
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Training
Monday, February 04, 2013 15 Tuesday, June 18, 2013 15 15
Encumbarance
Confirmation/
Goods
Receipt
Vendor
Payment
Approve
Shopping Cart Purchase
Order
Create
Shopping Cart
Funding for PO Based Invoices will be encumbered before the invoice is
received
Encumbered
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Training
Monday, February 04, 2013 16 Tuesday, June 18, 2013 16 16
FileNet Integration with SAP
• FileNet will remain as the Document Management
System
• FileNet will be updated nightly to stay in sync with
changes to Vendor and PO information
• Only Invoices that can be posted based on PO and
Vendor validation will be allowed to be sent to SAP
• FileNet will keep Invoices that require further data
evaluation
• FileNet will link to SAP and will display the scanned
invoice automatically when the invoice is worked in
Universal Work List
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Training
Monday, February 04, 2013 17 Tuesday, June 18, 2013 17 17
Filenet Invoice Displayed Alongside SAP
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Training
Monday, February 04, 2013 18 Tuesday, June 18, 2013 18 18
Account String Crosswalk
• Accounting Structure Example: Bryson Elementary
Fund
001 IFS Object
4310
Org
2589
Program
4170
SAP Fund
010-0000
GL
Account
430010
Functional Area
IFS SAP Changes
Fund Fund Dropt first 0, add a 0 at the end separate with a dash (-)
Object GL Account numbering scheme?
Location Cost Center Add a “1” in the last two digits identifies the primary location by “01” or
“02” secondary location (i.e., magnet school)
Program Functional Area SACS (Standardized Account Code Structure) Goal-Function-Program
Location
2589
Cost Center
1258901 Goal
1110-
Function
1000-
Program
14170
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Training
Monday, February 04, 2013 19 Tuesday, June 18, 2013 19 19
Account String Wizard: T-Code ZWZRD
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Training
Monday, February 04, 2013 20 Tuesday, June 18, 2013 20 20
Work Distribution with SAP
Work Distribution for PO Based and Non PO Based:
PO Based Invoices:
• Each processor will be assigned a range of vendors
based on name
• FileNet will automatically assign invoices from those
vendors to the processor
Non PO Based Invoice:
• They will go to one general inbox for processing
without being assigned
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Training
Monday, February 04, 2013 21 Tuesday, June 18, 2013 21 21
Course Chapters
Chapter Description
1 AP Integration with Procurement
2 Invoices and Credit Memos Overview
3 Travel and Vendor Reporting Overview
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Training
Monday, February 04, 2013 22 Tuesday, June 18, 2013 22 22
By the end of this Chapter, you will be able to:
Describe Work Distribution with SAP
Describe PO Based Invoice Processing
Describe Non PO Based Process
Describe Credit Memo Processing
Chapter Objectives
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Training
Monday, February 04, 2013 23 Tuesday, June 18, 2013 23 23
PO Based Invoices
• Invoices that are PO Based will be 3 Way Matched
• Funding for these POs will have been checked upon
creation of the Shopping Cart (Requisition) and
Encumbered upon creation of the Purchase Order
• When posting the Invoice the system will check to
see if the quantity or amount that was on the PO has
been exceeded.
• It does not do a funds availability check, the funds
have already been encumbered by the PO.
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Training
Monday, February 04, 2013 24 Tuesday, June 18, 2013 24 24
Invoices Appear
in Payer Queue
A
FileNet
PO Based Invoice Processing
Invoices
Scanned
FileNet
Invoice Indexed
FileNet
Invoice
Validated
FileNet
Invoice Sent to
SAP
Invoice
Received in SAP
Universal Work List
AP Central Clerk
Process Invoice
MIRO
AP Central Clerk
Post Invoice
MIRO
AP Central Clerk
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Training
Monday, February 04, 2013 25 Tuesday, June 18, 2013 25 25
PO Based Invoice Processing
• Invoices will be Scanned into FileNet
• Indexing will continue in FileNet, using established
guidelines
• Invoices will be validated to confirm PO exists and
Vendor is created correctly
• Once validation is complete valid invoices will
appear in Payer Queue A
• The Payer will select invoices they would like to
process and will send to SAP using FIFO
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Training
Monday, February 04, 2013 26 Tuesday, June 18, 2013 26 26
PO Based Invoice Processing continued
• Invoices will be received in the SAP Universal
Worklist ready to be processed
• The Invoices will be processed and posted in SAP
using the FileNet scanned invoice as reference
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Training
Monday, February 04, 2013 27 Tuesday, June 18, 2013 27 27
Entering a PO Based Invoice
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Training
Monday, February 04, 2013 28 Tuesday, June 18, 2013 28 28
NON PO Based Invoices
• Non-PO Based Invoice will have two different
processes:
Locations
Accounts Payable
• Locations will process invoices which will then be
routed to Accounts Payable for validation/approval
• Accounts Payable will have the ability to enter Non
PO Based invoices directly
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Training
Monday, February 04, 2013 29 Tuesday, June 18, 2013 29 29
Non PO Based Invoice Processing - Locations
Create Non-PO
Based Invoice
FV60
AP Site Clerk
Approve/Reject
Invoice
Universal Work List
AP Central Clerk
Save as
Completed
Initiates Workflow
FV60
AP Site Clerk
Invoice Appears
in Processing
Queue
Universal Work List
AP Central Clerk
Process Invoice
Universal Work List
AP Central Clerk
Additional
Approval
Universal Work List
AP Central Specialist
If invoice is Approved and No
Additional Approval is required
Invoice is auto posted
If invoice is Approved and
Additional Approval is required
Invoice is routed automatically
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Training
Monday, February 04, 2013 30 Tuesday, June 18, 2013 30 30
Non-PO Based Invoice Processing
• Non-PO Based Invoices will be scanned and
attached to SAP document by User creating the
invoice.
