Non-Governmental Grants Information

Transcription

1 Accounts Payable Matching Processing Non-Governmental Grants Non-Governmental Grants Information Entering Matching Invoices Applying Key Matching Concepts Processing Invoice Exceptions Obtaining Signature Verification Converting Units of Measure Processing NGO Grants Adjusting Payments Manually Closing PO Lines Disclaimer: This material was developed to aid the NCAS agencies in cooperation with Office of the State Auditor (OSA), to record and track non-governmental grants in NCAS in consistent matter. Detailed nongovernmental grant contract number (NGO contract) must be recorded in NCAS according to a numbering convention for grant contracts established by OSA and your agency. The grant contract numbering convention will be described in detail in the course of this training. Agencies must ensure that the procedures and processes established herein are adhered to by the proper personnel. Overview The Capturing Non-Governmental Grants Information modification to NCAS was developed to aid NCAS agencies and OSA in recording and tracking Non-Governmental (NGO) grants. a structurally valid grant contract number must be referenced for each NCAS purchase order line and invoice line that references an NGO grant account. The grant program staff at each agency is responsible for the creation and distribution of NGO grant contract numbers. The NGO grant contract number is recorded on the purchase order line (PL1) screen by the buyer when an NGO grant account is used. Once recorded on the PO line, the grant number defaults to all corresponding invoice lines, lessening the chances of keying errors by the AP staff, which provides a time saving mechanism. Likewise, for direct invoices, the NGO grant contract number is recorded on the IWS-1T screen on the invoice line when an NGO grant account is used. The staff affected most by this process is: NGO Grant Program Staff Purchasing Staff Accounts Payable Staff The reports section includes detailed information that describes how to review report information associated with the job duties. Use these reports after training as a reference to review and correct any information related to the use of the NGO grant contract number in NCAS. These reports should be reviewed daily. Office of the State Controller 149 NCAS Training.13 - February 9, 2009

2 Accounts Payable Matching NOTES NGO Grants Process Overview Processing Non-Governmental Grants Establishing the NGO Grant Contract Numbers All state agencies must establish NGO grant contract numbers in accordance with OSA (Office of the State Auditor) requirements (numbering convention). Agencies should rely on OSA and their own grant program staff and management to aid in the establishment and processing of the NGO grant transactions. Recording the NGO Grant Contract Numbers and Accounting Distributions All state agencies must record NGO grant contract numbers and related accounting distributions in the designated fields in accordance with OSA requirements. State agencies must record and regularly review the NGO grant contract numbers in NCAS modules throughout the year to maximize the accuracy and relevance of the output files. As previously mentioned, when a PO is created, the NGO grant contract number MUST be recorded on PO line (PL1) in the VENDOR ITM NO. field to default to all corresponding invoice lines. For direct invoices, the NGO grant contract number MUST be recorded on the invoice line (IWS-1T) in the ITEM NUMBER field. In either case, an NGO grant accounting distribution MUST be recorded concurrently with the NGO grant contract number. Correcting the NGO Grant Contract Numbers and/or Accounting Distributions The next step after recording and reviewing the NGO grant contract numbers is to make necessary corrections as needed. This process involves either/both of the following options: Correcting the NGO grant contract numbers Correcting the NGO grant accounting Establishing NGO Grant Numbers An NGO grant contract number is a number established by your grant program staff based on OSA s numbering convention. The program staff in turn provides the NGO grant contract number to the Purchasing and Accounts Payable staff to use with NGO grants accounting distributions. Office of the State Controller 150 NCAS Training.13 - February 9, 2009

3 Accounts Payable Matching Processing Non-Governmental Grants The NGO Grant Contract Numbering Convention The NGO grant contract number is comprised of 15 alphanumeric characters (letters and numbers). Neither special characters nor blank fields are allowed. The NGO grant contract number must meet the numbering convention (structurally valid) to be used in NCAS. NOTES The following characteristics of the numbering convention of the NGO grant contract number are listed below: Field 1 Must be P (purhcase of service) or G (grant) - alpha only Field 2 Fields 3-5 Fields 6-10 Fields Fields Must be 1 (individual), 2 (non-profit), or 3 (for profit) - numeric only Must begin with 0 (zero) followed by your agency s 2-digit company number, i.e., 14 for OSC - alphanumeric Sequential grant contract number, supplied by your agency - alphanumeric) Last 2 digits of the Stat s fiscal year in which grants were awarded - numeric only Specify the program for each grant, supplied by your agency - alphanumeric The NGO Grant Accounts Invoices entered online into the NCAS AP module using the NGO grant accounts listed below currently require a grant contract number that meets the structure validation criteria: 536CAA Cost Reimbursements to NGOs. 536DAA Formula Grants to NGOs. 536EAA Discretionary Grants to NGOs. 536FAA Statutory Distributions to NGOs. 536GAA Directed Grants to NGOs 536HAA Loans to NGOs. 536JAA Other Aids and Grants to NGOs Educational Awards and Scholarships (536810, , , , , , , , , , , ) Office of the State Controller 151 NCAS Training.13 - February 9, 2009

4 Accounts Payable Matching Processing Non-Governmental Grants NOTES Grants to governmental entities (local or state government) should be recorded with: 5362AA Cost Reimbursements to Governmental Organizations 5363AA Formula Grants to Governmental Organizations 5364AA Discretionary Grants to Governmental Organizations 5365AA Statutory Distributions to Governmental Organizations 5366AA Directed Grants to Governmental Organizations 5367AA Loans to Governmental Organizations 536KAA Educational Awards and Scholarships to Governmental Organizations 5369AA Other Aids and Grants to Governmental Organizations Recording NGO Grant Numbers All state agencies must record NGO grant contract numbers in the designated fields in NCAS in accordance with OSA s requirements. State agencies must record and regularly review the NGO grant contract numbers in NCAS modules throughout the year to maximize the accuracy and relevance of the output files. Recording NGO Grant Contract Numbers on Purchase Orders A structurally valid NGO grant contract number MUST be recorded on a PO line (PL1) in NCAS whenever an NGO grant accounting distribution is used. On PL1, the grant contract number (15 A/N) MUST be recorded by the buyer in the VEND ITM NO. field. The buyer may create multiple PO lines per purchase order with different grant contract number assigned to each. The NGO grant contract number recorded on PL1 screen defaults to corresponding invoice lines and screens in the AP module to provide a time saving mechanism. Office of the State Controller 152 NCAS Training.13 - February 9, 2009

