fi$cal change discussion guide accounts payable guide march 2015

FI$Cal Change Discussion Guide

Accounts Payable Guide

March 2015

FI$Cal: Transparency. Accuracy. Integrity. 2March 2015

FI$Cal Solution

Legend

Pre-Wave

Wave 1

Wave 2


Process Overview Key Impacts The Vendor Management process

covers all activities related to creating a single statewide Vendor Management File (VMF) that includes vendors, bidders, and Small Business/Disabled Veteran Business Enterprises (SB/DVBE) certification data

This includes the following sub-processes: Create Vendor Approve Vendor Maintain Vendor

VMF will be maintained centrally by the FI$Cal Vendor Management Group (VMG) within the FI$Cal Service Center (FSC)

Departments can request the VMG to add or view vendor information

Unique vendor IDs will be created within FI$Cal for each vendor and shared across departments

Each vendor will be validated and approved by the VMG before it can be used to source a requisition, create a purchase order, or create a voucher

Accounts Payable Vendor


Key Impacts 1099 reportable vendors will be

identified in FI$Cal

The Vendor File will also contain Employees

Vendor and employee SSNs will be

masked in FI$Cal

Accounts Payable Vendor

Key Impacts FI$Cal flags duplicate vendors, assigns

a unique vendor ID, and accommodates multiple vendor addresses and contacts

Statewide tracking of purchasing by vendor

Departments submit changes to the vendor record using the online Vendor Update Request Form (VURF) in FI$Cal


Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as

follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around Vendors will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

VendorAccounts Payable

FI$Cal: Transparency. Accuracy. Integrity. 6

FI$Cal End-User Roles

Accounts Payable

March 2015

FI$Cal End-User Role DescriptionDepartment Vendor Processor

The department end user who creates a new vendor or adds/modifies vendor address and contact information.

Vendor Viewer The central and department end user who will be able to view vendor information.

Vendor


Process Overview Key Impacts The Voucher Processing process

covers all activities related to capturing invoice data, expenditures, and generating a payment

This includes the following sub-processes: Create and Approve Voucher Attach Invoice to Voucher and

other required documentation Run Budget Check Run Matching Process for PO

Vouchers Create Payment Adjust Vendor Reportable Payment

Entry

Vouchers can be created either by: Entering data online Using a spreadsheet upload Using the inbound voucher

interface

FI$Cal replaces paper claims

Electronic approvals replace wet signatures on the claim schedule

POs are integrated with voucher functionality

Accounts Payable Voucher


Key Impacts The matching process compares a

voucher with the purchase orders and/or receiving documents and an inspection confirming that payments are made for goods and services that have been ordered, received and/or inspected

Multiple funds/appropriations can be associated with one voucher and multiple distribution lines

FI$Cal creates vouchers from procurement card (P-Card) transactions and interfaced systems


Key Impacts The accounting entries to debit the

expenditure and credit the Accounts Payable (AP) liability are recorded in the General Ledger (GL) after the voucher is approved and posted

Department checks can be stopped, cancelled, or voided in FI$Cal

Within the Payment cancellation process, FI$Cal restores encumbrance (if applicable) and updates accounting entries in the GL


Key Impacts Key Impacts The State Controller’s Office (SCO) will

use FI$Cal to audit vouchers requiring a warrant

Confidential information security will be enforced in FI$Cal

Travel Advances and Expenditures from CalATERS will be interfaced to FI$Cal

Vendors and employees that receive agency payments can reside in the FI$Cal Vendor Management File (VMF)

Salary advance vouchers will contain an Open Item Key linking the employee to the advance This Open Item Key is used as a

reference on deposits in Accounts Receivable for salary advance recovery payments

Departments will create regular vouchers to offset prepaid vouchers and record the expenditures

Agencies will have the ability to create payments for Agency Trust Account/Office Revolving Fund (ORF) Checks and SCO-issued Warrants





Department business processes around Vouchers will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



VoucherAccounts Payable



Accounts Payable

March 2015

FI$Cal End-User Role DescriptionDepartment AP Processor

The department end user who enters, researches, deletes, records manual payments, and corrects vouchers. Will also be responsible for creating and maintaining control groups.

Department AP Approver 1

The department end user who is responsible for approving vouchers through workflow.

Department AP Approver 2

The department end user who is responsible for understanding the Departmental AP Approver's position and approving vouchers through workflow.

Department AP Configuration Maintainer

The department end user who is responsible for maintaining departmental AP configuration items by business unit.

