IMAGIS Accounts Payable Manual

IMAGIS Accounts Payable Manual Date: January, 2011

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... 11 Vendor Add process... 18 Regional... 18 Headquarters... 18 Withholding vendors... 19 Section 5: Administration Payment Processing... 19 Control Group Set-up... 20 Regional Worksites... 20 Headquarters Worksites... 22 Run a Tape Function... 24 Entering Invoices for Payment Administrative Payments... 25 Adding a Cheque Message to a Voucher... 30 Third Party Payments... 32 Returning Cheques to the Department... 32 Entering the Last Voucher... 32 Postable Voucher by Account report... 33 Verifying and Posting of Control Groups... 38 Supervisor Worksite Reconciliation... 40 Supervisor Reports... 42 Payment Look-Up... 42 When voucher number is known... 42 When voucher number is not known... 47 Section 6: Client Payment Processing... 49 Overview... 49 Entering Invoices for Payment - IS vouchers entered into LISA (Committed)... 50 Other payments on behalf of clients (non-committed, payment not entered into LISA)... 53 Errors in processing payments entered on behalf of clients... 54 Section 7: Specialized Invoice Entry... 55 US Dollar Invoice Entry... 55 Accountability Framework Agreements Claim Entry... 59 Payments Requiring Withholding Code... 60 August 31, 2011 Page 2

Section 8: Error Correction... 62 Before Posting... 62 Changes... 62 Payment Hold... 63 Delete Vouchers... 64 Recycled Vouchers (Batch Errors)... 65 After Posting... 67 Closing Vouchers... 67 Credit Invoices (Adjustment Vouchers)... 69 Coding Changes Regional Worksites... 73 Coding Changes Headquarters Worksites... 73 Coding Changes For Vendors Subject to VAT... 75 Stop Payments... 80 Control Group Deletion... 80 Page Errors... 83 Section 9: Shortcuts... 84 Favorites... 84 Navigation Personalizations... 86 Customize... 90 SpeedCharts... 93 SpeedChart usage... 95 HotKeys... 95 Appendix A Client Category to IMAGIS Program chart Effective April 1, 2009. 96 Appendix B Worksite to DeptID Conversion Chart... 97 Appendix C Quick Reference Guide Administration payments... 98 Appendix D Quick Reference Guide IS Voucher Payments... 99 Appendix E Quick Reference Guide Supervisor Review... 100 Appendix F Overview of Systems... 101 Appendix G - Understanding ChartField Values... 102 Appendix H Accrual Coding... 105 August 31, 2011 Page 3

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 http://e&iintranet.gov.ab.ca/department/cs/finance/systems/imagis/index.asp. 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

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

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

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

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: http://ahreintranet.gov.ab.ca/department/cs/finance/policy/financial/docs/fpp_section14.p 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: https://www.fsprd.gov.ab.ca. 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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Entering Invoices for Payment Administrative Payments All administrative payments for the worksite will be entered into IMAGIS Financials Production (https://www.fsprd.gov.ab.ca/). 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

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

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

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

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 120070, fund 00, DeptID 0000, and program 00000. 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

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 R124072513. Another common message added by HQ operators is For inquiries call 222-222-2222 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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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

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

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

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

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

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

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

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

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: https://www.fsrep.gov.ab.ca/. 2. Press the Enter key The following User Login Screen will be displayed: August 31, 2011 Page 40

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

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

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

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

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

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

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

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

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

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

August 31, 2011 Page 51

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 558210 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

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 1234567, 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

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

Section 7: Specialized Invoice Entry US Dollar Invoice Entry Vendors requiring US Payments can be setup in two ways. 1. For US Payments only all currency fields default to US Dollars. Ensure that all fields in Payments and Voucher Attribute tabs are US Dollars. 2. For US or CAD payments that must be in US Dollars, in which the vendor does not default to US Dollar, the following steps must be followed. Enter the voucher following the steps in Sections 4. Once the Invoice Information screen is reached, the subsequent changes must be made for payment in US Dollars. 1. Change the field to USD. August 31, 2011 Page 55

2. Choose the tab and Payment detail screen appears. 3. Change the to 02, indicating a US Bank. 4. Change the to US. 5. Change the to CHK. 6. Choose the Hyperlink. August 31, 2011 Page 56