5 Accounts Payable Matching Processing Non-Governmental Grants N 43 PS PO LI NE INF ORM ATI ON PL 1 NOTES N EX T FU NC TIO N: ACT ION : 05 /15 / :0 0:37 R EQ UEST : SAV E S HOW PA GE NO : = == ==== == === === === === === === === == === === === === === === === == === === === === === === == ==== B UY ENT IT Y : X XGR PO NO. : XX XXX X75 5 P O L INE NO : B LA NKET R EL. : REL EA SE DAT E: S UB SRC E C D: _ P RT ITM S PCS : Y PRT R EQ SPC S: N P HRS TB L C D: C AT ALOG N O. : ITE M NO. : GN E CN : Q UO TE N O. : ITE M SEQ NO : S ERV ICE CD : S I TE M DS C : T EST PO LI NE ONL Y V EN D IT M NO. : P 301 4AB C HK V EN D IT M DSC : T EST PO LI NE ONL Y Q UA NTIT Y UOP : 1 UNI T PRI CE : 1, P RIC E T YPE : U OP : H R SKU C ONV FA C: S KU : HR T AX /VAT C ODE : TAX /V AT COS T: A DD COS T CD : ADD C OST : R EQ UIRE D DTE : 0 4/2 9/2 008 PRO MI SE DAT E: 04/ 29/ F OLL -UP DT : V AR IND : P&C C ERT NO.: C ONT RCT DT : 1 0/3 1/ 2007 G L COMP AN Y : X X01 GL AC COU NT : 536 E70 M ULT I Y R: G L CENT ER : DIS TR IB IND : E FF DT: 1 0/1 9/ 2007 P RO JECT C O. : PRO JE CT COD E: A CCT RU LE : 02 S HI P-TO C ODE : S 01 SHI P- VIA CD : BST F OB COD E : 001 D SP DEF AU LTS : _ PA SS : _ CON T TO PL2 : _ RTP : _ L INE ST ATU S: 1 Recording NGO Grant Contract Numbers on Matching Invoices The process of matching and paying invoices in the NCAS AP module is the responsibility of the Accounts Payable staff. This process can be greatly simplified and expedited if the PO line of the matched-to grant reflects an accurate grant contract number. The grant PO line being matched defaults its VEND ITM NO. from the PL1 screen to the ITEM NUMBER on the ILA screen in AP. Changing NGO Grant Information on Matched Invoices On ILA, if necessary, a grant contract number from a grant s PO line may be changed to a structurally valid grant contract number by an AP clerk. If needed, the AP clerk may also change either the accounting distribution or the grant contract number on IWS-1T or IMW-1T screens. To change the ITEM NUMBER field on IWS-1T or IMW-1T on an invoice line, an NGO grant accounting distribution MUST be reflected on the invoice line. An AP clerk may change an accounting distribution on an invoice from or to an NGO accounting distribution. This scenario would be true if the buyer failed to record an NGO accounting distribution on a PO line as required. The buyer MUST reflect an NGO accounting distribution on PL1 for optimal results. Office of the State Controller 153 NCAS Training.13 - February 9, 2009

6 Accounts Payable Matching NOTES Processing Non-Governmental Grants In this instance, the correction of an accounting distribution and grant contract number must be performed either on IWS-1T or IMW-1T in the AP module. The AP operator may choose, depending on his/her own agency s procedures, to contact the buyer to execute the necessary changes on PL1 screen prior to the AP operator s keying of the invoice. N43 AP INVOICE LINE AUDIT ILA NEXT FUNCTION: ACTION: 05/15/ :00:38 REQUEST: A PAGE STATUS: END OF LIST =============================================================================== VENDOR : PO NUMBER : XXXXXX755 EXCEPTION CMNTS: _ INVOICE NO: GRANT6 REKEY0512 RELEASE : REM AMT:.00 S VENDOR'S PO LAST AP MULT INVOICE P P C Q ITEM NUMBER LINE DELIV. ATTN UOP DISTR QUANTITY AMOUNT S R D L A P3014ABC12081HK 0001 NO HR 1 1, _ Y _ TEST PO LINE 0001 FRT Y IND CO ACCOUNT CENTER TX/VAT Y 001 XX01 536E ADD'L Y CONV FACTOR 1. B GN NO HR 0 1, _ Y _ INTENTIONALLY KEYED W/O GRANT NUMBER FRT Y IND CO ACCOUNT CENTER TX/VAT Y XX ADD'L Y CONV FACTOR 1. SCENARIO 1 The buyer neglected to record a structurally valid NGO grant contract number on the PL1 screen but properly recorded an NGO grant accounting distribution. There are two possible solutions to this scenario. SOLUTION 1 The AP operator must acquire and record a structurally valid NGO grant contract number in the ITEM NUMBER field on the ILA screen during invoice entry. NCAS permits the modification of the ITEM NUMBER field on the ILA screen by an AP operator only when an NGO accounting distribution defaults from the PL1 screen. The operator is prevented from any further processing of the invoice until a structurally valid NGO grant contract number is entered in the ITEM NUMBER field. Contact the agency's grant staff for the correct grant contract number. Office of the State Controller 154 NCAS Training.13 - February 9, 2009

7 Accounts Payable Matching Processing Non-Governmental Grants N43 AP INVOICE LINE AUDIT ILA NOTES NEXT FUNCTION: ACTION: 05/15/ :00:38 REQUEST: A PAGE STATUS: END OF LIST =============================================================================== VENDOR : PO NUMBER : XXXXXX755 EXCEPTION CMNTS: _ INVOICE NO: GRANT6 REKEY0512 RELEASE : REM AMT:.00 S VENDOR'S PO LAST AP MULT INVOICE P P C Q ITEM NUMBER LINE DELIV. ATTN UOP DISTR QUANTITY AMOUNT S R D L 1 A GN NO HR 1 1, _ Y INTENTIONALLY KEYED W/O GRANT NUMBER FRT Y IND CO ACCOUNT CENTER TX/VAT Y 001 XX01 536E ADD'L Y CONV FACTOR 1. SOLUTION 2 The AP operator may contact the buyer and request him/her to update the VEND ITM NO. field on PL1 with the correct NGO grant contract number. Once updated by the buyer on PL1, the AP operator may process the invoice entry as needed on ILA. No further action is needed by the AP operator. This solution is most applicable when the PO line is subject to further invoicing in the future. N 43 PS PO LI NE INF ORM ATI ON PL 1 N EX T FU NC TIO N: ACT ION : 05 /15 / :0 0:38 R EQ UEST : SAV E S HOW PA GE NO : = == ==== == === === === === === === === == === === === === === === === == === === === === === === == ==== B UY ENT IT Y : X XGR PO NO. : XX XXX X75 5 P O L INE NO : B LA NKET R EL. : REL EA SE DAT E: S UB SRC E C D: _ P RT ITM S PCS : Y PRT R EQ SPC S: N P HRS TB L C D: C AT ALOG N O. : ITE M NO. : GN E CN : Q UO TE N O. : ITE M SEQ NO : S ERV ICE CD : S I TE M DS C : C ORR ECT ED BY BUY ER PE R A P R EQU EST V EN D IT M NO. : P 301 4AB C HK 1 V EN D IT M DSC : C ORR ECT ED BY BUY ER PE R A P R EQU EST Q UA NTIT Y UOP : 1 UNI T PRI CE : 1, P RIC E T YPE : U OP : H R SKU C ONV FA C: S KU : HR T AX /VAT C ODE : TAX /V AT COS T: A DD COS T CD : ADD C OST : R EQ UIRE D DTE : 0 4/2 9/2 008 PRO MI SE DAT E: 04/ 29/ F OLL -UP DT : V AR IND : P&C C ERT NO.: C ONT RCT DT : 1 0/3 1/ 2007 G L COMP AN Y : X X01 GL AC COU NT : 536 E70 M ULT I Y R: G L CENT ER : DIS TR IB IND : E FF DT: 1 0/1 9/ 2007 P RO JECT C O. : PRO JE CT COD E: A CCT RU LE : 02 S HI P-TO C ODE : S 01 SHI P- VIA CD : BST F OB COD E : 001 D SP DEF AU LTS : _ PA SS : _ CON T TO PL2 : _ RTP : _ L INE ST ATU S: 1 Office of the State Controller 155 NCAS Training.13 - February 9, 2009

