IMAGIS Accounts Payable Manual

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1 IMAGIS Accounts Payable Manual Date: January, 2011

2 IMAGIS Accounts Payable Manual Introduction... 4 Section 1: Desk Procedures... 5 Section 2: IMAGIS Batch Processing... 6 Voucher Cycle... 6 Reconciliation... 7 Section 3: IMAGIS Access... 8 Security... 8 Accessing IMAGIS Financials Production Environment... 8 Section 4: Vendor Information... 9 Vendor Search... 9 Vendor Review... 9 Vendor information pages Vendor Add process Regional Headquarters Withholding vendors Section 5: Administration Payment Processing Control Group Set-up Regional Worksites Headquarters Worksites Run a Tape Function Entering Invoices for Payment Administrative Payments Adding a Cheque Message to a Voucher Third Party Payments Returning Cheques to the Department Entering the Last Voucher Postable Voucher by Account report Verifying and Posting of Control Groups Supervisor Worksite Reconciliation Supervisor Reports Payment Look-Up When voucher number is known When voucher number is not known Section 6: Client Payment Processing Overview Entering Invoices for Payment - IS vouchers entered into LISA (Committed) Other payments on behalf of clients (non-committed, payment not entered into LISA) Errors in processing payments entered on behalf of clients Section 7: Specialized Invoice Entry US Dollar Invoice Entry Accountability Framework Agreements Claim Entry Payments Requiring Withholding Code August 31, 2011 Page 2

3 Section 8: Error Correction Before Posting Changes Payment Hold Delete Vouchers Recycled Vouchers (Batch Errors) After Posting Closing Vouchers Credit Invoices (Adjustment Vouchers) Coding Changes Regional Worksites Coding Changes Headquarters Worksites Coding Changes For Vendors Subject to VAT Stop Payments Control Group Deletion Page Errors Section 9: Shortcuts Favorites Navigation Personalizations Customize SpeedCharts SpeedChart usage HotKeys Appendix A Client Category to IMAGIS Program chart Effective April 1, Appendix B Worksite to DeptID Conversion Chart Appendix C Quick Reference Guide Administration payments Appendix D Quick Reference Guide IS Voucher Payments Appendix E Quick Reference Guide Supervisor Review Appendix F Overview of Systems Appendix G - Understanding ChartField Values Appendix H Accrual Coding August 31, 2011 Page 3

4 Introduction This document outlines the procedures for processing payments by an Accounts Payable (A/P) Operator and Supervisor in IMAGIS Financials Production. Further information on E&I s use of IMAGIS systems, processes and procedures can be found at There are many steps to processing a payment. We will outline here the complete procedures common to every type of entry; 1. Receive invoice for payment (including IS Vouchers). 2. Date stamp invoice 3. Determine coding for entry 4. Provide to E/O for signature 5. Create calculator tape of all items that will be entered into IMAGIS (up to 99) 6. Have AP Operator reserve Control Group number from tracking system in WORKSITE (regions only) 7. AP Supervisor will log-on to IMAGIS Financials Production and set-up Control Group with totals from calculator tape ensuring Post Group is deselected from the Accounting tab of the Control Group. 8. AP Operator will then enter invoices for payment using this control group number 9. Print Postable Voucher by Account Report 10. Provide report, invoices and calculator tape to A/P Supervisor for review 11. A/P Supervisor reviews, selects Verified from drop down box on Group Information page and reselects Post Group from the Accounting tab of the Control Group 12. A/P Supervisor completes worksite reconciliation (runs Vouchers Posted to AP next day) 13. A/P Operators files by Control Group date. 14. Accounting Officer Review This manual will focus on the IMAGIS data entry portion of the above list (6-11). IMAGIS process 14 will be covered in another training manual. The desk procedures (1-5) should be followed for every item entered into IMAGIS. A number of appendices have been provided in this manual to streamline the data entry process once training has been completed. These appendices include cheat sheets outlining the data entry process, terminology and other useful information. August 31, 2011 Page 4

5 Section 1: Desk Procedures A review of all invoices should be completed before entry into IMAGIS. This review should be completed for every type of invoice. These desk procedures are as follows: 1. Receive invoice for payment (including IS Vouchers) 2. Date stamp invoice - with date of receipt 3. Determine coding for entry a. Determine the appropriate chartfield coding for the invoice, including account, fund, department ID, program, and project code (if applicable). A review of chartfields and their application is found in Appendix G Note: GST, if approved by the E/O, should be coded separately. If GST is charged and not approved by the E/O, a cheque message should be placed on the invoice when entered into IMAGIS. How to code GST and add a cheque message are covered in Section 5 b. Invoices should be reviewed to ensure it is an original. Any duplicate or photocopied invoices should be searched in the IMAGIS database to determine if they have been previously paid. Once search is completed, a record of the findings should be attached or documented on the invoice c. Invoice numbers should be reviewed to determine if provided by vendor. If invoice number is not provided by vendor, assign a number based on the date of the invoice d. Determine appropriate vendor code to utilize for the vendor who provided the invoice 4. Provide to E/O for signature 5. Create calculator tape of all items that will be entered into IMAGIS (up to 99) 6. Provide total dollar amount and number of vouchers for the group to the AP Supervisor 7. Have the AP Operator reserve Control Group number from tracking system in worksite (For Regional finance only) Control Groups are discussed in Section 5 of this manual Note: each Worksite will maintain their own listing of Control Group IDs and their usage. August 31, 2011 Page 5

