1. Accounts Payable Welcome Watch your step Ladies/mens rooms
Water fountain
Kitchens/fridges
Fire evacuations
Breaks: if you need one, take one
Lunch time: lunch, one hour. Subway within walking distance, vending machines in lobby
Building access (Rebecca)
Have you had AP training before?
Do you know your SFS roles: processing, approving
AP205 – web: Combination editing errors
AP210 – M:/

2. Agenda Vendors AP Terms, Roles, Workflow Exercises Available Resources
Although we are not AP experts, we will answer your questions to the best of our abilities and write down any that we cannot answer.
The flow for today’s training will be a facilitated overview of Vendors, Vouchers, AP workflow, AP roles, Inquiry and Reporting.
Demonstration of SFS navigation and how the AP screens look, and put new knowledge to use with some training exercises.
Facilitated Review  SFS screen demo  learning exercises

3. Vendors

4. NYS Vendor File
The NYS Vendor File is a centralized database of all vendors:
entities that provide goods or services to,
have an ongoing relationship with, and
receive payment from New York State.
Benefits:
Improved vendor reporting
Reduced payment processing time
Allows vendors to manage their own state vendor records
Vendors provide goods or services to NYS on an on-going basis. Access vendor information in SFS to ensure they are in the system, and that their information is correct

5. NYS Vendor File
Managed by the Vendor Management Unit (part of the Office of the State Comptroller’s Bureau of State Expenditures)
NYS agencies / entities must initiate the process for vendors to be added to the system.
Vendors are responsible for ensuring that their data is accurate and up-to-date
Vendor Maintenance
Navigate to OSC website ( > Resources For – select State Agency Representatives >GFO > Section X
* Existing vendors have been converted into the Vendor Master File
SFS Website – Support For Vendors -
SFS website  User support  Support for vendors  maintain my vendor information
(OSC Website – Resources for > Vendors Doing Business with NY > Maintain your New York State Vendor Information)
Quick Links – direct vendors to various documents, information and forms – there’s also a link to the system “Login to NYS Vendor Self Service”

6. Single Payment Vendors
Entities who do not provide goods and services to the State, and their information is not maintained in the Statewide Vendor File . Examples:
Refunding revenue collected from individual
Reimbursing SUNY & CUNY students
Making assessment refunds (Insurance Department)
Processing transactions to individuals who receive unclaimed funds (OSC)
Payments are processed using a Single Pay Voucher and the Single Payment Vendor ID established for the specific use.
These vouchers are only paid by check.
GFO Section X.5
Although the “vendor” isn’t in the system – a special vendor ID must be used for these vendors.
VMU has populated the Statewide Vendor File with Single Payment Vendor IDs for Business Units and programs where the Single Payment option was determined to best serve the needs of the payees and Business Unit. EMERGENCY PAYMENTS (page 3) Vendor ID number:
There may be instances where an emergency exists and a vendor cannot be registered prior to conducting business. In these instances, Business Units can use this Single Payment Vendor ID to make a payment to the entity. This ID cannot be used to create a Purchase Order within the SFS.
OSC’s Bureau of State Expenditures (BSE) will monitor the use of this Vendor ID and will contact the Business Unit prior to approving the payment.

7. Special Use Payment Vendors
Vendors who cannot be added through the regular vendor add process: Examples:
Debt Service
Advance Account
Eminent domain
Payments are processed using a Regular Voucher and the Special Use Vendor ID established for the specific use.
Special Use vendors are those vendors who Business Units cannot add through the regular vendor add process, such as debt service, advance account, or eminent domain vendors. These vendors require unique entry to ensure appropriate payment processing and are handled by the Vendor Management Unit.
(eminent domain – a right of a government to take private property for public use.)

8. NYS Vendor File
A Vendor ID is a 10-digit number which uses specific numbering convention.
The NYS Vendor ID Descriptions job aid provides information on the number convention used for Vendor ID’s as well as when to use that Vendor ID, how to request that Vendor ID, and which Voucher Style to use in SFS depending on the type of vendor.

