State of Connecticut Core-CT Continuing Education Initiative. Introduction to Accounts Payable

State of Connecticut Core-CT Continuing Education Initiative Introduction to Accounts Payable 1

Course Goals To give students a greater understanding of their place in Core- CT, an integrated financial system. To instruct students in the Core-CT recommended approach to Accounts Payable. To help students maximize the capabilities of Accounts Payable and use their work time efficiently. 2

Overview Core-CT Financials Overview Accounts Payable Overview Voucher Styles Entering a Regular Voucher Invoice Information Page Asset Information Withholding Information Summary Page Error Summary Page Payment Page Pay Terms Offsets Agenda Consumption Page Partial Voucher Allocation by % Non-PO Voucher SpeedCharts Template Voucher Adjustment Voucher 3

Reversal Voucher Journal Voucher Matching Vouchers/Exceptions Undo Match/Deleting a Voucher Approving Vouchers Budget Check/Exception Voucher Posting Pay Cycle & Payment Post Reporting and Inquiries Vendor Aging Vendor Current Balance Voucher Activity Report Scheduled Payment Voucher Inquiry PO Inquiry PO/AP Interface Month End/FY End Reporting EPM Reports UPK Agenda 4

Introduction to Accounts Payable Table of Contents 1. Core-CT Overview Page 6 2. Financials Overview Page 8 3. Accounts Payable Overview Page 10 4. Voucher Style Overview Page 12 5. Entering a Regular Voucher Page 13 6. Entering a Partial Voucher Page 32 7. Entering a Non-PO Voucher Page 40 8. Template Voucher Page 46 9. Adjustment Voucher Page 52 10. Journal Voucher Page 60 11. Reversal Voucher Page 64 12. Match Voucher/Exceptions Page 73 13. Unmatching/Deleting Vouchers Page 77 14. Approving Vouchers Page 82 15. Budget Check/Exceptions Page 88 16. Voucher Posting Page 93 17. Pay Cycle & Payment Post Page 95 18. AP Reporting and Inquiries Page 97 19. UPK/User Productivity Kit Page 114 5

Core-CT Overview Core-CT is the State s central financial and administrative computer system. Financial Modules: General Ledger, Purchasing, eprocurement, Catalog Management, Accounts Payable, Accounts Receivable, Billing, Asset Management, Inventory, Project Costing, and Customer Contracts. 6

Core-CT Overview Human Resource Management System: modules for Payroll, Time and Labor, Human Resources, and Benefits. EPM: HRMS & Financials Reporting database Core-CT Financials uses PeopleSoft version 8.9. 8100 State workers use Core-CT. Core-CT is based at the Department of Information Technology in East Hartford and managed by the Office of the State Comptroller and the Department of Administrative Services. 7

Core-CT Financials Overview Inventory Commitment Control Purchasing Project Costing Assets Contracts General Ledger eprocurement Billing Catalog Management Receivables Payables 8

Core-CT Benefits Single point of entry for HR, payroll, and financial data Improved ability to analyze both fiscal and HR information Eliminated redundant systems Ability to track statewide expenditures on a programmatic basis Continuous improvement in core system functionality 9

Roles and Responsibilities Accounts Payable: the process of making payments to vendors and others that provide goods and services to an agency. Voucher Processor: This role is responsible for creating vouchers that pay vendors, departments, or other state agencies for goods and services. Tasks include: receives vendor invoices, copies PO and/or receiver information to create vouchers, ensures correct payment method is selected, resolves budget check errors from the budget check process, validates and enters asset information on the voucher distribution line, resolves match exceptions. Voucher Approver: This role is responsible for approving vouchers. Tasks include: receives worklist routings, approves, denies, or recycles vouchers online, ensures proper remittance information and processing options. Voucher Viewer: This role has the ability to view voucher information. 10

Voucher Process Flow Voucher Match Voucher Approve Voucher Budget Check Voucher Post Pay Cycle Match Exceptions Budget Check Exceptions Payment Post 11

Core-CT Voucher Styles 1. Regular Voucher: Used to pay vendors, employees, & state agencies. Always for positive amount. 2. Template Voucher: Forms used when an agency creates many non-po regular vouchers repeatedly. The details of the voucher are the same, but the dates or amounts may change. 3. Adjustment Voucher: Used to apply debit or credit memos from vendors. 4. Journal Voucher: Used to correct distribution coding errors on vouchers. 5. Reversal Voucher: Used to reverse or take back a voucher that has already been voucher posted and cannot be deleted. 12

Regular Vouchers 13

Entering a Regular Voucher Navigation: Accounts Payable> Vouchers> Add/Update> Regular Entry Regular vouchers are entered by state agencies to pay vendors or other state agencies. A regular online voucher is created two ways, either by copying from a source document (PO or PO Receipt), or by creating a NON-PO voucher (data entering all chartfield information on the voucher). Regular vouchers should always have positive dollar amounts on distribution lines, invoice lines, and the gross amount. 14

