Transcript ITS Update - University System of Georgia

GeorgiaFIRST Financials
9.2 Accounts Payable: How
It Will Be Different
Jason Beitzel
Agenda
• Where we are today
• A look at tomorrow
Where we are today
• We are heavily modified
– 1099
– ACH/EFT
– Vendor
– Pay cycle
– Positive Pay
– Interface
- Bank Recon
- Voucher Build
- Spreadsheet upload
- Voucher
- Matching
- Reports and queries
Where we are today
• Check Printing
– Cannot print comments on payment advice
– Replacing signature cards can be very difficult
– SwiftView seems to work…depending on browser
you are using.
• “Save file as” workaround if SwiftView does not open
from process monitor
Where we are today
• Electronic (ACH/EFT) file formats
– Modified CCD+, CTX and PPD formats per Bank
requirements
– No notifications for ACH/EFT payments
Where we are today
• Positive Pay – Jason sends annoying e-mails
requesting you run POSPY pay cycle to completed
status….Only 9 delivered POSPY pay cycles
• PS delivered positive pay page has lots of mods.
• Potential issues for Institutions who run multiple
check pay cycles per day but only want to send
one file to bank (pay per file).
– Mail merges, workarounds, etc..
A Look At Tomorrow
• Vendor is now Supplier on all PeopleSoft 9.2
pages. History of supplier name changes.
A Look At Tomorrow
• Voucher - Related Documents
A Look At Tomorrow
• Standardized Check Printing
– Recommendation is HP/Troy check printer
A Look At Tomorrow
• BI Publisher Check Printing
– Can print Comments on Payment Advice
– PDF files eliminate need for SwiftView
– New BOR Page for signature images
• No more signature cards
• Images saved on server – will be confirming this approach
with audit
– Check file in Report Manager
• More secure than process monitor
A Look At Tomorrow
• Payment Comments
A Look At Tomorrow
• Payment Comments
A Look At Tomorrow
• PDF file – Eliminate SwiftView
A Look At Tomorrow
• Signature Images
A Look At Tomorrow
• BOR Signature Page Info
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This will be under BOR Accounts Payable navigation
The page will have add/delete/view functionality
Signatures must be loaded as .png files
Size requirements are being determined
One signature is the recommended approach
Signature images should be grayscale
A Look At Tomorrow
• BOR Signature Page Info
– Question on Security:
• AP Supervisors are typically granted security role
BOR_AP_SETUP_CONFIG.
• Is the AP Supervisor the person that you would want to
load and maintain the AP check signature images for
your institution?
A Look At Tomorrow
• Pay Cycle Comments
A Look At Tomorrow
• Pay Cycle Comments
A Look At Tomorrow
• ACH/EFT Notification – Enable Supplier e-mail.
Would Institutions like for ITS to populate?
A Look At Tomorrow
• ACH/EFT Notification – Pay Cycle setup
A Look At Tomorrow
• ACH/EFT Notification – Enable From e-mail
– Recommended e-mail is [email protected].
A Look At Tomorrow
• ACH/EFT Notification – Pay Cycle
A Look At Tomorrow
• ACH/EFT Notification
– We will remove the pay cycle information and the
“Do Not Reply” text from this e-mail
A Look At Tomorrow
• ACH/EFT E-mail Advice
– Advice will include Institution Name. Pay cycle info
will be removed.
A Look At Tomorrow
• Positive Pay – New Bolt On Page
– Some Institutions process multiple Check pay cycles
per day
• Can produce the positive payment file after each pay cycle
• Can produce one file at the end of the day for all pay cycles
– This page will utilize our current BORIF029 interface
and our six current positive pay formats
• Navigation is not changing for selecting which format to use
A Look At Tomorrow
• Positive Pay – New Bolt On Page
– Navigation will be under BOR Accounts Payable
• All current security for the Manual Positive Payment page
should feed over to the new bolt-on page.
– No more annoying e-mails from Jason about running
partially completed pay cycle to completion
– User can run this process
• Pay Cycle and Sequence Number
• Payment Date
A Look At Tomorrow
• Delivered WorkCenter – Vouchers & Payments
A Look At Tomorrow
• Delivered WorkCenter – Queries & Reports
A Look At Tomorrow
• WorkCenter hyperlink options – users have the
ability to link to external sites.
– Recommended sites
• GAFirst-Fin – documentation, announcements, release info,
training
• Fiscal Affairs site – BPM, DOAS, Dept of Audits
• Shared Services
• Helpdesk info, status.usg.edu
– Any suggestions?
A Look At Tomorrow
• File Attachments – Size and File Types TBD
A Look At Tomorrow
• 1099 Processing
– Going back to delivered functionality
• Most mods were performance related or convenience mods
– Only mods we are keeping are related to Business Unit
security and reports.
• Update Vendor Withholding page – run controls
• Pay Cycle security – Pay Cycle Manager
• BORRY010 - 1099 Reportable Transactions
A Look At Tomorrow
• Current Issue – RESOLVED in 9.2
– Document Tolerance amounts incorrect when:
• PO is created and received.
• PO Voucher is created and closed to restore the
encumbrance.
• New PO Voucher is created and run through Doc Tol
process
A Look At Tomorrow
• Budget Ref = Budget Period
A Look At Tomorrow
Workflow Options
• Budget Ref Approval
• Will route to approver if:
– Budget Ref entered on Voucher Distribution Line is
different than current fiscal year
– If a PO exists and the Budget Ref entered on the Voucher
Distribution Line is different than what is on the PO
Distribution Line.
A Look At Tomorrow
Workflow Options
• Asset Approval (replacing 8.9 Mods)
• Will route to approver if:
– Account is an Asset account and the Profile ID is blank
» Account ranges 800000 – 899999
» OR Account ranges 763000 – 743999
» AND Amount is greater than $3,000
– Profile ID exists, but account is NOT an Asset account
A Look At Tomorrow
• AP Payment Request Feature
– Using the Payment Request users outside of Accounts
Payable can initiate and summit a non-purchase order
invoice without any help from AP clerks.
• Because we are up to date on support we will be
able to provide users new functionality like this
moving forward without having to wait for an
application upgrade.
A Look At Tomorrow
• The “My Personalization” link gives the user
the ability to turn off the AutoComplete for
either the page or the entire component
• Voucher template functionality – Users have
the ability to specify what Chart Fields are
displayed on the Invoice Information page.
– Copy down functionality
A Look At Tomorrow
• Reports
– All Crystal Reports will now be BI Publisher
Reports in PeopleSoft 9.2. All reports available in
Report Manager.
• APY2001 – Check Register/Payment History by Payment
• APY8056 – Withholding to Send Detail Report
• APY2027 – Remittance Advice
A Look At Tomorrow
• Questions???
University System of Georgia
Information Technology Services