State of Kansas Accounts Payable January 2015 Fit Gap Sessions

State of Kansas

Accounts PayableJanuary 2015

Fit Gap Sessions

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Agenda● Introductions● Objectives● Schedule ● Fit Gap

– Global Enhancements with 9.2

– Business Process Deltas between 9.0 and 9.2 ● Online Review / Offline Review● Confirm new functionality that should be explored for system design

– Workflow – Interfaces– Customizations– Reports– Security– Batch Schedule

● Discussion/Questions● Follow up and Responses to Questions

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Introductions

● Name● Functional Area● Role

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Objectives

● Analyze the deltas between current functionality and new functionality in version 9.2.– Identify Gaps– Confirm Inventory of Interfaces, Customizations and Reports.

● Facilitate the next stage – Design and Configuration

● A list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.

Note:- This session will only cover changes due to ver 9.2.– If a process area is not discussed during this session then functionality

changes are NOT expected in that area.

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Schedule

Date Time Topics

1/20/2015 1:30 PM – 4:00 PM Review New Functionality.Confirm Customizations, Reports, Interfaces used currently.

1/22/2015 1:00 PM – 3:30 PM Address any pending topics from the last session.

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Global Enhancements

● Oracle Secure Enterprise Search (SES)– Provides global search capabilities that enables the user to take

action from search results without navigating through the menus thereby increasing productivity

– SES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applications

– SES indexing is available in these areas of PS FSCM● Assets, Expenses, Journals, Payments, Procurement Contracts, Purchase

Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers

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Global Enhancements

● Example

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Global Enhancements

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Global Enhancements

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Global Enhancements

● Pivot Grids– Based on PS Query results that display results in an Excel-like pivot

table, chart, or grid. ● Interactive analytical grids and charts

– Accessible through pagelets added to a users Home Page, Work Center and Dashboards

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Global Enhancements

● Embedded Help– Use Help Icon (?) – Explains how to perform a specific task or relevant info.– Message modal window can be moved

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Global Enhancements

● Accessible with Apple Ipad and other tablet devices● Certified on Safari browser running IOS version 4.2 or later● Use with mobile devices – Iphones etc.

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Global Enhancements

● Mobile Approvals

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Global Enhancements

Process/Area Feature

GlobalMouse over popup feature provided on multiple pages enables users to quickly see additional information for fields such as customers, vendors, and contacts

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Business Processes

● Deltas 9.0 vs 9.2– New Look and Feel– Attachments Functionality– Vendors are now Suppliers– Vouchers– Match Exceptions Analysis– Workcenters and Dashboards– Workflow Approvals (Mobile and Emails)– Paycycle Performance– Payment Advice– Reports and Inquiry

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Business Processes

Process/Area FeatureAttachments Allow the user to attach supporting documents at the voucher level.

Attachments

Added the capability of attaching supporting documentation for Payables as follows:• Vendor - Ability to attach a document at the header and at the vendor location in the vendor component.• Quick Invoice - Ability to attach documents to the Quick Invoice entry page at the header level. They will additionally be able to create comments at the header level as well.• Voucher Inquiry - Provide a direct view of the attachments and comments directly from the Voucher Inquiry page.

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Business Processes

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Business Processes

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Business Processes

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Business Processes


Vendors

The new duplicate vendor checking functionality provides the capability to check independently for duplicate vendors at the field option value level for both active and inactive vendors.

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Business Processes Process/Area Feature

Vendors

Delivers functionality that provides the ability to track changes made to the Vendor Short Name, Vendor Name, the time and date the changes were made and the individual who made the changes to the Vendor record.

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Business Processes

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Vendors

Introduces the Supplier Hierarchy, leveraging the existing parent/child relationship functionality of the supplier while adding a graphical representation of the supplier relationship within the group as well as a rollup of the supplier exposure.

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Business Processes

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VouchersAllows saving an incomplete voucher. Users can search on the incomplete status, identify incomplete vouchers and complete them.