Entering a Regular Voucher The Add A New Value tab is used to create a new voucher. The Find an Existing Value tab is used to find an existing voucher. Validate that the correct Business Unit populates. The Voucher ID field defaults to NEXT. A Voucher ID will be generated by Core-CT upon saving. Information entered on the Add a New Value page will default to the Invoice Information page. Prepaid, Register, Single Payment, and Third Party vouchers are currently not used in Core-CT. The most common voucher is a regular voucher. 15

Invoice Information Page To create a Regular Voucher from a PO Receipt, enter the Invoice Number, the Invoice Date and the Receipt Date on the Invoice Information page. Invoice Date is the date the agency receives an invoice from the vendor through any state location. Invoice Date is not the vendor invoice date and it is not the date an agency prepares the invoice. Receipt Date refers to the date the goods or services were received or contractually due. For payments made in arrears for a period of time, enter the ending date of the period. For payments required prior to services enter the date the payment was due. The receipt date defaults to the current date. For additional information on Invoice Dates and Receipt Dates see OSC Memorandum No. 2007-24. The Worksheet Copy Option drop down menu displays the voucher sources used to create a Regular voucher. Core-CT uses PO Receipt, Purchase Order Only, and Template. The Purchasing method will govern the option you choose. You should use PO Receipt when there is a receipt. In this example, we will select PO Receipt in the Worksheet Copy Option. This means the PO has a receipt. 16

Entering a Regular Voucher 1 3 2 After selecting PO Receipt, the Copy Worksheet page displays. Enter the Receipt Business Unit and Receipt Number From in the Receiver Lookup Criteria group box. Click Search. The search results will display in the Select Receiver Lines group box. Select the appropriate line(s) to be vouchered. In this example, you are vouchering for the quantity that was received on line 1. Click the Copy Selected Lines button. 17

Entering a Regular Voucher After clicking the Copy Selected Lines button, the PO Receipt information will populate to the Invoice Information page. Chartfield coding should never be changed on vouchers created from a PO or PO Receipt. Click Save. The Voucher ID changes from NEXT to a Core-CT system generated ID. This should be recorded on the original paper vendor invoice. The printing of voucher components is not necessary. 18

Assets Information The Invoice Date is important for Asset related vouchers. The Invoice Date on the voucher is the actual In-Service Date for the asset in the AM module. This determines when asset depreciation starts. If an asset has not previously been identified on the Purchase Order or Receiver, the voucher is the last opportunity to integrate this information. Asset information can be added without updating the PO/Receiver on the Assets tab in the Distribution Lines group box. Select the Asset checkbox. Enter the AM Business Unit and Profile ID. The Asset ID should be left as NEXT. The Sequence Number field is not used. Voucher Processors should always use the PO Receipt Worksheet Copy Option when a receipt has been created as many agencies enter asset information on the receipt. 19

Withholding Information If a Withholding link appears, the vendor was identified as a withholding vendor. The items or services purchased from them are reportable. This vendor will receive a 1099 form at calendar year end with the amount the state has paid them, and this amount must be accurate. 20

Withholding Information Verify the information on the Withholding screen using the Entering 1099 Information Job Aide at the Core-CT website. If the vendor information does not qualify for withholding, deselect the Withholding Applicable Check box. 21

Summary Page After saving, two additional tabs display: Summary and Error Summary. Use the Summary Page to view status of the voucher information. The View Related drop down menu gives the option to view voucher related pages. Select an option, click the Go link, and a new window will open. 22

Error Summary Page Use the Error Summary page to view details of match exceptions that may occur. 23

Pay Terms The State of Connecticut mandates Due Now pay terms for all vouchers unless a voucher is created from a DAS contract that has different pay terms. In this case, the pay terms should not be changed as they may reflect a Known Prompt Payment incentive. 24

Payments Page XXXM1 Use the Payments page to see the discounted amount and the dates. In the Payment Information group box, the potential discount that is offered will appear in the Discount field. The Schedule Due Date is the date the voucher was created. The Net Due is the Invoice Date. The Discount Due is the date the voucher is to be paid on or before to receive the discount. The Payments Page also verifies that the Gross Amount, Schedule Due Date, and Payment Method details are appropriate for the payment. The Payment Method group box displays the type of payment the vendor is requesting. If you have a message for a vendor to see, enter it in the Message field. It will print in the remittance advice in the check attachment. 25 The Schedule Payment group box displays the payment date and reference number once payment is made.

Payments Page Select the Hold Payment checkbox to place a voucher on hold. The Hold Reason field will activate. Select a Hold Reason. Once the voucher is on Hold, it will not get picked up in Pay Cycle. Select the Separate Payment checkbox if a vendor requests a separate check for each voucher processed within a pay cycle. All vendors identified as ACH (Automated Clearing House) vendors will default to Separate Payment and should not be changed. 26

Offsets Offsets occur when a vendor owes the state money. There are three collection agencies that report vendors in Core-CT: Internal Revenue Service, the Department of Revenue Services, and the Department of Labor. The collection agencies enter the Handling Code for Offsets during the first step of Pay Cycle. If a vendor provided goods or services to a State agency, the payment owed to that vendor will go to one of the three collection agencies. In the event of an offset against a vendor account, any payments made to the vendor by a state agency will be less the amount of the offset until the debt is satisfied. 27

Offsets Navigate to the Add/Update Vouchers Find an Existing Value page to display the recorded voucher number. Select the Payments tab of the voucher. The total amount of the services rendered by this vendor was $1,368.47. The Payment Information group box shows that the Scheduled Payment 1 gross amount paid to the vendor was $1,344.78. The Payment Method group box displays the Handling code OF (Offset). 28 Select the View All link in the Payment Information group box.