6 Section 2: IMAGIS Batch Processing Voucher Cycle The voucher life cycle is the path that a voucher takes through the IMAGIS Accounts Payable system. As the voucher moves through different stages, IMAGIS tracks the status of the voucher at each stage. The following graphic represents the voucher life cycle. Create Control Group Required Optional Update Vouchers Enter Vouchers Delete Vouchers Verify Control Group Data entry Nightly Batch Process Post Control Group Post Vouchers Generate Journals Close vouchers Pay Vouchers Post Payments August 31, 2011 Page 6

7 Vouchers have different statuses for each of the different stages of their life cycle. The status defines the location of the voucher in the voucher life cycle. Stage Status Process Entry Open First-time voucher entered into the system, Postable On saving the voucher, IMAGIS validates data entry, if the validations are met, the voucher status becomes Postable. Recycle If the validations are not met the voucher will have a status of Recycle and requires error correction. Post Unposted When a voucher is available for posting, the post status is Unposted. Vouchers with unposted status are available for editing and reposting. Posted Once the Posting process has been run and the voucher posted, the post status is Posted. Deleted If a voucher is deleted, then the post status is Deleted. Closed If a voucher is closed, then the post status is Closed. Payment Unselected When a voucher is available for payment, the payment status is unselected. Selected for Payment Once a voucher has been selected for payment, the payment status is Selected for Payment. Paid When the voucher has been paid the payment status is Paid. Voided If a cheque is voided, the payment status is Voided. Reconciliation Financial Processes and Reporting reconciles the data entered into IMAGIS daily. This reconciliation process will identify any vouchers in an unposted status after the nightly batch process has run. The Accounting Officer will also track all unposted vouchers, and will be responsible for identification and resolution of the errors. Accounting Officers will require the A/P Operators to correct the unposted vouchers identified to them. August 31, 2011 Page 7

8 Section 3: IMAGIS Access Security Before you will have access to any IMAGIS environment, your Expenditure Officer will need to request your access to the system. The form that needs to be filled out to request your access can be found at: df Accessing IMAGIS Financials Production Environment 1. Start up your Internet Browser by selecting your Internet Explorer Icon. 2. From your homepage, type the URL for IMAGIS on the address line: 3. Press the Enter key The following User Login Screen will be displayed: 4. Enter your GOA User Name and Password. Password will be displayed by the following symbol **********. 5. Select 6. Note: the IMAGIS Financials Production and training environments are available from 8:00am to 5:00 pm from Monday to Friday. August 31, 2011 Page 8

9 Section 4: Vendor Information Vendor Search Vendor information can be found directly in IMAGIS. The preferred method to locate vendor information is through the Vendor Review process. Vendor Review 1. To find existing or requested vendor information, go to; The search criteria will be entered on this page. The more criteria you enter, the quicker the search will be, and provide you with more accurate results. SetID Leave as GOA Vendor ID the system generated number associated with vendors. Name 1 change the parameter to contains and enter some partial information as to the name of the vendor. Name 2 August 31, 2011 Page 9

10 Vendor Status this field can be set to provide only approved vendors that are available for processing. For the different statuses, please see the Vendor Information Pages. Shortname Classification For the different classifications, please see the Vendor Information Pages. Persistence - please see the Vendor Information Pages. Address 1 Address 2 City Country State the province of the vendor can be entered here. Note: the country field above needs to be completed in conjunction with this field. Postal Once the information has been entered, click on the button. The results from the search will be provided. The results include all the address information of the vendor, so multiple instances of the same vendor may be seen, with the connected address information. Note: If the vendor is with a classification of Employee, MLA, POI, and Individuals, only the name will be visible. Most of the information required to select a vendor is provided on the search results. However, if more information is required, it is provided on the vendor information pages (described in the following section). The information pages may be used to review a history of a vendor, what payment methods are set up for a vendor or the payment defaults for the vendor. By clicking on the icon next to the vendor ID, and then selecting the vendor maintenance hyperlink, you will open up a new window for the vendor information pages, as described below. August 31, 2011 Page 10

11 Vendor information pages Vendor specific information is contained on the vendor information pages. Identifying Information Page - shows the classification, the status and the persistence of the vendor. SetID all vendors in IMAGIS are currently set up as GOA vendors. Vendor ID the system generated number associated with vendors. o Online approved vendors have all numerical characters. o One time vendors from Ministry interfaces have alpha characters in the number (ex 21AX123456) o Employee and MLA Vendors are prefixed with 00E Name 1 the full trade name of the vendor. If individual, last name first name. Name 2 the legal name of the vendor if different than name 1 ShortName first 6 characters of first name and 4 characters of second name Classification Vendors are classified in IMAGIS into the types. The current classifications include; o Employee Aligns to IMAGIS HRMS employees, Vendor ID = 00Exxxxxxx (where xxxxxxx is the 7 digit employee number). FOIP applies, limiting the ability to view employee s address, banking information and SIN to individuals with the FOIP role. o Strategic Cross GOA Supplier and Service Contractual Obligations (non-program / client, system controlled). August 31, 2011 Page 11