Voucher



Accounts Payable

March 2015

FI$Cal End-User Role DescriptionDepartment AP Supervisor

The department end user who is responsible for understanding the task of the AP Processor. This will include posting and unposting vouchers with a payment method of check, deleting vouchers, and closing vouchers. Furthermore, the AP Supervisor will be responsible for releasing the hold status on vouchers and creating and maintaining control groups.

Department AP Maintainer

The department end user who is responsible for Department AP Supervisor tasks and managing the matching process and SpeedCharts. The end user will also be responsible for commitment control activities.

Voucher



Accounts Payable

March 2015

FI$Cal End-User Role DescriptionAP Reporter The central and department end user who runs

payable reports.AP Viewer The central and department end user who is able to

view voucher and payment information.AP Confidential Reporter

The user that can view confidential data fields on vendor and voucher records as well as voucher approval pages.

Confidential User The central and department end user who has access to confidential purchasing, accounts payable, and vendor information. This user will also have access to accounts receivable reports with confidential information. The Confidential User role is shared by Purchasing, Accounts Payable, and Billing/Accounts Receivable. This role only needs to be assigned once.

Voucher


Key Impacts Key Impacts Only applicable to United States-based

vendors

1099 files are created at the end of each calendar year

Vendors are marked as withholding applicable in the VMF in FI$Cal

Voucher lines in FI$Cal are marked as subject to withholding

FI$Cal will capture 1099 information and generate the file to send to FTB for printing

SCO Disbursements will continue to issue paper warrants (no EFTs) for FI$Cal-generated vouchers

Reportable payments from the State’s specialized payment systems (electronic files or “tape claims”) will continue to be processed by each specialized payment system

Accounts Payable Reportable Payments




Department business processes around reportable Payments will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Reportable PaymentsAccounts Payable



Accounts Payable

March 2015

FI$Cal End-User Role DescriptionDepartment Pay Cycle Processor

The department end user who is responsible for running Pay Cycle, and cancelling and posting payments (checks only).

Department Payment Maintainer

The department end user who is responsible for cancelling, posting, and escheating payments (checks only).

Reportable Payments


Key Impacts Key Impacts Departmental payments (checks) are

produced from FI$Cal

To create a ORF payment you must first create a voucher

The ORF replenishment process enables the transfer of cash between the SCO Warrant Bank and the appropriate ORF Bank Account or Agency Trust Bank Account

FI$Cal creates a journal entry to replenish departmental cash in the ORF or Agency Trust Fund

The process for requesting a new, or changing an existing, ORF Account will not change

Departments will still have the ability to print checks locally on FI$Cal approved check stock

Departments are still required to reconcile their ORF and Agency Trust transactions

Departments are still required to follow the State Guidelines relating to ORF and Agency Trust payments

Accounts Payable Office Revolving Fund




Department business processes around Office Revolving Fund will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Office Revolving FundAccounts Payable



Accounts Payable

March 2015

FI$Cal End-User Role DescriptionDepartment 1099 Processor

The department end user who is responsible for maintaining 1099 departmental data, running 1099 reports, and processing 1099 adjustments.

Office Revolving Fund


Role Changes –Wave 1 to Wave 2

Accounts Payable

Wave 1 Role Wave 2 ChangeVendor Reporter This role has been removed in Wave 2.Department AP Processor

This role has the additional responsibility of processing manual payments in Wave 2. Processing manual payments will require a separate userid.

21

FI$Cal End-User Training

Accounts Payable

FI$Cal: Transparency. Accuracy. Integrity.March 2015

Course ID Course Name Duration DeliveryFS101* Introduction to FI$Cal 4 hours WBTFS102* FI$Cal Navigation 4 hours WBTAP101 Introduction to FI$Cal Accounts Payable 4 hours ILTAP102 Managing Vendor Information 4 hours WBTAP113 Voucher Processing 4 hours ILTAP114 Office Revolving Funds Processing 4 hours WBTAP123 Voucher Workflow 4 hours WBTAP133 Accounts Payable Maintenance 4 hours WBTAP143 Payment Processing 4 hours ILTAP153 Withholding Preparation and Processing 4 hours WBT

*FS101 and FS102 are mandatory for all FI$Cal end users


For additional information on end-user training, visit the Training page of the FI$Cal Project website at :

http://fiscal.ca.gov/training-academy/index.html

FI$Cal End-User Training



fi$cal change discussion guide accounts payable guide march 2015

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