which one? voucher payable and encumbrance - oregon · 2020. 4. 17. · for t-code 222 transaction...

Transaction CodesWhich One?

Voucher Payable and Encumbrance

May 2018

Presented to: RSTARS Users

Presented by: SFMS

5/18/2018 1

Are you an Accounts Payables professional?

A. YesB. No

5/18/2018 2

Yes No

0%0%

How long have you been in the AP Position?

A. 1-5B. 5-10C. 10-15D. 15-20E. +20

5/18/2018 3

1-55-10

10-15

15-20

+20

0% 0% 0%0%0%

How would you grade yourself with selecting right T-code?

A. BeginnerB. IntermediateC. Advance

5/18/2018 4

Beginner

Intermediat

e

Advance

0% 0%0%

Questions to get to the right T-Code:

1- What general ledger account will be used? (SARS)

OAM 60.10.00

2- What comptroller object can be used?

OAM 60.30.00 -provides definitions to the COBJs

OAM 60.20.00 -lists the COBJ in financial statement

(SARS website, Oregon Accounting Manual)

http://www.oregon.gov/das/Financial/Pages/Index.aspx

5

Toolbox

General Ledger accounts: OAM & D31 screen Comptroller Object: OAM 28A & 28B Screens in RSTARS DAFQA010 – RSTARS requestable report T-codes.xlsx on SFMS website DataMart

6

First Tool:

7

First Tool:

8

9

Second Tool:

These go “hand-in-hand”.

10

28A screen 28B screen

Only the 28A indicates if the transaction code is

inactive.

DAFQA010 (RSTARS requestable report)

11

Third Tool:

Fourth Tool:

T-codes.xlsx (on SFMS Website: Transaction codes.xls)http://www.oregon.gov/das/Financial/AcctgSys/Pages/Index.aspx

12

Sixth tool

5/18/2018 13

Voucher Payable!5/18/2018 14

Voucher Payable

Transaction

Warrant

ACH

Not electronic funds transfer

Electronic funds transfer

R*STARS Generate

5/18/2018 15

Is there any difference between Warrant and Check?

A. YesB. No

5/18/2018 16

Yes No

0%0%

A warrant is similar to a check. A check is a demand draft that is written on a suspense account and is due

immediately upon presentment for payment. A warrant is a promise to pay that is written on a receipted account and is due

only if cash is available at the time of presentment. During a time of fiscal emergency, the state would not be legally required to

immediately redeem a warrant.

5/18/2018 17

Receipted Account

Suspense Account

5/18/2018 18

• Agencies must have statutory authority to open an account.

• DAS coordinates the opening and closing of the account.

• Both Treasury and R*STARS track transaction details and carry an account balance.

• Treasury coordinates the opening and closing of the account.

• Only Treasury tracks cash details and balance information.

• The agency may issue checks from the account.

The Expenditure Cycle

1. Pre-encumbrances2. Encumbrances3. Accounts Payable4. Disbursements5. Expenditure Transfers

5/18/2018 19

The Expenditure Cycle

Pre-encumbrances

• Optional• Memo accounts

only in appropriation accounting

• For larger purchases

Encumbrances

• More formal commitments

• Purchases above $2,500

• Affect an agency’s appropriation

• May create encumbrances directly in R⋆STARS

Accounts Payable

• Record the related liability

• Commitment to pay

• Tracks individual payables

• Tracks documents by vendor

• Generates tracking codes to reflect full and partial payments

Disbursements

• Will made through warrants, direct deposits, or wire transfers

• Schedules payments based on due date

• Automatically generates warrants with an attached remittance advice on the Due Date

• Accommodates direct deposits

Expenditure Transfers

• recorded when one state agency provides goods or services to another state agency.

• The buying organization is charged with an expenditure

• The selling agency may credit revenue or expenditure reimbursements

5/18/2018 20

Profiles that Impact the Expenditure Cycle

25 Agency Control Profile

20 Appropriation Number Profile

28A Transaction Code Decision Profile

97 System Management Profile

D50 Payment Distribution Type Profile

52 System wide Vendor Profile

51 Vendor Mail Code Profile

5/18/2018 21

Example 1:Simple Voucher Payable

5/18/2018 22

5/18/2018 23

5/18/2018 24

Doc Type

Batch Type5/18/2018 25

For T-code 222 transaction you are required to set a Due Date.

The system will generate T-code 380 on the Due Date and will move the payment from an accrued expenditure to cash expenditure.

For warrants, the transaction will have a document type of ZE (Payment Liquidation).

For ACH payments, the transaction will have a document type of ZA (ACH Redemption Reversal).

5/18/2018 26

5/18/2018 27

PDT (Payment Distribution Type)

You will allow the PDT (Payment Distribution Type) to default from the 51 VENDOR MAIL CODE PROFILE. It will be either MA or DA for outside vendors and DA or RA for state employees.

The MA PDT tells the system to create a warrant that combines all of the voucher payable document numbers for the same agency number, vendor and mail code, and the same or prior DUE DATE.

The RA PDT also combines all transactions and directs the print plant to return the warrant to the agency.

The DA PDT tells the system to make an electronic fund transfer and combine all the transactions, as with the MA PDT.

5/18/2018 28

51 Screen TransactionHeader OverrideOverride

5/18/2018 29

D51: For state employees, SFMS will allow the default to be RA to return the warrant to the agency.

For state employees who travel frequently and who have requested an electronic payment, the default will be DA.

For vendors that have requested electronic payments, the default will be DA.