12 o Provincial Government any provincial office, department, regulated fund, provincial agency, crown-controlled corporation, and commercial enterprises. o Government of Canada any federal related office, department and branch o Municipality any municipal organization like city, town or other district processing corporate existence and usually its own local government o School any institute for the instruction of children or people under college age, including school boards o Post-Secondary any University, College of Technical Institutes o Healthy Authority - any health care services ranging from acute care hospital to community-based residential, home health, mental health and public health services o Individual a single person (non-employee) / client receiving services from GOA. FOIP applies, limiting the ability to view MLA s address, banking information and SIN to individuals with the FOIP role. o Supplier someone whose business is to supply a particular service or commodity, including consultants or contractors. This classification is presently the default for one-time vendor interfaces. o MLA - Aligns to IMAGIS HRMS MLA s, Vendor ID = 00Exxxxxxx (where xxxxxxx is the 7 digit employee number). FOIP applies, limiting the ability to view MLA s address, banking information and SIN to individuals with the FOIP role. o Person of Interest (POI) Non-IMAGIS HCM employees, those that perform work for the GOA, AADAC and AIMCO employees, but not including consultants or contractors. FOIP rules apply, limiting the ability to view the employee s address, banking information and SIN to users with the FOIP role o HCM Third Party indicates the Vendor is a Third Party Vendor from HCM for Employee related deductions, such as insurance carrie rs, taxing authorities, or garnishment payees. Requires Subclass to be chosen (Garn Pay, Gen Deduct, Gen Prov, Ins Prov). Refer to next section for details. Vendor Status this field can be set to provide only approved vendors that are available for processing. o Approved vendors available for voucher processing o Inactive vendors previously approved that have been inactivated, and are not available currently for processing. See Vendor Conversation for additional information o To Archive - Will be used when the GOA implements the delivered data Archiving process and not before. This Status must be selected for vendor information to be archived. o Unapproved vendors that have been requested but have not been approved to date Persistence o Regular for vendors that will be set up for normal use in the system August 31, 2011 Page 12

13 o One Time for vendors that will only be used once. Eg. In Trust For, Estate of o Temporary interface vendors that will only be used once. o Single Pay - Creation of new Single Payment Vendors template is restricted to Service Alberta Vendor Management. This Persistence must be selected in order to create new Single Payment Vendor 'templates' for use in Voucher entry. Single Payment Vendor templates will not be used for EFT payments. Vendor name and address information is entered on the voucher, not in the vendor template. Withholding flag for any vendor that withholding applies to. Eg. Employee and committee vendors August 31, 2011 Page 13

14 Address Page This page holds the information of the address and telephone information for a vendor. Note: if there are multiple addresses for the same vendor, the number of pages will be listed at the top. ** Please note: You will not be able to view this information for vendors with classifications of Employee, MLA, Person of Interest or Individual if you do not have the FOIP Authority security role. August 31, 2011 Page 14

15 Location page This page provides the different types of payment methods that have been set up for the vendor. Note: If there are multiple payment types, the screen will show multiple options on the top left hand side of this screen. Note: this is the screen that will determine the default information that will populate the remit to information on the invoice entry. To see the payment options set up for the vendor, click on the This will bring you to this page; hyperlink. August 31, 2011 Page 15

16 Click on the Additional Payables Options August 31, 2011 Page 16

17 This page specifies the payment method of the vendor (in this case EFT), and any specialized payment handling instructions the vendor may have. Click the button to return to the location page. Click on the hyperlink to view the payment terms for the vendor. Click on Additional Procurement Options August 31, 2011 Page 17

18 Under the Payment Terms ID the payment terms for the vendor are identified. The default value is 30 days payment after the invoice date. If this is different, the terms would be specified in this field. The Currency Information will be defined if a currency other than the default of Canadian in used. Click the button to return to the location page. Vendor Add process Regional If, after the Vendor Lookup has been completed, the vendor has not been located, fax a copy of the vendor invoice and a voided cheque from the Vendor to the Accounting Officer/ Financial Assistant. The Accounting Officer/ Financial Assistant will review the invoice and IMAGIS to determine whether the vendor should be added. Once the Accounting Officer/ Financial Assistant has determined that the vendor should be setup, they will input the information into IMAGIS and notify Service Alberta to review the vendor and setup the EFT (with the voided cheque information). Once approved by Service Alberta, the vendor invoice can then be paid. Headquarters If, after the Vendor Lookup has been completed, the vendor has not been located, complete the Vendor Add and Maintenance form found at MyAgent under the Purchasing site. August 31, 2011 Page 18

