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TRANSCRIPT
Accounts Payable Overview
Training Guide Accounts Payable Overview
5/13/2013 Page ii
Table of Contents Accounts Payable Overview......................................................................................................1
Accounts Payable Overview .............................................................................................................. 3
Requesting Manual Payments and Payment Actions ..................................................................... 14 Completing and Submitting the Manual Payment Request Form ................................................................... 16 Requesting Action on a Payment .................................................................................................................. 26
Complete this Course....................................................................................................................... 35
Training Guide Accounts Payable Overview
5/13/2013 Page 1
Accounts Payable Overview
Welcome to the Accounts Payable Overview course.
This introductory course provides an overview of changes to the Accounts Payable process including the new roles and responsibilities of both MSC and HM associates. The course also covers how to locate,
complete, and route for approval a manual payment request. Option son how to request a check void or
pending payment hold (optional).
Course Learning Objectives
At the end of this course, you will be able to:
Define key Accounts Payable terms Identify the location of roles
Explain the high-level Accounts Payable process flows
Locate and complete a Manual Payment request and hold form.
Audience
The intended audience for this course is:
Finance Departments Accounts Payable Processors
Accounts Payable Exception Processor
Check Requestor
Prerequisite
You need to complete the Introduction to PeopleSoft for Finance Team Associates course before taking this course.
Additional Resources
The following Reference Guides are available for this course.
Requesting Payments Form (http://ascensionstcs.adayana.net/courses/Symphony%20UPK/QRGs/FIN_ACCOUNTS_PAYABLE_PA
YMENT_REQUEST_FORM_QRG.pdf)
Requesting Payments Form for Board of Director Reimbursement (http://ascensionstcs.adayana.net/courses/Symphony%20UPK/QRGs/FIN_Accounts_Payable_Payment_
Request_Form_Board_of_Director_Reimbursements_QRG.pdf)
Viewing Invoice Images by Voucher ID or Invoice Number
(http://ascensionstcs.adayana.net/courses/Symphony%20UPK/QRGs/FIN_ACCOUNTS_PAYABLE_VIEWING_INVOICE_IMAGES.pdf)
Contacting the MSC for Symphony Finance Support
(http://ascensionstcs.adayana.net/courses/Symphony%20UPK/QRGs/FIN_WHEN_TO_CONTACT_THE_MSC.pdf)
Training Guide Accounts Payable Overview
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Finance Job Aids/Reference Guides
(http://ascensionstcs.adayana.net/courses/Symphony%20UPK/DRGs/Detailed_Reference_Guides.html)
Finance Reporting Tools (http://ascensionstcs.adayana.net/courses/Symphony%20UPK/Report_Catalog/ReportCatalog.html)
Navigating PeopleSoft Finance
(http://ascensionstcs.adayana.net/courses/Symphony%20UPK/QRGs/FIN_FINANCE_PEOPLESOFT_N
AVIGATION_PATHS.pdf)
Key Terms
Accounts Payable – Money that a company owes to vendors for products and services purchased on credit. This item appears on the company's balance sheet as a current liability.
Two-Way Match – Compares the voucher against the PO. No goods receipt is required.
Three-Way Match – Compares the vouchers, purchase orders, and goods receipts. A goods
receipt is required.
Check Request – An exception process to request payment by the Health Ministry to pay urgent expenses or non-Purchase Order items.
Contract Purchase – An approved legal commitment between Ascension Health and a vendor or
manufacturer to procure items, such as goods or services, for an agreed upon price and period of time.
ePayable – A payment method that uses Accounts Payable automation to address elements of
invoice workflow by streamlining the routing, coding, approval, and validation processes by funding a virtual credit card for approved vendors.
Escheatment – The process of turning over unclaimed or abandoned property to a state authority.
Goods Receipt – A transaction that is recognized in the system as the receipt of goods against a
specific PO line item. Invoice - An invoice or bill is a commercial document issued by a seller to the buyer indicating
the products, quantities, and agreed upon prices for products or services.
Payment – Compensation, discharge, or performance of an obligation or reimbursement by giving something of value for goods or services.
Purchase Order (PO) – A commercial document issued by a buyer to a seller, indicating types,
quantities, and agreed upon prices for products or services that the seller will provide to the buyer. Sending a PO to a supplier constitutes a legal offer to buy products or services.
