1. Training Monday, February 04, 2013 1 Wednesday, December 02, 2015 1 1 Welcome to the Accounts Payable Overview Course

2. Training Monday, February 04, 2013 2 Wednesday, December 02, 2015 2 2 Introduction  Instructor, Ramon Mira  Welcome and Introductions  Logistics  Ground Rules  Course Objectives  Course Content

3. Training Monday, February 04, 2013 3 Wednesday, December 02, 2015 3 3 Accessing SAP

4. Training Monday, February 04, 2013 4 Wednesday, December 02, 2015 4 4 Accessing SAP

5. Training Monday, February 04, 2013 5 Wednesday, December 02, 2015 5 5 Accessing SAP | Login

6. Training Monday, February 04, 2013 6 Wednesday, December 02, 2015 6 6 Course Agenda Chapter Description 1AP Integration with Procurement 2Invoices and Credits Memos Overview 3Travel and Vendor Reporting Overview

7. Training Monday, February 04, 2013 7 Wednesday, December 02, 2015 7 7 By the end of this class, you will be able to:  Describe 3 way matching  Describe encumbered and non encumbered invoices  Describe Filenet integration with SAP  Describe Work Distribution with SAP  Describe PO Based Invoice Processing  Describe Non-PO Invoice Processing  Describe Credit Memo processing  Travel Related Payments  Describe Vendor Reporting Course Objectives

8. Training Monday, February 04, 2013 8 Wednesday, December 02, 2015 8 8 Course Chapters Chapter Description 1AP Integration with Procurement 2Invoices and Credit Memos Overview 3Travel and Vendor Reporting Overview

9. Training Monday, February 04, 2013 9 Wednesday, December 02, 2015 9 9 By the end of this Chapter, you will be able to:  Describe 3 way matching  Describe encumbered and non encumbered invoices  Describe Filenet integration with SAP Chapter Objectives

10. Training Monday, February 04, 2013 10 Wednesday, December 02, 2015 10 Key Change Impacts Current ProcessFuture Process When receivers are not entered by locations or schools they prevent posting of invoices Invoices will be posted but will not be paid until Goods Receipt is performed. Schools will receive an email saying no Goods Receipt is present Only selected encumbrances carry over into new fiscal year. Funding expiration delays payment of invoices The process will remain the same encumbrances only selected encumbrances carry over into new fiscal year. The encumbrance is dependent on carry over policy of underlying fund Vendor Data on PO may be different than Vendor Data on Invoice which requires modification. A different Address on Invoice will not delay entry of Invoice into system. Alternate addresses should already be in the Vendor Master Data

11. Training Monday, February 04, 2013 11 Wednesday, December 02, 2015 11 Key Change Impacts contnued Current ProcessFuture Process PO Based Invoices are entered manually into IFS from FileNet PO Based Invoices will be automatically transferred from FileNet to SAP. Minimal data entry required Difficult to Identify and track credit memos-Not Posted until ready to apply. SAP tracks documents by giving them a document type. Credit memos have their own document type and will be posted as they come in. Filenet is Document Management System Filenet will remain Document Management System

12. Training Monday, February 04, 2013 12 Wednesday, December 02, 2015 12 Key Change Impacts contnued Current ProcessFuture Process IFS is System of Record for PaymentsIFS will no longer be used to record invoices or payments. It will exist only to review history and will contain information only up to when SAP is turned on. Funds Availability Check is performed when invoice is being processed for payment Funds availability will be checked several times to ensure funds are available upon Invoice entry. The previous problem of funds not being available when an PO Based invoice is entered should be non existent.

