1. State of Kansas Accounts Payable January 2015
Fit Gap Sessions
State of Kansas
Accounts Payable
January 2015

2. Agenda Introductions Objectives Schedule Fit Gap Discussion/Questions
Global Enhancements with 9.2
Business Process Deltas between 9.0 and 9.2
Online Review / Offline Review
Confirm new functionality that should be explored for system design
Workflow
Interfaces
Customizations
Reports
Security
Batch Schedule
Discussion/Questions
Follow up and Responses to Questions

3. Introductions
Name
Functional Area
Role

4. Objectives
Analyze the deltas between current functionality and new functionality in version 9.2.
Identify Gaps
Confirm Inventory of Interfaces, Customizations and Reports.
Facilitate the next stage – Design and Configuration
A list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.
Note:- This session will only cover changes due to ver 9.2.
If a process area is not discussed during this session then functionality changes are NOT expected in that area.

5. Schedule Date Time Topics 1/20/2015 1:30 PM – 4:00 PM
Review New Functionality.
Confirm Customizations, Reports, Interfaces used currently.
1/22/2015
1:00 PM – 3:30 PM
Address any pending topics from the last session.

6. Global Enhancements Oracle Secure Enterprise Search (SES)
Provides global search capabilities that enables the user to take action from search results without navigating through the menus thereby increasing productivity
SES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applications
SES indexing is available in these areas of PS FSCM
Assets, Expenses, Journals, Payments, Procurement Contracts, Purchase Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers

7. Global Enhancements
Example

8. Global Enhancements

9. Global Enhancements

10. Global Enhancements Pivot Grids
Based on PS Query results that display results in an Excel-like pivot table, chart, or grid.
Interactive analytical grids and charts
Accessible through pagelets added to a users Home Page, Work Center and Dashboards

11. Global Enhancements Embedded Help Use Help Icon (?)
Explains how to perform a specific task or relevant info.
Message modal window can be moved

12. Global Enhancements
Accessible with Apple Ipad and other tablet devices
Certified on Safari browser running IOS version 4.2 or later
Use with mobile devices – Iphones etc.

13. Global Enhancements
Mobile Approvals

14. Global Enhancements Process/Area Feature Global
Mouse over popup feature provided on multiple pages enables users to quickly see additional information for fields such as customers, vendors, and contacts

15. Business Processes Deltas 9.0 vs 9.2 New Look and Feel
Attachments Functionality
Vendors are now Suppliers
Vouchers
Match Exceptions Analysis
Workcenters and Dashboards
Workflow Approvals (Mobile and s)
Paycycle Performance
Payment Advice
Reports and Inquiry

16. Business Processes Process/Area Feature Attachments
Allow the user to attach supporting documents at the voucher level.
Added the capability of attaching supporting documentation for Payables as follows: • Vendor - Ability to attach a document at the header and at the vendor location in the vendor component. • Quick Invoice - Ability to attach documents to the Quick Invoice entry page at the header level. They will additionally be able to create comments at the header level as well. • Voucher Inquiry - Provide a direct view of the attachments and comments directly from the Voucher Inquiry page.

17. Business Processes

18. Business Processes

19. Business Processes

20. Business Processes Process/Area Feature Vendors
The new duplicate vendor checking functionality provides the capability to check independently for duplicate vendors at the field option value level for both active and inactive vendors.

21. Business Processes Process/Area Feature Vendors
Delivers functionality that provides the ability to track changes made to the Vendor Short Name, Vendor Name, the time and date the changes were made and the individual who made the changes to the Vendor record.

22. Business Processes

23. Business Processes Process/Area Feature Vendors
Introduces the Supplier Hierarchy, leveraging the existing parent/child relationship functionality of the supplier while adding a graphical representation of the supplier relationship within the group as well as a rollup of the supplier exposure.

24. Business Processes

25. Business Processes Process/Area Feature Vouchers
Allows saving an incomplete voucher. Users can search on the incomplete status, identify incomplete vouchers and complete them.

26. Business Processes Process/Area Feature Vouchers
On the Payment Information section of Voucher - Payments page, the information icon appears if the supplier’s payment is placed on Hold Payment for the remit to supplier selected. It prompts the user that the particular supplier’s payment is on hold in the Supplier Profile.

27. Business Processes Process/Area Feature Vouchers
Delivers search criteria to include contract information such as contract ID to enhance the user experience and reduce the back and forth navigation between Payables and procurement applications.

28. Business Processes Process/Area Feature Workcenters
WorkCenters help users to quickly identify and resolve user specific exceptions. System administrators and users can customize the WorkCenter pages to provide links to specific work pages (My Work), links, queries, reports, and processes. Within a WorkCenter, users can perform related actions and drill into details.

29. Business Processes Process/Area Feature Workcenters
Vouchers Submitted for Approval My Work Link adopts the style Application grid with no action button, where all actions are achieved through field hyperlinks.