7. Within Currency Options i. Ensure is USD. ii. Ensure is CRRNT. iii. Click on OK. 8. You will be returned to the Payments screen. August 31, 2011 Page 57

Select the Tab and the Voucher Attributes screen will appear. 9. Ensure the to USD. 10. Ensure the is CRRNT. 11. Select the tab to return to the invoice information and continue to enter all required fields. 12. Once all the information has been entered and reviewed, click on the button on the bottom of the screen. August 31, 2011 Page 58

Accountability Framework Agreements Claim Entry E&I has entered into Accountability Framework Agreements (AFAs) with various educational institutions throughout Alberta. These agreements require the educational institution to provide case management services to E&I funded students. E&I will pay the training provider an amount (based on the AFA program) per Accepted and Started learner, according to CAIS records. AFA claims were previously paid through the CMAS system. Effective April 1, 2004, any claims made by institutions for case management services will be paid through IMAGIS. When a claim for payment on an AFA is received, the worksite should confirm that the student has been approved for funding on CAIS. Once this has been verified and the regional invoice verification checklist has been completed, the claim can be entered into IMAGIS with the following distribution line information: Account: 563910 Fund: 01 DeptID: as appropriate for the office Program: 07609 Note: These invoices can be entered into IMAGIS with one distribution line for the entire claim. There is no need to record the student information in the distribution line. For example, if NAIT submitted a claim for 100 students at $300 a student, one invoice would be entered for one distribution line of $30,000. August 31, 2011 Page 59

Payments Requiring Withholding Code Certain invoices require specialized coding to indicate the payment requires tax consideration at the end of the year. If an operator requires a correction to the withholding amounts, please contact your Accounting Officer. Examples of these invoices include: Some DRES payments (as outlined in the DRES manual); To code the payments with the withholding code, the invoices are entered the same way as regular invoices, with the following additions; 1. Select the withholding link at the top of the voucher screen. 2. Check the box under Withholding Applicable and enter the appropriate withholding code. Withholding code 16 will be used for DRES payments. August 31, 2011 Page 60

3. Click the Back to Invoice hyperlink to return to the Invoice Information panel to continue data entry. August 31, 2011 Page 61

Section 8: Error Correction Note: Before any corrections are made, the Control Group must be in the assigned status. Changes cannot be made to vouchers that are in a Control Group that is in the verified status. Before Posting Changes If an error is identified before the voucher is posted in IMAGIS, the voucher can be changed to correct the error. This type of change would be on the same processing day as the voucher was entered. If the Control Group has not been verified the AP Operator can return to the voucher through the Find an Existing Value page, and make the change. Make sure to the voucher once the correction has been made. Continue with the voucher entry process then pass onto the AP Supervisor to Verify and Post the Control Group once reviewed. If the Control Group has been verified have the AP Supervisor return to the Control Group and change the status to Assigned, and save. Then the AP Operator can return to the voucher through the Find an Existing Value page, and make the change. Make sure to the voucher once the correction has been made. Continue with the voucher entry process then pass onto the AP Supervisor to Verify and Post the Control Group once reviewed. August 31, 2011 Page 62

Payment Hold The A/P Operator may be required to put a Voucher on Hold to allow a review by an A/P Supervisor or Accounting Officer. To put a voucher that has not been posted in IMAGIS on hold, go to the Regular Voucher Entry screen, and look up the voucher. Once on the voucher screens, go to the Payments screen. On this screen, check-off the box Hold Payment. This process will allow the voucher to post in the overnight batch process, but no payment will be produced for the voucher until the hold status has been removed. Note: This option will only be available until the voucher has been posted. An explanation must be supplied for all Hold Payments. The explanation is entered in the Hold Reason box by selecting one of the Hold Reasons through the look up function. As E&I does not track to the types of holds, any Hold Reason can be used. August 31, 2011 Page 63

Delete Vouchers If the A/P Operator decides to delete a voucher before posting, use the following steps: Navigation: Accounts Payable Vouchers Add/Update Delete Vouchers 1. Enter appropriate A/P, BU and voucher ID 2. Review the voucher information, and select the button to delete the voucher. 3. You will receive the following error message. Select the button to confirm the delete of the voucher. 4. Select the button on the Delete screen. Voucher has been deleted. August 31, 2011 Page 64

