Sonoma County Office of Education Data Processing BASIC ACCOUNTS PAYABLE

Transcription

1 Sonoma County Office of Education Data Processing BASIC ACCOUNTS PAYABLE Colleen Nunnally March 12, 1993

2 Overview School District Input District Maintains Own Vendor Master Encumber Purchase Orders (optional; recommended) Enter Payments / Report Payments on District Prelist Release Batch (for audit) / Submit on School Claims Prelist School Claims (County Office) Audit Receive Batch for Audit at County Office Signed "School Claims Prelist" and required backup** are due to SCOE by 3:00 p.m. on the work day preceding scheduled production of APY warrants. (** see Curt Pollock memo of for APY invoice backup requirements). Reject Payments to 9xxx Batch for further action by District Release Audited Batches for payment on next APY Warrant run Production of Commercial Warrants Normally scheduled every Monday and Thursday at 9:00 a.m. Precise schedule is always available on System News under "Production Schedule." Interface to Sonoma County Auditor system (FAMIS) Warrants post to General Ledger on same evening Accounts Payable Reporting APY "activity" reports (PO Report Writer, "Board" format reports, prelists, batch reports, etc.) Vendor History (Report or On-line) 1099 Reporting Use Tax Reporting BASIC ACCOUNTS PAYABLE Overview 1

3 Accounts Payable Controls Menus Reorganized by DBUG Menu Committee Districts may control which functions individual employees are authorized to perform via passwords to the various functional areas ("applications"). Accounts Payable Applications (see District MGR for password): APYxx APPxx PURxx PRIxx All Accounts Payable functions for District "xx" (APYxx is also available in the ALLxx application) Payments only Vendors and Encumbering only Establish (July only) and Report Accruals District Control Record / AP Variance FCS District Manual, Section 8 Controls the on-line audit of Encumbrances and Payments District MGR may update AP Variance settings using option V of the District Control Update program. Audits AP to Budget at 24-digit or District Summary Level AP Edit Level: (A,D or N)? A = Account Detail Level (24-digit account) D = District Summary Level N = Neither edit is performed Specify AP Variance error severity AP Edit Error: (Y or N)? Y = ERROR (no update allowed) N = WARNING (update allowed) Specify Percent or Dollar Amount allowed over Budget By Major Object Range, specify either a percent or dollar amount figure to indicate the maximum budget deficit allowed. BASIC ACCOUNTS PAYABLE Accounts Payable Controls 2

4 Vendors Vendor Maintenance Beware of Comma and Case in Vendor Name/Remit Name Names should be entered in CAPS for consistency in sorting. The comma in name is used to delimit last name from first name, and should not be used before "Jr.", "Inc.", "Ph.D." and the like. For example: THE PRESS, INC. would be alphabetized as THE, and would print as INC. THE PRESS PRESS INC., THE would be alphabetized as PRESS, and would print as THE PRESS INC coding (see IRS publications or CASBO handout for guidelines) Print a 1099? = Y This vendor is to receive a 1099 form; District must also provide a federal ID Number. Specify Use Tax 1 and Use Tax 2 for alternate rates The standard Use Tax rate (currently, 7.5%) is the default rate used on payments coded with Use Tax = Y. Use Tax 1 and Use Tax 2 are used when rates other than the default rate should be used. Vendor Listings (Eight options) Use (R)eport option to select from 8 formats of Vendor Listings. Vendor Lookup (find Vendor Number using Vendor Name) Vendor Maintenance Select Maintain Vendor Master from Purchasing menu. <TAB> to name. Key the first few characters followed by the wild card then press <ENTER>. All Vendors starting with the same characters will be listed on the screen along with city, state and contact. SELECT VENDOR key in on-line Vendor History ( VH ) Enter "VH": from any menu screen to initiate on-line Vendor History. Displays year-to-date vendor history as of the previous APY run. Type the vendor number in the first field, or <TAB> to name and enter part of the vendor name followed by symbol, <ENTER>. You may then select from the displayed list to view payment and encumbrance activity for the selected vendor. <F4> generates a report of the displayed data. BASIC ACCOUNTS PAYABLE Vendors 3

5 Vendor History On-line Vendor History ( VH ) Enter VH from any menu screen to display activity (payments & encumbrances) for a selected vendor. Enter vendor number or lookup by name as described above. Activity is listed in chronological order. <F4> Print Report will provide a printed copy of the screen display. Vendor History Report Request this report to list activity within a range of dates for selected vendor(s). Selection and sorting is available either by vendor name or vendor number. Selection by account code is also available. BASIC ACCOUNTS PAYABLE Vendors 4

6 Purchase Order Encumbering Encumbering Recommended by External Fiscal Services By law, School Districts are required to be able to ascertain, at any point during the fiscal year, their financial status. The Purchase Order Encumbering function can be helpful to District personnel in collecting the data needed to perform this function. When using PO Encumbrances, the balance remaining in an account will be a truer amount available to spend because it will exclude amounts that have been encumbered or obligated but not yet paid. Entering Encumbrances as Purchase Orders Purchase Orders may be Auto-numbered or Manual (District option, contact DP) Purchase Order Encumbrance Options: A C D X I R E Add a Purchase Order Change an Unpaid PO Date/Approval/Vendor Delete an Unpaid PO Change an Unpaid PO Account/Amount Inspect a PO Request a PO Transaction Report Exit NOTE: The X option may also be used to add additional account lines to any open Purchase Order, regardless of prior payments. Budget Balance reduced by Encumbrance in On-line Lookup/Reports Reporting/Inspecting Purchase Orders Purchase Order Transaction Report Use (R)eport option in PO Encumbering to print a report of PO Encumbrances. Remember to keep the From: and To: fields consistent with your response to Extract by:. Board Purchase Order Report Reports on selected Purchase Orders in a format suitable for management. PO s may be selected by either date entered or PO number, and sorted by Vendor name or PO number. Report may optionally contain accounts and/or vendor addresses. Purchase Order Report Writer (see Reports section) On-Line Purchase Order Inspect Enter PO" from any menu screen to display activity (payments & encumbrances) for a selected Purchase Order. BASIC ACCOUNTS PAYABLE Purchase Order Encumbering 5

