CBS Accounts Payable Overview
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1 CBS Accounts Payable Overview
2 The Big Picture ESPS GTA AP Std Interface Travel Manager ORSI/ C-STARS Interface* VMS/CCR Interface* Commerce Business Systems NFC Employee Data Payment Management Accounts Payable Accounts Rec vble/ Reimbursable Agreements Commerce Purchase Card System (CPCS) Bankcard Cost Allocation CFS Budget Execution General Ledger Grants/ASAP Property *Planned for FY 2006
3 What does it do?» Records, monitors, and controls all activities related to the expenditure and disbursement of funds. How does it work?» A series of maintenance, transaction, lookup, report and program screens, enables users to process payments for goods and/or services while tracking the progress of each document through the disbursement process
4 Maintenance screens» Record information the system requires to process transactions, reports, and programs - For example, information about individual vendors is recorded in the vendor maintenance screen (PM002). This information is required by the vendor invoice transaction screen (PM003) in order to process an invoice. Access to maintenance screens is limited to designated CFS users Transaction screens» Enable users to process individual transactions or documents - For example, the vendor invoice transaction screen (PM003) records the information necessary to process an invoice for disbursement
5 Lookup screens» Enables users to query the database for specific information and view the results - For example, the FM017 Obligation Document Lookup Screen is used to query detail transactions that have impacted a particular obligating document such as a purchase order Report screens» Kick off canned CFS reports - For example, the PM102A Vendor Invoices Released for Payment report captures invoices by user and date range that were scheduled for payment
6 Quick Reports» A series of commonly used SQL queries which have been formatted into reports that can be printed out or ed e to the requestor. New reports can be added based on user specification in a relatively short time frame. - For example, the Accounts Payable Obligation History Report tracks all approved transactions linked to an obligation Program/document screens» Used to process information by selecting new groups of records, manipulating these selected records, and/or processing reports. Programs are created to automate processes that are performed regularly - For example, the PM206 Create Host to Host Disb File prepares a file of scheduled invoices to be transmitted to Treasury for disbursement
7 Commitment Process (FM030) Acceptance Process (PM031) Currently not in use Accounts Payable Overview Process Flow Obligation Reverse Receipt Process (PM034) (FM040/FM041) Estimate Receipt Accrual Process PM050 (PM030) Reverse Estimated Accrual (PM054) Acceptance Process (PM031) Void Invoice (PM044) Accomplish IPAC Invoice (PM041) Process (PM003) Disbursement PM006 Process (Document Level Accomplish PM102/103 Cost Schedule PM206 Adj) (PM005)
8 Invoice Matching criteria is defined for each document type as follows:» No-Match - No prior obligation exists. Invoice is initial point of entry into CBS» Two Way Match - Invoice data matched with FM040 Purchase order» Three Way Match - Invoice data matched with FM040 Purchase Order and PM030 Receiving Ticket» Four Way Match - Invoice data matched with FM040 obligation, PM030 Receiving Ticket, and PM031 Acceptance
9 General Ledger Impacts» Approval of a transaction screen in CFS triggers a posting to the GL based on transaction codes set up in the General Ledger Module» Each screen generates a different GL posting based on transaction information such as object class, direct or reimbursable projects, etc
10 Accounting Events by CFS Screen» FM030 Request for Products and Services Screen - Records a commitment transaction» FM040 Purchase Order Transaction Screen - Records an undelivered order» PM030 Receiving Ticket Transaction Screen - Records an accrual transaction» PM034 Reverse Receiving Ticket - Reverses accrual created by PM030
11 Accounting Events by CFS Screen cont d» PM050 Estimated Accrual - Records an accrual transaction No or two way matched document» PM054 Reverse Estimated Accrual - Reverses an accrual created by a PM050» PM003 Vendor Invoice Transaction Screen - Records an accrual transaction No or two way matched document
12 Accounting Events by CFS Screen cont d» PM044 Void Vendor Invoice - Reverses an accrual created by a PM003» PM102/103/206 Disbursement - Records posting for discounts, interest penalties, retainages - Records posting to move from Accounts Payable to In Transit» PM005 Accomplish Treasury Schedule - Records posting to cash - Records posting to move from Unpaid to Paid» PM041 Accomplish IPAC - Records posting to cash - Records posting to move from Unpaid to Paid
13 Accounts Payable Overview Example Walkthrough Processing a 3-way 3 Match Obligation Originating from the FM040 Purchase Order Transaction Screen
14 Maintenance Tables
15 Maintenance Tables
16 Maintenance Tables
17 Vendor Maintenance
18 Purchase Order Transaction Screen
19 Receiving Ticket Transaction Screen
20 FM017 Obligation Lookup
21 Vendor Invoice Transaction Screen
22 Vendor Invoice Transaction Screen Treasury Schedule No
23 Vendor Invoice History Screen
24 Vendor Payment Lookup Screen
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