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Vouchers

On the Payment Information section of Voucher - Payments page, the information icon appears if the supplier’s payment is placed on Hold Payment for the remit to supplier selected. It prompts the user that the particular supplier’s payment is on hold in the Supplier Profile.

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Vouchers

Delivers search criteria to include contract information such as contract ID to enhance the user experience and reduce the back and forth navigation between Payables and procurement applications.

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Workcenters

WorkCenters help users to quickly identify and resolve user specific exceptions. System administrators and users can customize the WorkCenter pages to provide links to specific work pages (My Work), links, queries, reports, and processes. Within a WorkCenter, users can perform related actions and drill into details.

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WorkcentersVouchers Submitted for Approval My Work Link adopts the style Application grid with no action button, where all actions are achieved through field hyperlinks.

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Budget Check

The Number of Errors link on the Budget Check Errors page and the Document Tolerance Exceptions page allows users to display an Error Summary grid to view more details of the error.

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Business Processes

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Business Processes


Dashboard

Provides the manager-facing Accounts Payable Dashboard, which will focus on providing summary level details and supporting analytics encompassing the invoices flow within an organization.

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MatchingMatching Exceptions Analysis to streamline the Invoice-to-Pay process by providing visibility.

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Business Processes


PaymentsThe Payment Advice feature provides the ability in Payables to send, via email, a remittance advice to the suppliers.


Vendors

Automates the validation of the Taxpayer Identification Number (TIN) with the IRS, Payables enables users to automatically generate the file to match with the IRS, and update the vendor with the new status.

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WorkflowProcess/Area Feature

Workflow Approvals

Enhancements to approvals include; ability to assign additional approvers and reviewers on an ad hoc basis during the approval process, ability to add comments without taking any action on the approval page, and the ability to approve invoices via email.

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Workflow

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Workflow

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Workflow

● Email Approvals

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Workflow Approvals

The Approver link on the Suppliers Pending Approval, Vouchers Submitted for Approval page, and Vouchers Rejected by Approvers page enables users to create and send an email to approvers. Clicking on the approver’s name link launches an email template with email addresses of the approvers, Subject, and details of transaction information populated.

Screenshot – Next Slide

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Workflow

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Workflow Approvals

From the Mass Voucher Approval Component the user is able to pushback invoices and to view invoices after final approval or denial.

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Workflow

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Workflow

● Current design will be retrofitted to 9.2 AWE.– Voucher Approval (Uses Virtual Approver)

1. The Virtual Approver will route the Voucher Approval to the agency voucher approver as defined by the voucher origin code on the new Origin/User ID configuration page (see CR 96) and role configuration for Set A.

2. The Virtual Approver will continue to route the Voucher Approval to the next level of agency voucher approvers as defined by the voucher origin code on the new Origin/User ID configuration page (see CR 96) and the role configuration for Set B.

3. The Virtual Approver will continue to route the Voucher Approval to the Agency Fiscal Office.

4. Vouchers that are $5000 or more are subject to approval by the Department of Administration Accounts and Reports.

Note:- Most interfaced vouchers are Pre-Approved.

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Interfaces

● Confirm the list. (Retrofit / Eliminate)● The interfaces identified to eliminate are

– First Logic (Will be replaced by CLEAN_Address)– INF32 Setoff Inbound Debtor file.– INF36 1099 MISC Interface

● All other interfaces in the next slide(s) will be retrofitted to 9.2.