8 Accounts Payable Matching Processing Non-Governmental Grants NOTES N 43 AP I NVO IC E L INE AU DIT IL A N EX T FU NC TIO N: ACT ION : 05 /15 / :0 0:38 R EQ UEST : PA GE STA TUS : END OF LI ST = == ==== == === === === === === === === == === === === === === === === == === === === === === === == ==== V EN DOR : P O N UMB ER : XXX XXX 755 EXC EPT ION CM NTS : _ I NV OICE N O: GRA NT6 RE KEY R ELE ASE : REM AM T:.00 S V EN DOR 'S PO LAS T A P MU LT INV OIC E P P C Q ITE M NUM BER L INE D ELI V. AT TN UOP DI STR QU ANT ITY AM OUN T S R D L A P 3014 AB C HK NO H R 1 1, _ Y _ C ORRE CT ED BY BUY ER PER AP RE QU EST FR T Y I ND CO A CCO UNT CE NTE R TX/ VAT Y 0 01 X X E ADD 'L Y CON V F ACT OR 1. SCENARIO 2 The buyer neglected to record a structurally valid NGO grant contract number on PL1 and also failed to record an NGO grant accounting distribution. There are two possible solutions to this scenario. SOLUTION 1 The AP operator must acquire and record a structurally valid NGO grant contract number in the ITEM NUMBER field on IWS-1T during invoice entry. NCAS permits the modification of the ITEM NUMBER field on ILA by an AP operator only when an NGO accounting distribution defaults from PL1. N 43 AP IN VO ICE LI NE AUD IT ILA N EX T FU NC TIO N: ACT ION : 05 /15 / :0 0:38 1 R EQ UEST : A P AGE S TAT US: EN D O F L IST = == ==== == === === === === === === === == === === === === === === === == === === === === === === == ==== V EN DOR : P O N UMB ER : XXX XXX 755 EXC EPT ION CM NTS : _ I NV OICE N O: GRA NT6 RE KEY R ELE ASE : REM AM T:.00 S V EN DOR 'S PO LAS T A P MU LT INV OIC E P P C Q ITE M NUM BER L INE D ELI V. AT TN UOP DI STR QU ANT ITY AM OUN T S R D L A G N NO H R 1 1, _ Y _ I NTEN TI ONA LLY KE YED W/ O G RAN T NUM BER NO R D IST FR T Y I ND CO A CCO UNT CE NTE R TX/ VAT Y 0 01 X X ADD 'L Y CON V F ACT OR Tag the line that needs to change in the REQUEST field. Office of the State Controller 156 NCAS Training.13 - February 9, 2009

9 Accounts Payable Matching Processing Non-Governmental Grants N4 3 AP INV OI CE LIN E A UDI T I LA NOTES N EX T FU NC TIO N: ACT ION : 05 /15 / :0 0:38 2 REQUEST: 3 PA GE STA TUS : E ND OF LIS T = == ==== == === === === === === === === == === === === === === === === == === === === === === === == ==== V EN DOR : P O N UMB ER : XXX XXX 755 EXC EPT ION CM NTS : _ I NV OICE N O: GRA NT6 RE KEY R ELE ASE : REM AM T:.00 S V EN DOR 'S PO LAS T A P MU LT INV OIC E P P C Q ITE M NUM BER L INE D ELI V. AT TN UOP DI STR QU ANT ITY AM OUN T S R D L A GN NO H R 1 1, _ Y _ I NTEN TI ONA LLY KE YED W/ O G RAN T NUM BER NO R D IST FR T Y I ND CO A CCO UNT CE NTE R TX/ VAT Y 0 01 X X ADD 'L Y CON V F ACT OR Type 3 in the REQUEST field to navigate to the IWS-1T screen. N43 INVOICE WORKSHEET 1 IWS-1T NEXT FUNCTION: ACTION: 05/15/ :00:38 REQUEST: =============================================================================== INVOICE NUMBER : GRANT6_REKEY0512 DATE: 05/12/2008 MODEL: VENDOR SHORT NM: BIOFUELSCENTERO BIOFUELS CENTER OF NC CURR : VENDOR NUMBER : _ RTP CM/DM : I PO REFERENCE : XXGR _XXXXXX755 COUNTY CODE: MULTI PYMT: N TERMS CODE: N30 PYMT DUE DATE: DISCOUNT AMT/PCT: REMIT MSG: 3 SIGNATURE APPR CD: LINE AMOUNT/PERCENT EXP CO ACCOUNT CENTER PROJ-CO NUMBER VAT QUANTITY UNIT ITEM NUMBER DESCRIPTION PRORATE (T F A D) USE 99 I'RC , XX HR_ GN78544 INTENTIONALLY KEYED_ Y Y Y Y SALES TAX/VAT : FREIGHT : ADDITIONAL COST: GROSS AMOUNT: 1, Type an NGO grant accounting distribution in the CO/ACCOUNT/ CENTER fields and press J. Office of the State Controller 157 NCAS Training.13 - February 9, 2009

10 Accounts Payable Matching Processing Non-Governmental Grants NOTES N43 INVOICE WORKSHEET 1 IWS-1T NEXT FUNCTION: ACTION: 05/15/ :00:38 REQUEST: =============================================================================== INVOICE NUMBER : GRANT6_REKEY0512 DATE: 05/12/2008 MODEL: VENDOR SHORT NM: BIOFUELSCENTERO BIOFUELS CENTER OF NC CURR : VENDOR NUMBER : _ RTP CM/DM : I PO REFERENCE : XXGR _XXXXXX755 COUNTY CODE: MULTI PYMT: N TERMS CODE: N30 PYMT DUE DATE: DISCOUNT AMT/PCT: REMIT MSG: SIGNATURE APPR CD: LINE AMOUNT/PERCENT EXP CO ACCOUNT CENTER PROJ-CO NUMBER VAT QUANTITY UNIT ITEM NUMBER DESCRIPTION PRORATE (T F A D) USE 99 I'RC , XX01 536E HR_ P3014ABC12081HK INTENTIONALLY KEYED_ Y Y Y Y SALES TAX/VAT : FREIGHT : ADDITIONAL COST: GROSS AMOUNT: 1, Once you press J, NCAS requires that the ITEM NUMBER field be changed to a structurally valid NGO grant contract number if an invalid one is present on the invoice line. The operator is prevented from any further processing of the invoice until a structurally valid NGO grant contract number is entered in theitem NUMBER field. Contact your agency's grant staff for a correct grant contract number. 5. After typing a corrected NGO grant contract number in the ITEM NUMBER field, type N in the REQUEST field to Next the invoice. SOLUTION 2 The AP operator may contact the buyer and request him/her to update the VEND ITM NO. field and the CO/ACCT/CENTER fields on PL1 with the correct NGO grant contract number and distribution. Once the buyer updates PL1 screen, the AP operator may process the invoice entry as needed on ILA. No further action is needed by the AP operator. This solution is most applicable when the PO line is subject to further invoicing in the future. Office of the State Controller 158 NCAS Training.13 - February 9, 2009