9. NYS Vendor File Adding Vendors to the Vendor File:
Use SFS and complete the “Vendor Add Request”
Complete the Single Payment Vendor Request form
Complete the Special Use Vendor Request form
Complete the Foreign Vendor Registration Request form
The process for adding vendors to the NYS Vendor File depends on the type of vendor being added. Regular vendors are added online, while others use a special form.

10. Vendor Questions?

11. Vouchers

12. Types of Vouchers
Regular Voucher – Used for entering both non-PO vouchers and PO related vouchers.
Adjustment Voucher – Used for entering credit and refund of appropriation transactions.
Single Payment Voucher – Used for entering a voucher for a one-time vendor without having to record the vendor information in the Vendor file.
Prepaid Voucher – Used for making P-Card payments. Prepaid vouchers require another voucher for reconciliation purposes. (NOTE: P-Card prepaid vouchers are reconciled after P-Card reconciliations are entered and approved in the Purchasing module.)
What are SFS Vouchers?
Vouchers are entries created in SFS for the processing of vendor invoices, adjustments, or any item that must be paid. Currently, there are 6 different vouchers in SFS. Four of them are listed on the screen and then we look at 2 additional ones on the next screens. By selecting the type of voucher to be used, fields specific to the voucher type will populate on the screen. TIP: On the Add a New Value tab, choose the voucher type first so entered data isn’t deleted.
Adjustment Voucher – Credit memos are automatically applied to future vendor payments.
Single Payment Voucher – Examples include making payments to crime victims, inmates, and people participating in jury duty – single payment vouchers are expected to be strictly monitored by OSC - (this type of voucher will be discussed more later in the presentation.)
Prepaid Voucher – Prepaid vouchers are used ONLY to pay Pcard bills. A specific Citibank vendor ID is used for all Pcard payments and agencies must use designated Chartfields entries which will reflect a Pcard clearing account. P-Card prepaid vouchers are reconciled after P-Card reconciliations are entered and approved in the Purchasing module.

13. Template Vouchers
Template Vouchers are used for creating a template for regular vouchers that have similar information, such as utility bills.
Template vouchers receive a Voucher ID when they are saved.
These vouchers are not submitted for approval.
The Voucher ID indicates that the template exists in SFS
When the Template Voucher is used to enter a new invoice, this voucher will be assigned a new Voucher ID.
Create a Regular Voucher when using the Template Voucher.
Template Vouchers are used for creating a template for regular vouchers that have similar information; such as utility bills, leases, subscriptions.
Although template vouchers receive a Voucher ID, they are not submitted for approval.
The Voucher ID indicates that the template exists in SFS, and when the Template Voucher is used to enter a new invoice, this voucher will be assigned a new Voucher ID.

14. Journal Vouchers Used when reclassifying amounts within the same Fund
The Invoice Number field is optional
Relate the original voucher to the journal voucher by using the “Related Voucher” field
Distribution lines must net to zero
Journal Voucher – (this is a change for agencies) Journal vouchers in AP are only used to correct vouchers within the same fund. If voucher amounts need to be reclassified between different funds, a General Ledger journal entry is required. This transaction is performed by a General Ledger originator.
OSC is responsible for viewing and approving journal vouchers. METHOD: The first distribution line on the journal voucher must contain the ChartField combination for the account being credited (positive amount) and the second distribution line must contain the ChartField combination for the original amount being debited (negative amount)

15. Employee Reimbursement
Travel and Expenses
Employee reimbursement is handled in the SFS Travel and Expenses module
Vouchers are not used for this purpose
It’s important to note that Employee reimbursement is handled in the SFS Travel and Expenses module and that accounts payable vouchers are not used for this purpose

