Presentation on theme: "CoSD Procure-to-Pay Users’ Group Meeting February 21, 2012"— Presentation transcript:
1 CoSD Procure-to-Pay Users’ Group Meeting February 21, 2012 Allen Hunsberger – P&CStephen Samara – P&CMelanie Caramat – P&CLara Kirsch – P&CKatherine Lineback – APCielo Joaquino – AP
2 Agenda Countywide BPA Changes Property Disposal Purchasing Procurement CardProcurement Card FAQ’s, Known Issues, Updates, Work AroundsPurchasing R12 Release Reminders: Calculating Tax, Unreserving and CancellationsSupplier Site Error in Purchasing FormsXendocsPenny CorrectionsInvoice Corrections and Reversals in R12Tax Rate VarianceFusion Middleware (FMW) NotificationsExpenditure Item Dates on Non-PO Invoices With Future DatesHow to Correct System Holds on AP InvoicesHow to Verify if Your Invoice Is On HoldHow to Verify If Your Supplier Is On HoldAP Reminders
3 Countywide BPA Changes BPAs , & , Off-Site Conference and Meeting VenuesThree new agreements as of November, 2011Vendors are: Town & Country Resort, Marina Bay Village and Scottish Rite Masonic CenterBPA , Bus and Trolley Tokens and PassesNew agreement as of February 12, 2012New vendor: San Diego Association of Governments (SANDAG), Replaces Agreement with San Diego TransitBPA , PropaneWill Expire on March 31, 2012Current RFB is under evaluation for a new agreement to begin on April 1.BPA , Printer and Toner CartridgesCurrent RFB is on the street and will open February 29. New agreement to begin on April 1.
4 Property DisposalThe County has issued a notice of intent to award for a new auction contract.Same auctioneer – TNT auctionsWhat will change:Re-utilization will occur virtually through a vendor provided web siteProperty will be sent to a new location operated by the vendor. The Auctioneer’s site will replace our property disposal warehouseWhat will not changeSame P&C staffForm 253Vehicles auctionsWe will be providing more process details after the contract is in place.
5 Purchasing Requisitions Assignment Please leave the buyer field blank and attach all documentationWe are encountering delays due to departments entering a buyer name or ing documents to buyers.Payment – Please pay your invoices on timeWe are seeing a large increase of vendor complaints of overdue invoicesEnter releases before placing the orderTax rates on BPAsProvide information on whether the item is taxable, and whether the tax is sales tax or use tax.Do not reflect the delivery location. You may need to enter a different tax rate on the release to reflect a higher tax rate for your delivery locationPlease do not request BPA changes to reflect your delivery locations tax code
6 Procurement CardLMS will now send a notification of R12 P-Card course completion to the trainee and the P-Card unitYou no longer need to send completion certificates to the P-Card unitPlease monitor the training report to make sure your training is properly recordedStaffShelly Castle will be on extended leaveBernie Udarbe is joining the P-Card unitDyan Rosener will be assisting during Shelly’s absenceWe appreciate your patience during the R12 upgradeMost issues are resolved. The P-Card unit will still act as approver for remaining workflow issues with alternate verifiersPlease let us know of any new workflow problemsWe are working on better reporting
7 Procurement Card FAQ’s, Known Issues, Updates, Work Around’s Where are my P-Card Notifications?All P-Card Workflows (for verification, on approvals, on rejects) are located within the FMW worklist menuFMW worklist is not the same as the EBS worklistEBS WorklistFMW Worklist123
8 Procurement Card FAQ’s, Known Issues, Updates, Work Arounds cont… Why am I seeing current p-card notifications in my EBS worklist?Issue due to a process, runs behind-the-scenes, that attempts to inactivate old notifications. Please ignore all EBS notifications related to P-Card. You may forward them to Lara Kirsch or Melanie Caramat. Please Melanie Caramat or Lara Kirsch and cc the P-card Unit when this occurs.Why am I receiving invalid POETA errors in the EBS Verification form?When the Apply button is selected, the EBS form will perform POETA validation on any line set to VERIFIED. Inventory items do not require POETA.