Recycled Vouchers (Batch Errors) If vouchers did not post in the overnight batch process, they will be left in a Recycled status. These errors will be identified through the central reconciliation process and the A/P Operator is notified by the Accounting Officer to review and correct the error. There are panels that may provide insight into the reason why the voucher did not post. 1. Navigation Accounts Payable Vouchers Maintain Voucher Build Error Detail 2. Enter the BU and voucher ID if available. Invoice Number and Vendor ID are left blank. There are very few vouchers that can be viewed for any given BU under this screen, therefore only the BU can be used. 3. Click on the button. August 31, 2011 Page 65

4. Review the error messages created by the overnight batch process. 5. To correct the errors, select the hyperlink, which will return you to the invoice information screen. 6. Follow the Error Correction before posting section. August 31, 2011 Page 66

After Posting Closing Vouchers Vouchers that were posted but before a payment is created can be closed. By closing a voucher, the A/P Operator is removing the Accounts Payable liability, and the voucher entered is reversed. The payment to the vendor will not occur. Note: If IS Vouchers are closed a correction journal needs to be entered into IMAGIS, to update Payment History correctly. Please inform your Accounting Officer anytime a voucher is closed. 1. Navigation Accounts Payable, Vouchers, Add/Update, Close Voucher 2. Enter AP Business Unit and voucher ID for closure and click on the button. August 31, 2011 Page 67

3. Review the voucher information on the Close Voucher and Voucher Details page. To mark the voucher for closure, check the box next to and click on the button. This voucher will be closed in the overnight batch process. Note: As the closing of vouchers is a separate process from entry, the Control Group is not affected. 4. Print the Close Voucher page and receive A/P Supervisor approval. Attach to Control Group processing for the day. August 31, 2011 Page 68

Credit Invoices (Adjustment Vouchers) Adjustment Vouchers can be used to adjust an existing voucher that has already been posted. They should be used where the adjustments required affect the vendor such as a Credit Invoice. Adjustment vouchers need to be entered in a Control Group, similar to Regular Vouchers. The Adjustment type voucher will bring forward the original invoice information for changes, and will be linked to the original invoice. 1. Navigation - Voucher entry page, select Adjustments from the drop down Voucher Style box. Enter the vendor number and the invoice number supplied on the Credit Invoice. Where you are creating a credit note to adjust for an overpayment that was made to the vendor, use the original invoice number and add CR at the end. Then click the button. 2. The voucher information can be automatically copied from a Source Document that has the same BU and Vendor ID as the adjustment voucher you are creating. August 31, 2011 Page 69

3. Select the voucher that the credit invoice is related to, this will return you to the Invoice Information Panel. 4. Select the Copy to Voucher button. August 31, 2011 Page 70

5. Source vouchers copied into the invoice information page will copy across the gross total amount, extended amount and line total as well. You will need to adjust these amounts manually. Note: check the VIEW ALL on both the invoice line and the distribution line to ensure that the credit amount is applied to the correct chartfield string. Delete any invoice and distribution lines that are not needed. August 31, 2011 Page 71

6. Once the amounts have been adjusted and applied to the correct chartfield string, delete any lines that are not needed and click the button. Record the Voucher ID on the credit invoice. The Related ID field is a reference field for tracking the adjustments; it is for informational purposes only. August 31, 2011 Page 72

Coding Changes Regional Worksites Co ding changes (transferring expenditures from one chartfield or chartfield combination to another that do not affect vendor payments) will be accomplished using Journal entries. Journal entries are always $0 balanced entries Your Regional Financial Services will complete this functionality. Please record the following; All chartfield information for all lines of entry (Account, Fund, DeptID, Program, and project) A copy of the 7001 report showing the original payment. All client information, for IS non-committed vouchers. Once this information is recorded, E/O and Accounting Officer approval on this transaction need to be received. Note: E/O approval is not required if the coding change is a correction to what the E/O authorized originally. This document would then be forwarded to your Regional Financial Services for Accounting Officer approval and processing. Coding Changes Headquarters Worksites Coding changes (transferring expenditures from one chartfield or chartfield combination to another that do not affect vendor payments) will be accomplished using Accounts Payable Journal Vouchers. Journal vouchers are always $0 balanced entries. All chartfield information for all lines of entry (Account, Fund, DeptID, Program, and project) A copy of the 7001 report showing the original payment. Once this information is recorded, E/O approval on this transaction is needed. Note: E/O approval is not required if the coding change is correcting a data entry error and not a correction to what the E/O authorized originally. 1. Navigation is Voucher entry page, select Journal Voucher from the drop down Voucher Style box. Enter the BU, vendor number (make sure you select the same address as used on the original voucher, it may be helpful to take a screen shot of this payment and attach it as backup), the invoice number is created by using the original VoucherID and adding ADJ on the end, the original invoice date. Once the information has been entered click the button. August 31, 2011 Page 73