Offsets The second Scheduled Payment is the offset amount. The payment is to the Department of Revenue Services for $23.69. The Handling code is OC (Offset Complete) The Reference number for the offset is different from the Reference number for the vendor payment. 29

Consumption Page The Consumption page is designed to capture utility consumption data. The Office of Policy and Management (OPM) and the Office of the State Comptroller (OSC) encourage all agencies to use the consumption page when paying utilities. State agencies provide consumption information to OPM on a regular basis. OPM is responsible for monitoring the energy consumed, costs, and fuel types utilized by State agencies. This information is used to analyze usage patterns and develop programs and practices to improve energy management in state facilities. The information is available for your agency through EPM. 30

Consumption Page The following message will appear when the Consumption page is not filled in and the Account code used is a utility code. Click the No button and enter the appropriate information in the Consumption page. 31

Partial Voucher 32

Entering a Partial Voucher Regular vouchers with partial payment are created when the quantity or amount that is being vouchered is not for the full amount or quantity of the original purchase order or receipt. To create a partial voucher from a Purchase Order, select Purchase Order Only in the Worksheet Copy Option dropdown. In this example, receiving was not required on the PO. 33

Partial Voucher Enter PO Business Unit and PO Number From. Create a partial voucher by editing the Merchandise Amt or Quantity field on the Select PO Lines box of the Copy Worksheet page. In the top example, the Merchandise Amount was changed from $1,800 to $450. Once this is changed, click the Select checkbox and the Copy Selected Lines button. Always make partial payment changes on the Copy Worksheet page, before copying to the voucher. 34

Partial Voucher Review the information. Click Save. 35

Override PO Percentage The Override PO % button is used to correct rounding calculation errors copied from the PO to the voucher. It activates the Percent fields on the distribution lines of the voucher, making them available for adjusting. It is NOT recommended that the Override PO % button buttons be used to adjust dollar amounts. Using Override PO % in this manner will distort encumbrance reports, causing greater potential for overspending on POs, and will cause encumbrances to not match the expenditures. 36

Override PO Percentage Create a partial voucher by changing the Merchandise Amt. Select the adjusted line and the Copy Selected Lines button. 37

Override PO Percentage Select the View All link in the Distribution Lines group box to view all distribution lines. Total the Percent amount on each distribution line. If the total is 100% complete the voucher by selecting the Allocate by % button and save. In this example, the Percent field totals 100.0001%. A distribution line Percent field must be adjusted before proceeding. 38

Override PO Percentage Select the Override PO % button to open the Percent fields. Adjust the Percent for line 1 from 27.9998 to 27.9997 39

Override PO Percentage If you try to save the voucher before changing the Override PO % you will receive this error message. 40

Non-PO Voucher 41

Entering a Non-PO Voucher The use of Non-PO vouchers must have prior approval of the OSC/APD Division. For more information, see OSC Memorandum No. 2008-38. To create a Non-PO voucher: Enter the Invoice number, the Invoice Date and the Receipt Date on the Invoice Information page. Enter the Vendor ID or select a vendor by using the Vendor Search link. The Vendor ID is a 10 digit Core-CT generated ID. The Vendor file is maintained by OSC. You cannot create a non-po voucher without a valid Vendor ID. The Description field in the Invoice Lines group box must be descriptive to the payment completed. OSC keys off this field during agency audits. Enter chartfield information, Quantity, UOM, and Extended Amount. Click Save. The voucher will not save unless the Total, Extended Amount, and total distribution line are in balance. The Non-PO voucher is ready for approval, budget check, and voucher posting. Non- PO vouchers do not go through the Match process. 42

Creating SpeedCharts Navigation: Set Up Financials> Product Related> Procurement Options> Management>SpeedChart SpeedCharts allow State agencies to set up Chartfield strings, assign them a name, and use them repeatedly when entering accounting information in non-po vouchers. This saves data entry time and can reduce errors. Before creating SpeedCharts, verify valid chartfield combinations with the agency business office. In this example, a SpeedChart is created for DAS. It will be for postage. The SetID will default as the business unit. Enter the SpeedChart Key and Effective Date. The SpeedChart Key is the name that will appear when looking up the SpeedChart. Entering a User ID will limit the availability of the SpeedChart to that user. Select the Add button. 43

Creating SpeedCharts Enter the Description. Select a Security Option: Universal (All Users) allows all users in the business unit to have access to the SpeedChart named POSTAGE. One User allows only the creator to use the SpeedChart. The Permission option allows those listed to use this SpeedChart. The long Description field is optional. Enter the appropriate chartfield information. Fields can be populated or blank. The fields that are blank can be entered manually when creating the Non-PO voucher. Select Save. 44

