Transcript Presentation Title - Indiana University

EPIC
Payment Request and Credit Memo Documents
Charlie Sinex, Accounts Payable Manager, FMS
Sherry Kapperman, Transaction Analyst, FMS
Bobbie Sewell, Accounts Payable Manager, IUPUI
March 25, 2009
Main Content Area
• Payment Request
• Routing
• Delegate Roles
• Actions
• Credit Memo
• General Ledger
• Extracting to PDP
• Search Screen
• IUIE Reports for AP documents overview
Payment Request Documents
Vendor Invoice to Vendor Payment
Departmental
user creates a
Requisition
Funds are
disbursed in
PDP
Requisition is
approved
creating a PO
PREQ is
extracted to
PDP for
payment
Vendor Invoice
arrives and is
processed by
AP
PREQ is AutoApproved or
Dept-Approved
Invoice is
scanned and
indexed to
begin routing
AP Approval
(APAD)
Sub-Account
Manager
Approval (ASAA)
Required
Optional
•Image attached
Fiscal Officer
Approval
(AFOA)
Tax Approval (ATAX)
•Foreign Vendor
•Employee
PREQ Flow
Chart/Org
Review (ACHA)
Who can view the Invoice Image?
• Access to the image button depends on the
accounting on the PREQ and in FIS
• Fiscal Officers
• Active PREQ delegates
• Active ALL delegates
• Select other user groups – like AP, PUR, Internal
Audit
• Electronic Invoices do not have an image attached
• Image must be viewed through Internet Explorer
PREQ Document Routing
• (Required routing) Fiscal Officer routing:
defined by FIS accounts and delegation (if
any)
• (Optional routing) Sub-Account Approval
rules and Chart/Org Review rules are set up
in workflow
Workflow Action Lists – what to
look for…
PREQ as shown in the action list…
• Auto-approvals show as “Acknowledge”
Route log information
• While in an Action List, select the icon:
• While in the EPIC document, select the link:
PRIMARY
DELEGATE
FISCAL
OFFICER
SECONDARY
DELEGATE
Account Delegates
• To view delegates search FIS
Inquiries/Reference Tables ‘Account Delegates’
Secondary PREQ delegate can filter
the action list to review a PREQ
• Within the 2ndary PREQ’s workflow action list…
Secondary PREQ delegate can search
by document number to review a PREQ
1
2
3
Secondary delegate can also search in
EPIC; then link to the workflow document
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During Routing: Request Cancel
During Routing: Hold
EPIC Notes
• Notes are required for certain actions:
‘Hold’, ‘Remove Hold’, ‘Request Cancel’,
‘Remove Request Cancel’, and ‘Cancel’.
• Notes are a permanent audit trail.
• When to NOT ADD A NOTE: do not add
a note to EPIC to document an SSN# or
a Bank Account #.
Approving a PREQ, means…
• The goods or services have been
satisfactorily delivered
• The proper accounts have been charged
• The payment amount is accurate and
should be disbursed
Separation of duties – an internal
control note…
• Appropriate separation of duties means that at least two
people from the department have been involved in the
process of creating a requisition, approving a requisition
and approving a payment request.
Optional Routing
– Sub Account Manager approval
– Chart / Org Review approval
Tax Approval Routing
• Route level used when a vendor on the payment
request is indentified as an employee, a foreign
vendor, or a non-resident alien.
Special Disbursement :
Wire Transfers (and Foreign Drafts)
• Disbursement is processed in FIS on a DV
• EPIC PO notes and EPIC Payment Request
notes document the disbursement
• Note: Do NOT add bank account information to
the EPIC or FIS notes screen.
Credit Memo Documents
Vendor Credit Memo
Vendor
Credit Memo
arrives and is
processed by
AP
Credit Memo
routes as an
FYI
AP Approval
(APAD)
CM is APApproved
and eligible
for extract to
PDP
•Image
attached
Complete (CMPT)
Fiscal Officer
receives an FYI in
Action List
Credit Memo
status =
Complete
Vendor
Credit Memo
is scanned
and indexed
Who can view the Credit Memo Image?
• Access to the image button depends on the
accounting on the CM and in FIS
• Fiscal Officers
• Active PREQ delegates
• Active ALL delegates
• Select other user groups – like AP, PUR, Internal
Audit
• Image must be viewed through Internet Explorer
Credit Memo as shown in the
workflow action list…
General Ledger Transactions for
AP Documents
PREQ GL entries and encumbrances
book at AP Approval
• Encumbrance
Credit encumbrance
Debit offset fund balance
Account BL 10-232-00
9892 EX FB
4100 EX EX
295.18
295.18
• Expense and liability
Debit expense object code
Credit liability object code
Account BL 10-232-00
4100 AC EX
9041 AC LI
295.18
295.18
Pairs of Balance and Object Type
Balance Type
Object Type
Description
EX
– External Encumbrance
EX
– External Encumbrance
AC
– Actuals (Balance Sheet)
AC
– Actuals (Balance Sheet)
EX
– Expense Expenditure
FB
– Fund Balance
EX
– Expense Expenditure
LI
- Liability
EX EX = Encumbrance Entry
(Debit record at PO open.)
