Accounts Payable & Sundry/Gift Deposit - 2005 Road Shows

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Accounts Payable Sundry/Gift Deposit - 2005
Road Shows

• Held at Vontz Center Auditorium, March 16th
• TUC MainStreet Theater, March 18th

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Agenda Accounts Payable

• Review New Processes
• Small Dollar Invoice Payments
• SAP Terms
• User Roles
• SAP Demo
• Procurement Card Allocation
• SAP Terms
• SAP Demo
• User Roles
• Review Changes to Current Process - Discussion
  Items (No SAP Demo)
• Replacement for Travel Authorization
• Logistical Invoice Data Processing

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Agenda Sundry Gift Deposit

• Review Sundry and Gift Deposit Data Entry Process
• Procedures for de-central data entry
• Procedures for central data entry
• SAP Demo Example of a Departmental Gift Deposit
  
• SAP Terms
• User Roles

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Agenda General Topics

• Key Community Activities
• Questions Answers

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Review New Processes Accounts Payable

• Small Dollar Invoice Payments
• Replaces the current Small Order Form process
• Small dollar invoices are real-time AP invoices
  that are posted by designated de-central
  Departmental staff
• Small dollar invoices are invoices that are
• 300 or less
• made payable to companies only
• not applicable for payment via term contract
  releases
• not applicable for payment via procurement card
• not applicable for payment via purchase
  requisitions (i.e. RSML or repetitive payments to
  the same vendor)

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Review New Processes Accounts Payable

• Small Dollar Invoice Payments
• Small dollar invoice document number generated by
  SAP can be given to the vendor as a confirmation
  number
• No supporting documentation is sent to the
  Accounting Resource Center (ARC) any approval
  documentation is kept at the initiating
  de-central department
• Small dollar invoices are paid via check and have
  a 2 business day turn around time from the time
  of invoice posting.
• ARC will remain the central point of contact
  regarding questions about this process

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SAP TermsSmall Dollar Invoice Process

• Small dollar invoice SAP transaction that
  creates a 300.00 or less payment to a vendor
• One time vendor a vendor that does not have a
  permanent SAP vendor account
• Payment method supplement indicator that
  specifies how a check will be handled after
  printing

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Small Dollar Invoice User Roles
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SAP Demo Small Dollar Invoice

• Transaction FB60
• Security limitations
• One Time Vendor
• Payment method supplement
• Payment terms
• SAP generated document number

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Review New Processes Accounts Payable

• Procurement Card (P-card) Allocations
• Current PVS software will be not be used to
  allocate p-card expenses
• P-card expenses will be parked in SAP via
  standard accounting documents
• P-card expenses will be parked with the cards
  default account code string
• Designated users should update/modify post
• P-card expenses will be allocated directly in SAP
  system and posting will have real-time updates

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Review New Processes Accounts Payable

• Procurement Card (P-card) Allocations
• All P-card accounting documents that are still
  parked at the end of the month will be
  automatically posted with the default account
  string
• Card holders and/or designated P-card reviewers
  will need an SAP user ID and password in order to
  post allocations run reports
• P-card reporting will be done out of both SAP R/3
  and SAP Business Warehouse (BW)
• Purchasing Departments current P-card training
  will continue to provide direction on purchasing
  card policy/procedures supporting P-card
  purchases

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SAP TermsP-card Allocation Process

• Parked document an accounting document that is
  entered into the SAP system as a suspended
  document that does not update accounting
• P-card reviewer an individual who allocates
  P-card expenses in SAP
• SAP R/3 Real time production SAP system
• SAP BW SAP Reporting System

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P-card Allocation User Roles
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SAP Demo Pcard Allocations

• Transaction FBV2
• Security limitations
• Generate park doc list by
• Unit Name (Hierarchy name that matches hierarchy
  name at bank)

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Discussion Item Travel Authorizations
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Discussion Item PO Invoices
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Accounts Payable

• QUESTIONS

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Sundry Gift Deposit Process De-central data
entry

• Manual paper based data entry process will be
  replaced by direct entry of accounting deposit
  information into the SAP system
• Designated de-central staff will enter sundry and
  gift deposit data into SAP as parked accounting
  documents for
• Administration of exams
• Marketing and lab services
• Donations or gifts
• Vendor rebate checks
• Department fees/charges
• Reimbursement of expense

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Sundry Gift Deposit Process De-central data
entry

• SAP system will
• Automatically validate documents for accounting
  errors
• Generate an accounting document number
• Facilitate printing of accounting document in the
  required A151 or A152 form format
• Accounting documents that pass accounting
  validations will be parked, then printed and then
  sent to the Cashiers Office for final posting
  and funds deposit
• Departmental users will be responsible for
  correcting validation errors prior to sending
  data to the Cashiers Office for posting/deposit

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Sundry Gift Deposit Process Central data entry

• Cashiers Office will be responsible for
• Validating actual funds against the deposit form
• Posting the parked documents
• Depositing funds
• Cashiers Office will enter deposit data into SAP
  for
• Transcripts
• Student delinquent fees
• Graduate Fees (publication/binding)

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SAP Terms Sundry Gift Deposits

• Parked document an accounting document that is
  entered into the SAP system as a suspended
  document that does not update accounting
• Park as Complete status on a parked document
  that indicates that the document has been
  validated and is ready for posting
• Assignment template data entry function that
  allows the user to save repetitive accounting
  information quickly default the information
  into an accounting document

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Sundry Gift Deposits User Roles
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SAP Demo Gift Deposit Remittance

• Transaction FV50
• Security limitations
• Accounting validations
• Assignment template
• Park vs. Park as Complete
• SAP generated document number
• Print Gift Form (A152)
• Transaction ZPRINTNONARFORMS

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Sundry Gift Deposit Process

• QUESTIONS

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Key Community Activities

• Road Shows Cover Chart of Accounts
  Conversions, Budget Formulation, Accounts Payable
  
• Cash Receipting, Asset Management,
  Requisitions Term Contract Processing,
  Reporting and Selected Accounting Transactions
  Grant Budgets.
• Acceptance Testing Subject Matter Experts who
  participated in Focus Groups and Blueprint
  workshops will be asked to participate.
• Budget Training Courses and Workshops will be
  held from Feb 15 to Mar 31.
• Finance Training Courses and Workshops will be
  held from Mar 21 to Jun 30.
• Road Show dates and locations, Training schedules
  and registration information will all be
  available through the Listserv, UC Flex web site
  and newsletters.

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Training Financials
More than 40 courses and workshops and over 2500
hours of training to be delivered.
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Where to Get More Information

• Visit the UC Flex Web site www.uc.edu/ucflex
• Join the Listserv (sign-up via the Web site)
• Send questions and comments to ucflex_at_uc.edu
• Read the Newsletters
• Attend the Road Shows
• Talk to an Executive Steering Committee member,
  Business Administrator or a UC Flex Project
  Manager

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Thank You for Your Continued Support