Using a SpeedChart on a Non-PO Voucher SpeedCharts are only recommended for Non-PO vouchers. Do not use SpeedCharts when creating a PO voucher because the voucher distribution is copied from the PO or PO Receipt. Enter the Header, Invoice Line and Amount information. In the SpeedChart field, Select the look up icon. 45

Using a SpeedChart on a Non-PO Voucher The chartfield information defaults to the Distribution Lines. Manually enter the remaining chartfields and save the voucher. 46

Template Voucher 47

Entering a Template Voucher NAVIGATION: Accounts Payable> Vouchers> Add/Update> Regular Entry Template vouchers are useful for agencies that create a large number of Non- PO vouchers with the same coding. Template vouchers are created with chartfield information; they are forms used repeatedly to create new vouchers. Template vouchers never post or pay, and they cannot be deleted or closed. Template vouchers are only used for non-po vouchers. Non-PO vouchers must have approval of OSC Central Accounts Payable Division. 48

Template Voucher Enter the Invoice Number, Invoice Date, Receipt Date, Vendor information, and Chartfield information on the Invoice Information page. Enter the Template ID and the Description field. If the template voucher is for utilities, the Template ID should be the vendor s account number. Anything other than utilities, the Template ID should be something descriptive. It can be a name or number that can easily be identified when locating it to create the voucher. Click Save. A Voucher ID will generate. Template vouchers can be updated at any time. While they cannot be deleted or cancelled, they can be inactivated by checking the Inactive checkbox on the Invoice Information page and saving the template. The Inactive checkbox can be unchecked at any time to be re-activated. Inactivating a template voucher removes it from the lookup when creating vouchers from a template. 49

Creating a Non-PO Voucher from a Template Voucher To create a non-po voucher from a template, select Regular Voucher from the Voucher Style dropdown on the Voucher Add a New Value page. Enter the Invoice Number, Invoice Date, Receipt Date, and Vendor Information on the Invoice Information page. Select Template as the Worksheet Copy Option in the Copy from a Source Document group box. 50

Creating a Non-PO Voucher from a Template Voucher Enter the Template ID created for the Template voucher on the Voucher Template page. Click the Copy from template button. 51

Creating a Non-PO Voucher from a Template Voucher Update the appropriate dates and amounts. Make sure the Total Amount, Extended Amount, and Distribution Lines Amount balance. Click Save. 52

Entering a Journal Voucher 53

Entering a Journal Voucher NAVIGATION: Accounts Payable> Vouchers> Add/Update> Regular Entry Enter Journal vouchers to correct distribution coding errors on vouchers that have already been processed through Accounts Payable. Journal vouchers must relate to the original voucher. They are in-house corrective transactions that will always equal zero dollars. You can change distribution coding from the original voucher up to the budget check process. Journal vouchers should always relate to the original voucher. 54

Journal Voucher Enter the Invoice Number, Invoice Date, Receipt Date, and the Vendor ID. Enter the Related Voucher ID (the voucher with the incorrect coding) so the Journal Voucher will relate back to the original voucher ID. 55

Journal Voucher There should be at least two distribution lines on a Journal voucher. Enter the incorrect coding from the original voucher on the first line. This line should have a negative dollar amount. Click the (+) icon in the Distribution Lines group box to add another line. The chartfields from the first line will default to the second line. Edit incorrect coding with correct coding on the second line. This line should have a positive dollar amount. The Total, Extended Amount, and Distribution Line Amount will always equal zero dollars. Clicking the Save button will generate a new Voucher ID. Journal vouchers require approval, budget check, and voucher posting, but never pay. Vendors do not see Journal vouchers because the correction does not affect them. Journal vouchers only work for current year coding errors. Any prior year corrections will have to be entered as GL Journal entries. 56

Entering a Reversal Voucher 57

Entering a Reversal Voucher NAVIGATION: Accounts Payable> Vouchers> Add/Update> Regular Entry Enter a Reversal voucher to take back or reverse a voucher that should never have been created, but it is too far along in the AP process to be deleted. If a voucher has been posted but not paid, you should create a Reversal voucher. Closing a voucher may be an alternative but it can only be done by OSC APD. When unsure which action is most appropriate, call the Core-CT Help Desk. If a voucher has been posted but not paid, and you do not intend to pay the voucher, put the original voucher on hold as a temporary option until a permanent solution is decided upon. The Hold checkbox is located on the Payments page of the original voucher. 58

Reversal Voucher Enter the Invoice Number, Invoice Date, Receipt Date, and Vendor ID on the Invoice Information page. In the Copy from a Source Document group box, enter the Voucher ID to be reversed in the Voucher To Be Reversed field. Click the Copy to Voucher button. Reversal vouchers should relate to the original voucher in the Related Voucher field. This allows the update of previously matched quantities or amounts and the update of the encumbrances on the Purchase Order (if PO-related). 59