9 Procurement Card FAQ’s, Known Issues, Updates, Work Arounds cont… Why am I receiving invalid POETA errors in the EBS Verification form? Cont…Expenditure Org error occurs when I click ApplyExpenditure Org field must be a complete value:34085 TAX COLLECTION vs (with no Exp Org description)Frequently occurs when the Exp Org is keyed in (vs. LOV) quickly and Apply is selected before the form has a chance to populate the complete valueForm validates the BPA field (when value exists). BPA field is not a free text field.Closed BPA’s cannot be enteredWork Around: Reference the BPA in the Description fieldIssue – ticket:
10 Procurement Card FAQ’s, Known Issues, Updates, Work Arounds cont… I already verified my transactions, why has my Approving Official (AO) not seen the workflow yet?Make sure AO is looking at FMW worklist, not EBS worklistCardholder is required to click the “Submit to Manager” button:Submit to Manager can produce 2 notices:Update: HP will try to replace “Error” with the word “Information”
11 Procurement Card FAQ’s, Known Issues, Updates, Work Arounds cont… I already verified my transactions, why has my Approving Official (AO) not seen the workflow yet? Cont…You are the alternate verifierApproving Official may see blank notifications in FMWWork Around: Complete verification, but P-Card Admin will complete approval upon receipt of Cardholder log and AO approvalIssue – ticket / P&C can request query on all Verified txnsUpdate: P&C is requesting a report where the P-Card Admin/Dept Coordination can identify which transactions are pending submission for approvalWhere is the Procurement Card Transaction Activity Report?Report is available to PUR P-Card Dept Coordinators and AdministratorsReport is located in OBI (datawarehouse)
12 Procurement Card FAQ’s, Known Issues, Updates, Work Around’s cont… Where is the Procurement Card Transaction Activity Report? Cont…Navigation: Oracle EBS Financials Procurement CardReport data is a day in arrearsData appears to be more than a day in arrearsWork-around: Notify P-Card Unit on as- needed basis. PAS group will request a query from HPIssue – ticket:HP will retrofit this report into EBS (real-time). Currently being tested.
13 Procurement Card FAQ’s, Known Issues, Updates, Work Around’s cont… How do I get rid of FMW notifications?FYI notifications may be dismissed:P-Card Employee Transaction NotificationP-Card Employee Transaction Rejected NotificationP-Card Employee Transaction Approved NotificationNavigation (select notification first): My Tasks Actions DismissNotifications that require approval cannot be dismissed (similar to ).Notification approvals that are already completed (e.g. P-Card Admin approved the transaction on behalf of AO) can be forward to PAS (Lara Kirsch or Melanie Caramat).21
14 Procurement Card FAQ’s, Known Issues, Updates, Work Around’s cont… I always Approve or Reject my Cardholder’s transaction on the bottom half of the screen, but can I also do it from the Actions menu?Actions taken from the Actions Menu in FMW are not reliable for P-Card processingWorkaround: None, do not useIssue – ticket:Incorrect use of the Approval and Reject actions. DO NOT USE.Correct use of the Approval and Reject
15 Procurement Card FAQ’s, Known Issues, Updates, Work Arounds cont… Are there vacation rules in FMW like there were in for P-card processing?Vacation Rules functionality is currently being tested in R12Work around: P-Card Dept Coordinators to inform P-Card Unit of transactions that need to be completed.