16. Accounts Payable Roles

17. Accounts Payable Roles
DESCRIPTION
AP Processor
Enters vouchers
AP Coordinator
Enters and deletes vouchers
AP Approvers (5 Levels)
Approves, denies or rejects vouchers
AP Match Exception Processor
Resolves matching exceptions during the processing of AP transactions
AP Batch Processor
Runs budget check on an ad-hoc basis when the agency cannot wait for the regularly scheduled process.
AP Inquiry & Reporting
This role has been split into two: AP Inquiry and AP Reporting.
Your role will tell you what tasks you can perform in the system.
The roles listed on this slide represent some of the AP roles.
Navigate to the Security (Roles) webpage – Program Elements > Security (Roles) – click “More Information About Roles in SFS”. Two documents exists, which used to make up the Role Mapping Handbook: (1) Roles Summary (2) Detailed Task Analysis (3) Valid Roles.
The Detailed Task Analysis is an Excel spreadsheet which lists tasks and which role or roles have access to that task. Outdated Information –
SFS will not support Recurring Vouchers
Agencies cannot “Close” vouchers – this can only be done by OSC (Close – When a voucher is rejected by OSC – they close the voucher which reverses the expense and if the voucher was related to a PO, the encumbrance is restored.)
All Roles: AP Adjustment Processor AP Approver (future phase) - Budget Unit AP Approver - Department AP Approver - Fiscal Office AP Approver - Manager AP Approver - Single Level AP Approver – Supervisor - AP Batch Processor - AP Coordinator - AP Inquiry - AP Match Exception Processor - AP Processor - AP Reports - AP Vendor Inquiry - AP Vendor Requestor

18. Primary Permission Lists
Define what data users can see in the system
Users who work for an agency that hosts other agencies (e.g., OGS) will have access to multiple permission lists.
Lottery User
Permission Lists:
Lottery
OGS User
OGS
Alcoholic Beverage Control
Consumer Prot. Board
Board of Elections
Etc.
Primary permission lists tell you what data you can see / access in SFS.
For example, OGS users will have access to their hosted agencies data while other agencies will only see their own data.

19. AP Workflow
Workflow automatically route s transactions within the system based on assigned user roles.
The Statewide Financial Sysem will show you where a transaction is the approval process – including if it’s at OSC.

20. Are the necessary funds available to pay the vendor?
Budget Checking
An automated process that checks the amount of the voucher against the budget to ensure that the necessary funds are available to pay the vendor.
Are the necessary funds available to pay the vendor?
Budget checking is an automated process that checks the voucher amount against the budget to ensure that the necessary funds are available to pay the vendor. This process will probably run several times a day. Budget Error - If budget checking indicates an error (Example – No budget exists or insufficient funds.) - the voucher will need to be corrected before it can continue through processing -
Verify that the ChartField values that you entered are correct – if so, the Voucher Originator will need to work with the person in charge of the budget (Agency Budget Office / Budget Analyst) – depending on what that person says you may need to change Chartfield Values or you just may need to wait until Budget puts enough money into that account.
* If interest is added – budget checking will run again. OSC’s Bureau of State Expenditures will hold payments that fail Budget Checking and Cash Validation until the agency has resolved the problem.

21. Matching Voucher Purchase Order Receipt Inspection Matching = Success
SFS compares voucher information with the purchase order, receipt and inspection (if applicable) to ensure that duplicate vouchers don’t exist.
Voucher
Purchase Order
Receipt
Inspection
Matching = Success
Matching –the voucher may also need to go through the matching process. During this process the system compares the voucher information such as Business Unit, Dates, and Invoice Number with information on the PO, receipt, and inspection as applicable. This will most likely be an overnight process. Match Exception – If the voucher does not match successfully, the Agency Match Exception Processor will review the voucher to the related PO and/or receipt and resolve the error(s). One match exception can generate many errors and sometimes by fixing one thing – it could get rid of all the exceptions.

