1. Statewide Financial System Program 1 AP 205 Voucher Entry and Processing AP 205 Voucher Entry and Processing Welcome

2. Statewide Financial System Program 2 Refrain from side conversations Obey building safety rules and regulations Silence cell phones, PDAs, refrain from checking email Ask Questions Take breaks as needed Ground Rules

3. Statewide Financial System Program 3 Learning Objectives After completing this course you should be able to:  Explain the voucher process and voucher types.  Enter different types of vouchers.  View and inquire upon voucher information.  Resolve combination editing errors.  Explain the scope of SFS AP training.  Locate additional training materials, job aids, and other useful information.

4. Statewide Financial System Program 4 Training Methodology  Training Steps  Tell Me – Facts, Concepts, Terms, Definitions  Show Me – Relevant Demonstrations of Process Steps  Let Me – Hands-on practice in User Productivity Kit (UPK) and Live Environment  Help Me – Facilitator Support  Training Materials  Course Presentation  UPK Simulations  Training Exercises and Data Sheets  User Guide and Job Aids

5. Statewide Financial System Program 5 Training Methodology Notes on Today’s Training  Training content has been developed over a period of time, concurrently with the development of SFS.  The data used throughout the training is meant to simulate as close to a realistic experience as possible however this data is not to be used outside of the training environment.  In the instances where data, SFS screens, or functionality has changed, this will be communicated during training.  As trainers, you are encouraged to customize training to meet the needs of your agency, especially if you have unique business processes. Remember that these may come over time!

6. Statewide Financial System Program 6 Agenda  SFS AP Terms and Concepts  Introducing SFS Vouchers  Entering Vouchers  Viewing and Inquiring Upon Vouchers  Resolving Combination Editing Errors  SFS AP Learning Path and Resources

7. Statewide Financial System Program 7 In this lesson, you should learn:  Key SFS AP terms and concepts.  Key SFS process changes.  Key SFS AP ChartField values. SFS AP Terms and Concepts

8. Statewide Financial System Program 8 SFS AP Terms and Concepts Key Terms and Concepts Term / ConceptDefinition Purchase Orders A legally binding document authorizing shipment of a product or service to a customer from a supplier or vendor at a specified price and terms. Vouchers Records that are created for the processing of vendor invoices, adjustments, or any item that must be paid. Journal Voucher In SFS, the AP transaction used to correct the accounting of a voucher that has already been posted and paid instead of an entry directly into the GL. Combination Editing The process of validating the combination of chartfields entered for the coding distribution. For example, validating the Project and Fund chartfield combinations.

9. Statewide Financial System Program 9 SFS AP Terms and Concepts Key Terms and Concepts (Continued) Term / ConceptDefinition Budget Checking and Budget Check Exceptions Automated process to check the voucher amount against the budget to ensure funds are available. Exceptions must be resolved in order for the transaction to continue through the system. Matching and Matching Exceptions Automated process to compare voucher information to the purchase order, receipt, and inspection (where applicable). Exceptions must be resolved in order for the transaction to continue through the system. Inquiry SFS has numerous inquiry pages and available reports that enable the user to access voucher, payment and vendor information. Pay Cycle The process of generating checks or electronic payments (e.g., EFT, ACH, wire transfers) issued to a vendor to pay a voucher.

10. Statewide Financial System Program 10 Process Changes – Voucher Entry (1 of 3) SFS AP Terms and Concepts Old ProcessNew Process There is no integration between Purchasing and Accounts Payable in CAS. In the SFS, PO data can be copied into AP, automating much of the voucher entry process. There can be multiple payees and invoices on a single voucher. In the SFS, there is a one to one relationship between the vendor and voucher and between a vendor’s invoice and a voucher. Agencies had multiple originating agency codes. Each agency code had a contact number on the remittance advice. Only one contact number is allowed for each AP business unit on the remittance advice.

11. Statewide Financial System Program 11 Process Changes – Voucher Entry (2 of 3) SFS AP Terms and Concepts Old ProcessNew Process Invoice review and matching for payment is currently performed manually. Matching is automated in the SFS. Some agencies reconcile specific expense object codes in preparation for entry of the voucher to pay the credit card invoice. Payments are delayed until the credit card invoice has been fully reconciled. Payment to the credit card provider is expedited by using clearing accounts. The reconciliation is separate and after the payment.