2. As Journal vouchers must always balance to $0.00 dollars, note that the Total amount on the voucher is zero. The field is greyed out which means that you do not have access to change it. Enter the corrections to the coding string, note that you must have a debit and a credit line to balance to zero. Click on the button, record the voucher id on the backup documentation. August 31, 2011 Page 74

Coding Changes For Vendors Subject to VAT When completing a journal transfer to correct coding when the original voucher was paid via ExClaim or to any vendor with vendor ID 00E who is subject to VAT (GST) the below process must be followed in order to not remove the GST again from the charges within the AP Journal Voucher. When the original voucher was paid the portion of the payment made to VAT (GST) was already removed and charged to the GST account. When completing a journal voucher on this type of vendor you do not want to remove GST again. The below procedure will ensure that the VAT (GST) will not be deducted again. August 31, 2011 Page 75

1. Enter the amounts and codes in the distribution line ( } ) 2. Click August 31, 2011 Page 76

3. One the below screen now click on 4. Click, then change Treatment Group to Out of Scope, then click made. to effect the changes August 31, 2011 Page 77

5. Go back to Invoice Information tab by clicking then 6. Once you are back on the Invoice Information tab select August 31, 2011 Page 78

7. The below screen will come up. Click. Change VAT Treatment to Out of Scope, then click to effect the changes made. Go back to Invoice Information tab and Save the voucher. August 31, 2011 Page 79

Stop Payments If a vendor has identified that they have not received their payment, the A/P Operator wo uld verify this information by using the Payment Lookup. If the investigation shows that the vendor has not cashed the payment, the following steps must be used to place a stop payment on the cheque and have a new cheque issued; 1. Prepare a Stop Payment Replacement Cheque Request, with the Worksite name in the Department Name field and print a screen of the payment page. 2. Send a Statutory Declaration form to the vendor for their signature. 3. Fax both forms to the Accounting Officer for signature. The Accounting Officer will forward the information to IBM and a new cheque will be issued. Control Group Deletion There are instances in the IMAGIS Production environment, in which a Control Group may be deleted. Possible causes for Control Group deletion include: Data for the control group was entered incorrectly. In this case it may be easier for the A/P Supervisor to delete the control group and separately delete the vouchers included in the control group and start again. An A/P Operator may decide to not proceed with a control group that has been set up. In each case, we would recommend that there are other, more efficient ways on correction of the error than deleting of the control group. It may be easier to correct the data already entered than to delete it all and start again. As well, control groups can be left open until there are invoices available for entry. Once a Control Group has been deleted, it cannot be used again. NOTE: Do not enter invoices in a control group over multiple days. Each control group should only contain invoices entered on one day. 1. AP Supervisor Navigation: Accounts Payable Control Groups Delete Control Group August 31, 2011 Page 80

2. Enter the Business Unit and control Group ID in the Find an Existing Value panel. Click th e button to view the control group information. 3. You will view the Delete Control Group Page. On this page, the AP Supervisor can delete the control group. Note: the AP Supervisor will not be able to delete the vouchers associated with the group. This must be done by the AP Operator through another process described in Error Correction - Before Posting Delete Vouchers. August 31, 2011 Page 81

To delete the control group record only, check off the box next to the field, and click on the button. NOTE: If a control group is deleted and the vouchers contained in a control group are not, the vouchers will not post nor have payments created for them through the nightly batch process. The vouchers should be reassigned to another control group to allow processing to continue. 4. You will be provided with a warning message that you are about to delete a control group. Select the button to proceed with the deletion. 5. This data will only be saved once you have clicked the button at the bottom of the screen. August 31, 2011 Page 82

