FAMIS Accounts Payable Basic Concepts Version 2.0 March 2011 FAMIS Services The Texas A&M University System . 2011 The Texas A&M University System – All Rights Reserved Table of Contents (cont’d) PAGE Screen 108 Credit Memo .................................................................................. III-19 Screen 109 Prepaid Voucher ............................................................................. III-20 Screen 139 Prepaid Revolving Voucher ............................................................ III-21 Screen 116 Prepaid Credit Memo ..................................................................... III-22 Screen 106 Voucher Drop ................................................................................. III-23 Screen 110 Void Check ...................................................................................... III-24 Screen 141 Change Source of Funds ................................................................. III-25 QUIZ - Vouchers ............................................................................. III-27 IV Accounts Payable and Financial Accounting Relationship Financial Accounting Transactions ................................................. IV-3 Voucher .................................................................................... IV-4 State Voucher Update Cycle .................................................... IV-5 Voucher Paid as a Result of Check Update Cycle ..................... IV-5 Voucher with Discount ............................................................ IV-6 V Special Topics Special Topics ................................................................................. V-3 Prompt Pay .............................................................................. V-4 Positive Pay .............................................................................. V-5 Confidential Indicator .............................................................. V-6 VI Accounts Payable Cycles Check Cycle ..................................................................................... VI-4 Check Update Cycle ........................................................................ VI-5 Separate Checks ............................................................................. VI-6 ACH Cycle ....................................................................................... VI-7 ACH Update Cycle ........................................................................... VI-8 State Voucher Cycle ....................................................................... VI-9 State Voucher Update Cycle ........................................................... VI-10 Session I Vendors Session I - Vendors Purpose To describe how to handle vendors in Accounts Payable. Objectives Enable you to: • Define terminology • Explain vendor number assignment • Demonstrate name rotation feature • Describe Vendor Discount Table • Identify screens to create/maintain vendors • Analyze vendor activity Vendors Definition Those to whom payment is made or recorded. Purpose To provide goods or services to: Suppliers Students Employees Visitors Basic Information The Vendor Add/Modify screen handles the majority of the attributes attached to a vendor. Multiple addresses can be added as well as data fields to satisfy State and Federal reporting. Screen 103 – Vendor Add/Modify 103 Vendor Add/Modify 04/01/09 14:50 ISM E AND I PROJECT OFFICE FY 2009 CC 02 Screen: ___ Vendor: 1vvvvvvvvv0 Page: 1 >>> Name: ISM E AND I PROJECT OFFICE________________________ PIN: 1vvvvvvvvv2 ___ Send New Setup to TINS: _ Send Changes to TINS: N Tax-ID: 1xxxxxxx5 *------- Purchasing Bid To -----------* *------ Accounts Payable Remit To ----* Address: 399 CONGRESS__________________ Address: SIX LINCOLN CENTRE____________ ______________________________ 6TH FLOOR_____________________ ______________________________ ______________________________ ______________________________ ______________________________ City: AUSTIN______________ State: TX City: OAKBROOK TERRACE____ State: IL Zip: 78701 ____ Country: ___ Zip: 60181 0000 Country: ___ Phone: 979-260-3333 Ext: ____ Phone: 800-706-9999 Ext: ____ FAX: 979-260-2222 FAX: 732-210-6666 Zone: Contact: CAROL CARSON_____________ Contact: _________________________ ------------------------------------------------------------------------------- Vendor