12. Statewide Financial System Program 12 Process Changes – Voucher Entry (3 of 3) SFS AP Terms and Concepts Old ProcessNew Process Some agencies pay credit card invoices by the due date and reclass the expenses to the proper funding stream and accounts at a later time via journal entry. Agencies will continue to pay credit card invoices by the due date. Agencies expense procurement card and travel card transactions when they are reconciled in the Purchasing or Travel and Expense modules. Offsetting entries to the clearing accounts are generated by SFS. Agencies made corrections to voucher distribution information in CAS affecting one or multiple payments. Agencies make corrections to vouchers chartfield distribution individually in source module, i.e. AP. using a journal voucher.

13. Statewide Financial System Program 13 SFS AP Terms and Concepts Old ProcessNew Process Agency Business Unit – The field in SFS that identifies the Agency. Matching Manual Process Matching – Automated process to compare voucher information to the purchase order/receipt to ensure that the quantity/amount matches and is within tolerance. Warrants & Direct Deposit Payment Processing or Pay Cycle – checks or electronic payments (e.g., EFT, ACH, wire transfers) issued to a vendor to pay a voucher. FEIN – Federal Employer Identification Number Vendor ID – Vendor Number is a unique identifier in the vendor file. It cannot be the Federal ID Number. Object Code Account – A required chartfield used to identify General Ledger coding for expenses. Journal Voucher In SFS, the transaction used to correct the accounting of a voucher that has already been posted and paid.

14. Statewide Financial System Program 14 SFS AP Terms and Concepts  At the transactional level, the SFS Chart of Accounts is comprised of two elements:  General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.  Chartfields – Codes used to categorize financial and budget transactions. Statewide chartfield segments include Department, Program, Fund, Account (CAS Object code). Agency-specific chartfields include Operating Unit and Product.  The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.  More details about the SFS Chart of Accounts may be obtained at:  http://www.sfs.ny.gov/programElements/coaMaterials.htm

15. Statewide Financial System Program 15 Learning Exercise Navigation Refresher You recently received an email from your supervisor asking a few questions about a voucher. You must locate the voucher in SFS then navigate to the Voucher Summary and Invoice Information tab to answer her questions. 10 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  Locate the voucher.  Find the desired information by clicking through the tabs of the voucher record.

16. Statewide Financial System Program 16 SFS AP Terms and Concepts Vendor IDs  The training environment currently contains many different Vendor IDs however in the production environment, there will be a specific numbering convention based on the type of vendor. Vendor ID Begins WithDescription 10Regular Vendors that were converted prior to go-live in January 110Regular Vendors that were added since the January go-live date 01Single payment vendors (specific need agencies EX. CUNY, SUNY)Not seen in the M131 02Single payment for refunds 03Special processing for debt service (to be used by OSC only) 04 followed by all 0’sSingle payment just for conversion 04 followed by all 0’s and ending in 1Single payment for statewide emergency 041Sole Custody & Advance Accounts – these are all direct deposited EX. Petty Cash Accounts 042Interagency billing vendors “0”Special Processing

17. Statewide Financial System Program 17 Introducing SFS Vouchers In this lesson, you should learn:  The SFS voucher lifecycle.  About the different types of SFS vouchers.

18. Statewide Financial System Program 18 Introducing SFS Vouchers What are SFS vouchers?  Vouchers are system transactions created for the processing of vendor invoices or adjustments.  Vouchers tie together the vendor, invoice date, invoice amount, line items, distribution (accounting/coding) information, and any purchase orders or receipts.

19. Statewide Financial System Program 19 Introducing SFS Vouchers What types of vouchers are in SFS?  Regular Voucher – Used for entering both non-PO vouchers and PO related vouchers.  Adjustment Voucher – Used for entering credit or debit memos, or for relating one voucher to another. Also used for refund of appropriations.  Journal Voucher – Used for correcting accounting entries on a posted or paid voucher.  Prepaid Voucher – Used for entering prepayments (down payments, progress payments, or deposits).