11 Accounts Payable Matching Processing Non-Governmental Grants N43 PS PO LINE INFORMATION PL1 NOTES NEXT FUNCTION: ACTION: 05/15/ :00:38 REQUEST: SAVE SHOW PAGE NO: =============================================================================== BUY ENTITY : XXGR PO NO. : XXXXXX755 PO LINE NO : 0002 BLANKET REL.: RELEASE DATE: SUB SRCE CD: _ PRT ITM SPCS: Y PRT REQ SPCS: N PHRS TBL CD: CATALOG NO. : ITEM NO. : GN78544 ECN : QUOTE NO. : ITEM SEQ NO : SERVICE CD : S ITEM DSC : INTENTIONALLY KEYED W/O GRANT NUMBER NO VEND ITM NO.: GN VEND ITM DSC: INTENTIONALLY KEYED W/O GRANT NUMBER NO QUANTITY UOP: 1 UNIT PRICE : 1, PRICE TYPE : UOP : HR SKU CONV FAC: SKU : HR TAX/VAT CODE: TAX/VAT COST: ADD COST CD : 2 ADD COST : REQUIRED DTE: 04/29/2008 PROMISE DATE: 04/29/2008 FOLL-UP DT: VAR IND : P&C CERT NO.: CONTRCT DT: 10/31/2007 GL COMPANY : XX01 GL ACCOUNT : MULTI YR: GL CENTER : DISTRIB IND : EFF DT: 10/19/2007 PROJECT CO. : PROJECT CODE: ACCT RULE : 02 SHIP-TO CODE: S01 SHIP-VIA CD : BST FOB CODE : 001 DSP DEFAULTS: _ PASS : _ CONT TO PL2 : _ RTP : _ LINE STATUS: 1 N 43 PS PO LI NE INF ORM ATI ON PL 1 N EX T FU NC TIO N: ACT ION : 05 /15 / :0 0:38 R EQ UEST : SAV E S HOW PA GE NO : = == ==== == === === === === === === === == === === === === === === === == === === === === === === == ==== B UY ENT IT Y : X XGR PO NO. : XX XXX X75 5 P O L INE NO : B LA NKET R EL. : REL EA SE DAT E: S UB SRC E C D: _ P RT ITM S PCS : Y PRT R EQ SPC S: N P HRS TB L C D: C AT ALOG N O. : ITE M NO. : GN E CN : Q UO TE N O. : ITE M SEQ NO : S ERV ICE CD : S I TE M DS C : I NTE NTI ONA LLY KE YE D W /O GRA NT NUM BER NO V EN D IT M NO. : P 301 4AB C HK 1 V EN D IT M DSC : I NTE NTI ONA LLY KE YE D W /O GRA NT NUM BER NO Q UA NTIT Y UOP : 1 UNI T PRI CE : 1, P RIC E T YPE : U OP : H R SKU C ONV FA C: S KU : HR T AX /VAT C ODE : TAX /V AT COS T: A DD COS T CD : 2 A DD COS T : R EQ UIRE D DTE : 0 4/2 9/2 008 PRO MI SE DAT E: 04/ 29/ F OLL -UP DT : V AR IND : P&C C ERT NO.: C ONT RCT DT : 1 0/3 1/ 2007 G L COMP AN Y : X X01 GL AC COU NT : 536 E70 M ULT I Y R: G L CENT ER : DIS TR IB IND : E FF DT: 1 0/1 9/ 2007 P RO JECT C O. : PRO JE CT COD E: A CCT RU LE : 02 S HI P-TO C ODE : S 01 SHI P- VIA CD : BST F OB COD E : 001 D SP DEF AU LTS : _ PA SS : _ CON T TO PL2 : _ RTP : _ L INE ST ATU S: 1 Office of the State Controller 159 NCAS Training.13 - February 9, 2009

12 Accounts Payable Matching NOTES SCENARIO 3 Processing Non-Governmental Grants The buyer recorded on PL1 screen a structurally valid NGO grant contract number but failed to record an NGO grant accounting distribution. There are two possible solutions to this scenario. SOLUTION 1 The AP operator must acquire and record an NGO grant accounting distribution. To allow for the recording of the NGO grant accounting distribution, the AP operator must tag the line that needs to be changed on ILA and then type 3 in the REQUEST field to navigate to the IWS-1T screen. Once on IWS-1T, the AP operator may make the necessary changes to the accounting distribution on the invoice line. NCAS will then allow the AP operator to complete processing the invoice line. N43 AP INVOICE LINE AUDIT ILA NEXT FUNCTION: ACTION: 05/15/ :00:38 REQUEST: A 1 PAGE STATUS: END OF LIST =============================================================================== VENDOR : PO NUMBER : XXXXXX755 EXCEPTION CMNTS: _ INVOICE NO: GRANT6 REKEY0512 RELEASE : REM AMT:.00 S VENDOR'S PO LAST AP MULT INVOICE P P C Q ITEM NUMBER LINE DELIV. ATTN UOP DISTR QUANTITY AMOUNT S R D L A P3014ABC12081HK 0002 NO HR 1 1, _ Y _ INTENTIONALLY KEYED W/O GRANT NUMBER NOR DIST FRT Y IND CO ACCOUNT CENTER TX/VAT Y 001 XX ADD'L Y CONV FACTOR Tag the line that needs to be changed in the REQUEST field. Office of the State Controller 160 NCAS Training.13 - February 9, 2009