Page Errors If there is an error in viewing a page, you may need to delete your internet cache and cookies. You would complete this by; 1. Log out of the database you are in. 2. On your internet browser, go to Tools Internet Options 3. Select Delete Cookies and Delete Files 4. Close browser 5. Re-open browser, and log back onto database. 6. If problem with the page persists, contact the IBM helpdesk. August 31, 2011 Page 83

Section 9: Shortcuts Favorites Web pages can be added to an Operators Favorite menu for easy access. This allows users to easily access commonly used pages, without traveling through the entire menu each time. Note: IMAGIS Favorites are different than those set up on your web browser. To set up a Favorite follow the navigation to the page desired. Once at that page, click the Add to Favorites at the top of the web-page. You will be prompted to accept the name of the page, or change it. Enter a name you will identify with the page (e.g. for the Voucher entry page, name it Voucher entry to identify it easily). Once you have selected the name, you can access this page easily through the Favorites menu item at the top of your screen.. August 31, 2011 Page 84

For A/P Operators, we recommend that you set-up the following pages as your Favorites ; Voucher Regular Entry Postable Voucher by Account Vendor Inquiry For A/P Supervisor, we recommend that you set-up the following pages as your Favorites ; Control Group Information Any reports that you may run on a regular basis August 31, 2011 Page 85

Navigation Personalizations There are Personalization options in IMAGIS that will allow the user to skip, or tab over, icons or fields in their nav igations through various screens. This optional feature may allow A/P Operators to enter invoices more efficiently into the IMAGIS system, as they will not have to tab over icons or fields that they do not utilize (for example, the calendar icon found at the end of each date field). The navigation personalization is user specific and may be completed, as desired, by each user. This will allow the user the same defaults in system usage independent of the computer used to access IMAGIS. Navigation 1. From the bottom of the main menu in IMAGIS Finance, select My Personalizations. 2. You will view the Personalizations screen. 3. Select the button next to Navigation Personalizations on this screen. NOTE: Personalizations are user specific and can be reset at any time by selecting the button on this screen. August 31, 2011 Page 86

You will view the Option Category: Navigation Personalizations screen. This screen will originally be set with default values of No. 4. Override values can be selected for each field or icon. In order to skip a type of icon or field when using the tab button to navigate through a page, select Yes in the Override Value. The example shown below will result in the calendar button being skipped when the user is navigating through the screens. 5. To view what type of field the Personalization Option identifies, you can use the hyperlink at the end of the line which takes you to the Personalization Explanation screen. August 31, 2011 Page 87

6. This screen describes the field or icon type and what setting the override value will accomplish. In the example shown below, by selecting an override value of Yes, the user will no longer tab to the calendar button next to date fields. Select the button at the bottom of the screen to return to the Option Category screen. August 31, 2011 Page 88

7. To save your Personalizations, click the button at the bottom of the Option Category: Navigation Personalizations screen. When you access your look-up or entry pages after personalizing your navigation, you will no longer be taken to the types of fields or icons you have overridden. (In the case above, the user would no longer have to tab twice to get to the next field after the date field). 8. You will receive the following confirmation message. Click the button to return to the main Personalizations screen. August 31, 2011 Page 89

Customize Select fields in IMAGIS can be customized. When you customize a field in IMAGIS, you are setting up how you view a page. For an example, we will customize the Distribution Lines section of the Invoice information page. Note: Only areas that have the hyperlink are available for Customization. 1. On the Invoice Information page select the hyperlink on the Distribution Lines header. 2. This will bring you to the Customization page for the Distribution lines section. August 31, 2011 Page 90

3. Select the fields that you would like to "hide" from the page by selecting them and ch ecking off the check box. These should be fields that you do not require for data-entry. To follow the process outlined in this document, it is recommended that you hide all the fields except the following; Amount GL Unit Account Fund Department Program Project Chartfield 1 Chartfield 2 EmplID Once all the fields have been selected to hide, select the bottom of the screen. button at the 4. When you return to the Invoice information screen, only the fields that you have selected as non-hidden will appear. This makes the data entry page a lot nicer to look at, and more streamlined for data entry. This page has now been customized to your operator ID, and this is what the page will look like until you re-set your customization. 5. Note the Distribution Lines screen can be Restored or changed at any time by clicking the Delete Settings button at the bottom of the customization screen. August 31, 2011 Page 91