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Interfaces# Interface ID Name Description IB/OB

1 INF01 FD_INF01 Vendor DownloadThe PeopleSoft Vendor Information needs to be extracted into a flat file that can be sent to the state agencies and Regents Institutions on a daily basis. OB

2 INF02 FD_INF02 Voucher Load InterfaceAn inbound interface in SMART that will result in the creation of payment voucher data that is necessary to support the generation of Vendor Payments using delivered PeopleSoft payment processing features. IB

3 INF03 FD_INF03 Outbound Payment Interface

The Outbound Payment Data Interface will provide state agencies and regent institutions with payment information for vouchers that have been processed thru the SMART system on a given date. Payment information for checks and automated clearing house (ACH) will be transferred to state agencies daily. OB

4 INF04 FD_INF04 Vendor File UploadAn interface between the PeopleSoft database and both agency and regents’ systems to permit batch uploads of vendor information to SMART. IB

5 INF08 FD_INF08 ACH LayoutLeverage the SMART delivered ACH file creation processing to create a file format that meets the requirements of the State, the State’s Vendor disbursement bank and to some extent the Vendor’s banks. OB

6 INF32 FD_INF32 Setoff Inbound Debtor Interface File

The creation of new interfaces from KDRS will identify individuals whose payments are eligible to be processed by setoff. The major processing steps for this interface are:1. Inbound debtor file will be transmitted to SMART2. The debtor file will be loaded into SMART IB

7 INF33 FD_INF33 Setoff Outbound Voucher Extract

The creation of the outbound voucher extract interface will provide a means to transmit vouchers that have successfully matched against the debtor file and that have a Setoff status of “T” to the Setoff system. All vouchers not processed by the Setoff system will have a status “T”. Once a voucher has been processed thru Setoff, the status will be updated to “I”, Sent to Setoff. OB

8 INF34 FD_INF34 Inbound Setoff File Interface

This interface requires KDRS to send their respective voucher information so that vouchers currently on hold can be released and processed. Vouchers with a status of “P” Setoff Complete which received credit memos will be released from “On Hold” status by INF34 and their setoff status updated. Vouchers with a status of “R” No credit memo created which were rejected by KDRS will be released from “On Hold” status by INF34 and their setoff status updated. IB

9 INF36 FD_INF36_1099 MISC Interface

This modification is intended to accept a quarterly inbound file from UMB that contains transaction information for the State of Kansas procurement card program, filter out transactions/vendors that are not 1099 reportable and produce 1099 adjustment entries that will be used to create 1099’s for each calendar year. IB

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Interfaces# Interface ID Name Description IB/OB

10 INF37 FD_INF37_Vendor_Address_Validation_OutboundThe Interface will extract vendor addresses and single pay voucher addresses from SMART and send a file to First Logic for validation. OB

11 INF38 FD_INF38_ABA Routing NumberThe interface will populate a new table with the ABA number and other banking information which will be used to validate the Vendor banking information. IB

12 INF45 FD_INF45_FARMS_Inbound Voucher Custom FieldsThis modification will transmit voucher information from the SRS systems, including client information. This will populate the 16 new custom fields on the voucher component. IB

13 INF60 FD_INF60_Vendor_Address_Validation_Inbound INF60 – Vendor Address Validation Inbound, will import the corrected addresses into SMART. IB

14 INF63 FD_INF63 Vendor Self-Service Website v8This modification requires the creation of an outbound payment interface to capture the payment information needed by DISC to populate the Vendor Self-Service website. OB

15 INF47 FD_INF47 Inbound Redeemed Checks Interface

Since STO will use SMART as the check tracking and reconciliation system, a requirement has been identified to ensure that SMART can load the redeemed check file from the Federal Reserve. Since the file received from the Federal Reserve is not in a format that SMART can load as delivered, an interface process is needed to convert the file into a format that SMART can read and load. IB

16 INF58 FD_INF58 Outbound Check Status InterfaceThe Outbound Check Status Interface will provide the State Treasurer’s Offi ce Check Status Inquiry site with information for internal and external checks that have been processed thru SMART on a daily basis. OB

17 INF48 FD_INF48 Inbound External Warrants Interface

As delivered, PeopleSoft does not have the capability to load external checks with all the details required by the State Treasurer’s Offi ce. A requirement has been identified that will allow the SMART system to interface with these agencies. This modification will provide SMART with a custom external check loading process. IB

18 CR168 KPERS Benefit Bank File ChangeUpdate INF08 bank file addenda information to read “Kansas Public Employees Retirement System Benefits” for KPERS Benefit payments.