19 Once the form has been completed, attach all required supporting documentation (outlined on the form), obtain AP Supervisor authorization and send to Service Alberta for processing. Note: Service Alberta will not add or change vendors without the signature of the AP Supervisor. Once Service Alberta has entered and approved the vendor, the invoice can then be paid. Withholding vendors If a vendor will receive payments that need to be recorded as a taxable benefit, the vendor must be set up as a withholding vendor. The tax code that will be used for this vendor (withholding code) must be provided, as well as the SIN number for the individual, or the business tax number. For the types of payments that require withholding, please review the Specialized Invoice Entry Payments Requiring Withholding Codes section. Section 5: Administration Payment Processing All payments created for E&I in the IMAGIS system require the following steps; 1. AP Supervisor sets-up Control Group with totals from AP Operators calculator tape (deselect Post Group on Accounting tab and Assign Control Group to AP Operator) 2. AP Operator enters invoices for payment 3. AP Operator prints Postable Voucher by Account Report 4. Control Group Verified and Posted by the A/P Supervisor once reviewed 5. Worksite Reconciliation by the A/P Supervisor August 31, 2011 Page 19

20 This section will outline the processes for each one of these steps. Control Group Set-up Control groups are a mechanism for maintaining checks on voucher entry accuracy. Control groups provide a way of dividing voucher entry into manageable, verifiable pieces. Control Groups can be used to divide vouchers entered for review by the appropriate Supervisor. For example, Income Support (IS) vouchers can be entered separately from the A/P Invoices, for reporting and review by different Supervisors. Control Group numbers must be unique. Regional Worksites are assigned a distinct office number for use in LISA. Headquarters worksites do not enter client information into LISA or process IS vouchers and consequently are not assigned a worksite number. Therefore Headquarters worksites will use a different procedure than the Regional offices to assign Control Group ID s. The process for Headquarters worksites is covered at the end of the Control Group Setup section: A/P Supervisor Procedures 1. Enter the Control Group set-up screen Menu path Accounts Payable Control Group Group Information 2. Select the Add a New Value tab 3. Select the correct AP Business Unit (should default correctly) and enter your assigned Control Group ID. At this point the process for assigning the Control Group ID numbers for Regional Worksites and Headquarters worksites differ. R egional Worksites 4. Control Group ID s will be based on your Worksite number, and controlled through your Worksite. The format of the Control Group will be as follows; WORKSITE#AA e.g. 343CD August 31, 2011 Page 20

21 5. Click the button. This will forward to the Control Group entry page 6. Enter the total number of vouchers (maximum 99 and the dollar value in the Gross Amount field 7. Change the status to Assigned 8. Assign the Control Group to the AP Operator s ID who will be using the Control Group. Operator ID s must be viewed through the Magnifying Glass button next to the field. 9. Click on the Accounting Tab and deselect Post Group (currently the default is set to Post Group selected). This ensures that the control group will remain unposted until you have the Postable Vouchers by Account report and all invoices reviewed for accuracy. August 31, 2011 Page 21

22 10. Click on the button. The Control Group is now set-up and ready to receive vouchers. Headquarters Worksites The steps to access the Control Group Page are outlined in the beginning of this section for Control Group Setup. 1. After selecting the correct AP Business Unit (095G) note that the Control Group ID field defaults to NEXT. Do not change the default setting. The A/P Supervisor will click the button. This will forward to the Control Group entry page. 2. Follow steps 6 through 9 for data entry as outlined in the Regional Worksites process above. August 31, 2011 Page 22

23 3. The assignment of the auto-numbered Control Group ID will take place once the button is clicked. Write the Group Control ID number down and provide it to the AP Operator as later in the process it will need to be recorded on the Postable Vouchers By Account report. August 31, 2011 Page 23

24 Run a Tape Function The AP Supervisor can have IMAGIS produce the total amount of vouchers you are reviewing by using the Run a Tape function found under the Control Totals section. This is enabled by checking the box, which provided you with a tape to enter your invoice totals into. The gross amount and number of voucher fields become unavailable in this feature, as the amount and number is determined by the tape. You enter the amount of th e invoices, clicking on the button to add additional items. Once all the vouchers have been entered, complete the control group as described previously. August 31, 2011 Page 24

25 Entering Invoices for Payment Administrative Payments All administrative payments for the worksite will be entered into IMAGIS Financials Production ( Headquarters worksites will use a different procedure than the Regional offices to assign Voucher Numbers. To enter administrative payments, follow the following steps; A/P Operator Procedures 1. Enter the voucher entry screen Menu path Accounts Payable Vouchers Add/Update Regular Entry 2. Enter the appropriate information into the required fields. The information required includes; Business Unit (mandatory) select correct Accounts Payable Business Unit. This should default to the BU you have authority to enter vouchers for Voucher ID (mandatory) enter the appropriate Voucher ID. For Regional offices this is based on Control Group ID+## e.g. 343CD01. Headquarters worksites will use the auto-numbering functionality within IMAGIS, leave as NEXT. Voucher Style (mandatory) Regular Voucher Control Group ID will default to open Control Group if not entered Short Vendor Name leave blank Vendor ID the Vendor ID Vendor Location leave blank: : default location will populate upon entering Vendor ID. If you know the location is other than the default you can override this now and it will save filling out multiple areas later Address Sequence Number leave blank: default address will populate upon entering Vendor ID. If you know the address sequence is other than August 31, 2011 Page 25

26 the default you can override this now and it will save filling out multiple areas later Invoice Number as provided on the invoice Invoice Date enter the invoice date or use the calendar key Gross Invoice Amount enter the total amount of the voucher to be paid Note: All fields with the values. button can use the Lookup function for valid August 31, 2011 Page 26