6. Confirm the deletion of your custom izations by clicking the button. This will return you to the Distribution Line Customization Screen. You can verify that the customizations have been removed and then click on the button to return to the Invoice Information screen. August 31, 2011 Page 92

SpeedCharts SpeedCharts can be set up for each WORKSITE for the 5 types of client categories and common types of administration payments. The SpeedChart will need to be setup in the following format A### and AM### for medical charges. The alpha character will refer to a range of client categories, and the # s will refer to the WORKSITE number. Range of client categories will be as follows; Client Category Non-Medical Medical Speedchart Speedchart 11-13 AWORKSITE# AMWORKSITE# 14-18, 81-82 BWORKSITE# BMWORKSITE# 72-77 CMWORKSITE# 42-47 DWORKSITE# DMWORKSITE# 91-93 EWORKSITE# EMWORKSITE# For example, if WORKSITE 117 receives an IS voucher for client category 11, the SpeedChart of A117 would be used. This SpeedChart would automatically fill in the following chartfield information on the distribution lines Account 558210, Fund 01, Department 0115, Program 00018. This saves large keying times as 4 characters are keyed vs. 17. SpeedChart set-up Note: This is a one-time set-up. 1. Navigation is Set Up Financials/Supply Chain Product Related Procurement Options Management SpeedChart 2. Click on Add a New Value tab and enter in Set ID (095) and SpeedChart Key (as per format above. 3. Leave User ID and Primary Permission List blank. Click the button August 31, 2011 Page 93

4. Enter the appropriate chartfield information for the SpeedChart, based on the client category to program and the WORKSITE to Dept ID conversions. You may also want to enter a description to help you differentiate between similar speedcharts. 5. Click the button. SpeedChart is now set-up and available for use. August 31, 2011 Page 94

SpeedChart usage To use SpeedCharts, enter in the voucher information up to the Invoice lines. Check off the SpeedChart checkbox, and select the appropriate SpeedChart. When Voucher is saved or refreshed, the chartfield information will automatically be populated. Note: If more than one distribution line will be used, add the line before the SpeedChart is selected, and all the fields will be automatically filled in. HotKeys IMAGIS has set up various HotKeys that allow the user to navigate quickly through the pages using keystrokes. They are as follows: Hot Key Action Alt+1 Save page Alt+2 Return to search Alt+3 Next in list Alt+4 Previous in list Alt+5 Open in calendar or search Alt+6 Open pop-up Alt+7 Insert row Alt+8 Delete Row August 31, 2011 Page 95

Appendix A Client Category to IMAGIS Program chart Effective April 1, 2009 Client Category IMAGIS Non- Medical Program 11 00018 01054 12 00018 01054 13 00018 01054 14 01051 01052 15 01051 01052 17 01051 01052 18 01051 01052 42 00032 01053 43 00032 01053 44 00032 01053 45 00032 01053 46 00032 01053 47 00032 01053 61 00975 71 00031 72 00815 73 00815 74 00815 75 00815 77 00815 78 00815 79 00815 81 01051 01052 82 01051 01052 83 00022 91 00033 01055 92 00033 01055 93 00033 01055 IMAGIS Medical Program (only needs codes in 1900 series) Client Category Non-Medical Medical Speedchart Program Speedchart Program 11-13 AWORKSITE# 00018 AMWORKSITE# 01054 14-18, 81-82 BWORKSITE# 01051 BMWORKSITE# 01052 72-79 CMWORKSITE# 00815 42-47 DWORKSITE# 00032 DMWORKSITE# 01053 91-93 EWORKSITE# 00033 EMWORKSITE# 01055 August 31, 2011 Page 96

Appendix B Worksit e to DeptID Conversion Chart Worksite Description Dept ID 117 GRANDE PRAIRIE 0115 120 HIGH PRAIRIE 0119 125 PEACE RIVER 0118 151 NORTH AISH REGION 0115 157 HINTON 0157 202 BARRHEAD 0348 215 FORT MCMURRAY 0132 232 VEGREVILLE 0139 264 COLD LAKE 0902 310 EDMONTON NO RTH 0160 312 EDMONTON WE ST 0161 343 EDMONTON CITY CENTRE AREA 0162 351 AISH EDMONTO N REGION 0482 353 ISCC-AFTER HRS CRISIS CENTRE 0957 362 EDMONTON SOUTH-CASC 0164 408 CAMROSE 0202 409 DRUMHELLER 0208 426 RED DEER 0206 435 WETASKIWIN 0204 446 CENTRAL AISH REGION 0206 448 LLOYDMINSTER 0212 539 RADISSON CEN TRE 0223 541 ONE EXECUTIVE PLACE 0225 545 AISH & ASSURE D SUPP -TGS PLACE 0227 547 BOW CORRIDOR 0224 568 CALGARY SOUTH CENTRAL AREA 0228 603 CROWSNEST PA SS 0256 605 BROOKS 0261 622 LETHBRIDGE 0258 623 MEDICINE HAT 0262 644 SOUTH AISH REGION 0258 August 31, 2011 Page 97