19 INF50 Excel Voucher upload INF50 Excel Voucher Upload is available to any Agency using the Accounts Payable module in SMART. IB

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Customizations

● Confirm the list. (Retrofit / Eliminate)● The Customizations identified to eliminate are

– AP016 Vendor classification (Medical)– AP021 1099 processing for BPC (Not used)

● All other customizations listed on the next slide(s) will be retrofitted to 9.2.

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Customizations

# Customization ID Name Description

1 AP008 AP008_Setoff Functional Design

This modification will allow the SMART system to interface with KDRS. This modification will compare accounts payable vouchers to the custom set-off master debtor list. Once a match is found and validated, Setoff initiates a credit memo to redirect all or a portion of the vendor payment/payments to be applied toward the debt.

2 AP010 FD_AP010_ Vchr Appr by $ ThresholdThis design specifically addresses the parts of functionality required to support voucher workflow at the State of Kansas.

3 AP015FD_AP015_Taxpayer Identification Number Required This modification is to make the TIN and TIN_TYPE fields required in the vendor table.

4 AP016 FD_AP016_Vendor Classification-MedicalThis modification will add one translate value—Medical—to the list of translate values for the Vendor Classification field.

5 AP017 FD_AP017_Modify Voucher Pages v0.1

This Modify Voucher Page Modification will add new data elements to the Accounts Payable Voucher Invoice Information page to ensure the business processes such as budget check and posting to general ledger happen within the same processing day. The new interfund status will determine the status of the voucher within the interfund approval process. The interfund voucher will only successfully complete the process when both Accounts Receivable and Accounts Payable interfund have been entered, amounts match, they are approved, and budget checked.

6 AP019FD_AP019_Add_Page_VCHR_EXPRESS Component

The State of Kansas Deliverable 39, FARMS Solution Design, indentifies the need for SRS to create an additional sixteen (16) custom fields. They will be interfaced into the Accounts Payable module from KMIS, DDS, KSCares, SCRIPTS, LIEAP, and KAECSES AE applications.

7 AP020 FD_AP020_Auto Populate Interfund Record (2)This modification will populate KS_INTERFUND table information based on defined criteria when interfaced from an Agency system.

8 AP021 FD_AP021_1099 Processing for BPC

This change request adds a new table to store the Merchant Category Codes (MCC) that are 1099 reportable. INF36 will use this table to determine which transactions are 1099 reportable and allow the state to retire the current Microsoft Access database that is used for this purpose.

9 AP022 FD_AP022_Voucher_Origin_Approvals This modification will enable the state to route vouchers for pooled approval by origin code.

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Customizations# Customization ID Name Description

10 AP024FD_AP024 Restrict Access by Business Unit for the Payment Inquiry Page

Delivered Business Unit security will be leveraged to display only payments for a user’s business unit(s). The business unit for a payment will be determined by the “header” (not GL) business unit of the associated vouchers.

11 AP025FD_AP025 - Restrict Access by User Bank Accounts

The bank and bank account prompts will be restricted on the following delivered pages and components:1. Voucher (Payment tab), 2. Payment Document Status , 3. Payment Inquiry , 4. Replaced payments , 5. Enter Bank Statements, 6. Manual Reconciliation page, 7. Semi-Manual Reconciliation page

12 AP030FD_AP030_High Volume Voucher Budget Check_v03

This modification will allow KPERS interfaced vouchers to be budget checked in summary as a journal in the General Ledger instead of individually as vouchers in Accounts Payable. This will be accomplished by creating a custom program in AP to bypass the AP budget check process for KPERS interfaced vouchers and by changing the journal generator configuration so that the corresponding summary journals are budget checked in the GL.