27 Regional offices Voucher ID is based on Control Group ID Headquarters use auto-numbering, leave as NEXT, The assignment of the auto-numbered Voucher ID will take place once the button is clicked. 3. Once all the information has been entered, click on the button 4. The System will forward you to the Invoice Information Page August 31, 2011 Page 27

28 5. This page contains information on; Vendor information contains the vendor name, location number and address. Vendor s addresses are the mailing address used for the vendor, and the locations are the different payment options available for the vendor. This information can be modified for this voucher to choose the correct location and address. This section also provides in-depth Vendor lookup functions by using the Magnifying Glass button or the Advanced Vendor Search hyperlink (see Vendor Lookup Section). Note: if the address or location number for a vendor is changed on this panel, it will also need to be changed on the Payments tab to ensure the payment is processed correctly. Invoice contains the information on the invoice you entered on the previous page. Invoice Receipt Date is no longer a mandatory field. The Pay Terms can be changed on this panel if required. Note: if the total Invoice amount was not entered on the Invoice Entry page, it must be entered in the Invoice Total, Invoice Lines extended amount and the Chartfield amount fields. Invoice lines contains the information on the distribution of the invoice. A speed chart (see Speed Chart section) can be selected in this area (if setup) to automatically fill in the correct chartfield information in the distribution line section. August 31, 2011 Page 28

29 Distribution lines identifies the chartfield information this voucher will be charged to. Chartfield terminology is contained in Appendix G. The following information must be entered, based on the coding determined before entry: o Account o Fund 01 (except for Accruals, GST and capital purchases see below). o Department enter the appropriate DeptID based on the Worksite (Appendix B) o Program o Project this is an optional field for a project code when applicable. (for regional payments for Clients AP operators will be using the POA) An example of use is for all DRES payments and exposure courses. Please refer to the EI Account Codes list for appropriate use. o Chartfield 1 - this is an optional field for a Ministry defined Chartfield when applicable. (for regional payments to Clients, AP operators will be using the Need Code) o Chartfield 2 - this is an optional field for a Ministry defined Chartfield when applicable. (for regional payments to Clients, AP operators will be using the Client File Number) o EmplID - this is an optional field for an Employee ID (without the preceding 00E ) when applicable. o All other fields are left blank. NOTE: GST should have separate coding for entry, if authorized by the E/O. To add a distribution line, click on the button at the end of the line. You will be prompted on the number of lines you would like to add. The coding for GST will be account code , fund 00, DeptID 0000, and program NOTE: Previous year payments (accrual payments) require different coding for accounts and funds. Accrual account codes and associated Expenditure account codes are found in Appendix H. The fund used for these types of payments is always 00, but the program, DeptID and project codes remain the same. 6. Once all this information has been entered and reviewed, click on the button appearing on the bottom of the screen. The voucher is now scheduled for batch processing overnight, where it will go through various screening processes, and will be posted if all the information entered on the voucher is valid. A payment for the vendor will be created according to the vendor payment terms and cheque run. Cheque runs occur every Tuesday and Friday nights. Vendor terms are set up with the vendor to determine when the payment for the vendor will be created. For example, if a vendor has a 30-day payment terms, the payment will be created in the cheque run immediately following 30 days after the invoice date. 7. For Headquarters: Write the Voucher ID number down on the invoice. This is for audit trail purposes and reference. August 31, 2011 Page 29

30 Adding a Cheque Message to a Voucher Once the invoice information is entered, you may add a message onto the payment by following the attached steps. 1. From the payment tab of the voucher enter message into the box. 2. A common message that may be added if a vendor has charged EI GST is GOA is GST Exempt R Another common message added by HQ operators is For inquiries call identifying the worksite number. 3. To add another voucher to the Control Group, click on the button at the bottom right hand of the page. August 31, 2011 Page 30

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32 Third Party Payments Vouchers can be remitted to different vendors on behalf of the original vendor. This is accomplished by changing the Remit To Vendor on the Payments page. You would change the fields marked Remit to and select the correct location and address, as you would a normal vendor. The Remit To Vendor will automatically default to the vendor selected in the voucher. Note: If the Vendor ID has a classification of Employee, MLA, or PrsInt, the Remit Vendor cannot have a classification of Employee, MLA, PrsInt or Individual Returning Cheques to the Department If you would like a cheque returned to the department, you must enter the correct payment handling code on the Payment panel. The handling code will be changed from ML to RE. The cheque identified will be returned to the cash office, and then the cash office will contact the Accounting Officer for the AP Business Unit. Therefore, ensure that the Accounting Officer is aware of the request to return the cheque to the department. Entering the Last Voucher When the last voucher is entered into a Control Group, an edit message appears, informing you that this voucher will balance the Control Group. Select the button to post this voucher to the current Control Group, and then your supervisor can reconcile and verify the Control Group. August 31, 2011 Page 32