13 Accounts Payable Matching Processing Non-Governmental Grants N43 AP INVOICE LINE AUDIT ILA NOTES NEXT FUNCTION: ACTION: 05/15/ :00:38 2 REQUEST: 3 PAGE STATUS: END OF LIST =============================================================================== VENDOR : PO NUMBER : XXXXXX755 EXCEPTION CMNTS: _ INVOICE NO: GRANT6 REKEY0512 RELEASE : REM AMT:.00 S VENDOR'S PO LAST AP MULT INVOICE P P C Q ITEM NUMBER LINE DELIV. ATTN UOP DISTR QUANTITY AMOUNT S R D L A P3014ABC12081HK 0002 NO HR 1 1, _ Y _ INTENTIONALLY KEYED W/O GRANT NUMBER NOR DIST FRT Y IND CO ACCOUNT CENTER TX/VAT Y 001 XX ADD'L Y CONV FACTOR Type 3 in the REQUEST field to navigate to the IWS-1T screen. N 43 I NV OIC E W ORK SHE ET 1 IW S- 1T N EX T FU NC TIO N: ACT ION : 05 /15 / :0 0:38 R EQ UEST : = == ==== == === === === === === === === == === === === === === === === == === === === === === === == ==== I NV OICE N UMB ER : G RAN T6_ REK EY D ATE : 0 5/1 2/2 008 M ODE L: V EN DOR SH ORT NM : B IOF UEL SCE NTE RO B IOF UEL S C ENT ER OF NC C URR : V EN DOR NU MBE R : _ R TP C M/D M : I P O REFE RE NCE : X XGR _X XXX XX7 55 _ COU NTY CO DE: M ULT I P YM T: N T ER MS C OD E: N30 P YMT DU E D ATE : D ISC OUN T A MT /PC T: RE MIT MS G: 3 SI GNA TU RE A PP R C D: L IN E A MO UNT /PE RCE NT EXP C O AC COU NT C ENT ER PR OJ- CO NUM BER VA T Q UA NTI TY UNI T ITE M N UMB ER DE SCR IPT ION PR ORA TE (T F A D ) U SE 99 I' RC , XX _ _1 HR_ P 301 4AB C HK IN TEN TIO NAL LY KEY ED _ Y Y Y Y S AL ES T AX /VA T : FR EIG HT : A DD ITIO NA L C OST : GR OSS AM OUN T: 1, Type an NGO grant accounting distribution in the CO/ACCOUNT/ CENTER fields and press J. Office of the State Controller 161 NCAS Training.13 - February 9, 2009

14 Accounts Payable Matching Processing Non-Governmental Grants NOTES N43 INVOICE WORKSHEET 1 IWS-1T NEXT FUNCTION: ACTION: 05/15/ :00:38 REQUEST: NEXT 4 =============================================================================== INVOICE NUMBER : GRANT6_REKEY0512 DATE: 05/12/2008 MODEL: VENDOR SHORT NM: BIOFUELSCENTERO BIOFUELS CENTER OF NC CURR : VENDOR NUMBER : _ RTP CM/DM : I PO REFERENCE : XXGR _XXXXXX755 COUNTY CODE: MULTI PYMT: N TERMS CODE: N30 PYMT DUE DATE: DISCOUNT AMT/PCT: REMIT MSG: SIGNATURE APPR CD: LINE AMOUNT/PERCENT EXP CO ACCOUNT CENTER PROJ-CO NUMBER VAT QUANTITY UNIT ITEM NUMBER DESCRIPTION PRORATE (T F A D) USE 99 I'RC , XX01 536E HR_ P3014ABC12081HK INTENTIONALLY KEYED_ Y Y Y Y SALES TAX/VAT : FREIGHT : ADDITIONAL COST: GROSS AMOUNT: 1, If you are ready to complete processing the invoice, type N in the REQUEST field to Next the invoice. SOLUTION 2 The AP operator may contact the buyer and request him/her to update the CO/ACCT/CENTER fields on PL1 with the correct NGO grant accounting distribution. Once the buyer updates the PL1 screen, the AP operator may process the invoice entry as needed on ILA. No further action is needed by the AP operator. This solution is most applicable when the PO line is subject to further invoicing in the future. N43 PS PO LINE INFORMATION PL1 NEXT FUNCTION: ACTION: 05/15/ :00:38 REQUEST: SAVE SHOW PAGE NO: =============================================================================== BUY ENTITY : XXGR PO NO. : XXXXXX755 PO LINE NO : 0002 BLANKET REL.: RELEASE DATE: SUB SRCE CD: _ PRT ITM SPCS: Y PRT REQ SPCS: N PHRS TBL CD: CATALOG NO. : ITEM NO. : GN78544 ECN : QUOTE NO. : ITEM SEQ NO : SERVICE CD : S ITEM DSC : INTENTIONALLY KEYED W/O GRANT NUMBER NO VEND ITM NO.: P3014ABC12081HK VEND ITM DSC: INTENTIONALLY KEYED W/O GRANT NUMBER NO QUANTITY UOP: 1 UNIT PRICE : 1, PRICE TYPE : UOP : HR SKU CONV FAC: SKU : HR TAX/VAT CODE: TAX/VAT COST: ADD COST CD : 1 ADD COST : REQUIRED DTE: 04/29/2008 PROMISE DATE: 04/29/2008 FOLL-UP DT: VAR IND : P&C CERT NO.: CONTRCT DT: 10/31/2007 GL COMPANY : XX01 GL ACCOUNT : MULTI YR: GL CENTER : DISTRIB IND : EFF DT: 10/19/2007 PROJECT CO. : PROJECT CODE: ACCT RULE : 02 SHIP-TO CODE: S01 SHIP-VIA CD : BST FOB CODE : 001 DSP DEFAULTS: _ PASS : _ CONT TO PL2 : _ RTP : _ LINE STATUS: 1 Office of the State Controller 162 NCAS Training.13 - February 9, 2009

15 Accounts Payable Matching Processing Non-Governmental Grants N 43 PS PO LI NE INF ORM ATI ON PL 1 NOTES N EX T FU NC TIO N: ACT ION : 05 /15 / :0 0:38 R EQ UEST : SAV E S HOW PA GE NO : = == ==== == === === === === === === === == === === === === === === === == === === === === === === == ==== B UY ENT IT Y : X XGR PO NO. : XX XXX X75 5 P O L INE NO : B LA NKET R EL. : REL EA SE DAT E: S UB SRC E C D: _ P RT ITM S PCS : Y PRT R EQ SPC S: N P HRS TB L C D: C AT ALOG N O. : ITE M NO. : GN E CN : Q UO TE N O. : ITE M SEQ NO : S ERV ICE CD : S I TE M DS C : I NTE NTI ONA LLY KE YE D W /O GRA NT NUM BER NO V EN D IT M NO. : P 301 4AB C HK V EN D IT M DSC : I NTE NTI ONA LLY KE YE D W /O GRA NT NUM BER NO Q UA NTIT Y UOP : 1 UNI T PRI CE : 1, P RIC E T YPE : U OP : H R SKU C ONV FA C: S KU : HR T AX /VAT C ODE : TAX /V AT COS T: ADD COST CD : 1 A DD COS T : R EQ UIRE D DTE : 0 4/2 9/2 008 PRO MI SE DAT E: 04/ 29/ F OLL -UP DT : V AR IND : P&C C ERT NO.: C ONT RCT DT : 1 0/3 1/ 2007 G L COMP AN Y : X X01 GL AC COU NT : 536 E70 M ULT I Y R: G L CENT ER : DIS TR IB IND : E FF DT: 1 0/1 9/ 2007 P RO JECT C O. : PRO JE CT COD E: A CCT RU LE : 02 S HI P-TO C ODE : S 01 SHI P- VIA CD : BST F OB COD E : 001 D SP DEF AU LTS : _ PA SS : _ CON T TO PL2 : _ RTP : _ L INE ST ATU S: 1 Recording NGO Grant Contract Numbers on Direct Invoices The process of paying for invoices in the NCAS AP module is the responsibility of the Accounts Payable staff. Unlike paying for matching invoices, neither grant contract numbers nor grant accounting distributions default to the invoice lines on IWS-1T. The AP operator must gather all the pertinent information related to the invoices prior to keying them in NCAS. N43 INVOICE WORKSHEET 1 IWS-1T NEXT FUNCTION: ACTION: 05/15/ :00:38 REQUEST: NEXT 2 =============================================================================== INVOICE NUMBER : GRANT7_DIRECT512 DATE: 05/12/2008 MODEL: VENDOR SHORT NM: BIOFUELSCENTERO BIOFUELS CENTER OF NC CURR : VENDOR NUMBER : _ RTP CM/DM : I PO REFERENCE : COUNTY CODE: MULTI PYMT: N TERMS CODE: N30 PYMT DUE DATE: DISCOUNT AMT/PCT: REMIT MSG: 1 SIGNATURE APPR CD: LINE AMOUNT/PERCENT EXP CO ACCOUNT CENTER PROJ-CO NUMBER VAT QUANTITY UNIT ITEM NUMBER DESCRIPTION PRORATE (T F A D) USE 99 I'RC XX01 536G HR_ P1014AN124081BC DIRECT TEST ON IWS1T Y Y Y Y SALES TAX/VAT : FREIGHT : ADDITIONAL COST: GROSS AMOUNT: Type an NGO grant accounting distribution in the CO/ACCOUNT/ CENTER fields and an NGO grant contract number in the ITEM NUMBER field. Press J. Office of the State Controller 163 NCAS Training.13 - February 9, 2009