13 CR170 FD_SHRP2-IS000007 ACH Layout KPC addenda

The State has decided to use the existing database link between SMART and SHARP to create the KPC addenda records to include in the ACH CTX file that is created by SMART and ultimately sent to the bank.

14 CR159 Voucher Build Duplicate Checking

Create a program which runs independently after the EDI Manager process and prior to the Voucher Build process and compares the business unit/voucher ID combinations in the voucher header staging table. If a duplicate is detected, the program writes all related voucher transactions to the error log file and deletes these transactions from the related voucher staging tables.

15 CR171 AP Check OverflowTo print a standard payment message that directs the vendor to the self service website when the number of advice lines exceeds 14.

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Reports


Reports

To provide customers with more robust and complete reporting solutions, PeopleSoft Payables offers many existing reports in Oracle's BI Publisher (formerly XML Publisher or XMLP) format. For details, see PeopleSoft Payables PeopleBook, Appendix: Payables Reports.

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Reports

● Sample of new Report

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Reports

● The following reports are currently supported by SOK.● These Reports and Queries will be retrofitted to ver 9.2.

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Reports# Report ID Name Description1 Query KS_AP_CANCELPYMNTS_BY_BU Cancelled Checks by original payment date.2 Query KS_AP_PAYMENTDISTRIB AP Payments with accounting distribution by payment date.3 Query KS_AP_KDOR_EXT_CHK_TO_ESCHEAT KDOR External Checks to Escheat4 Query KS_AP_KDOR_EXT_ESCHEATED_CHK KDOR External Escheated Checks5 Query KS_AP_OUTSTANDING_CHECKS SMART Outstanding Checks6 Query KS_AP_OUTSTANDING_TRAVEL SMART Travel Checks7 Query KS_AP_PYR_EXT_CHK_TO_ESCHEAT Payroll External Checks to Escheat8 Query KS_AP_PYR_EXT_ESCHEATED_CHK Payroll External Escheated Checks9 Query KS_AP_STARS_EXT_ESCHEATED_CHK STARS converted External Escheated Checks10 Query KS_AP_SPEEDCHARTS Current effective dated SpeedChart rows for the effective date chosen.

11Query Using the KS_AP_VOUCHERS_NOT_POSTED Query A list of Vouchers that have a vaild budget status and therefore have impacted

Commitment Control but have not posted to the GL. 12 Query KS_AP_VOUCHERS_BYACCOUNT Posted Voucher Listing by Chartfield - Account13 Query KS_AP_VOUCHERS_BYDEPT Posted Voucher Listing by Chartfield - Department Id14 Query KS_AP_VOUCHERS_BYFUND Posted Voucher Listing by Chartfield - Fund 15 Query KS_AP_VOUCHERS_BYPROGRAM Posted Voucher Listing by Chartfield - Program

16Query KS_APAR_PENDING_INTRFNDS Shows pending interfunds for your agency (both Initiated and Received) that are

attached to a Deposit ID or Voucher ID. 17 Query KS_INTRFNDS_APPR_NOT_POSTED Shows interfunds that have been approved but are not posted.

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APY1020 APY1020 - Posted Voucher Listing This report lists all posted vouchers for a given business unit and date range. For each Voucher ID, the report lists Document Type, Document Date, Document Sequence, Ledger, Accounting Date, Application Journal, Dist Type, Voucher Line, Dist Line, GL Unit, Account, Dept, Product, Project, Debit Amount, Credit Amount, Currency Code, and Unpost Seq#.

19APY1090 APY1090 - Match Exception Inquiry This report allows agencies to report match exceptions with voucher, purchase

order, and receiver data. (Crystal Report)

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Reports# Report ID Name Description

20APY1400 APY1400 - Summary AP/GL Open Liability Account

Reconciliation ReportCompares the AP Open Liability balance to the GL Open Liability balance. (Crystal Report)

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APY1405 APY1405 - Detail AP/GL Open Liabiliity Account Reconciliation Report

Shows all accounting activity for accounts payable transactions for each voucher. Use the detail report to validate the AP Open Liability balance to the General Ledger. (Crystal Report) See APY1400.