Reversal Voucher Select the Adjust Match Values/Encumbrance checkboxes in the header and the Invoice Lines group box to return the full amount to the Purchase Order. If not checked, the money does not go back to the Purchase Order. Click the Save button. Reversal vouchers are always for a negative dollar amount because the full amount is being reversed. To reverse a Reversal voucher, create a credit Adjustment voucher. 60

Adjustment Voucher 61

Entering an Adjustment Voucher NAVIGATION: Accounts Payable> Vouchers> Add/Update> Regular Entry Enter Adjustment vouchers for credit or debit memos. A credit or debit memo is a notice from a vendor that is sent if a voucher has over or under paid. An Adjustment voucher always relates to the original voucher that it is adjusting, and may be referenced in the Invoice ID field. The related voucher information is invaluable when a vendor s account is in dispute. OSC reviews adjustments and requires that these vouchers be related. If you receive a credit memo and the PO is open, the balance will go back to the Purchase Order after the adjustment voucher is processed. If the PO is closed, the credited amount will go back to the budget. 62

Adjustment Voucher Enter the Invoice Number, the Invoice Date, the Receipt Date, and the Vendor ID on the Invoice Information page. To create the adjustment voucher, use the Copy From Worksheet link. The Copy From Worksheet link gives the option to create a credit or debit adjustment. It also contains the Reverse Qty/Amt checkbox. Do not use the Copy to Voucher button because it will not be able to reverse the quantity or amount. 63

Adjustment Voucher In this example, we are creating a partial credit adjustment voucher. After clicking the Copy from Worksheet link, the Voucher Worksheet page displays. Enter the Voucher ID of the original voucher that is being credited or debited and click the Search button. The Select Voucher Line group box displays. Identify the line for the credit. Click the Select and Adjust Mtch Values/Encumbrances checkboxes on the voucher line(s) to be adjusted. More than one line can be adjusted at a time. This ensures that the money will return to the PO. In credit adjustments, always select the Reverse Qty/Amount checkbox to create a negative amount. This will reverse the values to reflect a credit. Do not select it for debit adjustments. Click the Copy Selected Lines button. 64

Adjustment Voucher For partial credits, adjust the Total, Ext Amount, and the Distribution Amount to reflect the partial amount you are adjusting and verify they all balance. Total = Extended Amounts = Distribution Lines 65

Adjustment Voucher Click the Associate Receiver(s) link to adjust the receiver amount. 66

Adjustment Voucher Update the Merch Amt field, click OK. If you save the Adjustment Voucher before updating the Associated Receiver page you will get a warning message. Select Cancel and go back to the voucher to correct the Associated Receiver before proceeding. 67

Adjustment Voucher Click the Save button. Adjustment vouchers related to a PO go through the match, approval, budget check, and voucher posting processes. Non PO Adjustment Vouchers go through approval, budget check and voucher post processes. If the Separate Payment check box was selected in the original voucher, this must be unchecked on the Payments page of the Adjustment voucher. Doing this will let the adjustment voucher and original voucher payment sync to pay the net amount. 68

Match Process Voucher Match Voucher Approve Voucher Budget Check Voucher Post Pay Cycle Match Exceptions Budget Check Exceptions Payment Post Once the voucher has been created and saved, the next step is AP_MATCH. AP_MATCH is a batch process run by Core-CT that is used to validate voucher data against purchase orders, receivers, and/or inspections. Non-PO Vouchers are not matched. There are 3 ways to voucher match. A 2-way match occurs when there is a PO and voucher. A 3-way match occurs when there is a PO, receipt, and voucher. A 4-way match occurs when there is a PO, receipt, voucher, and inspection. The AP_MATCH batch process runs 4 times a day. 69

Match Exceptions Navigation: Accounts Payable> Vouchers> Add/Update> Find an Existing Value Once the voucher has been created and saved, the next step is AP_MATCH. AP_MATCH is a batch process that is used to validate voucher data against purchase orders, receivers, and/or inspections. Match Exceptions occur when vouchers do not match correctly to a purchase order, receipt, or inspection. Select the Error Summary tab to view match exception information. 70

Match Voucher Summary Page There are several ways to view a Match Status of a voucher: Summary page of voucher Voucher Inquiry page (see details on page 85 regarding the Voucher Inquiry page) Match Workbench Details page Error Summary page of the voucher Invoice Information page of the voucher (Exceptions only) 71

Match Exceptions Match Exceptions occur when vouchers do not match correctly to a purchase order, receipt, or inspection. Click the Exceptions link on the Summary page to view match exception information. 72

Match Exceptions The Match Exception Workbench Details page displays voucher, purchase order, and receiver information. An exclamation point icon displays to the left of the Match Rule with an error. In this example, the Voucher Amount is greater than the Receipt Amount and PO Amount. 73