22. AP Approval Workflow Overview
Voucher Originator
After the voucher is saved:
Voucher ID assigned
Budget Checking
Matching (if applicable)
Vouchers enter the system a couple different ways:
1. Some agencies are bulkloading vouchers into the system
2. Users enter vouchers directly into the system. (No more sending paper vouchers and supporting documents to OSC. However, documentation must be retained and made available to OSC upon request)
In this scenario, the voucher originator enters the voucher into the system. Once the voucher is saved in the system the voucher id is assigned and then the voucher will go through: Budget Checking and Matching.
Budget checking is an automated process that checks the voucher amount against the budget to ensure that the necessary funds are available to pay the vendor. This process will probably run several times a day. Budget Error - If budget checking indicates an error (Example – No budget exists or insufficient funds.) - the voucher will need to be corrected before it can continue through processing - Verify that the ChartField values that you entered are correct – if so, the Voucher Originator will need to work with the person in charge of the budget (Agency Budget Office / Budget Analyst) – depending on what that person says you may need to change Chartfield Values or you just may need to wait until Budget puts enough money into that account.
If interest is added – budget checking will run again. OSC’s Bureau of State Expenditures will hold payments that fail Budget Checking and Cash Validation until the agency has resolved the problem.
Matching –the voucher may also need to go through the matching process. During this process the system compares the voucher information with the PO, receipt, and inspection as applicable. This will most likely be an overnight process. Match Exception – If the voucher does not match successfully, the Agency Match Exception Processor will review the voucher to the related PO and/or receipt and resolve the error(s). One match exception can generate many errors and sometimes by fixing one thing – it could get rid of all the exceptions.

23. AP Approval Workflow Overview
Voucher Originator
Supervisor
Voucher Originator checks to see if the voucher passed Budget Check and Matching (if applicable)
If not errors exist, the voucher is submitted into Workflow
Vouchers created by AP Processors or AP Coordinators will first go to their supervisor for approval.
Users need to go into the system the next business day to check the status of all of your vouchers and then submit them into workflow. If errors exist, they will need to be corrected.
Any voucher originator in the same permission list can submit the voucher into workflow.
Vouchers created by AP Processors or AP Coordinators will first go to their supervisor for approval. Submitting the voucher into workflow will be shown later in the course.
The Voucher Originator will access:
1) the Voucher Summary page
2) click the “Voucher Approval” tab
3) click the “Submit for Approval” button
4) click the “Save” button

24. AP Approval Workflow Overview
Supervisor
Voucher Approvers
Dept Approver
AP Manager
Budget Office
Fiscal Office
There are a total of 5 levels of voucher approval available for agencies.
Agencies not wanting to use all 5 levels can assign more than one level to the same end user
Users with more than one role will approve or deny the voucher only once.
There are 3 action an approver can take on a voucher:
(1) Approve
(2) Deny – If a voucher is denied at any point in the process it will be routed back to the Voucher Originator for update based on feedback from the agency or OSC approver who denied the voucher.
(3) Reject - Reviews the rejection notification – AP Coordinator deletes the original voucher and then a new voucher can be created. (The original invoice number can be reused after the rejected voucher is deleted.)
Examples of errors include insufficient signatures, insufficient details of charges, and incorrect information (e.g. incorrect payee, funding year).
There are no dollar thresholds in workflow. This means agencies are to establish a policy, consistent with NYS Rules & Regulations, stating which users can approve transactions of a given value – and then agencies will enforce this policy through the use of audit review as necessary.
Vouchers move through the workflow process from one level to the next and approvers can: approve, deny or reject vouchers.
NOTE: No dollar thresholds in workflow