Type: BU Ownership cd: O 1099: N W9 Date: 01/15/2004 Hold: N Disadv: _ Ethnic Orig: ___ Gender: _ TAMUS Part: __ Freeze: N Bus size: L TAMUS Employee: N Ck Limit: 0 Retain Mths: 18 Delete: N Established: 06/25/1990 By: Modified: 09/18/2006 By: THBR02P Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp HUB Stats NxVn Order Left Right Vendor Number Definition An eleven digit identifier for a vendor. Purpose To uniquely identify a vendor. Examples: ISM CORP 11333319850 D D Doran 20422220654 FAMIS Format First digit 1 Corporation 2 Individual or Sole Proprietor Second through tenth digits 133331985 Federal ID Number 042222065 Social Security Number Eleventh digit 0 Mail Code Designator 4 Mail Code Designator State Format Example: IAQ PUBLICATIONS, INC 15415725828 001 First digit 1 Corporation 2 Individual or Sole Proprietor Second through tenth digits 541572582 Federal ID Number or Social Security Number Eleventh through fourteenth digits 8 Check Digit (1 digit) 001 State Mail Code Designator (3 digits) Vendor Guidelines The following guidelines should be used by all users authorized to enter vendor information into the FAMIS System. These guidelines will ensure consistent data and provide better results for name searches. Vendor Setup In order to process a payment to a vendor or employee, the vendor or employee must be established with a vendor identification number in FAMIS. Before entering a new vendor, the vendor file should be searched to see if the vendor already exists on file. To search for a vendor, enter part of the name in the Vendor field. If there is only one vendor that meets the criteria, that vendor will automatically display. If more than one vendor meets the criteria, a pop-up window will display additional vendors that meet the criteria you entered. To scroll through the list of vendors, press the key. Function keys are listed at the bottom of the pop-up window to display addresses associated with each vendor. These include the address to send Bids, the Remit To Address, and the address to send Invoices. If the vendor you are looking for is not found, search for it using any aliases that might be used. If you have the vendor number, use Screen 101 to try and locate the vendor information. Before you can add the vendor to Screen 103, the vendor must send you a W-9 form. Additionally, you need to check the IRS Website and do a ‘TINS matching’ which is the process of validating the vendor name and tax id number. When all these steps are complete, then you can add the vendor to Screen 103. ACH information is set up using Screen 207. This information should be set up by a different person than the one who is doing the vendor setup on Screen 103/203. Individual Names & Name Rotation For more efficient vendor searches, use an asterisk (*) in the name. For name searches and sorting, FAMIS rotates the name beginning at the character following the asterisk. Enter 'John Jones' as John*Jones Do NOT leave a space before or after the asterisk. The name displays as Jones John You may need to search using ‘John Jones’ in case the '*' was not entered. Vendor Guidelines (cont’d) 'The', 'A', and 'An' Business names beginning with 'The', 'A', or 'An' should be entered with the most important portion of the name following the '*'. Enter 'The Apothecary Shop' as The*Apothecary Shop The name displays as Apothecary Shop The Periods and Commas Do NOT use periods and commas These affect sorting and cause problems when they are not consistently used. The ‘%’ Never use the % sign for ‘Care of’ The ‘%’ sign is a special reserved character to the programming language and causes severe problems. Name Changes and Aliases When the name of a vendor is changed, the old name becomes an alias and is still available in name searches. The aliases for a vendor may be viewed on Screen 120. Screen 120 can also be used to create aliases for vendors. If you wish to see 'IBM' in name searches but prefer the name to print The IBM Corporation on checks and purchase orders, use Screen 120 to create an alias of IBM. Screen 120 may be used to delete an alias if there was a mistake in the original name when it was created. Same Federal ID#, Different Name, Different Address Vendors with the same Federal Tax ID but with a different name or multiple addresses must have a separate Vendor ID. This is done by changing the last character (Mail Code) of the FAMIS Vendor ID. The mail code may be either numeric or alphabetic. Tom Parson Co 1744441720 Parson Communications 1744441721 First Digit of the Vendor ID The first digit of the vendor ID indicates a type of vendor following the State standard. 