Purchasing Card (P - Card) – A restricted use charge card given to select employees as a means
of reducing processed invoices.
Refund – Reimbursement paid to a patient or insurance company for over invoicing. Tolerance – The defined value and percentage used to systematically override match exceptions.
Vendor – An individual, company, or organization from which Ascension Health has offered to
purchase goods or services. Voucher – When the invoice is processed in the PeopleSoft system, it becomes a voucher in the
system for tracking.
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Accounts Payable Overview
This topic is an introduction to PeopleSoft Accounts Payable, integration points between other PeopleSoft and third-party applications. It describes the roles and responsibilities of Health Ministry, Ministry
Service Center (MSC), and System Office associates. It is a prerequisite course for the other Project
Costing courses.
Topic Learning Objectives
At the end of this topic, you will be able to define roles and responsibilities for Accounts Payable and define the high-level process flows.
Procedure
Step Action
1. This topic provides an overview of the roles, responsibilities, and process flows associated
with the Symphony Accounts Payable process.
Step Action
2. Receive Invoice and Record Details Vendors send invoices directly to the MSC for scanning.
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Step Action
3. Record Receipt of Goods in PeopleSoft
Health Ministry receives services or goods.
Step Action
4. PeopleSoft
Scanned Invoices are tagged with Purchase Order, Invoice, and Amount in PeopleSoft.
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Step Action
5. Perform Match / Approve Payments:
PO Purchases, Three-Way Match
MSC AP team matches invoices and received goods with the Purchase Order in PeopleSoft
Step Action
6. Manage Exceptions (Voucher/PO/Receipt Match Errors)
Invoices not matching PO or receipts are flagged for processing by various teams, including
AP, Contract Management, and/or the original requisitioner.
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Step Action
7. Payments Sent from ADP
Updates are made to the Voucher and payments are processed.
Step Action
8. Perform Match / Approve Payment:
Services, Two-Way Match
Service items are usually invoiced without a physical receipt of goods. These items
constitute a two-way match between the invoice and the Purchase Order.
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Step Action
9. Approve Two-Way Match Vouchers in PeopleSoft Two-way vouchers are approved in PeopleSoft by the original requestor.
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Step Action
10. Payments Sent from ADP
Payments are processed by AP based on contracted payment requirements. Check printing
occurs at ADP and mailed to vendors.
Step Action
11. Payment Request Form Received
Manual payments are utilized infrequently. The Health Ministry requestor completes a manual payment request form along with supporting documentation and forwards them to
the CFO for approval.
Step Action
12. Verify Form and CFO Approval / Enter Voucher in PeopleSoft The MSC AP team validates the request is complete and approved by the Health Ministry
CFO. A voucher is entered in PeopleSoft.
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Step Action
13. Patient Refund Interface
Refunds to patients and Insurance providers are processed within the Health Ministry Accounts Receivable system.
Step Action
14. Rents, Contract, Leases, and reoccurring payment staged by MSC
Reoccurring payments are managed by the Contract Management group and are staged to
be paid on the scheduled due date during the life of the contract.
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Step Action
15. Vouchers will load as preapproved in PeopleSoft
An interface from the various Patient Accounts Receivables systems and scheduled payments from PeopleSoft Supply Chain Contract Management automatically create
vouchers in the AP system.
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Step Action
16. PeopleSoft
These are combined with the manually entered vouchers in the PeopleSoft AP system.
Step Action
17. Approve Payment Request vouchers only in PeopleSoft
Vouchers are reviewed and approved for payment.
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Step Action
18. Payment from the MSC
Approved items are paid through AP using a combination of checks and electronic
payments.
19. Knowledge Check Where does Accounts Payable Reconciliation Occur?
A) Health Ministry
B) Ministry Service Center C) System Office
D) Vendor
20. The correct answer is: B. Ministry Service Center.
Accounts Payable reconciliation is the responsibility of the Ministry Service Center since
the AP function is performed at the Ministry Service Center.
21. Is this statement True or False?
Patient refund requests originate within the Accounts Payable system.
22. The correct answer is: False.
Patient refund requests originate within the Patient Accounting system and are interfaced to be paid from Accounts Payable.
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Step Action
23. You have completed the Accounts Payable Overview topic.
You should now be able to define roles and responsibilities for Accounts Payable and
define the high-level process flows.
End of Procedure.
