Accounts Payable Credit Card-Related Validations
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1 Statewide Financial System (SFS) Accounts Payable Credit Card-Related Validations October 25, 2013 Statewide Financial System Program
2 Background Agencies reconciling Procurement Cards (PCards), Non-Employee Travel Cards (NET Cards) and Travel Cards (TCards) online have experienced a number of challenges since the inception of the SFS. The reconciliation process is dependent upon multiple steps performed by a number of agency roles and batch processes. The SFS Program has performed a full review of the underlying problems and has determined that a number of validations are required on voucher pages to prevent most of the problems that are occurring. Many of the issues are related to the tracking of prepaid balances in the SFS. 2
3 Prepaid Balance Overview Prepaid vouchers and reconciliation vouchers are used to track prepaid balances in the SFS. The prepaid balance is tracked by Business Unit and Vendor. Prepaid balances are increased by a prepaid voucher used to pay the credit card company. Reconciliation vouchers are built by the SFS as a result of the P/NET card reconciliation process. Reconciliation vouchers are not meant to generate payments. Prepaid balances are decreased when a reconciliation voucher is posted. Prepaid balances are not affected by AP Adjustment Vouchers, AP Journal Vouchers, or GL Journals and therefore must not be used to make changes to credit card-related vouchers. 3
4 Problems Addressed by Validations Adjusting transactions made that do not affect the prepaid balance (Adjustment Voucher and Journal Voucher validation) Prepaid balances established incorrectly (Prepaid Voucher validation) Insufficient Prepaid Balance resulting in potential overpayments to credit card vendors (Reconciliation Voucher validation) Errors associated with negative vouchers (Reconciliation Voucher validation) Inability to rebuild reconciliation vouchers without SFS intervention (Reconciliation Voucher validation and automated reset of deleted reconciliation vouchers) 4
5 Summary of Validations/Changes Voucher Style Adjustment Voucher Journal Voucher Prepaid Voucher Reconciliation Voucher (A Regular Voucher with a source of a Procurement Card) Reconciliation Voucher Reconciliation Voucher Validation and Purpose on Account to prevent use of credit card accounts on Account to prevent use of credit card accounts on Vendor ID to prevent use of NON credit card vendors Prevent rejection of reconciliation vouchers on gross amount upon approval action in workflow to ensure that it does not exceed prepaid balance on gross amount field upon submission to the workflow to prevent negative reconciliation vouchers 5
6 Summary of Validations/Changes Change Automatically re-set credit card transactions upon the deletion of a reconciliation voucher Prevention of the addition of PCard and NET Cards on the Corporate Card Information Page intended for TCards. Purpose Facilitate the rebuilding of a reconciliation voucher. PCard and NET Card information must be added via Purchasing on the Cardholder Profile Page. 6
7 Adjustment Voucher: Validation on the Account Field Description of Validation: Validation on voucher distribution lines of adjustment vouchers Account = PCard, NET Card or TCard accounts not permitted Reason for Validation: Adjustment Vouchers do not affect prepaid balances and must never be used for making adjustments to previously-paid credit card vouchers. Adjustments are made on the next credit card statement by the vendor. Error Message: Voucher Style Adjustment or Journal is not allowed for the ACCOUNT <account #>. 7
8 Adjustment Vouchers: Error Message 8
9 Journal Vouchers: Validation on the Account Field Description of Validation: Validation on voucher distribution lines of journal vouchers Account = PCard, NET Card or TCard accounts not permitted Reason for Validation: Journal Vouchers do not affect prepaid balance and must never be used for making changes to previously paid credit card vouchers. Error Message: Voucher Style Adjustment or Journal is not allowed for the ACCOUNT <account #>. 9
10 Journal Vouchers: Error Message 10
11 Prepaid Vouchers: Validation on the Vendor ID Field Description of Validation: Validation of Vendor ID on prepaid vouchers Vendor ID must = Credit Card Pcard or NET Card Vendor Reason for Validation: Prevent the establishment of incorrect prepaid balances Error Message: Voucher Style Prepaid is not allowed for the selected vendor 11
12 Prepaid Vouchers: Error Message 12
13 Prevent Rejection of P/NET Card Reconciliation Vouchers Description of Validation: Validation on P/NET card reconciliation vouchers (regular vouchers where source = Procurement Card). Validation in workflow upon rejection of reconciliation vouchers. Reason for Validation: Prevent rejection of reconciliation vouchers that cannot be resubmitted into workflow. Error Message: A P/NET Card reconciliation vouchers cannot be rejected. Please select Deny action if the voucher needs to be sent back to the originator for updates. 13
14 Prevent Rejection of P/NET Card Reconciliation Vouchers: Error Message 14
15 P/NET Card Reconciliation Vouchers Validation for Sufficient Prepaid Balance Description of Validation: Validation on P/NET Card reconciliation vouchers (regular vouchers where source = Procurement Card). Validation upon approval of reconciliation vouchers. Reason for Validation: Prevent potential overpayments to credit card vendors Error Message: This P/NET Card reconciliation vouchers cannot be approved at this time due to insufficient prepaid balance. Total available prepaid balance ($###) for BU (XXXXX) and Vendor ID <vendor id> is less than the gross amount ($###) of this reconciliation voucher. 15
16 P/NET Card Reconciliation Vouchers Validation for Sufficient Prepaid Balance: Error Message 16
17 Prevent Creation of NEGATIVE P/NET Card Reconciliation Vouchers Description of Validation: Validation on P/NET Card reconciliation vouchers Validation occurs upon submission of a reconciliation voucher into workflow by an agency. Reason for Validation: Prevent errors with reconciliation vouchers Error Message: A P/NET Card reconciliation voucher with negative gross amount cannot be submitted for approval. Please follow the SFS Training job aid JAA-AP Correcting a Reconciliation Vouchers with a Negative Gross Amount to adjust the gross amount on the voucher. 17
18 Prevent Creation of NEGATIVE P/NET Card Reconciliation Voucher: Error Message 18
19 Automated Reset of Credit Card Transactions Automated reset of P/NET Card reconciliation vouchers Upon deletion of a reconciliation voucher, related credit card transactions will be automatically reset. Purpose: To facilitate rebuilding the reconciliation voucher. Charges will be set to Verified; and Budget Header Status will be set to Not Checked. 19
20 Prevent Addition of P/NET Card Data via Travel & Expense 20
21 Prevent Addition of P/NET Card Data via Travel & Expense Description of Validation: Validation on Corporate Card Information Page Validation occurs on the Card Issuer Field (CANNOT BE VISAP OR VISAN ) and the Charge Function (CANNOT BE Procurement Card ). Reason for Validation: Batch processes only recognize P/NET card data entered via the Purchasing Module. Navigation: SFS Financials > Purchasing > Procurement Cards > Definitions > Cardholder Profile Error Message: Please navigate to Purchasing > Procurement Cards > Definitions > Cardholder Profile page to setup a new P/NET Card. This page must be used to setup Travel Cards only. 21
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