16 Accounts Payable Matching Processing Non-Governmental Grants NOTES 2. If you are ready to complete processing the invoice, type N in the REQUEST field to Next the invoice. Changing NGO Grant Information on Direct Invoices A completed invoice may be retrieved if needed using the IMW-1T screen. The AP clerk may change either the accounting distribution or the grant contract number. To change the ITEM NUMBER on IMW-1T on an invoice line, an NGO grant accounting distribution MUST be reflected on the invoice line. An AP clerk may change the invoice line's accounting distribution from or to an NGO accounting distribution. NCAS requires a structurally valid grant contract number when an invoice displays an NGO accounting distribution. N43 AP INVOICE MAINTENANCE 1 IMW-1T NEXT FUNCTION: ACTION: 05/16/ :11:48 REQUEST: =============================================================================== PAY ENTITY : XXPT VEND SHORT NM: BIOFUELSCENTERO INVOICE NBR : GRANT6 REKEY0512 VENDOR NUMBER: MULTI PYMT: N INVOICE DATE : 05/12/2008 DISCNT AMOUNT:.00 TERMS: COUNTY CODE : PO REFERENCE : CM/DM: I PYMT NBR: 001 PRTL PYMT NBR: 000 PYMT DUE DTE: 05/12/2008 GL EFF DT: REMIT MESSAGE: LINE AMOUNT EXP CO ACCOUNT CENTER PROJ-CO NUMBER VAT QUANTITY UNIT ITEM NUMBER DESCRIPTION USE 1099 I'REC XX01 536G P1014AN124081BC DIRECT TEST ON IMW1T NO SALES TAX/VAT : FREIGHT : ADDITIONAL COST: GROSS AMOUNT: Grant Contract Numbering Error Messages As previously mentioned when an NGO grant account is utilized in direct or matched invoices, an NGO grant contract number must be on the invoice line on IWS-1T, IMW-1T or ILA. For matched invoices, the NGO grant contract number MUST be recorded on the PO line (PL1) in the VENDOR ITM NO. field. Once recorded on the PO line, it defaults to all corresponding invoice lines on IWS-1T, IMW-1T or ILA. This lessens the chances of keying errors by the AP saff, and provides a time-saving mechanism. Office of the State Controller 164 NCAS Training.13 - February 9, 2009

17 Accounts Payable Matching Processing Non-Governmental Grants When an NGO grant account is used and a structurally valid NGO grant contract number is missing, NCAS displays hard-coded error messages that prevent users from any further processing. NOTES The following is a list of the error messages: 938 NEXTING NOT ALLOWED, ENTER GRANT NUMBER IN ITEM NUMBER FIELD 939 GRANT NUMBER SHOULD START WITH 'P' OR 'G' 940 VALID CHARACTER FOR SECOND POSITION IS 1, 2 OR ENTER LEADING 0'S FOR AGENCY NUMBER AT POSITION POSITION 3-5 SHOULD BE ALPHANUMERIC 945 POSITION 6-10 SHOULD BE ALPHANUMERIC 942 POSITION SHOULD BE NUMERIC 946 POSITION SHOULD BE ALPHANUMERIC REPORTS There are XPTR/XTND reports that provide detailed information to agency's personnel to aid them in performing assigned duties. The reports referenced in this section may be used by the AP, Purchasing and Program staff at the agency. OSCOP* PS GRANT NUM EXCPT RPT (C-PS-GRANT-NUM-EXCPT-RPT) This XPTR/XTND report displays all current open NGO grant PO lines that do not have a structurally valid grant contract numbers entered in the VEND ITM NO field on PL1. This report is run daily and is indexed by Buy Entity and Buyer ID. The following fields are displayed on this report: BUYER ID BUY ENTITY PURCHASE ORDER # PO LINE VEND ITM NO COMPANY ACCOUNT CENTER EFF DT. This report must be utilized by the Purchasing or Program staff on a daily basis to identify and correct any PO lines with invalid grant related information. Office of the State Controller 165 NCAS Training.13 - February 9, 2009

18 Accounts Payable Matching Processing Non-Governmental Grants 20GR STATE OF NORTH CAROLINA PURCHASING SYSTEM PAGE: NGO GRANT NUMBER EXCEPTION IN PURCHASING REPORT C-PS-GRANT-NUM-EXCPT-RPT FOR THE PERIOD OF 07/01/2008 THRU 07/03/2008 DATE RUN: 07/03/2008 BUYER BUY PURCHASE PO VEND ITM NO. CO ACCOUNT CENTER EFF DT. ID ENTITY ORDER # LINE (GRANT) GR EP GN E /02/ GR EP GN E /03/ GR EP GN G /01/ GR EP GN E /02/2008 OSCOP* MM DAILY PD GRANT NUM EXCPT (C-GL-PRIVATE-NONPROFIT) This XPTR/XTND report displays most recently paid NGO grant invoices that do not have structurally valid grant contract numbers. This report is run daily and is indexed by Pay Entity. The following fields are displayed on this report: CAL YEAR MTH GRANT NUM VENDOR ID RECIPIENT COMP COMPANY DESCRIPTION ACCOUNT ACCOUNT DESCRIPTION CENTER CENTER DESC AMOUNT PAY ENT BAP CHK NUM INV NUM INVC DATE LINE NUM PYMT NUM This report must be utilized by the Accounts Payable or Program staff on a daily basis to identify and correct any invoice lines with invalid grant related information. Office of the State Controller 166 NCAS Training.13 - February 9, 2009