25. AP Approval Workflow Overview
Pooled Roles (1) Department Approver (2) AP Manager (3) Budget Office (4) Fiscal Office
The four roles listed are what we call pooled roles - which means that more than one approver can be assigned at any given level, but the system only requires one approval to move the transaction to the next level.
Vouchers are routed to the worklist of every user in the agency with that role.
When the 1st person approves the transaction, it leaves the worklists of the approvers at the level.
The AP Workflow Approval Overview job aid (JAA-AP ) is a good resource to answer any questions.
____________________________________________________________________________
Q: Is the Supervisor workflow role pooled?
A: The Supervisor workflow role is not pooled as a result of the State wanting to ensure that vouchers are approved at least once before going to OSC for approval. In the case where a voucher is submitted by an AP Processor then routed to their workflow Supervisor and the Supervisor is not available to take approval action (let’s say he/she is on vacation for 2 weeks), the Supervisor must engage their Workflow Administrator (WFA). The WFA has the ability to reassign the Supervisor role to a person that will be able to approve vouchers in the absence of the original Supervisor. This must occur prior to the employee’s Supervisor leaving the office, but is relatively easy for the WFA to accomplish. The WFA workshop materials detail how the WFA would perform this action as well as additional information on the tasks this role is able to do. These materials can be found here: ttp:// or by selecting “Workflow Admin Wkshp” from the “Agency Information Sessions Materials” drop down menu on the left hand side of the SFS website.
All approvers have the ability to: approve, reject, or deny the voucher
Once one of the users in the pooled role takes an approval action, the voucher is removed from the worklist of the others in the same role.

26. AP Approval Workflow Overview
Fiscal Office
NYS Office of the State Comptroller (OSC)
The Fiscal Office role has final approval before it’s forwarded to OSC.
Once at OSC, the voucher will go through their audit/approval process. OSC may request additional information or documents related to the voucher.
If OSC approves the voucher, it will be available to be selected in a Paycycle (a process - which runs nightly - of generating checks or ACH payments to pay vouchers).
Deny – If a voucher is denied at any point in the process it will be routed back to the Voucher Originator for update based on feedback from the agency or OSC approver who denied the voucher.
Rejection - The Fiscal Office role is notified (via worklist) of any vouchers rejected by OSC. Vouchers rejected are closed by OSC. Once closed - the Expense is reversed and if the voucher was related to a PO, the encumbrance is restored.
Your agency’s Fiscal Office has final approval before the voucher is sent to OSC.
Once at OSC, the voucher will go through OSC’s audit/approval process.

27. AP Approval Workflow Overview
Contact your Agency’s Workflow Administrator if your voucher does not move to the next level within workflow.
Vouchers may route to someone other than who you think is the next level.
Workflow Administrators have the ability to locate and re-route voucher transactions.
Workflow Administrator

28. Additional Information

29. Conversion - Vouchers No open vouchers were converted into SFS.
Navigate to Program Elements > Conversion / Cut-over webpage (bottom of page – 4.5 Accounts Payable)
___________________________________________________________ CAS and Control D will be available for 6 months in query mode for super users identified by Bureau directors.
Any voucher not paid prior to the cutover were returned to the Agency unpaid and need to be recreated and resubmitted in SFS after Go Live.
Why open vouchers weren’t converted:
Data structures in current CAS do not match SFS (CAS allows many payees/invoices to one voucher and SFS does not).
Vouchers payable account balances are not at sub-fund level in GLS – SFS GL balancing as at sub-fund level.
No open vouchers were converted into SFS.
Agencies will enter open vouches into SFS after Go-Live
Bulkload agencies will re-send via bulk load after Go-Live

30. ChartFields
Codes used to categorize financial and budget transactions.
Statewide ChartFields: Department, Program, Fund, Account
Agency-specific ChartFields: Operating Unit and Product
COA structures within the Central Accounting System do not meet many agency financial tracking and reporting in order to effectively manage financial information.
ChartFields are codes used to categorize financial and budget transactions. These codes are different from what’s used today. And, one of the goals is to improve statewide reporting and the compilation of data.
Project and Activity ChartFields are used for grants.
Account Code is now what used to be an Object Code.
Operating Unit is an optional, but highly recommended, field that can be used to identify region or geographic location.
NOTE: When a SetID is “SHARE,” that means the ChartField is considered a statewide ChartField and all agencies will be able to access a complete list of SFS codes for that field.