16 Purchasing R12 Release Reminders: Calculating Tax, Unreserving and Cancellations Tax processing in the Release formTax is handled in the R12 Tax E-Business Suite – no longer processed in the core form. See R12 trainings in the LMS.Tax can only be selected after a valid charge account is committed (per each distribution)Unreserve process in the Release formUnreserving Release Shipments can be done at the Header or ShipmentCursor will determine where the Unreserve process is completedR12 training to be published before Fiscal Year EndCancellation of ReleaseRelease Users will have control over Release Cancellations – can be done at Header or Shipment
17 Supplier Site Error in Purchasing Forms Supplier address on the Purchasing document (BPA, CPA or Standard Purchase Order) is not flagged as a Purchasing siteNotify buyer. Buyer will request to AP to correct the Vendor’s site address
18 Xendocs User Access error Resolution: Oracle R12 now requires an additional SAVING action after every invoice entry and before scanning. Just after you’ve entered the POETA in the LINES tab, click on your ALL DISTRIBUTIONS button, click on the SAVE icon (disk) in the toolbar. Notice that in this ALL DISTRIBUTION screen, the Distribution Class was Preview before the saving action and Saved after the saving action. You are now ready to re-scan and should be able to view the attachments.18
19 Xendocs cont… User can only view the first page of the scanned images. Resolution : AlternaTIFF repair19
20 Xendocs cont…Run Remote Synchronization Agent (RSA) --- run this periodically to minimize problems in Xendocs.20
21 Xendocs cont…4. Scanned images not attaching to Oracle invoice Resolution: After making sure that this is not a duplicate invoice, just add a dash A (-A) after the invoice number to make it unique and rescan again. Note: Oracle R12 only produces the message –”this value already exists’ if user is entering an invoice number that has been previously used for the same vendor and same site.21
22 Xendocs cont…Note: Oracle allows a duplicate invoice number to be entered successfully in Oracle for the same supplier yet different site address. But, user will encounter a problem in Xendocs.
23 Penny CorrectionsPenny Corrections for sales tax – due to rounding up or down of calculated sales tax, penny discrepancies between Oracle and vendor sales tax can be expected.Add another line in the LINES tab with Type = ItemAmount = + or - $0.01Tax Classification Code = blankUse same POETA as in the expense Item linePO Number = blank23
24 Invoice Corrections and Reversals in R12 POETA corrections and reversals are discouraged at this timeDue to the new Subledger Accounting (SLA) layer in R12 and the uncertainty of what these corrections can do, all invoices with reversals and POETA corrections needs to be cancelled by Accounts Payable. Workaround:if POETA correction is for one-time only: 1. Department has to enter the invoice using the POETA set-up in the PO2. AP will process, validate and pay the invoice as is3. Department will then have to do an MTBT to correct the POETA under which the AP invoice was paid.if POETA correction is applicable to future invoices as well (not one time only)1. Department has to go back to P&C buyer to have the POETA in the PO changed as a long-term solution2. Once change is done, invoice can be re-entered in Oracle24
25 Tax Rate VarianceNote: Invoices displaying a tax rate variance (in the All Distributions screen) for the full amount of the tax may be subject to cancellation.When creating releases, remember to always enter a tax code.An invoice with a blank tax code in the invoice Lines/Distribution screen will be placed on hold by AP.An invoice with a tax code (i.e. CA Sales Tax) in the invoice Lines yet a blank tax code in the Shipment Status screen will be cancelled by AP – tax not encumbered.
