Presented by

Tracy Morrison, Fiscal Director Sitter & Barfoot Veterans’ Care Center

Jim Roberts, DVS FMS Program Manager

Historical Perspective

DVSPCI Cardholders miscoding expenditures

Cardholders missing key deadlines

Accounts Payable using ##09 Codes & ATV

Management unable to review expenditures in a timely manner

DVSPCIEnhancements Needed:

Actual Vendor and cardholder names shown on trial balance

Ability to review P-Card expenditures on

the financial system

Prompt & Easy processing of payment

DVS Current Process Overview

DVSPCI

• Current Situation BOA Works is used to reconcile P Cards by

Users Reports are extracted monthly Information is keyed into DVS FMS AP to Pay

BOA FMS information is interfaced to DOA - CARS One Payment Per Month all to BOA

What Happens on theBOA Works System

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

NOTE: All Information and screen design is Proprietary and must be considered Confidential

DVSPCIBOA Report & Interface File

NOTE: All Information and screen design is Proprietary and must be considered Confidential

Interface Process

DVSPCI• What is missing from current process: Actual Vendor names for charges Sub-object HistoryAbility to review P-Card expenditures on the financial system with other cost

Prompt & Easy processing of payment

Card Holder name in the system with charges

CARS Updated

BOA Receives & Processes Purchase

User Logs onto BOA WORKS Reviews & Reconciles

Reconciled Report Downloaded

to Coordinator's PC

P-Card Purchase

File Moved to Server &FMS AP

Batch Created / Posted & GL

BOA P-Card to FMS

Staff & Managers access Financial Data

File is Transmitted to DOA

DVSPCI•The BOA file will be read by FMS and converted to an FMS Batch file•The Batch can then be reviewed for account errors & corrections made•Only account codes can be corrected. Any issues with the card information, would have to be corrected in BOA and the file re-downloaded.•An AP Screen is being developed to maintain review & modify the Batch.

NOTE: All Information and screen design is Proprietary and must be considered Confidential

Report & Interface File From BOA

The next step would be to run a program to format the information from the BOA file format for posting to FMS.

NOTE: All Information and screen design is Proprietary and must be considered Confidential

The report now shows two errors.The next step is to go to the maintenance screen and fix the account errors

NOTE: All Information and screen design is Proprietary and must be considered Confidential

On the Maintenance Screen it can be seen that the Account information is invalid. This can be changed and processing continued.NOTE: Process would be to follow up with Card Holder about coding.

NOTE: All Information and screen design is Proprietary and must be considered Confidential

Correcting the Accounts allows the following to occur:• Updated Batch posted to FMS AP• System will create a file to go on the next

CARS Interface for BOA payment• The Accounts Payable and General Ledger

Systems will be updated •GL will be updated with the following:• Payments to BOA• Actual Vendor information will be available• Proper sub object codes will be charged• Card holder name will be posted

GL Detail Inquiry

GL Account Number – Actual Object Code.NOTE: All Information and screen design is Proprietary and must be considered Confidential

AP Vendor Inquiry

Card Holder

NOTE: All Information and screen design is Proprietary and must be considered Confidential

Card Holder

AP Vendor Inquiry

NOTE: All Information and screen design is Proprietary and must be considered Confidential

Questions?