31. ChartFields Additional Chart of Accounts information:
Course GL 105: Introduction to Chart of Accounts
SFS website:

32. SpeedCharts
A 10-character code, that once entered, will automatically populate one or more pre-defined ChartField combinations.
Available at “Go-live”
Created and maintained by the AP Budget Unit Approver
SpeedCharts save time (reduce key strokes) and help to reduce errors because the ChartField strings will populate automatically.
* May be setup for the business unit or for a single user.
* Can be used when identical or similar ChartField combinations are used frequently.

33. Vendor Location MAINCHECK (payment via check)
MAINEPAY (electronic payment/ACH)
OSCOFSET (Offsets - Liens)
Location – Indicates the way the vendor is set-up to receive payments – or- where will the payment be sent to.
These are your two main options are MAINEPAY and MAINCHECK.
3. OSCOFSET – This means that a lien exists for a vendor.
SFS Recommends – Using the default – unless there is a specific reason to use another location.
All Business Units can review the M171 report available through the SFS to determine if any payments they submitted have been offset.
To determine if a voucher has been redirected, navigate to the payments tab of the voucher. To view all payment records, click the “View All” hyperlink on the Payment Information line. Review the Location field on each scheduled payment line. If the Location field on any scheduled payment line is “OSCOFSET” followed by a two-digit number (e.g. OSCOFSET01), the amount of money reflected in the Gross Amount field on that scheduled payment line was redirected due to a lien, offset, or payment assignment.
For questions related to liens, offsets, and payment assignments, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) , or the Offset Unit directly at
FYI: When a Business Unit requires a payment method other than “MAINCHECK” or “MAINEPAY”, the Office of the State Comptroller (OSC) offers the following payment alternatives:
Two-Party Checks
Express Checks
Payment Wire
GFO: Chapter XII Expenditures > 8. Payment Processing > B. Payment Alternatives

34. Vendor Location & Procurement Cards
A Business Unit (BU) specific Vendor Location DOES NOT NEED to be used when paying procurement cards.
*** This information is no longer correct. Use the default, which will be MAINEPAY. ***
A BU specific Vendor Location must be used when paying procurement cards.
Pcard payments are handled - only using a prepaid voucher, but as an additional requirement, the Vendor Location (which usually auto-populates based on the default set-up for the vendor) must be changed to the Business Unit (BU) specific Vendor Location so the actual charges n the Pcard bill are reconciled correctly in Purchasing.
MAINCHECK & MAINEPAY are not to be used.

35. Invoice Number
SFS performs a duplicate check on the Invoice Number field
When making more than one payment related to the same invoice – each invoice needs to be unique.
30 – character field
SFS performs a duplicate check on the Invoice Number field to ensure that multiple vouchers are not created for the same invoice.
Duplicate invoice number edit in SFS checks against Business Unit, Vendor ID, Invoice Number & Invoice Date if any of these fields match, the system will generate an error.
When making more than one payment related to the same invoice (partial payment for partial delivery) – each invoice needs to be unique (e.g. #123 & #123-2).
If a vendor cannot provide a unique invoice number - agencies are responsible for determining, documenting and applying a consistent method to use when numbering invoices.

36. Print Invoice Button
Prints the system record of the voucher – NOT the invoice.
Vendor invoices are not scanned into SFS, and therefore cannot be printed.
This button will print the system record of the voucher, not the invoice.

37. Worksheet Copy Option
Use when entering a voucher from an exiting PO in SFS
Ability to copy the entire PO or specific lines from the PO
SFS RECOMMENDS NOT entering data into the “PO Unit” and the “Purchase Order” fields
When entering a voucher from a PO, it is important to use the Worksheet Copy Option instead of entering the PO Unit and the PO number.
The Worksheet Copy Option provides the capability for specific lines from the PO to be copied or the whole PO.