7 Payments Batching Payments Remember to open a Batch before entering payments Review Batch Control Report ON A REGULAR BASIS for clean-up NOTE: Why wait until the madness of year-end to clean up? If you have a batch that you do not want: re-open it (if closed), delete all payments, then void the batch. Only empty batches may be voided. At year-end, only "PAID" and "VOIDED" batches should remain! Also applies to "9000 Batches. Purchase Order Payments (Previously Encumbered) Enter P for Payment, PO Number and (optional) line number If line number is not specified, all account lines for this PO will be displayed, four lines per page. Enter the line number for the account line to which payment(s) will apply. PO Payment Actions: P F C O M N D L Partial Payment Final Payment (enter payment amount; remainder is automatically liquidated) Cancel (liquidates remainder immediately; cannot be used after Final payment) Reopen for further payments after Final or Cancellation (enter liquidate amount) Credit memo to be applied (enter amount of credit in payment field as a positive number) Notation (no amount) Delete most recent payment line if no Paid Date Liquidate part of remaining Encumbrance (enter Liquidate amount) PO Payments may not exceed 115% of original encumbrance Update with either <F2> or <F7> <F2> Update/Get Line will update payments entered and prompt for a new line number on same Purchase Order. <F7> Update/Get P.O. will update payments entered and prompt for a new Purchase Order number. BASIC ACCOUNTS PAYABLE Payments 6

8 Pay Vouchers/Travel Claims/Credit Memos/Misc. Vendors Payment Options: A C D X I R Add (Note: all payments may be autonumbered or not) Change Vendor/Date (if unpaid) Delete (unpaid) Change Account/Amount (unpaid) Inspect Request Transaction Report Credit Memos (CM) Credit Memos entered here will be combined with all other types of payments to the same vendor (as opposed to Credit Memos entered as option M in PO Payments which applies a credit memo to a particular Purchase Order.) Miscellaneous Vendors (MV) Intended for one-time only use for payments to vendors not in the Vendor Master File. Name and address is entered at time of payment. No 1099 vendors are allowed since these payments use Vendor number CL Payments (Accounts Payable Accruals) Also referred to as "PCL" (Payable/Current Liability) Estimated Payable (EP) must have been established in prior year Open Purchase Orders at year end will "roll" to EP's in next fiscal year. Additional Estimated Payables may be set up until cut-off in July. EP's are paid in the following fiscal year with "CL" payments. More details at workshop in June. CL Payment Actions: P Partial Payment F Final Payment (enter payment amount; remainder = offset = amount credited back to original EP set-up account but in current year) M Credit memo to be applied (enter amount of credit in payment field as a positive number) D Delete most recent payment line if no Paid Date Z Liquidate remaining Payable (remainder = offset = amount credited back to original EP set-up account but in current year) BASIC ACCOUNTS PAYABLE Payments 7

9 Prelists Request District Prelist for editing Payments, checking Batch totals Release Batch to "Held for Audit" status using Batch Maintenance Request Batch Maintenance from Payments menu. Use option "D" to release Batch to "Held for Audit" status. Payments and amounts are displayed as Batch is released. Request School Claims Prelist Batch must first be in "Held for Audit" status. Send signed copy of Schools Claims Prelist to SCOE with required invoice backup. Audit and Production of Warrants District Cash Balance is checked upon Batch Release by County Rejected Payments are moved to a District 9xxx Batch The District 9xxx Batch will be in an Open status. County Office will communicate 9xxx Batch number and reasons for rejection to District. District must resolve rejected payments. Either: Correct Payments, Release 9xxx Batch for Audit and Resubmit or Delete all Payments and Void the 9xxx Batch District may run additional copies of Detailed Warrant Register Two types of Detailed Warrant Registers are available on the Accounts Payable Reports screen: one is a re-print of the production report, the other is in a format suitable for downloading to PC. Either version will prompt: Accounts Payable file: AP??????.HISTORY.SCOE Replace the question marks with the date (MMDDYY) of the desired Warrant production run. BASIC ACCOUNTS PAYABLE Payments 8

10 Accounts Payable Reports APY "Activity" Reports Payment Transaction Reports Each Payment program has a (R)eport option to list the respective transactions. Batch Control Report (R)eport option of Batch Maintenance will print summary information about a Batch but not its contents. This report should be reviewed periodically for "orphaned" Batches. PO Report Writer ("Open" or "History" types) Report type? 1=Open Purchase Orders only open PO's 2=Purchase Order History shows payments Remember to keep the From and To entries consistent with your response to Extract by. Vendor History (Report or On-Line) 1099 Reporting Automatically reports Vendors/Payments coded 1099 = "Y" Use Tax Reporting Allows entry of additional Vendors and Payments More details at annual "W2/1099 Workshop" in early December. Automatically reports amounts accrued from Payments with Use Tax Amounts are accrued to object code Vendor name is "State Board of Equalization" in lookups and reports. BASIC ACCOUNTS PAYABLE Accounts Payable Reports 9