22 APY1406 APY1406 - Payables Open Liability Report Lists all open liabilities by business unit. (Crystal Report)

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KAP00002 - Kansas Account Register(Outstanding Checks) This use of the report will aid agencies in locating checks that are still outstanding so they can determine if the checks need to be cancelled or re-issued before the escheatment process takes place.

24KAP00002 - Kansas Account Register(Escheatment) This use of the report will provide agencies with a listing of checks that have been

escheated.25 Query KS_AP_PAYMENTDISTRIB_BYPAYID AP Payments with accounting distribution by Payment ID.

26Query KS_AP_VOUCHERS_BYBUDUNIT Posted Vouchers by Budget Unit. These can be limited to a Budget Period by

selecting the Budget Date range for that Budget Period.

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Query KS_AP_SPEND_BY_VENDOR This query identifies spend by vendor from the Accounts Payable module for a specified time period. The user will enter his/her Business Unit and the Voucher Accounting Dates as parameters for the query results.

28 APY1010 APY1010- Voucher Register Placed into production with no mod (except KS-specific headers/field names).29 APY1020 APY1020- Posted Voucher Listing Placed into production with no mod (except KS-specific headers/field names).30 APY1090 APY1090- Match Exception Report Placed into production with no mod (except KS-specific headers/field names).

31APY1400 APY1400- Summary AP/GL Open Liability Account

Reconciliation Report Placed into production with no mod (except KS-specific headers/field names).

32APY1405 APY1405- Detail AP/GL Open Liability Account

Reconciliation Report Placed into production with no mod (except KS-specific headers/field names).33 APY1406 APY1406- Payables Open Liability Report Placed into production with no mod (except KS-specific headers/field names).34 APY2030 APY2030- AP Trial Payment Register Placed into production with no mod (except KS-specific headers/field names).

35KAP00007 KAP00007 - Kansas Voucher Register Report Kansas Voucher Register Report lists voucher information including header, line,

and distribution line details for a specific period of time by Business Unit.

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KAP00012 KAP00012 - Payment Register Report Payment Register Report lists payment information including payment reference id, payment date, and payment details for a specific period of time by payment method and paycycle. There are options to include additional invoice and description information and subtotals by vendor id.

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Security● Current State

– Custom Permission lists and Roles used. – Row level security used – BU/SETID– Some security design changes will be needed during system design.– This will be further discussed with SOK security team separately.

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Batch Schedule

● Changes to Batch schedule– Currently no changes have been identified.– We will confirm this further during the test phases.

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Open Discussion & Questions

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Responses to Questions

● Has performance been enhanced in order to open vouchers over 100 lines?– Yes. Using the Voucher maintenance component you can open vouchers with large

number of lines.

● Can you ‘save for later’ an incomplete voucher when line amount does not match Header/Invoice Total?– Yes.

● At what level is the “Email Payment advice” option setup? – This option can be setup at the Vendor Location for specific payment methods.

● Is a remittance advice (email) generated when Petty Cash vouchers are recorded?– NO

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● Do the Supplier Inquiry Screens allow the ability to view attachments (e.g. W-9)? – No

● Can we use security to restrict access to the Vendor attachments screen to only certain roles (Central Vendor Processor)?– Yes

● When a voucher is entered, the vendor ID is populated on the invoice and payment tab. If the value is changed on the invoice tab, it does not carry through to the payment tab. Is this resolved in ver 9.2?– Yes. When you change the location on the Invoice information tab it updates the

Payment tab also.

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● Invoice Line Withholding info.

Documents

State of Kansas Accounts Payable January 2015 Fit Gap Sessions