1 Companies 2 Individuals and Sole Proprietors 3 State Agencies and Foreign Entities If more than 36 mail codes are needed, add an appropriate digit to the first digit of the vendor id and keep the next nine the same as the original. Thus companies would start with '1', '4', and '7'. Individuals will start with '2', '6' and '8'. Name Search Definition Search of AP for vendor by name rather than by vendor number. Purpose • Check to see if the vendor already exists in the system • Access vendor number when all you have is vendor name Screen 102 – Vendor Name Search 102 Vendor Name Search 04/01/09 14:52 FY 2009 CC 02 Screen: ___ Vendor: IBM________ Name Vendor Drop Alias City State _ IBM 1vvvvvvvvv0 N Y OAKBROOK TERR IL _ IBM 1vvvvvvvvvA Y DALLAS TX _ IBM 1vvvvvvvvv2 N Y ATLANTA GA _ IBM 1vvvvvvvvvV N N SAN FRANCISCO CA _ IBM 1vvvvvvvvv6 N N CHICAGO IL _ IBM 1vvvvvvvvv8 N N COLLEGE STATI TX _ IBM 1vvvvvvvvv1 N N N. YORK ON _ IBM CORP 1vvvvvvvvvL N N DALLAS TX _ IBM CORP 1vvvvvvvvvA N DALLAS TX _ IBM CORP 1vvvvvvvvvG N N DALLAS TX _ IBM CORP 1vvvvvvvvv5 N CAMBRIDGE MA _ IBM CORP 1vvvvvvvvvZ N N NORTH READING MA _ IBM CORPORATION 1vvvvvvvvv0 N Y OAKBROOK TERR IL _ IBM CORPORATION 1vvvvvvvvv1 N ENDICOTT NY _ IBM CORPORATION 1vvvvvvvvvA Y DALLAS TX ** More Entries ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Addr Vendor Search Process Any screen with a Vendor field can be used to search for a particular vendor. After advancing to a particular screen, an asterisk (*) should be placed in the Vendor: field to access the vendor file list in alphabetical order. Any portion of the vendor name can be included in the Vendor: field; FAMIS will use the available data to match what is on the vendor file list. After searching through the files, if the specified vendor is located, tab to the space next to the vendor's name and type an "X". This will place the vendor information on the screen currently in use, and advancing to other screens will allow this information to pass to these screens. Vendor Alias Definition Vendors have different names such as “IBM” and “International Business Machines” and “IBM, INC”. While there is only one name of record for a vendor, there can be many aliases. Purpose To prevent multiple vendor records for the same vendor. Example: Dell Incorporated Dell Computers Dell Marketing • Check to see if the vendor already exists in the system • Access vendor number when all you have is vendor name Screen 120 – Vendor Name Alias Maintenance 120 Vendor Name Alias Maintenance DELL MARKETING LP 04/01/09 14:55 FY 2009 CC 02 Screen: ___ Vendor: 1vvvvvvvvv8 Vendor Name: DELL MARKETING LP Drop Vendor Alias: DELL COMPUTERS_____________________ _ DELL MARKETING, L.P._______________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ Vendor Addresses Definition Vendors have addresses for different functions within the organization, such as an address for billing, another for orders, and another for remittance of the payment. Purpose To accommodate the various addresses for a vendor’s business. On vendor screens, you can enter and access multiple addresses using the PF keys at the bottom of the screen. Example: PF9 Bid PF10 Remit PF11 Order Vendor Name Rotation Definition Capability to search for vendors in one format and to print the vendor name in another format on checks and reports. Purpose To allow vendor names to be searched and printed in appropriate formats. Format Inserting an asterisk (*) in the vendor name indicates a pivot point where the name rotation is to occur. Example: James G*Southard Prints on checks as: James G Southard Sorts on reports and online searches as: Southard, James G Vendor ACH Setup Definition Bank information required for initiating ACH payments to vendor. Basic Information Screen 207 – Vendor ACH Information 207 Vendor ACH Information 05/14/09 10:57 FY 2009 CC 01 Screen: ___ Vendor: 3vvvvvvvvvG PHYSICAL PLANT PIN: 3xxxxxxxxx1 000 Send to TINS: _ Routing Number: 111111111 Note: Last Digit is computed according to NACHA rules & may be changed by FAMIS. Account