13. Training Monday, February 04, 2013 13 Wednesday, December 02, 2015 13 Key Change Impacts contnued Current ProcessFuture Process Travel related forms are incomplete and missing approvals and forms The travel process has changed and several checks have been put in place to encumber funds and to ensure approvals and forms are complete. Travelers will still need to provide supporting documentation such as hotel folio and receipts for reimbursements Most documents are paper based and require wet signatures and physical approvals The approvals will be routed automatically for approval. Schools will provide supporting documentation via email or paper Difficulty in accessing vendor account detailed information Fast and easy historical reporting

14. Training Monday, February 04, 2013 14 Wednesday, December 02, 2015 14 Confirmation/ Goods Receipt Vendor Payment Approve Shopping Cart Purchase Order Purchasing Process Overview Create Shopping Cart

15. Training Monday, February 04, 2013 15 Wednesday, December 02, 2015 15 3-Way Match PO Based Invoice Verification Process: Three-way-match functionality: goods receipt matches purchase order and invoice. 3-Way Match Goods Receipt = Purchase OrderInvoice =

16. Training Monday, February 04, 2013 16 Wednesday, December 02, 2015 16 Goods Receipt at Location Each location will perform goods receipt An invoice can be entered by Accounts Payable without a goods receipt An invoice entered without a goods receipt will trigger an email to location warning of no receiver An invoice cannot be paid unless goods receipt is entered

17. Training Monday, February 04, 2013 17 Wednesday, December 02, 2015 17 E-Mail Notification Missing Goods Receipt E-mail An Automatic e-mail reminder is sent when an invoice is processed and a Goods Receipt is missing.

18. Training Monday, February 04, 2013 18 Wednesday, December 02, 2015 18 Encumbarance Confirmation/ Goods Receipt Vendor Payment Approve Shopping Cart Purchase Order Create Shopping Cart Funding for PO Based Invoices will be encumbered before the invoice is received Encumbered

19. Training Monday, February 04, 2013 19 Wednesday, December 02, 2015 19 FileNet Integration with SAP FileNet will remain as the Document Management System FileNet will be updated nightly to stay in sync with changes to Vendor and PO information Only Invoices that can be posted based on PO and Vendor validation will be allowed to be sent to SAP FileNet will keep Invoices that require further data evaluation FileNet will link to SAP and will display the scanned invoice automatically when the invoice is worked in Universal Work List

20. Training Monday, February 04, 2013 20 Wednesday, December 02, 2015 20 Filenet Invoice Displayed Alongside SAP

21. Training Monday, February 04, 2013 21 Wednesday, December 02, 2015 21 Account String Crosswalk Accounting Structure Example: Bryson Elementary Fund 001 IFS Object 4310 Org 2589 Program 4170 SAP Fund 010-0000 GL Account 430010 Functional Area IFSSAPChanges Fund Dropt first 0, add a 0 at the end separate with a dash (-) ObjectGL Accountnumbering scheme? LocationCost Center Add a “1” in the last two digits identifies the primary location by “01” or “02” secondary location (i.e., magnet school) ProgramFunctional AreaSACS (Standardized Account Code Structure) Goal-Function-Program Location 2589 Cost Center 1258901 Goal 1110- Function 1000- Program 14170

22. Training Monday, February 04, 2013 22 Wednesday, December 02, 2015 22 Account String Wizard: T-Code ZWZRD

23. Training Monday, February 04, 2013 23 Wednesday, December 02, 2015 23 Work Distribution with SAP Work Distribution for PO Based and Non PO Based: PO Based Invoices: Each processor will be assigned a range of vendors based on name FileNet will automatically assign invoices from those vendors to the processor Non PO Based Invoice: They will go to one general inbox for processing without being assigned

24. Training Monday, February 04, 2013 24 Wednesday, December 02, 2015 24 Course Chapters Chapter Description 1AP Integration with Procurement 2Invoices and Credit Memos Overview 3Travel and Vendor Reporting Overview

25. Training Monday, February 04, 2013 25 Wednesday, December 02, 2015 25 By the end of this Chapter, you will be able to:  Describe Work Distribution with SAP  Describe PO Based Invoice Processing  Describe Non PO Based Process  Describe Credit Memo Processing Chapter Objectives

26. Training Monday, February 04, 2013 26 Wednesday, December 02, 2015 26 PO Based Invoices Invoices that are PO Based will be 3 Way Matched Funding for these POs will have been checked upon creation of the Shopping Cart (Requisition) and Encumbered upon creation of the Purchase Order When posting the Invoice the system will check to see if the quantity or amount that was on the PO has been exceeded. It does not do a funds availability check, the funds have already been encumbered by the PO.