Match Exceptions Another way to view match exception details for a voucher is on the Error Summary page. Percent tolerance is the amount you can pay over or under on a Purchase Order, Receipt, or Voucher line and still match. For voucher amounts that are greater than the PO amount, but pass tolerance rules, you should create a PO Change Order to reconcile the funding correctly. For over tolerance match exceptions, perform the following steps in this order: delete the original voucher, cancel the original receipt, create a PO change order, create a new receipt, create a new voucher. If the voucher amount or quantity is less than the PO, delete the original voucher and create a new voucher. Even though a voucher may pass tolerance rules and match successfully, users must take measures to keep the PO, receipt, and voucher amount in sync. If this is not done, monies to fund the extra expended amount will come directly from the budget, and PO reporting will not agree with what was really expended. 74

Match Exceptions Another way to find match exceptions by invoice line is on the Invoice Information page. A yellow exclamation point icon will appear in the Invoice Lines group box. Click the yellow exclamation point icon to go to the Errors for Invoice Line 1 page. 75

Match Exceptions The Errors for Invoice Line 1 page displays the match exception and the match exception rules that explain the reason the voucher did not match. To fix a match exception: If the voucher has a greater quantity or amount than the PO, you must delete the voucher, cancel the receipt, create a PO change order, create a new receipt, and create a new voucher. 76

Match Exceptions The Error Summary page displays the match exception. In this example, the match exception is for RULE_H200. The message means that the PO Vendor s Location does not equal the Voucher Vendor Location. To fix a match exception: The options are to fix the exception in the voucher or PO, or delete the voucher, cancel the receipt, create a PO change order, create a new receipt, and create a new voucher. In this example, the exception on the voucher must be fixed. Look up the Vendor Location on the PO and then update the Location on the voucher to match. 77

Deleting a Voucher Most times it is easier to delete a voucher and create a new voucher rather than to correct a voucher in error. You can delete a voucher that has been processed through Budget Check. If a voucher has been Matched, make sure to undo Matching before deleting a voucher 78

Unmatch a Voucher 1 2 3 4 NAVIGATION: Accounts Payable> Review Accounts Payable Info> Vouchers> Match Workbench To be able to delete a Matched voucher, you must first undo Matching. The Match Workbench page is the only way to Unmatch a voucher. Enter the Business Unit. Select Matched in the Match Status drop down list. Enter the Voucher ID. Click Search. From the Search Results, select the Undo Match checkbox. Click the Action dropdown and select Undo Matching. Click the Run button. 79

Deleting a Voucher NAVIGATION: Accounts Payable> Vouchers> Add/Update> Delete Voucher Enter the Business Unit and the Voucher ID you want to delete. Click Search. Click on any link on the line to select the voucher. 80

Deleting a Voucher Click the Delete button to delete the voucher. A warning message will display asking you to confirm you want to delete the voucher. Click OK. 81

Deleting a Voucher After clicking OK, the Entry Status changes to Deleted. Click Save. Upon save, if the voucher had been budget checked, a budget check process will automatically initiate to create reversing entries for this deletion. 82

Approval Process Voucher Match Voucher Approve Voucher Budget Check Voucher Post Pay Cycle Match Exceptions Budget Check Exceptions Payment Post Once the voucher has successfully matched, it must be approved. Vouchers are automatically moved forward through a workflow batch process that runs every 15 minutes during the day and is based on the Origin associated with your Buyer ID. The voucher is routed to the worklist of the approver. The approver s responsibility is to check the dollars associated with the voucher, to verify the distribution coding is correct, and verify accurate dates and payment setup details. 83

Voucher Approval The screenshot displays a Voucher Approver s Worklist. Use the Worklist Filter if you have more than one Approver role. To begin the approval process select the Link for the voucher. 84

Voucher Approval The Voucher Approver can Approve, Deny, or Recycle a voucher on the Approval tab. The Voucher Entry Pages Link will open a new window to the Summary page of the voucher that needs approval. Updating this voucher to Approved status signifies that this supervisor verifies the details of this voucher are accurate and is authorizing to pay this vendor. 85

Voucher Approval The Line Information tab displays the line description of the voucher and includes the quantity and amount. 86

Voucher Approval The Charge Information tab displays the voucher chartfield information. 87

Voucher Approval Once the Voucher Approver approves a voucher, the voucher will be ready for Budget Check. Recycled should be chosen if there is something wrong with the voucher. Selecting Recycled will automatically put the voucher on hold. Once the issue is fixed and saved by the voucher processor, the voucher will process again through AP_MATCH and then to the approvers worklist. If the Approver selects Denied, the voucher processor will receive an email informing them that the voucher has been denied. All denied vouchers must then be deleted by the approver. Entering Comments is optional, but recommended when denying or recycling a voucher. Click the Save button. 88

Budget Check Voucher Match Voucher Approve Voucher Budget Check Voucher Post Pay Cycle Match Exceptions Budget Check Exceptions Payment Post Budget Checking is a Core-CT batch process that confirms the availability of funds to support an expenditure and validates chartfield information. Vouchers that pass Budget check reverse encumbrances from Purchase Orders and are expended from budgets. A voucher must pass budget check before it is voucher posted or paid. Budget Check Exceptions result when a voucher fails Budget Check. The Budget Check batch process runs 4 times a day. 89