38. Agency Learning Session – Miscellaneous
Cancelled Checks
Prompt Payment Interest
Liens and Payment Intercepts (Split Pays)
Retainage
An Agency Transaction Learning Session was held on Friday, Feb 17th - some of the topics covered were: Cancelled Checks, Prompt Payment Interest, Liens and Payment Intercepts.
We are going to go over some of this information at a high level over the next few slides, but the presentation is available online if you’d like more detailed information.
ATLS webpage.
Retainage – full amount is not paid all at once – retainage % is 10% (job aid # JAA-AP , Processing a Contract with Retainage)

39. Cancelled Checks
Nixie checks – Marked “Stale Dated” in SFS and destroyed.
Lost or stolen checks – Follow the same process as today.
Reissuance for a vendor in the Vendor Management File – VMU will research for a better address and a check will be issued using the same voucher.
Single Payment Vendors – the voucher will be closed by OSC and a new voucher will need to be created with the updated address.
* Nixie checks (undeliverable checks returned by the US Post Office - e.g. bad address) – Marked “Stale Dated” in SFS and destroyed.
Lost or stolen checks – follow the same process as today.
Reissuance for a vendor in the Vendor Management File – VMU will research for a better address and a check will be issued using the same voucher.
Checks Payable to Single Payment Vendors; i.e. checks payable to payees that are NOT on the Vendor File.
The original Voucher is closed in SFS. (Liability will be closed and the appropriation/segregation will be restored).
A new voucher needs to be created - because the address is entered directly on the voucher.

40. Cancelled Checks Reissuance of Vendor Check
CAS – the same check # is reissued from a different bank account
SFS – a different check # from the same bank account
Reissuance of Vendor Check (difference between CAS and SFS)
CAS ~ the same check # is reissued from a different bank account
SFS ~ Reissuances will be a different check # from the same account

41. Liens
For all liens, OSC is exercising the Comptroller’s right to offset payments on behalf of DTF and other agencies and will redirect payments.
How does a vendor know about a lien?
OSC lien unit sends correspondence for every amount they offset:
To the entity that filed the lien “lienor”
The entity that is subject to the lien “lienee”
The agency whose payment is being offset
Correspondence from OSC is outside of SFS
OSC’s audit filters are set-up to “catch” liens.

42. Liens
OSC processes lien offset payments as one payment - a payment line is added to the voucher affected by the lien. (Viewable on the Payments tab.)
The 2nd payment line will contain the necessary information to offset the funds.
OSC then processes an AC909, Reports of Money Received, to deposit to the Comptroller's Lien account.
The trace # for lien payments is a manual # created by OSC.
Questions: Contact OSC’s Bureau of State Expenditures’ Customer Service Help Desk at (518) or
All Business Units can review the M171 report available through the SFS to determine if any payments they submitted have been offset.
To determine if a voucher has been redirected, navigate to the payments tab of the voucher. To view all payment records, click the “View All” hyperlink on the Payment Information line. Review the Location field on each scheduled payment line. If the Location field on any scheduled payment line is “OSCOFSET” followed by a two-digit number (e.g. OSCOFSET01), the amount of money reflected in the Gross Amount field on that scheduled payment line was redirected due to a lien, offset, or payment assignment.
For questions related to liens, offsets, and payment assignments, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) , or the Offset Unit directly at