Number: 9999999997_______ Account Type: C Trans Type: CCD_ Prenote Sent Dt: Prenote Override: Y Dt: 09/04/2001 ACH Start Dt: 09/04/2001 ACH Override: _ Email Addr: AR@TAMU.EDU_______________________________________ * ------------------ Vendor Change Information ----------------------------- * Established: 01/31/1995 Added By: K156JKB3 Date Modified: 03/20/2007 Modified By: JOSR01P Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Vendor Change Log Definition A list of the changes made to the vendor record. Purpose To provide an audit trail for changes to vendor information. Basic Information Screen 201 – Vendor Change Log 201 Vendor Change Log THE *PERSONAL COMPUTER STORE 05/14/09 10:41 FY 2009 CC 01 Screen: ___ Vendor: 1vvvvvvvvv1 Order: N Field: _______________________ Panel: 01 More>> Send Sent Date Date Pulled Tins Tins Field Name New Field Value Changed for TINS ---- ---- ---------------- ----------------- ---------- ---------- N BID FAX 08/28/2008 N VN-W9-DT 20060103 01/11/2006 N NAME THE *PERSONAL COMP 12/01/2005 N VN-W9-DT 20051020 11/22/2005 N REMIT CONTACT MM REVWD OK TO PAY 11/15/2005 N VN-W9-DT 20050120 10/27/2005 N ADDRESS 1400 UNIVERSITY DR 10/27/2005 N ADDRESS MICROAGE COLLEGE S 10/27/2005 N NAME THE PERSONAL COMPU 10/27/2005 N 1099 CODE C 01/14/2004 N VENDOR TYPE BU 01/14/2004 N OWNER CODE T 01/14/2004 ********** End of Data ********** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Audit Left Right Vendor Flags Definition Data elements used to set controls on vendors. Purpose To define limits on vendor/voucher activity. Basic Information Types: Hold Payment Freeze Activity Delete Drop Exclude Vendor from HUB Process Values: N (No) Flag turned off Y (Yes) Flag turned on Screen 143 – Vendor Flag Set/Reset 143 Vendor Flag Set/Reset DALE MARKETING INC 04/01/09 14:57 FY 2009 CC 02 Screen: ___ Vendor: 1vvvvvvvvv7 Vendor Flags Comment: N - HOLD Payment Y - FREEZE Activity USE 1vvvvvvvvv8 N - DELETE this Vendor N - DROP this Vendor N - Exclude Vendor from HUB Process Hold Info. Freeze Info. Delete Info. Drop Info. Operator: WARD02P Date: 07/19/1999 Time: 03:07 PM Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Vendor Flags (cont’d) Vendor Freeze Activity Flag The purpose of this flag is to restrict voucher activity for a vendor. Function: System does not accept any requests for new payment activity for vendor. Setting: Manually set in real time. Vendor Delete Flag The purpose of this flag is to indicate that no further voucher activity can be processed for a vendor. Function: Restricts all voucher and maintenance transactions against a vendor. Special Processing: • Vendor cannot have any outstanding vouchers. • All vouchers must be paid and reconciled or voided. Vendor Drop Flag The purpose of this flag is to identify the vendor to be purged. Function: Physically removes vendor from file at month end. Setting: Delete flag must be set to “Y”. Vendor Flags (cont’d) Quiz - Vendors 1. Match the following terms with their definitions: ___ Vendor ___ Vendor Flags ___ Name Rotation ___ Vendor Number ___ Name Search ___ Mail Code A. One digit representing different vendor addresses B. Eleven character identifier for a vendor C. Capability to format vendor name in two different ways D. Data elements used to set controls E. Anyone to whom you make or record payment F. Search of AP for vendor by name rather than by vendor number 2. Using the “Name Rotation” feature, how would you enter the vendor “John L. Smith” in the Vendor Name: field? _____________________________________________________________________ 3. What do the digits of the FAMIS vendor number represent? Digit 1 _________________________________________________________ Digits 2 – 10 _________________________________________________________ Digit 11 _________________________________________________________ Quiz - Vendors (cont’d) 4. Reference Menu M21 to answer the following questions: Menu M21 - Vendor Information Menu M21 Vendor Information Menu 05/06/09 19:39 FY 2009 CC 17 Screen: ___ * --------- Vendor Information -------------- * 201 Vendor Change Log 203 Vendor Add/Modify 204 Vendor Purchasing Create 205 Vendor Payables Create 206 Vendor Ownership Information 207 Vendor ACH Information 209 State Vendor Hold Maintenance 143 Vendor Flag Set/Reset 101 Vendor Number Search 102 Vendor Name Search 120 Vendor Alias