EX FB = Encumbrance Offset
(Credit record at PO open.)
AC EX = Expense Entry
(Debit record at PREQ AP Approve.)
AC LI = Liability Entry
(Credit record at PREQ AP Approve.)
PDP GL entries at disbursement
• Cash and liability entries
Debit liability object code
Credit cash object code
Account BL 10-232-00
9041 AC LI
295.18
8000 AC AS
295.18
GL entries
• At AP Approval (07/26/08) ‘PREQ’
Expense debit
Liability credit
• Fiscal Officer did not edit the accounts
• At disbursement (08/11/08) ‘PDP’
Cash credit
Liability debit
Fiscal officers or FO PREQ delegates
can edit accounting during routing …
shown on next slide…
T-accounts for prior slide FO edits
GL entry from AP Approve
Account BL 2142652
4502 AC EX
9041 AC LI
100.00
100.00
FO edits – reverses original entry; books edit
Account BL 2142652
4502 AC EX
50.00
Account BL 2142651
4502 AC EX
50.00
9041 AC LI
50.00
9041 AC LI
50.00
Credit Memo at AP Approval
• Encumbrance
Debit encumbrance
Credit offset fund balance
Account BL 10-232-00
9892 EX FB
295.18
4100 EX EX
295.18
• Expense and liability
Credit expense object code
Debit liability object code
Account BL 10-232-00
4100 AC EX
295.18
9041 AC LI
295.18
Credit Memos referencing…
• …the payment request..will populate accounting
from the PREQ.
• …the purchase order…will populate weighted
average accounting from all payments against the
PO.
• …the vendor…accounting must be manually
entered by AP.
Extracting Payments and Credits to
PDP
PDP: Check or ACH ?
Pay dates and Disbursement
• DPTA and AUTO payment requests will extract
based on the pay date
• DPTA payments - immediate pay functionality
Exceptions:
• payments on ‘Hold’
• outstanding Credit Memo which is greater than
the sum of the payment requests
Pay dates and Disbursement (continued)
• Conditions that prevent PREQs from reaching Auto
Approved status
• PREQ is on ‘hold’ or ‘request cancel’
• PREQ exceeds a defined dollar limit
• PREQ contains at least one account that requires
positive approval
• Vendor is Foreign (requires Tax review and approval)
• Vendor is Institution Employee (requires Tax review
and approval)
Credit Memo bundling
• Bundling is based on
• Processor campus
• Vendor including division extension
• Example: Credits from vendor #123-0 will NOT bundle
with payments to vendor #123-1
• Zip code on payment and credit memo
• Payments and credits will not extract for
disbursement until a positive pay condition exist
• Credits disburse via check (not ACH)
Check versus ACH
• If an ACH record has been established for a
vendor, the payment is eligible to disburse via ACH
• A check will print if the payment has
•
•
•
•
Immediate print
Attachment flag
Special Handling instructions
A credit memo
Reviewing PDP Payment Information
• PREQs that have been extracted to PDP for
payment will display a button on the face of the
PREQ:
• Linking to the PDP information provides a wealth
of information…
EPIC Search for AP documents
Searches for PREQs and Credit Memos
• Searching on a specific PREQ#, CM# or the
related Document ID is facilitated.
• A general search, for example on a vendor
name, will require department users to enter a
Chart / Org.
IUIE Reports
9041 reports have arrived…
first published October, 2008
•
•
•
•
9041 Out of Balance
9041 Payment Request – EPIC
9041 Credit Memo – EPIC
9041 FIS GL Detail Report
Pause for IUIE 9041 demo…
…continue slide show
IUIE - AP reports
• Master Catalog/Financial
Quick hints – select IUIE reports
• PREQ Printout
o Nice print of PREQ on occasion that paper is needed;
can input series of PREQ #s or PO#
• AP Hold Report
o Department can monitor HOLDS to prevent aging;
suggestion: create shortcut with “Last Update User Id”
listing any user id that could place PREQ on hold
• Payment Request Accounting
• Credit Memo Accounting
o Accounting reports facilitate study of accounting for
payments at the PO level and vice versa
IUIE Vendor ACH Lookup
• Allows user to query if vendor or payee
has an active ACH record as of the end
of business the prior day
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IUIE ACH Lookup parameters
• ACH Lookup
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Questions?
…are welcomed today or any day…
Charlie Sinex, 812-856-2268, [email protected]
Sherry Kapperman, 812-855-7115,
[email protected]
Bobbie Sewell, 274-5010, [email protected]