30. Business Processes Process/Area Feature Budget Check
The Number of Errors link on the Budget Check Errors page and the Document Tolerance Exceptions page allows users to display an Error Summary grid to view more details of the error.

31. Business Processes

32. Business Processes Process/Area Feature Dashboard
Provides the manager-facing Accounts Payable Dashboard, which will focus on providing summary level details and supporting analytics encompassing the invoices flow within an organization.

33. Business Processes Process/Area Feature Matching
Matching Exceptions Analysis to streamline the Invoice-to-Pay process by providing visibility.

34. Business Processes Process/Area Feature Payments
The Payment Advice feature provides the ability in Payables to send, via , a remittance advice to the suppliers.
Process/Area
Feature
Vendors
Automates the validation of the Taxpayer Identification Number (TIN) with the IRS, Payables enables users to automatically generate the file to match with the IRS, and update the vendor with the new status.

35. Workflow Process/Area Feature Workflow Approvals
Enhancements to approvals include; ability to assign additional approvers and reviewers on an ad hoc basis during the approval process, ability to add comments without taking any action on the approval page, and the ability to approve invoices via .

36. Workflow

37. Workflow

38. Workflow
Approvals

39. Screenshot – Next Slide
Workflow
Process/Area
Feature
Workflow Approvals
The Approver link on the Suppliers Pending Approval, Vouchers Submitted for Approval page, and Vouchers Rejected by Approvers page enables users to create and send an to approvers. Clicking on the approver’s name link launches an template with addresses of the approvers, Subject, and details of transaction information populated.
Screenshot – Next Slide

40. Workflow

41. Workflow Process/Area Feature Workflow Approvals
From the Mass Voucher Approval Component the user is able to pushback invoices and to view invoices after final approval or denial.

42. Workflow

43. Workflow Current design will be retrofitted to 9.2 AWE.
Voucher Approval (Uses Virtual Approver)
The Virtual Approver will route the Voucher Approval to the agency voucher approver as defined by the voucher origin code on the new Origin/User ID configuration page (see CR 96) and role configuration for Set A.
The Virtual Approver will continue to route the Voucher Approval to the next level of agency voucher approvers as defined by the voucher origin code on the new Origin/User ID configuration page (see CR 96) and the role configuration for Set B.
The Virtual Approver will continue to route the Voucher Approval to the Agency Fiscal Office.
Vouchers that are $5000 or more are subject to approval by the Department of Administration Accounts and Reports.
Note:- Most interfaced vouchers are Pre-Approved.

44. Interfaces Confirm the list. (Retrofit / Eliminate)
The interfaces identified to eliminate are
First Logic (Will be replaced by CLEAN_Address)
INF32 Setoff Inbound Debtor file.
INF MISC Interface
All other interfaces in the next slide(s) will be retrofitted to 9.2.

45. Interfaces

46. Interfaces

47. Customizations Confirm the list. (Retrofit / Eliminate)
The Customizations identified to eliminate are
AP016 Vendor classification (Medical)
AP processing for BPC (Not used)
All other customizations listed on the next slide(s) will be retrofitted to 9.2.

48. Customizations

49. Customizations

50. Reports Process/Area Feature Reports
To provide customers with more robust and complete reporting solutions, PeopleSoft Payables offers many existing reports in Oracle's BI Publisher (formerly XML Publisher or XMLP) format. For details, see PeopleSoft Payables PeopleBook, Appendix: Payables Reports.

51. Reports
Sample of new Report

52. Reports The following reports are currently supported by SOK.
These Reports and Queries will be retrofitted to ver 9.2.

53. Reports

54. Reports

55. Security Current State Custom Permission lists and Roles used.
Row level security used – BU/SETID
Some security design changes will be needed during system design.
This will be further discussed with SOK security team separately.

56. Batch Schedule Changes to Batch schedule
Currently no changes have been identified.
We will confirm this further during the test phases.

57. Open Discussion & Questions

58. Responses to Questions
Has performance been enhanced in order to open vouchers over 100 lines?
Yes. Using the Voucher maintenance component you can open vouchers with large number of lines.
Can you ‘save for later’ an incomplete voucher when line amount does not match Header/Invoice Total?
Yes.
At what level is the “ Payment advice” option setup?
This option can be setup at the Vendor Location for specific payment methods. 
Is a remittance advice ( ) generated when Petty Cash vouchers are recorded? NO

59. Responses to Questions
Do the Supplier Inquiry Screens allow the ability to view attachments (e.g. W-9)?  No
Can we use security to restrict access to the Vendor attachments screen to only certain roles (Central Vendor Processor)?
Yes
When a voucher is entered, the vendor ID is populated on the invoice and payment tab.  If the value is changed  on the invoice tab, it does not carry through to the payment tab.  Is this resolved in ver 9.2?
Yes. When you change the location on the Invoice information tab it updates the Payment tab also.

60. Responses to Questions
Invoice Line Withholding info.