33 Postable Voucher by Account report Once the vouchers have been entered, the Postable Voucher by Account report must be run and attached to the invoices for review by the A/P Supervisor. AP Operator must reconcile the manual calculator tape to the total in the Postable Vouchers by Account report. The following steps must be followed to create the report. 1. Select Accounts Payable Reports Vouchers Postable Vouchers by Account 2. You will be prompted to enter a Run Control ID. A Run Control ID is used to save the parameters entered for a particular report which can be used or updated every time the report is produced. The Run Control ID that you create is unique to your User ID. NOTE: The first time you run a report you will have to Add a New Value. Any subsequent runs of the report you can simply type or search for the Run Control from the Find an Existing Value tab. 3. Enter the new Run Control Name in the Run Control ID field and Select the Add button when complete. NOTE: In order to identify which Run Control ID belongs with a particular report, it is good practice to name the Run Control ID the same as the report. This will allow you to easily remember the Run Control ID you can use the next time you run the same report. No spaces are allowed when naming a Run Control ID. August 31, 2011 Page 33

34 4. The parameter screen will appear. You can enter in parameter values, or you can select the magnifying glass next to each parameter to lookup particular values. To restrict the output of the report, you want to enter the following Parameters: Business Unit: e.g. 095G Date Entered From: Today s date Date Entered To: Today s date Operator ID: select the to look up your operator ID. Select the Save Button to save your parameter values for this Run Control ID. The next time you select this Run Control ID these parameters will appear. Sele ct Run Button when complete 5. The Process Scheduler Request Screen will appear: August 31, 2011 Page 34

35 Server Name: Leave blank, as the correct server will be automatically selected Recurrence: Leave blank Time Zone: Leave blank Run Date: Use default date Run Time: Use default time Select the Check Box next to the Postable Vouchers by Account report Type: Select Web from the Drop Down Box Format: Select PDF from the Drop Down Box Select OK button when complete. 6. You will automatically return to the parameter screen. The report is now running on the server, as shown by the process instance number that appears on the screen. 7. To go to the Report Manager; Click on the Report Manager hyperlink in the parameter screen. August 31, 2011 Page 35

36 8. When you enter the Report Manager, it will display the List or Explorer Tab initially. Click on the Administration Tab. 9. The Report Manager will display all reports requested (by you) for the past 24 hours. Locate the requested report. The report will pass through processing stages of Queued, Processing, Generated, Posting, and Posted. Select the button on a regular basis, to update the processing status of the report. 10. Once the Status has changed to Posted, the Details hyperlink will also become available. Select the Postable Vouchers by Account hyperlink. August 31, 2011 Page 36

37 11. Your report will appear as follows. If you wish to save this file to a directory or print it use the icons directly above the report. 12. Attach the report with all the invoices and provide them to your AP Supervisor for review and posting. August 31, 2011 Page 37

38 13. AP Supervisor Procedures Verifying and Posting of Control Groups Once all the vouchers for the Control Group have been entered, the Control Group can be verified. Note: Control Groups must be verified by the A/P Supervisor before 4:30pm. 1. The AP Supervisors review should consist of checking the details of the vouchers, such as the vendor ID, chartfield coding, gross dollar amount, the distribution and ensuring cheque messages are entered and EO approval is in place 2. Once you have reviewed all backup return to the Control Group page (path Accounts Payable Control Group Group Information) and Find an Existing Value tab enter the appropriate BU and Control Group value. This will take you back to the Control Group entry page. 3. Use the Run a Tape function in the control group to enter your invoice total. You can view all the vouchers entered, their totals and status of the vouchers by clicking on the Voucher tab. August 31, 2011 Page 38

39 4. If all the vouchers have been entered correctly, the Differences portion of this page will be 0. If the group is balanced, change the status to Verified on the Assignment tab. NOTE: you can only verify the control group if there are no differences. 5. Once verified you will need to reselect Post Group on the Accounting tab. Click the Button. August 31, 2011 Page 39

40 Supervisor Worksite Reconciliation Reconciliation of the amounts approved and posted in the Control Groups and the amounts that were processed in the nightly batch run will be done the day after the posting of the Control Group. This reconciliation will ensure that the control group amounts, details and number that the Supervisor approved the day before are what posted in IMAGIS in the nightly batch process. The Supervisor will run the Vouchers Posted to AP Report and reconcile this to the Postable Voucher by Account report from the previous day. The voucher amounts and numbers of the Vouchers Posted to AP report by Operator should reconcile to the Postable Voucher by Account report. Items that do not appear on the Vouchers Posted to AP report could include: Vouchers in a recycle status Deleted vouchers (these will also not appear on the Postable Voucher by Account report). The Vouchers Posted to AP report should be attached to the Control Group before the group is returned to the A/P Operator for filing. The running of the Vouchers Posted to AP report follows the same process as the running of the Postable Voucher by Account report, however in the IMAGIS Reporting database. 1. The URL for IMAGIS Reporting database is: 2. Press the Enter key The following User Login Screen will be displayed: August 31, 2011 Page 40

41 3. Enter your GOA User Name and password (same as MyAgent). 4. Select 5. The location of the report is Accounts Payable Reports Voucher Vouchers Posted to AP. Note: a new Run Control ID should be set up for this report the first time you run it. 6. Enter the parameters for the report. Note: This report will be run by A/P Business Unit (Region) and the date the Control Group was posted (previous day). 7. Save the Run Control ID. 8. Run the report by clicking the button. 9. View and print the report under the Report Manager. 10. Reconcile the Vouchers Posted to AP report by Operator to the Postable Voucher by Account report as per the parameters listing at the beginning of this section. All discrepancies should be investigated and reported to the Accounting Officer. 11. Initial the Vouchers Posted to AP report and attach it to the Postable Voucher by Account report, return to Operator for filing. August 31, 2011 Page 41