43. Reimbursing Petty Cash
Create a Regular Voucher
Use a specific Vendor ID - which exists for every Petty Cash Account
Agencies previously used a Special Charge Voucher to reimburse petty cash accounts. In SFS, users will create a regular voucher and use a specific vendor ID for the Petty Cash Account.
Vendor ID - The Business Unit must use the Office of the State Comptroller’s (OSC) assigned Special Use Vendor ID starting with "041," applicable to the specific account being replenished. To find the Vendor ID for a specific account, use the Find an Existing Value function to search the Vendor File by Vendor ID starting with "041" and/or Vendor Name 1. or refer to the Excel spreadsheet on the OSC website for a listing: Information for State Agencies > Replenishing a Cash Advance or a Sole Custody Account (under SFS)
Process and Document Preparation:
 Create a regular voucher using the Special Use Vendor ID assigned to the Advance (Petty Cash) or Sole Custody Account. Refer to Chapter X, Section 6A for instructions on how to obtain a Special Use Vendor ID. Refer to Chapter XII, Section 5 for instructions on how to submit a regular voucher.
Use the appropriate chart of account fields to process the expenditures made from the account.
Submit the voucher for payment electronically into the Statewide Financial System.
For questions regarding the processing or payment of vouchers for the replenishment of and Advance or Sole Custody Account, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) , or by addressed to

44. Deleting a Voucher Equivalent to cancellation of the voucher
Only users in the AP Coordinator role have the ability to delete vouchers
How to Delete a Voucher –included in the AP210 – Advanced Voucher Processing Course
Only the AP Coordinator has the ability to delete vouchers.
There will be a topic pertaining to this in the AP210 – Advanced Voucher Processing course – available soon.
AP Coordinator

45. Report Catalog Lists hundreds of available reports Accessed reports:
Directly from SFS website
SFS Reports
Listing is continually being updated
Exports the entire reports listing into Excel.
From SFS home page – bottom of page under Critical Resources (SFS Reports Catalog)
Click on any heading column to sort
Click on Application and the results will sort with AP appearing first
Reports Course on Training Maintenance page.
Search functionality – Click “Search”
Lists the role(s) who have access to the report. If blank anyone can view.

46. Reports Report ID Report Name Navigation NYAP3213
Vouchers Ready for Approval Workflow
SFS Reports > Accounts Payable > Vouchers > Vouchers Ready for Approval Workflow
NYAP3312
Vouchers in the Approval Workflow
SFS Reports > Accounts Payable > Vouchers > In-Flight Voucher Approval Workflow
NYAP3212
Vouchers Denied or Rejected by OSC
SFS Reports > Accounts Payable > Vouchers > Vouchers Denied by OSC

47. SFS Website Resources Location ILT Course Materials
All Training Courses
Job Aids and Reference Materials
Training FAQs
Agency Transaction Learning Sessions
OSC Resources
This slide contains a link to additional resources.
ILT Course Materials
All Training Courses
Job Aids and Reference Materials
Training FAQs
OSC Resources
User Support pages
Quick Start Guides
Reporting
GFO – Guide to Financial Operations
Conversion/Cutover
Training pages – where this presentation lives.
Login into SFS and set up your security question. Ask agency coordinator or ASA for your username and initial password.
April-June Open labs

48. Exercises

49. Entering a Regular Voucher from a PO
POs must be in a “Dispatch” status
Price & Quantity can be updated, if needed
Data entered on the Add a New Value page will carry over to the Invoice Information page
Invoice Date and Invoice Received Date are required fields
Use the Worksheet Copy Option
Dispatch – a status in the system that means that the PO was sent to the vendor (fax, , mail)

50. Entering a Template Voucher
Change Voucher Style to Template Voucher
Invoice Date and Invoice Received Date are required fields
The name of your Template ID needs to be unique within your Business Unit
A Voucher ID will be assigned after saving to indicate that the template exists in SFS.

51. Using a Template Voucher
Template vouchers save keystrokes
Create a Regular Voucher
Use the Worksheet Copy Option to locate the Template voucher

52. Approving Vouchers Using Workflow
AP210 > Entering and Maintaining Vouchers > Approving vouchers using workflow Five Steps to Approving a Voucher
Access Worklist
Select the voucher
Review the voucher
Select an Approval Action (approve, deny, reject)
Click Save

53. Survey
Please open AP205 from the Training Courses webpage and complete the survey.

54. Thank you for your participation!
Conclusion
Thank you for your participation!