20. Statewide Financial System Program 20 Introducing SFS Vouchers What types of vouchers are in SFS? (Continued)  Single Payment Voucher – Used for entering a voucher for a one- time vendor without having to record the vendor information in the Vendor file.  Template Voucher – Used for creating a template for generating regular vouchers with similar information. Note: None of the AP voucher types are to be used for employee reimbursement. Employee reimbursement is managed in the SFS Travel and Expenses module.

21. Statewide Financial System Program 21 Entering Vouchers In this lesson, you should learn:  How to enter different types of vouchers.

22. Statewide Financial System Program 22 Entering Vouchers Transactions  Entering a regular travel card non PO voucher  Entering a regular voucher from a PO  Entering a template voucher  Entering an adjustment credit memo voucher  Entering an adjustment refund of appropriation voucher  Entering a single payment voucher

23. Statewide Financial System Program 23 Learning Exercise Entering a regular voucher Your agency recently received an invoice from a vendor. A regular voucher must be created by manually entering all the invoice information. 15 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.  You must enter a regular non PO voucher.

24. Statewide Financial System Program 24 What if I receive a warning message when attempting to complete my exercise? You may receive the following warning message when attempting to save your voucher: This is an example of an SFS “warning” message indicating that the validation of the fields cannot occur within the training environment. Clicking “OK” will save your exercise.

25. Statewide Financial System Program 25 Learning Exercise Entering a voucher from a PO Your agency recently received an invoice from a different vendor and a voucher must be created within SFS by copying a purchase order. 15 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.  You must enter a regular voucher from a PO.

26. Statewide Financial System Program 26 Learning Exercise Entering a single payment voucher Your agency recently received an invoice from a one-time vendor. To create the payment for this vendor without a record in SFS, a single payment voucher must be entered. 10 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.  You must enter a single payment voucher.

27. Statewide Financial System Program 27 Viewing and Inquiring Upon Vouchers In this lesson, you should learn:  How to perform searches and inquiries to view vouchers and voucher entry information.

28. Statewide Financial System Program 28 Viewing and Inquiring Upon Vouchers Transactions  Viewing voucher status and status summary  Viewing voucher errors  Performing payment inquiries

29. Statewide Financial System Program 29 Learning Exercise Viewing voucher status and summary Your agency recently received a call from a vendor who claims that the money owed to his company is not in his account. To verify information, you must search for an existing voucher and navigate to the Summary page. 10 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.  You must search for an existing voucher and navigate to the Summary page.

30. Statewide Financial System Program 30 Combination Editing Errors In this lesson, you should learn:  How to resolve combination editing errors and exceptions.

31. Statewide Financial System Program 31 Combination Editing Errors Transactions  Resolving combination editing errors

32. Statewide Financial System Program 32 SFS AP Learning Path and Resources In this lesson, you should learn:  The SFS Accounts Payable training structure.  Where to find training materials and resources.

33. Statewide Financial System Program 33 SFS AP Learning Path and Resources SFS AP Training Structure AP 101 Introduction to SFS Accounts Payable AP 205 Voucher Entry and Processing AP 210 Advanced Voucher Processing

34. Statewide Financial System Program 34 SFS AP Learning Path and Resources Training Materials Location and Class Preparation Location ILT Course Materials http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm All Training Courses http://www.sfs.ny.gov/training/trainingCourses.htm Job Aids and Reference Materials http://www.sfs.ny.gov/training/jobAidsandReferenceMaterials.htm Training FAQs http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm

35. Statewide Financial System Program 35 Summary Having completed this course, you should now be able to:  Explain the Voucher Process and Voucher Types.  Enter Different Types of Vouchers.  View and Inquire Upon Voucher Information.  Resolve Combination Editing Errors.  Locate Additional Training Materials, Job Aids, and Other Useful Information.

36. Statewide Financial System Program 36 Thank you for your participation! Conclusion

37. Statewide Financial System Program 37 Slides for Agency Use (Arial, Font 36) Agency specific Heading (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

38. Statewide Financial System Program 38 Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) In this lesson you should learn: (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

39. Statewide Financial System Program 39 Slides for Agency Use (Type Topic here) Term / ConceptDefinition Term / Concept name (Arial Font 18) Definition of Term / Concept (Arial Font 16) Agency Specific Key Terms and Concepts (Arial Font 24)