Appendix C Quick Reference Guide Administration payments Step 1 Acc ess IMAGIS through https://www.fsprd.gov.ab.ca. Step 2 Reserve Control Group Code from log book (regional) Step 3 Code invoices for payment Step 4 Create a tape of invoices to be paid. Must include invoice amounts and number of invoices for payment. Step 5 Have AP Supervisor create a new Control Group in IMAGIS through Accounts Payable Control Groups Group Information, using Control Group Code fro m log book (regions) or value of NEXT (HQ). Ensure that AP Supervisor deselected Post Group on the Accounting tab. Step 6 Enter invoices for payment through Accounts Payab le Vouchers Add/Up date Regular Entry Add a New Value tab Step 7 Print Postable Voucher by Account through: Accounts Payable Reports Vouchers Postable Voucher by Account. Report must balance to Control Group information. Attach report to invo ices and tape. Step 8 Provide Postable Voucher by Account, invoices and tape to Supervisor for review. AP Sup ervisor reviews Control Group Information to ensure that total $ amoun t and # of invoices match through Accounts Pa yable Control Groups Gr oup Information. If totals match, verify Control Group and reselect Post Group on the Accounting tab. Step 9 File Control Gr oup information by date, once reviewed by Supervisor. August 31, 2011 Page 98

Appendix D Quick Reference Guide IS Voucher Payments Step 1 Step 2 Step 3 Step 4 Step 5 Access IMAGIS through https://www.fsprd.gov.ab.ca/. Obtain Control Group Code from log book that your AP Supervisor has set up and assigned to you. Have E/O sign IS vouchers (or sign in batches of up to 99 on Postable Voucher by Account). Create a tape of invoices to be paid. Must include invoice amounts and number of invoices for payment. Have AP Supervisor create a new Control Group in IMAGIS through Accounts Payable Control Groups Group Information, using Control Group Code from log book (regions). Ensure that AP Supervisor deselected Post Group on the Accounting tab. Step 6 Enter invoices (IS Vouchers) for payment through Accounts Payable Add/Update Regular Entry Add a New Value tab. Add the client information under Project, Chartfield 1 and Chartfield 2 if IS Voucher is non- committed. Step 7 Print Postable Voucher by Account through Accounts Payable Reports Vouchers Postable Voucher by Account. Report must balance to Control Group information. Attach report to invoices (IS Vouchers) and tape. Step 8 Step 9 Provide Postable Voucher by Account, invoices and tape to Supervisor for review. AP Supervisor reviews Control Group Information to ensure that total $ amount and # of invoices match through Accounts Payable Control Groups Group Information. If totals match, verify Control Group and reselect Post Group on the Accounting tab. File Control Group information by date, once reviewed by Supervisor. August 31, 2011 Page 99

Appendix E Quick Reference Guide Supervisor Review Step 1 Step 2 Step 3 Step 4 Step 5 Set up Control Group as requested and Assign it to the AP Operator. Ensure on the Accounting tab that you have Deselected Post Group Receive Postable Voucher by Account report and all backup documentation from AP Operator. Review report and attached invoices for accurate coding including all vouchers with invoice number starting with S. Return report and all backup documentation to AP Operator for changes in incorrect coding. AP Operator will correct and provide new, updated report to Supervisor for review. Sign report as reviewed. S tep 6 Log into https://www.fsprd.gov.ab.ca/ - go to Accounts Payable/Control Groups/Group Information and search Control Group. On Group Information page change status from Assigned to Verified and on the Accounting tab Reselect Post Group N ext Day Step 7 Step 8 Step 9 Log into https://www.fsrep.gov.ab.ca/. Run the Vouchers Posted to AP report found at Accounts Payable Reports Voucher Vouchers Posted to AP. Compare the Vouchers Posted to AP report to the Postable Voucher by Account Report to ensure the coding and amounts of the items are the same. Initial and attach the Vouchers posted to AP report to the package, and return to AP Operator for filing. August 31, 2011 Page 100