19 Accounts Payable Matching Processing Non-Governmental Grants 2BPC STATE OF NORTH CAROLINA ACCOUNTS PAYABLE SYSTEM PAGE: 1 ERROR EXCEPTION REPORT C-GL-PRIVATE-NONPROFIT TOTAL PAID BETWEEN: 05/12/2008 AND 05/12/2008 DATE RUN: 05/12/ CAL YEAR MTH- GRANT NUM--VENDOR ID RECIPIENT CO- CO DESC ACCT--ACCT DESC-- CTR -- CTR DESC-- AMOUNT PAY LNE PYMT ENT BAP CHCK NUM INVC NUM INVC DATE NUM NUM GN96102 xxxxxxxxxx01- ACTIVIST --2B- HEALTH S--536C02-- NGO CR HLTH D 1, BPC 2BC APR /13/ GN96555 xxxxxxxxxx99- NATIONAL-- 2B- HEALTH S--536C02-- NGO CR HLTH D BPC 2BC APR /13/ OSCOP* MM MONTHLY PD GRANT NUM EXCPT (C-GL-PRIVATE-NONPROFIT) This XPTR/XTND report displays the entire last month's paid NGO grant invoices that do not have structurally valid grant contract numbers. This report is run on a monthly basis and is indexed by Pay Entity. The following fields are displayed on this report: CAL YEAR MTH GRANT NUM VENDOR ID RECIPIENT COMP COMPANY DESCRIPTION ACCOUNT ACCOUNT DESCRIPTION CENTER CENTER DESC, AMOUNT PAY ENT BAP CHK NUM INV NUM INVC DATE LINE NUM PYMT NUM Office of the State Controller 167 NCAS Training.13 - February 9, 2009

20 Accounts Payable Matching Processing Non-Governmental Grants This report must be utilized by the Accounts Payable or Program staff on a monthly basis to identify and correct any invoice lines with invalid grant related information. 2BPC STATE OF NORTH CAROLINA ACCOUNTS PAYABLE SYSTEM PAGE: 1 ERROR EXCEPTION REPORT C-GL-PRIVATE-NONPROFIT TOTAL PAID BETWEEN: 05/01/2008 AND 05/30/2008 DATE RUN: 06/01/ CAL YEAR MTH- GRANT NUM--VENDOR ID RECIPIENT CO- CO DESC ACCT--ACCT DESC-- CTR -- CTR DESC-- AMOUNT PAY LNE PYMT ENT BAP CHCK NUM INVC NUM INVC DATE NUM NUM GN96102 xxxxxxxxxx01- ACTIVIST -- 2B- HEALTH S-- 536C02-- NGO CR HLTH D 1, BPC 2BC APR /13/ GN96555 xxxxxxxxxx99- NATIONAL--2B- HEALTH S-- 536C02-- NGO CR HLTH D BPC 2BC APR /13/ Office of the State Controller 168 NCAS Training.13 - February 9, 2009

21 Adjusting Payments Adjusting Payments Entering Matching Invoices Applying Key Matching Concepts Processing Invoice Exceptions Obtaining Signature Verification Converting Units of Measure Processing NGO Grants Adjusting Payments Manually Closing PO Lines Overview When an agency returns goods to a vendor, the AP clerk must adjust the vendor s invoice and the payment appropriately. In general, payment is adjusted by issuing a debit memo against, or by applying a credit memo to, the invoice. The timing of the goods return (whether the goods are returned before or after the invoice is entered in the system) affects the permit to pay (PTP) and, consequently, the processing of an invoice in the NCAS. PTP and Invoicing Implications of Goods Returns PO and Signature Payment Bases Under the PO and signature payment basis, the permit-to-pay for a transaction is based on the quantity ordered. The timing of the return of goods under either of these bases, therefore, does not affect the permit to pay for that PO line. The system permits payment of the invoice for the full quantity ordered, regardless of whether some goods have been returned. For example, if 20 desks were ordered at $100 each under the PO payment basis, then the PTP for this transaction would be $2000. Even if five of these desks were returned, the PTP for this transaction would still be $2000. Therefore, if the vendor invoiced the agency for $2000 (even though the agency only bought $1500 worth), the system permits full payment of this invoice. Receipt Payment Basis Under the receipt payment basis, the permit-to-pay for a transaction is calculated using actual or net goods received (quantity received minus quantity returned). The return of goods, therefore, affects the PTP allowed for an invoice. Office of the State Controller 169 NCAS Training.13 - February 9, 2009

22 NOTES Adjusting Payments If the goods are returned and recorded as returns in the system before an invoice is entered in the system, the PTP for that invoice is reduced. In other words, the system does not permit payment of the full invoice amount. The AP clerk receives the following exception message: PTP AMOUNT + EXTENDED VALUE TOLERANCE FOR THIS PO LINE HAS BEEN EXCEEDED. The AP clerk must pass this invoice to the buyer for review and apply the buyer s instructions to the invoice. For example, if 20 desks were ordered at $100 each under the receipt payment basis, and all 20 desks were received, the PTP for this transaction would be $2000. If five desks were later returned (before the invoice was entered in the system), then the PTP is reduced to $1500. The system now only permits payment of $1500 for this transaction. If the vendor invoices the agency for $2000, the AP clerk receives the preceding exception message when he or she tries to process the invoice. If the goods are returned and recorded as returns in the system after an invoice is entered in the system, the system allows the invoice to be paid for the full amount. When the returns are recorded in the system, the PTP is reduced and becomes a negative amount. However, the invoice is still to be paid in full. The payment must subsequently be adjusted by issuing a debit memo or applying a credit memo against that invoice. If the 20 desks were received and the invoice was processed in the system before any desks were returned, the system permits payment of $2000 for the invoice. If 5 desks were returned subsequent to the processing of the invoice, the PTP becomes ($ $2000) or -$500. Eventually, the AP clerk has to adjust the payment to remove the negative PTP. Inspection Basis Under this basis, the PTP for a transaction is calculated using the quantity of goods finalized in the system. Goods have to be returned or rejected before the goods are considered finalized in the system. Therefore, the PTP already incorporates the quantity of goods returned. The system does not permit processing of the invoice until the goods are finalized. Under this basis, therefore, goods can only be returned before the invoice is processed. For example, if 20 desks are received, but only 15 are finalized, the PTP for this transaction is $1500. The system only permits the vendor to be paid $1500. Office of the State Controller 170 NCAS Training.13 - February 9, 2009