42 Supervisor Reports There are reports that an A/P Supervisor may find useful for the review of payments or vouchers in the IMAGIS system. These reports are available in IMAGIS Financials Reporting and include; Payments on hold provides a listing of payments that are currently on hold per A/P Business Unit. Postable vouchers Vouchers entered that are available for posting in nightly batch process. This report can be restricted by Operator ID or by A/P Business Unit. Recycled vouchers Lists vouchers in a recycled status. Vouchers will be in a recycled status if they did not pass one of the nightly edit checks. Unposted vouchers lists vouchers that did not pass the budget checking process. The process for running reports in IMAGIS is consistent. Please refer to the Postable Voucher by Account reports section on how to run reports. Payment Look-Up Payments on vouchers can be viewed directly in IMAGIS. Payment runs in IMAGIS are Tuesdays and Fridays, and vouchers can be entered and approved by 4:30 pm the day of the payment run to be included. When voucher number is known 1. Enter the voucher entry screen Menu path Accounts Payable Vouchers Add/Update Regular Entry 2. Select the Find an Existing Value Tab. 3. Enter the Voucher ID and/or the Invoice Number. Note: the quickest results will occur when the voucher ID is entered. August 31, 2011 Page 42

43 4. Click the button. 5. This will take you to the Voucher information panels. Select the Payments panel. August 31, 2011 Page 43

44 Note: Payment Reference ID will only be available once a cheque/eft has been generated. This panel holds the information on the payment terms for the voucher, including the vendor location, address information, payment method and details. The Payment Options section holds the information on when the payment was created, including the reference number. To investigate the payment further, click on the hyperlink. This will forward you to the Payment Inquiry screen. Ensure that in your search request you use Bank Set ID of 176 August 31, 2011 Page 44

45 This screen contains the information on how the payment was created and reconciled. Reconciliation is when IBM reconciles the cashing information back to the original payment request. IBM receives a daily file from IBM for cashed cheques. The reconciliation for EFT s can take up to 12 weeks from the date of payment, as it is assumed that direct deposits are complete unless a reject is received from the bank. To view the values included in the payment, click on the Payment Reference ID hyperlink. This will forward you to the payment information page, which will also include the payment clear date if the item is reconciled. August 31, 2011 Page 45

46 This page contains detailed information about the payment created for this vendor, when it was created, where it was sent to, and if it has cleared. The bottom of the page will display all the vouchers included in this payment including the invoice numbers associated with the vouchers. Note: Payments to vendors are consolidated payments for all Ministries. Therefore the total of the payment may be higher than the amount of the voucher entered. Payment Clear Date this is the date the cheque was cashed. August 31, 2011 Page 46

47 When voucher number is not known 1. Menu path Accounts Payable Review Accounts Payable Info Payments Payment 2. On the Payment Inquiry page enter the reference ID that appears on the cheque stub or the EFT payment advice. Ensure the Bank Set ID is set to 176 August 31, 2011 Page 47

48 3. Click the button. 4. The system will provide the Payment Inquiry Results. Click on the appropriate reference ID hyperlink. 5. This will bring you to the payment information page, to provide you with the same information as found in the section above. This page contains detailed information about the payment created for this vendor, when it was created, where it was sent to, and if it has cleared. The bottom of the page will display all the vouchers included in this payment including the invoice numbers associated with the vouchers. Estimated Settlement Date this is the date that the EFT will be (was) deposited into the vendor s bank account. Payment Clear Date this is the date the cheque was cashed. August 31, 2011 Page 48

49 Section 6: Client Payment Processing Overview Different types of client payments are entered into IMAGIS directly for payment. These include DRES, IS Vouchers, medical and funeral payments. DRES payments are entered as regular invoices, with some special considerations, and these are outlined in the section entitled Section 7 Specialized Invoice Entry Payments Requiring Withholding Code. IS Vouchers are entered into IMAGIS for payment to the vendor. The process that client payments go through to update Payment History with the information contained in the Invoice or IS Voucher is outlined in the diagram below; A/P Operator IMAGIS LISA Other client related Payments Are validated in CCD Committed Vouchers Matched against data From LISA Payment History District Office IS Voucher records that have been entered into LISA will be entered into IMAGIS voucher (outlined below) by the A/P Operator when the IS Voucher is received for payment from the vendor. The IS Voucher number (S00) entered into IMAGIS will be matched against the record in LISA, and the payment information will be updated in Payment History overnight. Data entry into IMAGIS is extremely important and will be emphasized through this section. All payments on behalf of clients in IMAGIS should be checked for accuracy in entry. August 31, 2011 Page 49