Maintenance 132 Vendor History 173 State HUB ID Search 174 State HUB Name Search Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- Hmenu Help EHelp _____ A. What screen would you use to view the results of a name search in which there was more than one match? _____ B. What screen is used to view information on a single vendor? _____ C. Which screen would you reference to find out a vendor’s alias? Session II Vendors on Hold & HUB Vendors Session II – Vendors on Hold & HUB Vendors Purpose • To understand the processes of Vendors on State Hold • To understand the processes required to process HUB vendors Objectives Enable you to: • Access the Vendor on Hold file • Discover whether a vendor is on State Hold • Identify a vendor as a HUB vendor Vendors on State Hold Definition Vendors that are identified as being indebted to the State and therefore cannot be paid by the A&M System. Purpose State law prohibits a State Agency from making payments to anyone indebted to the State of Texas (TEX. GOV’T CODE ANN. Section 403.055). Basic Information File is updated daily with data from the State. As part of the Check Cycle, FAMIS does not produce checks or create ACHs when the vendor is matched to a Vendor on Hold record. Screen 171 – State Hold Vendor ID Search 171 State Hold Vendor ID Search 05/05/09 18:30 FY 2009 CC 24 Screen: ___ Vendor: ___________ Hold/Release(H/R): _ Hold Hold Vendor Name Vendor ID Src Rsn _ BEAUMONT BUSINESS SCHOOL INC 1vvvvvvvvv5 320 455 _ LIBERTY POSTAL INC 1vvvvvvvvv5 320 455 _ XAVIER IMPROVEMENT COMPANY 1vvvvvvvvv5 320 455 _ PROFESSIONAL ELECTRONIC DISTRIBUTORS INC 1vvvvvvvvv5 304 013 _ BRET B BELL 1vvvvvvvvv7 320 160 _ MEGAN M MENDOZA 1vvvvvvvvv1 320 160 _ CIANBRO CORPORATION 1vvvvvvvvv0 304 013 _ SPENCER PRESS OF MAINE INC 1vvvvvvvvv3 304 013 _ QUADIC SYSTEMS INC 1vvvvvvvvv1 304 026 _ FOX PHOTO INC (DBA) 1vvvvvvvvv9 582 390 _ WRIGHT EXPRESS CORPORATION 1vvvvvvvvv9 304 013 _ SECURITIES CLASS ACTION SERCVICES LLC 1vvvvvvvvv0 304 026 _ SKED INVESTMENTS IN 1vvvvvvvvv2 304 013 _ MDSCJH STAR RITE TOWING MANAGEMENT INC 1vvvvvvvvv4 304 013 _ MDSCJH STAR RITE TOWING MANAGEMENT INC 1vvvvvvvvv4 304 026 Press For More Entries Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Hist HSrc Left Right State HUB Vendors Definition Vendors who qualify as Historically Underutilized Business (HUB). Purpose To allow reporting to the State of procurements using HUB vendors. Basic Information Examples: Gender Disadvantaged Ethic Origin Reporting Criteria Summary: Primary Vendor flagged as HUB Transaction codes: 068, 048, 047, 046 Revolving vouchers are included Object codes as indicated on Screen 806 Screen 173 – State HUB Vendor ID Search 173 State HUB Vendor ID Search 05/05/09 18:16 FY 2009 CC 24 Screen: ___ Vendor: ___________ Ethn Tx Sm Vendor ID Vendor Name Gndr Cd QISV Off Bus 1vvvvvvvvv2 AIR MAX ENTERPRISES, INC. M AS 1vvvvvvvvv1 SPECIALTY MACHINE F WO Y 1vvvvvvvvv1 A E C INC M HI 1vvvvvvvvv0 2 POP PRODUCTIONS F WO Y Y 1vvvvvvvvv1 DOMINIONSAP, LLC M BL Y 1vvvvvvvvv5 THREAT ANALYSIS GROUP, LLC M AS Y Y 1vvvvvvvvv2 THE WILSON ELLIS COMPANY F WO 1vvvvvvvvv0 ADVANCE NETWORK SYSTEMS INC. F WO Y Y Y 1vvvvvvvvv7 CORPORATE FACILITIES MANAGEMENT SVC M HI Y Y 1vvvvvvvvv4 PAVEMENT MARKINGS M HI Y Y 1vvvvvvvvv3 DOCUTEX M HI Y Y 1vvvvvvvvv6 BG TECHNOLOGIES OF AUSTIN, L.L.C. F WO Y Y Y 1vvvvvvvvv5 SHILOH PRINTING , LLC M BL Y 1vvvvvvvvv4 BIZ TECH SOLUTIONS, INC. M AS 1vvvvvvvvv5 GLOBAL FORCE USA F AS Y Workshop - Vendors Purpose To set up vendors and inquire on vendor information. Objectives Enable you to: • Set up vendors on Screen 103 • Become familiar with Vendor Alias, Screen 120 • Inquire using the Vendor Change Log, Screen 201 • Set up Vendor ACH Information on Screen 207 • Freeze/Unfreeze Vendors on Screen 143 Session III Vouchers Session III - Vouchers Purpose To describe voucher processing in AP. Objectives Enable you to: • Define terminology • Create/Modify/Delete vouchers • Inquire on status of vouchers • Explain accounting for vouchers Vouchers Definition An authorization of payment for goods or services. Purpose To produce either: • a check/ACH for payment of goods or services • a State ‘voucher’ form to authorize payment from the State for goods or services Basic Information Types: Regular voucher Pending voucher Revolving voucher Prepaid voucher Multi-Vendor voucher Automatic Assignment