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Requesting Manual Payments and Payment Actions
This section will show you how to locate, complete, submit, and monitor manual payment requests and the steps necessary to hold, void, or request a reissue.
After services and goods are received by a Health Ministry, the vendor issues an invoice to request the payment. The Ministry Service Center (MSC) processes the invoice and payment to the vendor. The
Health Ministry is responsible for certain activities, such as requesting checks or an Automated Clearing
House (ACH) for express payments and requesting action on a payment or invoice.
This section explains the steps performed by Health Ministries to process invoices, payments, and
refunds.
This section consists of the following topics:
Completing and Submitting the Manual Payment Request Form
Requesting Action on a Payment
Roles and Responsibilities
The general roles and responsibilities for processing payments include:
MSC
Receives and scans invoices. Creates and processes vouchers. Processes three-way match vouchers.
Submits to Financial Gateway (Treasury) resulting in file transmissions to the bank.
Handles vendor inquiries.
Processes payments. Creates and distributes payments.
Works with outsourcing party to identify refunds for escheatment.
Sends refunds and escheatment.
Works with Health Ministries to resolve exceptions.
Health Ministry
Records goods receipts. Works with the MSC on exceptions.
Approves two-way matches.
Requests to hold or release invoices. Approves P-Card users.
Sends any misdirected invoices to the MSC.
Completes and approves the Payment Request form.
Creates Patient/Insurance refunds using outbound interface to PeopleSoft.
Supply Chain Management
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Sends and verifies contract purchase or lease information.
Contract management for leases and recurring payments.
System Office
Sets policy.
Approves master data changes.
Health Ministry Chief Financial Officer (CFO)
Has the ultimate responsibility for the financial management of the Health Ministry and is the
highest financial officer at the Health Ministry.
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Completing and Submitting the Manual Payment Request Form
The Payment Request form is used to submit a request for a check payment to a vendor. A check request is a physical request created by a Health Ministry to pay impromptu expenses or non-Purchase Order
expenses.
Topic Learning Objectives
At the end of this topic, you will be able to:
Explain the Manual Payment Request process.
Submit the Manual Payment Request form.
Please note that the Manual Payment Request form is revised periodically, so the forms used in this training topic may not exactly match the current form. However, the concepts covered here will remain
consistent.
The latest version of the Manual Payment Request form can be downloaded from the Finance
Templates and Forms folder.
Click here (https://communities.myascensionhealth.org/kms/Service%20Delivery%20Templates%20and%20Forms/
Forms/AllItems.aspx?RootFolder=%2fkms%2fService%20Delivery%20Templates%20and%20Forms%2
fFinance&FolderCTID=&View=%7bAADE6E44%2d5C65%2d4A3F%2dA5A5%2dD6DDEF751F60%7d) and log in to the MSC Knowledge Management Services (KMS) SharePoint site to access the latest
version of the form. The form name is TPFM-FIN-AccountsPayable-APF001PaymentRequestForm-
VXX.xls (where XX is the latest version number).
Procedure
Step Action
1. A Health Ministry can submit a non-express payment request to the MSC for the following
types of payments:
- Sponsorships - Ascension Health owned/leased vehicle registration fees
- Tax payments
- Chairmanships
Other payment requests should follow the requisition process.
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Step Action
2. The process to submit a payment request includes the following steps:
1. A Health Ministry associate completes the Payment Request form and attaches the
supporting documents to the request as required.
2. The Health Ministry Finance lead, usually the CFO, rejects the request and returns it to
the requestor for corrective action. 3. The Health Ministry Finance lead, usually the CFO, approves payment request and
submits the request with the required
approvals to the MSC. 4. The MSC validates the approved request per the compliance policy.
5. The MSC enters the payment request in PeopleSoft and verifies the system accuracy of
the request.
6. The vendor is paid according to contract or request terms.
3. Navigate to the Ascension Health portal's MSC forms repository and download the Payment Request form.
Complete all the required fields and e-mail the form to the MSC.
Scenario:
A Health Ministry is making a donation to a related foundation. A check request is required because donations and sponsorships do not use purchase orders (PO). The Health Ministry
needs to complete the Payment Request form.
4. Navigate to the Ascension Health Portal https://portal.ascensionhealth.org.
(https://portal.ascensionhealth.org/)
5. Click the Ministry Service Center link.
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Step Action
6. Click the Financial Forms link.
Step Action
7. The MSC Knowledge Management Services (KMS) SharePoint site displays.
Note: If not currently logged into SharePoint, you will be prompted to log in.