27 Fusion Middleware (FMW) Notifications Where to check 'completed' (approved and rejected) AP invoice batches:Go to FMW-BPM WorklistClick on 'Initiated Tasks' tabChange default Status = Assigned to CompletedLook/query for the batch name ---batch name would typically appear on 3 lines (regular AP batch or 4 lines if Wire batch) Click on the latest one amongst the 3 or 4 that appearsThe next screen would show if it is an 'approval' or a 'rejection' from AP Central27
29 Fusion Middleware (FMW) Notifications cont… Where to check 'expired/timed-out' AP invoice batches5 days if no dept approver accepts responsibility - goes back to preparer;2- days if approver who accepted did not approve nor reject - goes back to the dept approver pool/queue)Go to FMW-BPM WorklistClick on 'Initiated Tasks' tabChange default Status = Assigned to ExpiredLook/query for the batch name - if it is there thenGo to your Oracle -> AP Dept Invoice Entry -> Invoices -> Invoice Batches screenClick on F11Paste the expired batch’s nameDo CTRL -F11Click on Tools -> Initiate ApprovalA message would appear "Workflow has been Launched"
30 Expenditure Item Dates on Non-PO Invoices With Future Dates Error message : “Expenditure Item Date and GL Date must be within an open and future accounting period.”When encountering this error message in the LINES screenDelete the LINE information using the red X iconChange Invoice Date to a current date (i.e. 15-Feb-2012)30
31 Expenditure Item Dates on Non-PO Invoices With Future Dates cont… Go down to Lines and enter the POETA - Exp Item Date is a current date (i.e. 15-FEB-2012) and GL date is a current date (i.e. 15-Feb-2012)SaveGo back to Invoice Workbench and change Invoice date to the actual date which is a future date of 12-Mar-2012
32 How to correct System Holds on AP invoices Qty Received - qty billed exceeds qty received; department has to do the ‘receiving process’. Once done, resubmit batch to workflowQty Ordered - qty billed exceeds qty ordered; AP will cancel this invoice; department has to research then re-enter the invoice.Encumbrance Accounting Failed – AP has to re-validate. Just AP contact to have this done.PO not approved – department has to fully process (till approval) the PO/release. Once done, resubmit batch to workflow.Others:FTB Withholding – no action required from department; invoice is being reviewed by AP for FTB deduction; if appropriate, AP will reduce the invoice amount by the calculated 7% FTBLevy hold - no action required from department; invoice is being reviewed by AP for levy reduction; if appropriate, AP will reduce the invoice amount by the calculated levy amount and create another invoice for this levy amount in the same batch.32
33 How to Verify If Your Invoice Is On Hold Via Invoice WorkbenchQuery your invoice in the Invoice Workbench – click on the ‘General’ tab and look if there is a number in the ‘Holds’ field.33
34 How to Verify If Your Invoice Is On Hold cont… Click on the Holds tab and Hold Reason, Hold Date and Employee Num of staff who held it will be displayed.3434
35 How to Verify If Your Supplier Is On Hold Via the COSD Invoice On Hold Report
36 How to Verify If Your Supplier Is On Hold cont… Note: If a supplier is on Hold, the Invoice Workbench will not display that there is a hold. An indication would be, a validated invoice that is already scheduled for payment is not being paid.
37 How to Verify If Your Supplier Is On Hold cont… Via a supplier query in the Oracle R12 Supplier html
38 How to Verify If Your Supplier Is On Hold cont… Query supplier name and click on the Go button
39 How to Verify If Your Supplier Is On Hold cont… Supplier information is displayed – note the flag on the Hold From Payment field and the stated Hold Reason
40 AP RemindersLast sequence of scanned images should contain all/the complete documentation of the invoice. Exemptions: Rescanned documents for invoices with over 50 pages (i.e travel or petty cash claims)Appropriate use of AP ‘s Special InboxesFGG, APPriorityValidation – used only for requests for expedite, workaround FMW approval s and cancellations.FGG APOverage – used for requests for cancellation or reissue of overaged warrantsFGG APSalestax – used for submission of vendors Form 587, Form 590 and CA Sellers Permit
41 AP Reminders cont…Always query first to verify if a supplier exists, before submitting a COSD New Supplier Request (NSR).Make it a practice to confirm if your invoice ‘Scheduled Payment Date’ is accurate (via AP Inquiry or AP Department Invoice Approval responsibilities) to minimize delays in payments. If scheduled payment date displays an incorrect date, feel free to AP contact so it can be changed appropriately.For Prepayments (Travel) - as a general rule, only per diem items (meals and lodging) are advanced; any other items such as hotel taxes need support documents
42 AP Reminders cont… 6. Petty Cash PC&TR: Create and submit invoice batch only when TR is actually closed (submitted & processed in Oracle).PC: Online purchases, regardless of amount should not be processed via Petty Cash; should be via GC due to possible USE tax issues.PC:Attachments should be scanned in the same order as it appears in the POETA lines of the OC claim form – easier/faster to reviewAside from the approval signature, all claim forms should have a printed name, approval date and position or title of the approving officer.
43 Questions and Future Topics Future Meeting Dates: TBD