Georgia FIRST Financials 9 2 Accounts Payable How
Georgia. FIRST 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 – Swift. View seems to work…depending on browser you are using. • “Save file as” workaround if Swift. View 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 People. Soft 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 Swift. View – 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 Swift. View
A Look At Tomorrow • Signature Images
A Look At Tomorrow • BOR Signature Page Info – 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 APSupport@xxx. edu.
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 BORIF 029 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 Work. Center – Vouchers & Payments
A Look At Tomorrow • Delivered Work. Center – Queries & Reports
A Look At Tomorrow • Work. Center 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 • BORRY 010 - 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 Auto. Complete 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 People. Soft 9. 2. All reports available in Report Manager. • APY 2001 – Check Register/Payment History by Payment • APY 8056 – Withholding to Send Detail Report • APY 2027 – Remittance Advice
A Look At Tomorrow • Questions? ? ?
University System of Georgia Information Technology Services
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