Budget Status To see the voucher Budget Status, go to the Summary page. Before Budget Check runs, the Budget Status is Not Checked. When the voucher passes Budget Check, the Budget Status will display Valid. 90

Budget Exceptions If the voucher fails Budget Check, the Budget Status will display Exceptions. Reviewing budget check exceptions involves reviewing the budget checking messages to determine the correct course of action. There are two ways to find out why vouchers are in budget error: clicking the Exceptions link on the Summary page or direct navigation to the Voucher Exceptions page. 91

Budget Exceptions Navigation: Commitment Control> Review Budget Check Exceptions> Accounts Payable> Voucher On the Find an Existing Value page, enter the Business Unit and Process Status of Errors Exist. Click search. The search results will display all vouchers that are in budget error. Click any link on the line to go to the Voucher Exceptions page. 92

Budget Exceptions The most common Budget Exceptions are: No Budget Exists: there is no budget matching the coding you entered. The Budget Reference entered is a typical error. Navigate to the voucher, correct the Bud Ref field, save the voucher. Exceeds Budget Tolerance: there is not enough funding in the chartfield string entered to process the voucher. Funds must be added to this chartfield coding. Once any corrections are made, save the voucher and Budget Check will run again. Click the Go To link to display more information on the budget exception. 93

Voucher Posting Voucher Match Voucher Approve Voucher Budget Check Voucher Post Pay Cycle Match Exceptions Budget Check Exceptions Payment Post Voucher posting is a batch process that creates accrual accounting entries for vouchers which are passed to the General Ledger for posting to the appropriate ledger. Once a voucher is posted, it cannot be deleted or changed. 94

Summary Page After a voucher has been posted, navigate to the Summary Page and look at the Match, Approval, Budget, and Post status. Once the voucher is posted, GL journals are created through an overnight batch process. The voucher is then ready for Pay Cycle and payment posting. 95

Pay Cycle and Payment Post Voucher Match Voucher Approve Voucher Budget Check Voucher Post Pay Cycle Match Exceptions Budget Check Exceptions Payment Post Pay Cycle is not a batch process. OSC APD runs Pay Cycle daily. Pay Cycle will accumulate payments for vendors. Once the voucher is paid in Pay Cycle, it will have a payment reference. This payment must be payment posted. 96

Payments Page When a voucher has been paid, the Reference and Payment Date will populate on the Payments page of the voucher. The Reference field is the check number paid to the vendor. 97

AP Reporting and Inquiries 98

Vendor Aging Report Navigation: Accounts Payable> Review Accounts Payable Info> Vendor> Aging Vendor Aging displays the aging of a vendor s vouchers, grouping them in blocks of age. The results can be used to prioritize vouchers to troubleshoot, resolve and get through payment to avoid late fees or penalties. It is also a good reference tool if a vendor claims the agency has a slow payment history, or a group invoices haven t been paid. Enter the From Business Unit. Once the field is entered, the To Business Unit will populate. Enter the Vendor SetID. Enter additional information to narrow down the search results. 99

Vendor Aging Report Vendor Aging displays the total dollar amounts and days past due of the voucher payments created for a vendor. This tool is also helpful if a vendor claims the agency has a slow payment history, or a group of invoices haven t been paid. Enter the Business Unit and the Vendor ID in both the From And To fields and click the Search button. This vendor has outstanding approved vouchers in the amount of $610.00 and negative vouchers in the amount of -$130.00. Select any link to display the Scheduled Payment Inquiry Page for additional information to help resolve the aging vouchers. 100

Scheduled Payment Inquiry Navigation: Accounts Payable> Review Accounts Payable Information> Vendor> Scheduled Payment The Schedule Payment Inquiry page displays the scheduled pay date and other payment details. Click the Voucher Details tab to view the Approval Status. 101

Scheduled Payment Inquiry The reason the vendor has not been paid is that the vouchers are Pending in Approval. After the vouchers pass the approval process, the status will change from Pending to Approved. 102

Payment Inquiry Navigation: Accounts Payable> Review Accounts Payable Information> Payments> Payment Use various bank account search criteria to research voucher payment information. 103

Vendor Current Balance Report Navigation: Accounts Payable> Review Accounts Payable Info> Vendor> Current Balance The Vendor Current Balance inquiry displays the Gross Amount of what an agency owes to a vendor. In this example, the Gross Amount is 10,885.00 for Vendor 0000010011. Clicking the links to the Vendor ID will display the balanced vouchers that have not been paid yet. Also use this inquiry if a vendor is no longer on contract or the agency is no longer going to use the vendor. If the balance is a negative total amount, the vendor owes the agency for one or more credit amounts. The agency should ensure that all credits are applied to any voucher being created. If no future vouchers are to be created, the agency should demand a refund from the vendor. Click the link on the Vendor ID line. 104

Voucher Activity Report This report is ideal for grouping vouchers by Business Unit, in a date range, or a fiscal year. Further information can be added, such as chartfields, to narrow the reported information. Create a Run Control ID then input the desired search criteria. 105