of Voucher Numbers Definition Voucher numbers are automatically assigned. Screen 834 – Create a new voucher prefix and numbers FAMIS Services only Screen 835 – View existing voucher prefixes and numbers Purpose • Eliminate manual tracking of vouchers • Provide for auditability • Each single digit can be set up on Screen 834 to maintain a series of vouchers Basic Information A voucher number is a seven digit number with the first digit called the voucher prefix. Prefixes allow for the grouping of similar vouchers, such as student related vouchers. Voucher Prefixes: 0 Regular Voucher 0000001 – First voucher number 0000002 – Second voucher number 5 Travel Voucher 5000001 – First voucher number 5000002 – Second voucher number Screen 835 – Last Voucher Number Used Table 835 Last Voucher Number Used Table 05/07/09 10:22 FY 2009 CC 21 Screen: ___ Fiscal Office Campus Code: 21 Next Prefix Number Description 0 0909720 A/P 1 1902691 TRAVEL 2 2910533 BANNER REFUNDS Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Voucher File Definition Detail for all open and paid vouchers until purged by FAMIS Services. Purpose To serve as a record of all voucher activity. Basic Information Verification Highlights: When a voucher is entered, the system checks the following: • Vendor file to verify vendor number • GL/SL file to verify 10 or 15 digit account number • Open Commitment file to verify PO number • Banks are verified • USAS fields are verified for State banks Accounts Payable Transaction Definition Entry made to record dollar information on goods and services payments. Purpose To post financial activity as it occurs. Basic Information Types: Direct Indirect Accounts Payable Transaction Code Definition A three digit code entered on an accounts payable transaction. Purpose To identify the type of financial transaction being posted. Basic Information Types: 14x Regular Voucher/Revolving Voucher 15x Credit Memo 16x Prepaid Voucher/Revolving Prepaid Voucher 17x Prepaid Credit Memo Data Control Definition Tracking the input, processing and output of data. Verifying accuracy of processing by comparing expected results to actual. Purpose • Ensure accurate and reliable accounting data • Increase processing efficiency Basic Information Examples: Verify all data processed Control subsystem feeds Monitor correction of rejected or suspensed items Processing Dollar Data Sequence Process 1 Organize source documents 2 Open a session 3 Post transactions 4 Reconcile the session 5 Close the session 6 Review results of processing Accounts Payable Procedures Purpose Track the input, processing and output of data in FAMIS in order to ensure accurate and reliable accounting. Compare the expected results of posting transactions to the actual results and ensure that corrections are promptly reprocessed in a timely and efficient manner. Suggested Procedures: 1. Organize the source documents and prepare session/batch forms. 2. Enter the data. 3. Compare the transactions processed and amounts processed for the session with the submitted counts and amounts recorded on the form. If the amounts and counts match: • Note the amounts and initial the form, then give it to the appropriate person for review. If the amounts and counts do not match: • Make the corrections and forward the session/batch forms to the appropriate person. • Note the reason for any discrepancies on the form. If there are entries that cannot be completed, set those documents aside for future handling. Give the documents and forms to the appropriate person for review and handling, as necessary. 4. Review Suspense monitor reports daily for outstanding items. Items in Suspense beyond three days should be investigated. Questions to help you plan: 1. What scheme will you use for your Session/Batch Reference? 2. How will the corrections cross-reference the original batch? 3. How many people will you need? Who on your current staff is responsible for that function? 