27. Training Monday, February 04, 2013 27 Wednesday, December 02, 2015 27 Invoices Appear in Payer Queue A FileNet PO Based Invoice Processing Invoices Scanned FileNet Invoice Indexed FileNet Invoice Validated FileNet Invoice Sent to SAP Invoice Received in SAP Universal Work List AP Central Clerk Process Invoice MIRO AP Central Clerk Post Invoice MIRO AP Central Clerk

28. Training Monday, February 04, 2013 28 Wednesday, December 02, 2015 28 PO Based Invoice Processing Invoices will be Scanned into FileNet Indexing will continue in FileNet, using established guidelines Invoices will be validated to confirm PO exists and Vendor is created correctly Once validation is complete valid invoices will appear in Payer Queue A The Payer will select invoices they would like to process and will send to SAP using FIFO

29. Training Monday, February 04, 2013 29 Wednesday, December 02, 2015 29 PO Based Invoice Processing continued Invoices will be received in the SAP Universal Worklist ready to be processed The Invoices will be processed and posted in SAP using the FileNet scanned invoice as reference

30. Training Monday, February 04, 2013 30 Wednesday, December 02, 2015 30 Entering a PO Based Invoice

31. Training Monday, February 04, 2013 31 Wednesday, December 02, 2015 31 NON PO Based Invoices Non-PO Based Invoice will have two different processes:  Locations  Accounts Payable Locations will process invoices which will then be routed to Accounts Payable for validation/approval Accounts Payable will have the ability to enter Non PO Based invoices directly

32. Training Monday, February 04, 2013 32 Wednesday, December 02, 2015 32 Non PO Based Invoice Processing - Locations Create Non-PO Based Invoice FV60 AP Site Clerk Approve/Reject Invoice Universal Work List AP Central Clerk Save as Completed Initiates Workflow FV60 AP Site Clerk Invoice Appears in Processing Queue Universal Work List AP Central Clerk Process Invoice Universal Work List AP Central Clerk Additional Approval Universal Work List AP Central Specialist If invoice is Approved and No Additional Approval is required Invoice is auto posted If invoice is Approved and Additional Approval is required Invoice is routed automatically

33. Training Monday, February 04, 2013 33 Wednesday, December 02, 2015 33 Non-PO Based Invoice Processing Non-PO Based Invoices will be scanned and attached to SAP document by User creating the invoice. Attachments can be in the following format:  Word (doc)  Excel (xls)  Emails (msg)  Text (txt)  Image (jpeg, gif, bitmap)

34. Training Monday, February 04, 2013 34 Wednesday, December 02, 2015 34 Non PO Based Invoice Processing - Locations The Site Clerk will enter Non PO Invoice into SAP Upon saving with Save as Completed button it will trigger approval workflow The invoice will appear in the AP Central Clerk’s work queue for review and approval If invoice is approved, SAP will validate if additional approval is required (based on vendor and invoice amount). If additional approval is required, the invoice will be automatically route to AP Central Specialist’s work queue for review and approval. Otherwise, the invoice will post automatically.

35. Training Monday, February 04, 2013 35 Wednesday, December 02, 2015 35 Non PO Based Invoice Processing – Account Payable Create Non-PO Based Invoice FV60 AP Central Clerk Save as Completed FV60 AP Central Clerk Additional Approval Universal Work List AP Central Specialist If No Additional Approval is required Invoice is auto posted If Additional Approval is required Invoice is routed automatically

36. Training Monday, February 04, 2013 36 Wednesday, December 02, 2015 36 Non PO Based Invoice Processing – Accounts Payable This process is performed when a paper invoice is received by Accounts Payable. AP Central Clerk will review and input the invoice in SAP. Upon clicking the Save as Completed button SAP will validate whether a second level approval is required based on vendor and invoice amount. If a second level approval is required, the invoice will be routed to the AP Central Specialist’s work queue for review and approval. If no additional approval is required, the invoice will post automatically.