Voucher Activity Report The results will be in PDF format. 106

Voucher Inquiry Page Navigation: Accounts Payable> Review Accounts Payable Info> Vouchers> Voucher The Voucher Inquiry page was created for users with the Voucher Reviewer role who do not have access to the Voucher entry page to look at the match, approved, and posting status of vouchers. Voucher Processors and Approvers use this page as a tool in daily voucher management. The Business Unit and Invoice Dates must be entered in the From and To sections. You can add other search criteria such as Post Status, Approved Status and Voucher Balance to narrow the search results. Match Exceptions Exist, Matched, and To Be Matched are the only valid values in the Matched Status field. 107

Voucher Inquiry Voucher Inquiry locates vouchers not processing successfully through AP. On the Voucher Inquiry page, the Voucher ID and Voucher Inquiry Results default. Click the Payment Information icon. 108

Voucher Inquiry In this example, there are two Payment Reference IDs for this voucher. It has two different payment statuses. One ID is in Paid Payment Status. The second is in Stop status. The first payment was canceled and reissued on 08/05/2009. Click the Payment Reference ID to go back to the Payment Inquiry page. 109

PO/AP Interface Navigation: Accounts Payable > Review AP Information > Interfaces > PO Inquiry Use the PO Inquiry page to view voucher and receiver information for each line of a purchase order. 110

PO Inquiry Page The PO Inquiry page displays all vouchers created against this PO along with receiver details. 111

Month End/FY End Reporting OSC and Core-CT Production Support periodically checks for vouchers that are not progressing through to payment. Agencies should manage their vouchers on a monthly basis. This will prevent excessive cleanup at year-end. The FY End Job Aid on the Core-CT web-site provides a checklist and corresponding reports and queries to help resolve voucher payment issues. 112

EPM Reports for Accounts Payable CT_CORE_FIN_CHECK_BY_FEIN Vendor Check Number by FEIN CT_CORE_FIN_AP_VCHRS_UNPOSTED Vouchers Not Yet Posted CT_CORE_FIN_AP_PSTD_VCHR_REFND OSC Posted Vouchers CT_CORE_FIN_AP_DELETED_VOUCHER Deleted Vouchers by Acct Date CT_CORE_CAPITAL ASSET_EXPENDI Fiscal Year (ACBY67) CT_CORE_FIN_AP_VCHBDCKD_UNPOST Vchrs Budg Checked Not Posted CT_CORE_FIN_AP_VENDOR_CREDIT Vendors w/credit balance CT_CORE_FIN_ AP_VENDORS_BY_NAME Vendor ID, name, SETID CT_CORE_FIN_CHECK_BY_VNDR_NAME Check Number by Vendor Name CT_CORE_SET_ASIDE_VOUCHER_SUM Set Aside Voucher Query CT_CORE_FIN_AP_TELECOMM_EXPS Telecomm Expenditures CT_CORE_FIN_AP_VCHBUDCKD_UNPD Vchrs Budg Checked Not Paid CT_CORE_FIN_AP_VCHRS_ON_HOLD Vouchers on Hold by BU CT_CORE_FIN_AP_VCHRS_PD_UNPST Vouchers Paid but not Posted CT_CORE_FIN_AP_VCHR_CNT_USERID # of vouchers by operid CT_CORE_FIN_AP_POST_AUDIT Post Audit Report CT_CORE_FIN_AP_CHK_COUNT Payment Count by Business Unit CT_CORE_FIN_AP_CONSUMPTION_RPT Vchr Energy Consumption CT_CORE_FIN_VENDOR_PYMNT_HSTRY Vendor Payment History Query CT_CORE_SET_ASIDE_VOUCHER Set Aside Voucher Query CT_CORE_FIN_SAAAS_OPTION16_5_8 SAAAS Option 16, 5-8 CT_CORE_FIN_AP_OSC_POSTED_VCHR OSC Posted Vouchers 113

Accounts Payable Information http://www.core-ct.state.ct.us/user/finjobaids/ap.htm Job Aids: Job aids contain the steps necessary to complete a task. Financial modules have job aids that are specifically created to assist users in their day to day processes. Accounts Payable Inquiries Accounts Payable Month-End/Year-End Checklist Accounts Payable Navigation Accounts Payable Reports Adjustment Voucher for Amount Only Purchase Orders Agency Acronyms Creating & Naming Accounts Payable Search Criteria Determine Withholdings Energy Consumption Page on the Voucher Entering 1099 Information How to Handle Penalties in Core-CT, Receipt, & Voucher Creation Managing Match Exceptions Negative Vendor Timeline Payment Cancellation Payment Inquiries Popular Match Exceptions Renewing the Voucher to Determine Why It Has Not Been Paid Updating a Template Voucher Voucher Cycle Voucher Styles & Their Uses http://www.core-ct.state.ct.us/reports/ Catalog of Online Reporting: Catalog of Online reports are delivered or custom reports designed to provide real-time access to financial data. These reports are available within system modules according to user security profiles and roles. 114

UPK/User Productivity Kit 115

UPK/User Productivity Kit 116