23 Applying a Debit or Credit Memo If an invoice is processed in the system to be paid in full to a vendor and returns have been made, the vendor s invoice and the payment must be appropriately adjusted by the AP clerk. Generally, the vendor s invoice and the payment are adjusted by issuing a debit memo against the invoice or by applying a credit memo to the invoice. (Refer to Procedures 2A/B: Applying a Debit or Credit Memo for Matching Invoices if you need information about the debit or credit memo process.) Adjusting Payments NOTES A debit memo is an internal document while a credit memo is issued by the vendor. Both debit and credit memos are negative values in the system and reduce the value of the payment to the vendor. The debit or credit memo should preferably be processed in the same payment cycle as the invoice. If the debit or credit memo is processed in a different payment cycle than the actual invoice, it offsets any subsequent outstanding invoices to that vendor. If a purchase order is closed before the debit or credit memo is applied, the order is reopened and is eligible for processing. If the agency does not plan to replace the goods returned, the PO line should be manually closed. Office of the State Controller 171 NCAS Training.13 - February 9, 2009

24

25 Manually Closing PO Lines to Invoicing Manually Closing PO Lines to Invoicing Entering Matching Invoices Applying Key Matching Concepts Processing Invoice Exceptions Obtaining Signature Verification Converting Units of Measure Processing NGO Grants Adjusting Payments Manually Closing PO Lines Closing PO Lines When a PO line has been fully invoiced (i.e., the invoiced amount equals the PTP amount for that line), the system automatically closes the PO line to invoicing. If the AP clerk applies an invoice against a closed PO line, the system displays the following message: PO SELECTED NOT ELIGIBLE FOR INVOICING. If a credit or debit memo is applied against a closed PO line, that line is reopened for further processing. The system does not automatically close a PO line to invoicing under the following conditions: The PO line has not been fully invoiced (i.e., the PTP amount exceeds the invoiced amount). The PO line was reopened through the application of a credit or debit memo, but the agency is not planning to replace returns. The PO line was fully invoiced, but either the unit price or the extended value exceeded tolerances. If any of the preceding conditions exist and the AP clerk knows that no more invoices will be applied against a particular PO line, he or she should manually close the PO line. The PO line is manually closed through the Invoice Line Audit (ILA) screen. To manually close a PO line to invoicing, the AP clerk should type Y in the CL (CLOSE) field. Office of the State Controller 173 NCAS Training.13 - February 9, 2009

26 NOTES Manually Closing PO Lines to Invoicing OCP AP INVOICE LINE AUDIT ILA NEXT FUNCTION: ACTION: 07/07/ :14:03 REQUEST: PAGE STATUS: END OF LIST =============================================================================== VENDOR : PO NUMBER : EXCEPTION CMNTS: _ INVOICE NO: RELEASE : REM AMT: S VENDOR'S PO LAST AP MULT INVOICE P P C Q ITEM NUMBER LINE DELIV. ATTN UOP DISTR QUANTITY AMOUNT S R D L _ FRT IND CO ACCOUNT CENTER TX/VAT ADD'L CONV FACTOR To leave a PO line open to invoicing, the AP clerk must type N (No) in the CL field or leave the field blank. Once the AP clerk has balanced the invoice and left the ILA screen, the PO line can be closed in the Purchasing module by the buyer only. WALKTHROUGH: Balancing Control Groups SCENARIO You have worked with two control groups today: control groups 123 and 124. Balance these control groups. (Refer to Procedure 11B: Balancing an Outstanding Control Group.) 1. Type CGS in the NEXT FUNCTION field to access the Control Group Status (CGS) screen. 2. Type S in the S (SELECT) field to select control group Press J to process the information. The Control Entry Status (CES) screen for control group 123 is displayed. Office of the State Controller 174 NCAS Training.13 - February 9, 2009

27 Manually Closing PO Lines to Invoicing OCP AP CONTROL ENTRY STATUS CES NOTES NEXT FUNCTION: 5 ACTION: 04/25/ :46:01 REQUEST: =============================================================================== PAY ENTITY : XXPT CNTL NBR : 0123 CNTL DATE : 04/25/2006 CURRENCY : CONTROL AMT : 8, GL EFF DATE : APPL AREA: SC GROSS DOC AMT: 8, NBR OF DOC'S: 11 DIFFERENCE :.00 =============================================================================== VENDOR/EMPLOYEE DOCUMENT NUMBER GROSS AMOUNT DOC DATE STATUS SEL A /02/2008 BALANCED _ A /25/2008 BALANCED _ B , /16/2008 BALANCED _ B /20/2008 BALANCED _ A , /11/2008 MATCH EXCEP _ A /06/2008 MATCH EXCEP _ A /09/2008 MATCH EXCEP _ A /17/2008 MATCH EXCEP _ A /24/2008 BALANCED _ A , /24/2008 BALANCED _ B /24/2008 BALANCED _ PAGE: 1 STATUS: END OF LIST 4. Note the status of the documents in control group 123. A control group can only be balanced if all the documents in that control group have a balanced status. Control group 123 contains invoices that have been passed to the buyer for resolution of exceptions. These invoices do not have a balanced status. Therefore, control group 123 cannot be balanced until all the invoices have been resolved and balanced. To balance control group 124, do the following: 5. Type CGS in the NEXT FUNCTION field to access the Control Group Status (CGS) screen. 6. Type S in the S (SELECT) field to select control group Press J to process the information. The Control Entry Status (CES) screen for control group 124 is displayed. Office of the State Controller 175 NCAS Training.13 - February 9, 2009

28 NOTES Manually Closing PO Lines to Invoicing OCP AP CONTROL ENTRY STATUS CES NEXT FUNCTION: ACTION: 04/25/ :47:07 REQUEST: 12 =============================================================================== PAY ENTITY : XXPT CNTL NBR : 0124 CNTL DATE : 07/06/2008 CURRENCY : CONTROL AMT : 10 3, GL EFF DATE : APPL AREA: SC GROSS DOC AMT: 3, NBR OF DOC'S: 7 DIFFERENCE : =============================================================================== VENDOR/EMPLOYEE DOCUMENT NUMBER GROSS AMOUNT DOC DATE STATUS SEL A /09/2008 BALANCED _ A /06/2008 BALANCED _ A /17/2008 BALANCED _ A , /11/2008 BALANCED _ A CM /19/2008 BALANCED _ A DM /11/2008 BALANCED _ F , /16/2008 BALANCED _ PAGE: 1 STATUS: END OF LIST 8. Verify that the value in the GROSS DOCUMENT AMOUNT and the CON- TROL AMOUNT fields are the same. The value in the GROSS DOC AMOUNT field is 3, The value in the CONTROL AMOUNT field is 3, The discrepancy between the GROSS DOC AMOUNT and CONTROL AMOUNT field ($600.00) displays in the DIFFER- ENCE field. 9. Check the invoice amounts on the calculator tape against the invoice amounts displayed on the Control Entry Status (CES) screen. The calculator tape totals 3, A debit memo for $ was not included in the CONTROL AMOUNT total. 10. Type 3, in the CONTROL AMOUNT field. Delete any characters remaining in the field. 11. Write 3, on the Control Group Header Sheet to revise the old total. (In this exercise, do not carry out this step.) 12. Type BAL in the REQUEST field and press J to balance control group 124. A blank Control Document Entry (CDE) screen is displayed with the following message: ENTER CONTROL GROUP INFORMATION. You can now enter a new control group. Office of the State Controller 176 NCAS Training.13 - February 9, 2009