5/18/2018 30

Example 2:Staff member has signed a contract or issued a purchase order that

commits the agency to the purchase of a good or service.

Encumbrance

Non ADPICS

5/18/2018 31

Filter by T-code Function

Group

We got approximately 42 T-Codes

5/18/2018 32

In Debit Gl side filter with

2735-Encumbrance Control-Doc Supported

We are down to 4 T-Codes

5/18/2018 33

Which T-Code would you choose?

A. 212-Encumbrance - Add Sfx To DocumentB. 204-Encumbrance Pre-Encumbered (Non-Adpics)C. 203-Encumbrance Not Pre-Encumb(Non-Adpics)D. 205-Adjust Existing Encumb-(Non-Adpics)

5/18/2018 34

212-Encu

mbrance

- Add Sf

x To ...

204-Encu

mbrance

Pre-En

cumbe..

.

203-Encu

mbrance

Not Pre-Enc..

.

205-A

djust Ex

isting E

ncumb-(N

...

0% 0%0%0%

Doc Type

Batch Type5/18/2018 35

5/18/2018 36

5/18/2018 37

The 64 screen uses the Document Financial table. It will include pre-encumbrances, encumbrances, accounts receivable (document supported), and deposit liabilities (document supported).

5/18/2018 38

Do you use 90 screen for your research?

A. YesB. No

5/18/2018 39

Yes No

0%0%

5/18/2018 40

Example 3:You will adjust the existing encumbrance –

increasing, decreasing

5/18/2018 41

5/18/2018 42

Which T-Code would you choose?

A. 201- Adjust Pre-Encumbrance-(Non-Adpics)B. 205- Adjust Pre-Encumbrance-(Non-Adpics)

5/18/2018 43

201- A

djust Pre-

Encu

mbrance-

(...

201- A

djust Pre-

Encu

mbrance-

(...

0%0%

Doc Type

Batch Type5/18/2018 44

5/18/2018 45

5/18/2018 46

5/18/2018 47

Example 4:Adding a new suffix

5/18/2018 48

5/18/2018 49

Doc Type

Batch Type5/18/2018 50

5/18/2018 51

5/18/2018 52

5/18/2018 53

5/18/2018 54

Example 5:Canceling different suffixes

5/18/2018 55

5/18/2018 56

Which T-Code would you choose?

A. 202- Cancel Pre-Encumbrance (Non-Adpics)B. 206-Cancel Encumbrance (Non-Adpics)

5/18/2018 57

202- C

ance

l Pre-En

cumbran

ce (..

.

206-Cance

l Encu

mbrance

(Non-...

0%0%

Doc Type

Batch Type5/18/2018 58

5/18/2018 59

5/18/2018 60

Nothing is secret in R*Stars, you can find information for your transactions from SCREENS.

5/18/2018 61

5/18/2018 62

5/18/2018 63

5/18/2018 64

Example 6:You will create the voucher payable to pay the vendor

and liquidate the encumbrance.

5/18/2018 65

42 T-Codes

5/18/2018 66

5/18/2018 67

Which T-Code would you choose?

A. 217- Voucher Payable-Not Encumbered G38B. 221-Vouchers Payable-Not Enc-Rti-Type R OnlyC. 222-Voucher Payable-Not EncumberedD. 225-Voucher Payable – EncumberedE. 226-Voucher Payable - Pre-Encumbered

5/18/2018 68

217- V

oucher P

ayable-N

ot Enc..

.

221-Vouch

ers Pay

able-

Not Enc-R

...

222-Vouch

er Pay

able-

Not Encu

...

225-Vouch

er Pay

able

– Encu

mb...

226-Vouch

er Pay

able

- Pre-

Enc..

.

0% 0% 0%0%0%

Doc Type

Batch Type5/18/2018 69

5/18/2018 70

5/18/2018 71

5/18/2018 72

5/18/2018 73

Example 7:Reactivating Encumbrance

5/18/2018 74

5/18/2018 75

Doc Type

Batch Type5/18/2018 76

Doc Type

Batch Type5/18/2018 77

5/18/2018 78

000000000.00

5/18/2018 79

5/18/2018 80

Example 8:Error correction

Agency used T-code 222 instead of T-code 287

5/18/2018 81

5/18/2018 82

5/18/2018 83

What happened!

5/18/2018 84

What should have happen!

5/18/2018 85

5/18/2018 86

5/18/2018 87

Example 9:Error correction

Agency used T-code 220 instead of T-code 287

5/18/2018 88

5/18/2018 89

What happened!

5/18/2018 90

What should have happen!

5/18/2018 91

5/18/2018 92

Example 10:Error correction

Agency used T-code 222 instead of T-code 220

5/18/2018 93

5/18/2018 94

5/18/2018 95

What happened!

What should have happen!

5/18/2018 96

5/18/2018 97

One T-code do DR-3100

Another T-code do CR-3500

With the Joint account.

5/18/2018 98

0070

5/18/2018 99

No pair accounts

Lets try the other way around!

5/18/2018 100

409-410Are a pair!

5/18/2018 101

Hooray

5/18/2018 102

Thank you for your Time!

For additional questions, please contact your SFMS analyst.

Dianne Lay (503) 373-0267 Dianne.Lay@oregon.gov

Rosalyn Mattix (503) 373-0770 Rosalyn.M.MATTIX@oregon.gov

Maria Jazaei Berglund (503) 373-0251 Maria.J.BERGLUND@oregon.gov

5/18/2018 103