• Attachments can be in the following format:
Word (doc)
Excel (xls)
Emails (msg)
Text (txt)
Image (jpeg, gif, bitmap)
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Training
Monday, February 04, 2013 31 Tuesday, June 18, 2013 31 31
Non PO Based Invoice Processing - Locations
• The Site Clerk will enter Non PO Invoice into SAP
• Upon saving with Save as Completed button it will
trigger approval workflow
• The invoice will appear in the AP Central Clerk’s
work queue for review and approval
• If invoice is approved, SAP will validate if additional
approval is required (based on vendor and invoice
amount).
• If additional approval is required, the invoice will be
automatically route to AP Central Specialist’s work
queue for review and approval. Otherwise, the
invoice will post automatically.
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Training
Monday, February 04, 2013 32 Tuesday, June 18, 2013 32 32
Non PO Based Invoice Processing – Account Payable
Create Non-PO
Based Invoice
FV60
AP Central Clerk
Save as
Completed
FV60
AP Central Clerk
Additional
Approval
Universal Work List
AP Central Specialist
If No Additional Approval is
required Invoice is auto posted
If Additional Approval is required
Invoice is routed automatically
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Training
Monday, February 04, 2013 33 Tuesday, June 18, 2013 33 33
Non PO Based Invoice Processing – Accounts Payable
• This process is performed when a paper invoice is
received by Accounts Payable.
• AP Central Clerk will review and input the invoice in
SAP.
• Upon clicking the Save as Completed button SAP
will validate whether a second level approval is
required based on vendor and invoice amount.
• If a second level approval is required, the invoice will
be routed to the AP Central Specialist’s work queue
for review and approval.
• If no additional approval is required, the invoice will
post automatically.
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Training
Monday, February 04, 2013 34 Tuesday, June 18, 2013 34 34
Entering a Non PO Based Invoice
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Training
Monday, February 04, 2013 35 Tuesday, June 18, 2013 35 35
Processing Credit Memos
• A school or department will receive a credit memo
and it will be forwarded to Accounts Payable
• The Accounts Payable staff will enter credit memo
• The credit memo will post immediately
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Training
Monday, February 04, 2013 36 Tuesday, June 18, 2013 36 36
Credit Memo Processing
Create Credit
Memo
FB65
AP Central Clerk
Save as
Completed
FB65
AP Central Clerk
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Training
Monday, February 04, 2013 37 Tuesday, June 18, 2013 37 37
Course Chapters
Chapter Description
1 AP Integration with Procurement
2 Invoices and Credit Memos Overview
3 Travel and Vendor Reporting Overview
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Training
Monday, February 04, 2013 38 Tuesday, June 18, 2013 38 38
By the end of this Chapter, you will be able to:
Describe the Travel Related Payments Process
Describe Vendor Master Data
Describe Vendor Reporting
Chapter Objectives
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Training
Monday, February 04, 2013 39 Tuesday, June 18, 2013 39 39
Travel Expense Processing
• Two different Processes for Travel Expenses
Schools
Central Offices
• AP will enter actual expenses for Schools
• AP will confirm/approve not enter expenses for
Central Office
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Training
Monday, February 04, 2013 40 Tuesday, June 18, 2013 40 40
Schools Travel Expenses Process
Create
Estimated
Expense Report
Procurement
Enter Actual
Expenses
PR05
Central Travel Support
Specialist
Attach Scanned
Documentation
PR05
Central Travel Support
Specialist
School Submits 10.12
with Travel Receipts to
AP
Expenses
Paid in
Paycheck
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Training
Monday, February 04, 2013 41 Tuesday, June 18, 2013 41 41
School Travel Expense Report
• This process is performed when a school submits a
10.12 to the Procurement office
• The Procurement office will create an estimated
expense report
• Once travel is completed the traveler will submit
10.12 with receipts to AP
• AP will enter actuals in the previously created
estimated expense report
• Scanned supporting documentation will be attached
• The expenses will be paid in paycheck
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Training
Monday, February 04, 2013 42 Tuesday, June 18, 2013 42 42
Central Office Travel Expenses Process
Create
Estimated
Expense Report
Central Office Staff
Enter Actual
Expenses
Central Office Staff
Attach Scanned
Documentation
Central Office Staff
Expenses
Approved by Head
of Organization
Head of Organization
Expenses
Approved by
Accounts Payable
PR05
Central Office Travel
Specialist
Expenses
Paid in
Paycheck
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Training
Monday, February 04, 2013 43 Tuesday, June 18, 2013 43 43
Central Office Travel Expense Report
• This process is performed when a traveler submits a
10.12 to their Department Administrative Support
Staff
• The Department Administrative Aide will create an
estimated expense report
• Once travel is completed the traveler will submit
10.12 with receipts to the Department Administrative
Aide
• The Aide will enter actuals in the previously created
estimated expense report
• Scanned supporting documentation will be attached
• The expenses will be pain in paycheck
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Training
Monday, February 04, 2013 44 Tuesday, June 18, 2013 44 44
Vendor Inquiries
• SAP has many reports to aide in finding detailed
vendor line item information
• Reports allow drill down capability
• Examples of available reports:
Display Vendor Account Line Balances
Display Vendor Line Items
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Training
Monday, February 04, 2013 45 Tuesday, June 18, 2013 45 45
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Thank you for attending!