4. Will the supervisor have the necessary authority to designate who makes the corrections? Session/Batch Definition A control mechanism to track real-time posting of a group of financial transactions. Purpose To provide data control on the transactions that are entered. Basic Information Session/Batch Header Formats: A A A N N N 3 alphas 3 numerics A A A A N N 4 alphas 2 numerics Alphas typically indicate transaction type Numerics typically identify entry person Screen 130 – AP Batch Initialize 130 AP Batch Initialize 04/01/09 15:03 FY 2009 CC 02 Screen: ___ Session Reference: PRV001 Session Date: 04/01/09 Session Status: O Acct Feed: Y Bank: 0001 Voucher Feed: Y Description: Paper Vouchers___________________________ User ID Override: N Batch Balancing Information Transactions Amount Expected Totals: ___5_ ___5000_______ Receipts: 0.00 Processed Totals: 0 0.00 Disburse: 0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Regular Voucher Definition An authorization of payment for goods or services by either a check for funds on a local bank or a request for payment from the State with State funds. Purpose To produce either: • a check/ACH for payment of goods or services OR • a State Voucher to authorize payment from the State Basic Information 14x Transaction Codes: 141 Regular Vouchers 143 State Travel Vouchers 142 Separate Checks for Vendor 149 Separate Checks for Vendor Screen 104 – Voucher Create 104 Voucher Create WILTON'S OFFICEWORKS 05/11/09 11:07 FY 2009 CC AA Screen: ___ Vendor: 1vvvvvvvvv0 Voucher: 0______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 1 Dept. Ref. #: 1234-1_ Enclosure Code: _ Invoice Date: 100408____ Order Date: 090408____ Due Date: __________ State Req Nbr: ___________ GSC Ord: _______ Description: Office supplies - call log book___ ________________________________________ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: _ Discount Type: _ Disc. Code: __ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 200311 00000 4010 _______ ____ _ _____ _ ____ 10.99_____ _ _ Inv: 226979________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: 100508____ Delv: 100508____ Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: PRV001 Date: 05/11/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH Multi Desc Warns Pending Voucher (Without PO Number) Definition An authorization of payment for goods or services for vouchers that have no prior encumbrances and that require additional approval and release before posting. Purpose To create vouchers for payments not initiated in the Purchasing System, without Purchase Order numbers and that require additional approval and release before posting. Basic Information The pending voucher is created, an encumbrance is posted using the voucher number, but the payable is not created until the voucher is posted (PF5), or manually posted using Screen 113 (Post a Range of Pending Vouchers). Screen 111 – Pending Voucher Create/Modify 111 Pending Voucher Create/Modify 03/21/11 14:47 FY 2011 CC 01 Screen: ___ Voucher: 2902262 Fiscal Year: 2009 Default Cost Ref: N Doc Summary: WCI_______________________________________________ Vendor: 1vvvvvvvvv3 S & W STATE HOSPITAL Type: 1 Dept. Ref. #: 042406_ Enclosure Code: _ Invoice Date: 10/15/2008 Order Date: __________ Due Date: 10/23/2008 State Req Nbr: ___________ GSC Ord: _______ Description: FREMONT, FARAH__________________________ ________________________________________ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: N Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Wire Transfer: _ Revolving: N Fund Type: Local Prepaid Inv: N Check Nbr: 311293 Check Dt: 10/24/2008 Override Bank: _____ SQ Voucher: Budget Balance Override: Encumbrances: N Actuals: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH VPost Desc VSrch ReOpn Close Mlti Warns Pending Voucher (Without PO Number) (cont’d) Screen 111 – Pending Voucher Create/Modify (using PF11 Mlti key) Screen: 111 ** Multi-Account Vouchering ** Dup C Comp Inv. C Disc Inv Ln Account Bank F Code Amount R Amount 1099 Ovr 1 261010 00000 6462 05102 Y ____ _______35.65 _ ____________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _____ _ ____ ____________ _ ____________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _____ _ ____ ____________ _ ____________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _____ _ ____ ____________ _ ____________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Working Items: 1 35.65 Pg: 1 of 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp XRItm Bkwd Frwd VOInt Exit Pending Voucher (With PO Number) Definition An authorization of payment for goods or services by creating vouchers that reference an existing encumbrance. Purpose To enter and create a pending voucher which