which one? voucher payable and encumbrance - oregon · 2020. 4. 17. · for t-code 222 transaction...
TRANSCRIPT
Transaction CodesWhich One?
Voucher Payable and Encumbrance
May 2018
Presented to: RSTARS Users
Presented by: SFMS
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Are you an Accounts Payables professional?
A. YesB. No
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Yes No
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How long have you been in the AP Position?
A. 1-5B. 5-10C. 10-15D. 15-20E. +20
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1-55-10
10-15
15-20
+20
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How would you grade yourself with selecting right T-code?
A. BeginnerB. IntermediateC. Advance
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Beginner
Intermediat
e
Advance
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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
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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
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First Tool:
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First Tool:
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Second Tool:
These go “hand-in-hand”.
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28A screen 28B screen
Only the 28A indicates if the transaction code is
inactive.
DAFQA010 (RSTARS requestable report)
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Third Tool:
Fourth Tool:
T-codes.xlsx (on SFMS Website: Transaction codes.xls)http://www.oregon.gov/das/Financial/AcctgSys/Pages/Index.aspx
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Sixth tool
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Voucher Payable!5/18/2018 14
Voucher Payable
Transaction
Warrant
ACH
Not electronic funds transfer
Electronic funds transfer
R*STARS Generate
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Is there any difference between Warrant and Check?
A. YesB. No
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Yes No
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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.
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Receipted Account
Suspense Account
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• 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
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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
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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
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Example 1:Simple Voucher Payable
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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).
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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.
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51 Screen TransactionHeader OverrideOverride
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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.
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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
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Filter by T-code Function
Group
We got approximately 42 T-Codes
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In Debit Gl side filter with
2735-Encumbrance Control-Doc Supported
We are down to 4 T-Codes
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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)
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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
...
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Doc Type
Batch Type5/18/2018 35
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The 64 screen uses the Document Financial table. It will include pre-encumbrances, encumbrances, accounts receivable (document supported), and deposit liabilities (document supported).
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Do you use 90 screen for your research?
A. YesB. No
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Yes No
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Example 3:You will adjust the existing encumbrance –
increasing, decreasing
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Which T-Code would you choose?
A. 201- Adjust Pre-Encumbrance-(Non-Adpics)B. 205- Adjust Pre-Encumbrance-(Non-Adpics)
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201- A
djust Pre-
Encu
mbrance-
(...
201- A
djust Pre-
Encu
mbrance-
(...
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Doc Type
Batch Type5/18/2018 44
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Example 4:Adding a new suffix
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Doc Type
Batch Type5/18/2018 50
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Example 5:Canceling different suffixes
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Which T-Code would you choose?
A. 202- Cancel Pre-Encumbrance (Non-Adpics)B. 206-Cancel Encumbrance (Non-Adpics)
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202- C
ance
l Pre-En
cumbran
ce (..
.
206-Cance
l Encu
mbrance
(Non-...
0%0%
Doc Type
Batch Type5/18/2018 58
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Nothing is secret in R*Stars, you can find information for your transactions from SCREENS.
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Example 6:You will create the voucher payable to pay the vendor
and liquidate the encumbrance.
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42 T-Codes
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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
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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..
.
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Doc Type
Batch Type5/18/2018 69
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Example 7:Reactivating Encumbrance
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Doc Type
Batch Type5/18/2018 76
Doc Type
Batch Type5/18/2018 77
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000000000.00
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Example 8:Error correction
Agency used T-code 222 instead of T-code 287
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What happened!
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What should have happen!
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Example 9:Error correction
Agency used T-code 220 instead of T-code 287
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What happened!
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What should have happen!
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Example 10:Error correction
Agency used T-code 222 instead of T-code 220
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What happened!
What should have happen!
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One T-code do DR-3100
Another T-code do CR-3500
With the Joint account.
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0070
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No pair accounts
Lets try the other way around!
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409-410Are a pair!
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Hooray
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Thank you for your Time!
For additional questions, please contact your SFMS analyst.
Dianne Lay (503) 373-0267 [email protected]
Rosalyn Mattix (503) 373-0770 [email protected]
Maria Jazaei Berglund (503) 373-0251 [email protected]
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