Expand the Accounts Payable forms folder.
Click the Expand/Collapse button.
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Step Action
8. Several AP forms are available. The form most frequently used for payments is the
Payment Request Form.
Other forms have specific uses such as Board of Directors BRE Reimbursement Payment Request form.
The form must be downloaded, completed, printed and signed by the CFO.
9. Point to the Edit button just to the left of the Title column for the Payment Request Form.
Note: This button is invisible until you point to it. The button is always immediately to the
left of the title.
10. Click the Edit button.
11. Point to the Send To menu.
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Step Action
12. Click the Download a Copy link.
Step Action
13. Click the Open button.
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Step Action
14. There are four tabs on the Payment Request form:
1. Instructions
2. Payment Request
3. Additional Information 4. Example Request
Step Action
15. Step-by-step instructions are provided including an e-mail address and a fax number for
request submission.
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Step Action
16. The Payment Request Form is divided into four sections:
1. Instructions
2. Information and Coding 3. Payment Handling
4. Requestor Information
17. Carefully follow the instructions and complete all required fields in the Information and
Coding section.
Step Action
18. The Mandatory fields are outlined in red.
One of the Payment Handling options must be selected. Include as much information as
possible.
19. Complete the remaining required fields and any optional fields you may need.
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Step Action
20. The Additional Information tab is used to split the payment request across multiple business units, departments, or projects.
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Step Action
21. After completing the form, save a local copy. You are not able to save the form in the forms
database.
Click the Office Button or the File menu depending on the version of Excel used.
22. Click the Save As... menu.
Step Action
23. In the File name field, enter the desired file name.
In this example, the file name is entered for you. Click the Save button.
24. The saved form must be printed and signed by the CFO.
A scan of the signed document is to be attached to an e-mail and sent to the MSC.
The signed form may also be faxed to the MSC. This option is not shown..
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Step Action
25. Create a new e-mail addressed to [email protected].
Attach the request form and any supporting documentation.
Note: Do not add a message to the MSC AP team. They only receive attachments attached
to a Service Now incident tracking system ticket.
26. Enter the desired information into the Message field. Enter
27. The e-mail address automatically changes from [email protected] to
MOSTL-MB-Symph Invoices.
28. Knowledge Check
What happens if the Payment Request form is not approved by the Health Ministry?
29. Knowledge Check Answer: If the Payment Request form is not approved by the Health Ministry, payments to
the vendors are put on hold.
30. You have successfully completed the Completing and Submitting the Manual Payment
Request Form topic.
You should now be able to explain the Manual Payment Request process and submit the
Manual Payment Request form.
End of Procedure.
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Requesting Action on a Payment
This topic explains the process to request MSC action on payments.
A Health ministry can request the Ministry Service Center (MSC) to hold, release, or close invoice
payments if there is a discrepancy in the invoice, dispute of the provided goods or services, or a detrimental impact to the Health Ministry cash position. The MSC verifies the authorization of the request
and invoice, amends the status in PeopleSoft, and notifies the requestor of the action taken.
Topic Learning Objectives
At the end of this topic, you will be able to request the MSC to take action on a payment or invoice.
Please note that the Request to Cancel/Void/Hold Payment form is revised periodically, so the forms
used in this training topic may not exactly match the current form. However, the concepts covered here
will remain consistent.
The latest version of the Request to Cancel/Void/Hold Payment form can be downloaded from the
Finance Templates and Forms folder.
Click here
(https://communities.myascensionhealth.org/kms/Service%20Delivery%20Templates%20and%20Forms/
Forms/AllItems.aspx?RootFolder=%2fkms%2fService%20Delivery%20Templates%20and%20Forms%2fFinance&FolderCTID=&View=%7bAADE6E44%2d5C65%2d4A3F%2dA5A5%2dD6DDEF751F60%7
d) and log in to Share Point to access the latest version of the form. The form name is TPFM-FIN-
AccountsPayable-APF003RequestToCancelVoidHoldPayments-VXX.xls (where XX is the latest version
number).