50 Entering Invoices for Payment - IS vouchers entered into LISA (Committed) All payments created for E&I in the IMAGIS system require the following steps; 1. AP Supervisor sets-up Control Group with totals from AP Operator s calculator tape. 2. AP Supervisor Assigns Control group to AP Operator and deselects Post Group on Accounting tab of Control Group Information 3. AP Operator enters invoices for payment 4. Print Postable Voucher by Account Report 5. AP Supervisor reviews Control Group backup goes into Control Group in IMAGIS, verifies the status and reselects Post Group on the Accounting tab. 6. Worksite Reconciliation by the A/P Supervisor. The basic entry for the IS Vouchers is the same as for a regular invoice, with some changes. These changes will be outlined in this section. The information for the payment of the IS Voucher needs to be entered into IMAGIS similarly as an invoice. IS Vouchers can be entered in the same Control Group as Administration Payments or in a separate Control Group, depending on the business process of the Worksite. Follow the Administration payment process, with the following changes. Invoice Number Invoice is the 18S Authorization and Invoice (IS voucher) number issued from LISA. This number must start with an S and be entered exactly as it appears on the voucher, otherwise Payment History will not be updated and corrections will be required. August 31, 2011 Page 50

51 August 31, 2011 Page 51

52 Distribution lines identifies the chartfield information this voucher will be charged to. The following information needs to be entered: o Account for IS Vouchers will always be o Fund for IS Vouchers will always be 01 (excluding GST) o Department enter the appropriate DeptID based on the Worksite (Worksite to DeptID is provided in Appendix B) o Program enter the appropriate Program Code based on the client category as follows (Client Category to Program is provided in Appendix A) o All other fields are left blank; 1. The information on this voucher will be extracted from the IMAGIS system, matched to the client information from LISA and loaded into Payment History overnight. 2. If an IS Voucher already entered into IMAGIS has been resubmitted for payment for the remainder of the IS Voucher, the Invoice Number should be suffixed with a *. Otherwise the system will give you a duplicate invoice error message and not allow you to use the invoice number again. Note: you would need to enter CF1 (need code), CF2 (client file number) and POA if the * is used. 3. If a vendor has submitted a IS voucher more than authorized, you will need to receive E/O signatures for the overage. The voucher can then be entered with the higher dollar amount. 4. A/P Supervisors should be reviewing the IS Voucher numbers for accuracy of entry on the Postable Voucher by Account Report. August 31, 2011 Page 52

53 Other payments on behalf of clients (non-committed, payment not entered into LISA) This process is used for IS/ AISH/ Learner clients related payments which have not been e ntered in LISA (e.g. IS voucher has been identified as Not Entered into LISA or an invoice has been received directly from a medical or funeral service provider). The invoice is entered into IMAGIS identifying the needs code, period of assistance and client file number. 1. Follow the instructions outlined in the previous section, and add the following additional information on the Invoice Information Page. 2. Under the Distribution Lines area, you will also need to identify the client information associated with the voucher. 3. Enter the following client information; Project Year and POA (no spaces) format YYYYMM identified as active for client Chartfield 1 - Needs Code Chartfield 2 - Client file number format , must be 7 digits, therefore if less than that, add 0 s at beginning The remaining fields are left blank. NB: Data entry accura cy is EXTREMELY important in these fields, as this is what will be updating Payment History. A/P Supervisors should be reviewing this information for accuracy. If there are more than one need codes on the voucher, additional Distribution Lines must be added, and separate need codes need to be entered. To add a distribution line, click on the button at the end of the line. You will be prompted on the number of lines you would like to add. August 31, 2011 Page 53

54 Once a distribution line has been added, additional client information can be broken down by need code under Chartfield 1. The total amount for the invoice lines must equal the total amount for the voucher. Once all this information has been entered and reviewed, click on the the bottom of the screen. button on Errors in processing payments entered on behalf of clients When a IS Voucher number is entered into IMAGIS incorrectly, it could be matched to the wrong LISA record and details will be sent to the incorrect file in Payment History. If the IS voucher number is entered incorrectly in IMAGIS and does not match to a LISA record, the payment will reject from Payment History and a correction will need to be made. For incorrect payments in the Regions a journal will be entered by Regional Financial Services. For Headquarter, or errors at CDS the journal will be prepared and sent to Service Alberta for journal upload. Therefore, it is extremely important that the IS Voucher number is entered correctly and verified by the A/P Supervisor, as otherwise errors in matching may occur. Payments on behalf of clients that have not been entered into LISA will be entered into IMAGIS with the client information attached by the A/P Operator when it is received for payment from the vendor. The input of the invoice into IMAGIS must contain all of the client information required for updating of Payment History, and will not be matched against the IS voucher entered into LISA. There are a number of potential errors that can occur in the entry of client information in IMAGIS; If the client file number is entered into IMAGIS incorrectly, and the file is invalid in Payment History, the voucher will reject in Payment History. A journal entry will be required to correct the error and update Payment History. If the file is not active for the period of assistance entered into IMAGIS, the voucher will reject in Payment History. A journal entry will be required to correct the error and update Payment History. If the file number is entered into IMAGIS incorrectly, but it is a valid file number for the period of assistance entered, the voucher details will go the wrong file number in Payment History. Therefore, it is extremely important that the client information entered into IMAGIS is entered correctly and verified by the A/P Supervisor, otherwise errors in updating Payment History may occur. August 31, 2011 Page 54

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