Appendix F Overview of Systems IMAGIS General Ledger and A/P are joined with other IMAGIS financials and acts as the hub of all financial information processing. In order to fully utilize IMAGIS, it is important to understand the points of integration between A/P and other IMAGIS applications. Below is a pictorial description of the IMAGIS system and the points of integration. Reporting - nvision Reporting - Query General Ledger Accounts Payable Receivables Budget Module HRMS Interfaces Payment History Purchasing August 31, 2011 Page 101

Appendix G - Understanding ChartField Values IMAGIS relies on tables to store not only transactions, but also the financial structure and processing rules that drive the system. In IMAGIS financial applications, the individual fields in your accounting structure are called ChartFields. ChartFields are used across all the IMAGIS applications and are used to classify accounting transactions created in subsystems or entered directly into general ledger. The following are ChartFields within the LEDGER table: Account Budget Period Fund DeptID Program Project/Grant Class Statistics Affiliate Currency Chartfield 1 Chartfield 2 EmplID Used to capture the nature of the accounting transaction. The Account classifies a transaction as asset, liability, equity, revenue or expenditure. Employed to identify the period to which the transaction relates. The Budget Period allows the ability to control budgets by budget year Used to aggregate financial information for the purpose of carrying on specific activities in accordance with regulations or restrictions Utilized to identify divisions or units within an entity. Used to track related activities directed towards the accomplishment of a set of objectives. Used to track and control spending at multiple project levels (for regional areas this will be used to track expenses by year and POA Utilized to capture ancillary information (not yet decided the use of this field.) Used to track statistics through the use of special accounts. Used to account for InterUnit journal processing and consolidated reporting. It provides a way to identify transactions between business units for a single account. Used to identify currency for multi-currency transactions Used to track expenses by a predefined ministry set of values (for regional areas this will be used to track Need Code) Used to track expenses by a predefined ministry set of values (for regional areas this will be used to track Client File Number) Used to track expenses by Employee ID as defined from the HRMS system August 31, 2011 Page 102

Accounts Accounts used in combination with other ChartFields can be used to create journal entries. Account is a required ChartField. The account ChartField captures the financial nature of an accounting transaction. Each account type begins with a new series of numbers. For example, the 1 series accounts represent Assets while the 2 series accounts represent Liabilities. Account Types Assets Liabilities Number Series 100000 200000 Financial Statements Balance Sheet Balance Sheet Equity 300000 Balance Sheet Revenue 400000 Income Statement Expenditure 500000 Income Statement Revenue Estimate 600000 Budget Expenditure Budgeted Account 700000 Budget Funds Funds are the primary structural units of public sector accounting. Funds identify types of data that are to be captured. In IMAGIS, funds are used to define whether an item is operating, capital or statutory and budgets are set up by fund. August 31, 2011 Page 103

Departments Department values represent any divisional breakdown of the entity into operating units such as different branches or divisions within the departments. Combined with other ChartField values, they form the basis for department budgets that track expenditures and revenues. This ChartField will facilitate responsibility reporting in that each Division Head, Sector Head or Line Manager could receive a report which outlines the accounts, programs, or projects he or she is responsible for managing. The following is an example of some of the Depa rtments ChartFields for E&I. Programs Programs are groups of related activities directed toward the accomplishment of a set of objectives. ChartField values are set up to identify, monitor, and track revenue and expenditure programs for, and apply budgetary control to, programs within each Ministry. August 31, 2011 Page 104

Appendix H Accrual Coding Note: All accrual accounts should use Fund Code 00. Only the Account and Fund codes are changed for accruals, program, dept ID and projects should remain the same. Note: IS vouchers are not accrued, therefore account #558210 should always be used in processing IS vouchers. Accrual Account Codes Expenditure account ranges 205010 Manpower 510000 to 521000 207010 Supplies and services 525000 to 556000 209010 Grants 558000 to 563000 211010 Capital 567000 to 569000 213010 Other 570000 to 575000 August 31, 2011 Page 105