Procedure
Step Action
1. The following scenario demonstrates the steps to hold a payment.
The steps for the transaction are:
1. Navigate to the Ministry Service Center (MSC) forms repository in the Ascension Health
Portal.* 2. Complete the hold, release, or close invoice form.*
3. Route for the appropriate Health Ministry approval.*
4. Submit the approved form to the MSC.*
*These steps are performed outside PeopleSoft.
Scenario:
A Health Ministry department manager encounters defective materials on recently
delivered supplies. An issue was opened with the vendor and the manager wishes to hold a
previously approved payment from the vendor. The manager completes the hold section of the form and sends it to the MSC to hold payment.
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Step Action
2. Navigate and log in to the Ascension Health Portal – https://portal.ascensionhealth.org.
(https://portal.ascensionhealth.org/)
Click the Ministry Service Center link.
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Step Action
3. Within the Ministry Service Center Page locate the MSC Key Links section.
Click the Financial Forms link.
Step Action
4. The KMS>Template / Forms> Finance menu page contains documents for various
finance areas.
Click the Expand/Collapse button for Accounts Payable.
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Step Action
5. Locate the Request To Cancel Void or Hold Payment form.
Point the Edit button.
Note: The Edit button is invisible until you point to it. The Edit button is immediately to
the left of the form title.
Step Action
6. Click the Edit button.
7. Point to the Send To list item.
8. Click the Download a Copy link.
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Step Action
9. Click the Open button.
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Step Action
10. The Request to Cancel / Void / Hold Payments form contains three sections:
Section 1: Requestor and Payment Information
Section 2: Requested Action Section 3: Payment Handling (Voids Only)
Completion and submission instructions are at the top of the form.
Step Action
11. The scenario states this is a Payment Hold. The only action required in Section 2 or 3 is to
check the Hold box.
12. Use the Payment Handling (Voids Only) section to specify the details of how a payment
needs to be handled if required when voiding and reissuing a payment.
The Payment Handling (Voids Only) section provides the following options:
- Mail to Vendor – Select this option to send the payment directly to the original vendor
address. - Return to Requestor – Select this option when the check is returned to the requestor for
additional handling requirements.
- Other – Select this option to send the payment to someone other than the original vendor or requestor.
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Step Action
13. After completing the form save the file to your local computer.
Click the Office Button or File menu.
14. Click the Save As... menu bar.
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Step Action
15. Enter a name for your hold payment request.
16. Click the Save button.
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Step Action
17. After completing the Request to Cancel/Void/Hold Payments form and receiving the
appropriate approvals, send an e-mail to the MSC for the approval of this request.
Perform the following steps to send the approval e-mail: 1. Enter [email protected] in the To field.
(This will change to MOSTL-MB-Symph APForms automatically)
2. Enter a descriptive subject in the Subject field. 3. Attach the completed form and the supporting documents.
18. Notification of Request to Hold Payment An automated e-mail from the MSC tracking system, Service Now, is sent to the requestor
when the request to hold payment is received via e-mail. To identify the request when contacting the Ministry Service Center with any questions or
information, please refer to the Service Now Case Number that is generated and e-mailed to
the submitter.
19. Knowledge Check What are some of the reasons for putting a voucher or payment on hold?
20. Knowledge Check Answer: Some of the reasons for putting a voucher or a payment on hold are:
- Accounting dispute - Amount in dispute
- Waiting approval on dollar amount
- CCR expired - Contract retention
- Electronic fund transfer (EFT) is incomplete
- Goods are in dispute
- Inbound IPAC required - Other
- Quantity in dispute
- Withholding hold
21. Knowledge Check
Why is the request to hold, release, or close invoice payments submitted by a Health
Ministry?
22. Knowledge Check
Answer: A Health ministry can request the MSC to hold, release, or close invoice
payments if there is a discrepancy in the invoice, a dispute over the provided goods or services, or a detrimental impact to the Health Ministry cash position.
23. You have successfully completed the Requesting Action on a Payment topic.
You should now be able to:
- Explain the actions available for payments: Hold, Release, or Void. - Request hold to a payment.
End of Procedure.
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Complete this Course
Course Summary & Completion
Congratulations! You have completed the Accounts Payable Overview course. You should now be able to:
Define key Accounts Payable terms Identify the location of roles
Explain the high-level AP process flows Locate and complete Manual Payment request and hold form
Submit requests for payment.
Submit requests to stop payment and expedite process.
Complete forms required for payment for special situations.