37. Training Monday, February 04, 2013 37 Wednesday, December 02, 2015 37 Entering a Non PO Based Invoice

38. Training Monday, February 04, 2013 38 Wednesday, December 02, 2015 38 Processing Credit Memos A school or department will receive a credit memo and it will be forwarded to Accounts Payable The Accounts Payable staff will enter credit memo The credit memo will post immediately

39. Training Monday, February 04, 2013 39 Wednesday, December 02, 2015 39 Credit Memo Processing Create Credit Memo FB65 AP Central Clerk Save as Completed FB65 AP Central Clerk

40. Training Monday, February 04, 2013 40 Wednesday, December 02, 2015 40 Course Chapters Chapter Description 1AP Integration with Procurement 2Invoices and Credit Memos Overview 3Travel and Vendor Reporting Overview

41. Training Monday, February 04, 2013 41 Wednesday, December 02, 2015 41 By the end of this Chapter, you will be able to:  Describe the Travel Related Payments Process  Describe Vendor Master Data  Describe Vendor Reporting Chapter Objectives

42. Training Monday, February 04, 2013 42 Wednesday, December 02, 2015 42 Travel Expense Processing Two different Processes for Travel Expenses  Schools  Central Offices AP will enter actual expenses for Schools AP will confirm/approve not enter expenses for Central Office

43. Training Monday, February 04, 2013 43 Wednesday, December 02, 2015 43 Schools Travel Expenses Process Create Estimated Expense Report Procurement Enter Actual Expenses PR05 Central Travel Support Specialist Attach Scanned Documentation PR05 Central Travel Support Specialist School Submits 10.12 with Travel Receipts to AP Expenses Paid in Paycheck

44. Training Monday, February 04, 2013 44 Wednesday, December 02, 2015 44 School Travel Expense Report This process is performed when a school submits a 10.12 to the Procurement office The Procurement office will create an estimated expense report Once travel is completed the traveler will submit 10.12 with receipts to AP AP will enter actuals in the previously created estimated expense report Scanned supporting documentation will be attached The expenses will be paid in paycheck

45. Training Monday, February 04, 2013 45 Wednesday, December 02, 2015 45 Central Office Travel Expenses Process Create Estimated Expense Report Central Office Staff Enter Actual Expenses Central Office Staff Attach Scanned Documentation Central Office Staff Expenses Approved by Head of Organization Head of Organization Expenses Approved by Accounts Payable PR05 Central Office Travel Specialist Expenses Paid in Paycheck

46. Training Monday, February 04, 2013 46 Wednesday, December 02, 2015 46 Central Office Travel Expense Report This process is performed when a traveler submits a 10.12 to their Department Administrative Support Staff The Department Administrative Aide will create an estimated expense report Once travel is completed the traveler will submit 10.12 with receipts to the Department Administrative Aide The Aide will enter actuals in the previously created estimated expense report Scanned supporting documentation will be attached The expenses will be pain in paycheck

47. Training Monday, February 04, 2013 47 Wednesday, December 02, 2015 47 Vendor Inquiries SAP has many reports to aide in finding detailed vendor line item information Reports allow drill down capability Examples of available reports:  Display Vendor Account Line Balances  Display Vendor Line Items

48. Training Monday, February 04, 2013 48 Wednesday, December 02, 2015 48 BASE Training Center Website [http://basetraining.lausd.net] ]

49. Training Monday, February 04, 2013 49 Wednesday, December 02, 2015 49 You have just completed the ….course. Thank you for attending!