will reference and liquidate an existing encumbrance that was entered on Screen 11. Basic Information The pending voucher is created and the existing encumbrance is liquidated when the voucher is posted using PF5, or manually posted using Screen 113 (Post a Range of Pending Vouchers). Screen 112 – Pending Voucher Create/Modify with P.O. Numbers 112 Pending Voucher Create/Modify with P.O. Numbers 03/21/11 14:53 *ACH VENDOR* FY 2011 CC 99 Screen: ___ Voucher: 9000080 Fiscal Year: 2009 Default Cost Ref: N Doc Summary: INV_______________________________________________ Vendor: Vvvvvvvvvv0 TEXAS TRANSPORT Type: 0 Dept. Ref. #: 0101104 Enclosure Code: _ Invoice Date: 09/02/2008 Order Date: __________ Due Date: 09/09/2008 State Req Nbr: L.BROCK____ GSC Ord: _______ Description: SA UNPROT AVAILABLE EXCEEDED 5262 BY____ $3.62___________________________________ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: N Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: R Reason: GE Cont Wk Force: _ Confidential: _ Wire Transfer: _ Revolving: N Fund Type: Local Prepaid Inv: N FAMIS Trc: A107047 ACH Dt: 10/24/2008 Override Bank: _____ SQ Voucher: Budget Balance Override: Encumbrances: N Actuals: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH VPost Desc VSrch ReOpn Close Mlti Warns Pending Voucher (With PO Number) (cont’d) Screen 112 – Pending Voucher Create/Modify (using PF11 Mlti key) Screen: 112 ** Multi-Account Vouchering ** Dup P.O. Enc P C Comp Inv. C Disc 10 Inv Ln Account Number Obj /F Bank F Code Amount R Amount 99 Ovr 1 473700 00096 5262 9000080 ____ P 00010 _ 7291 _______3.32 _ ________ _ _ Inv 0101104 270452 PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _______ ____ _ _____ _ ____ ___________ _ ________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _______ ____ _ _____ _ ____ ___________ _ ________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _______ ____ _ _____ _ ____ ___________ _ ________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Working Items: 1 3.32 Pg: 1 of 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp XRItm Bkwd Frwd VOInt Exit Revolving Voucher Definition An authorization of payment for goods or services where payment is made with local funds and reimbursement to the Agency is requested from the State. Purpose To produce both a local check for payment and a State Voucher to authorize payment from the State for goods or services. Basic Information Transaction Code: 147 Revolving Voucher Transaction A special State voucher form is printed as well as the check for payment to the vendor. Screen 134 – Revolving Voucher Create 134 Revolving Voucher Create JS MORRIS 05/11/09 18:10 FY 2009 CC AA Screen: ___ Vendor: 1vvvvvvvvv1 Voucher: 0______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 7 Dept. Ref. #: _______ Enclosure Code: _ Invoice Date: 09/11/2008 Order Date: __________ Due Date: __________ State Req Nbr: ___________ GSC Ord: _______ Description: TRAVEL AGENT FEE AIRLINE________________ ________________________________________ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: N Discount Type: _ Disc. Code: __ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 300001 00000 3111 _______ ____ _ 19102 _ 7111 361.00______ _ _ Inv: 0135081108____ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: PRV001 Date: 05/11/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH Multi Desc Warns Revolving Voucher (cont’d) Screen 134 – Revolving Voucher Create (using PF9 Multi key) Screen: 134 ** Multi-Account Vouchering ** Enc. C Comp. Account P.O.Num Obj. P/F Bank F Code Amount 1099 Ln: 1 300001 00000 3111 _______ ____ _ 19102 _ 7111 ______361.00 _ Inv: 0135081108____ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 2 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 3 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 4 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Posted Items: 0 Total Working Items: 1 ________361.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl Credit Memo Definition Credit given by the vendor to an account for the return of goods or services that have been previously paid. Purpose To record credit given to an account. Basic Information • Credit Memo can be applied to vendors paid with State or Local funds. • Credit memo can be assigned a voucher number or applied to a specific voucher. For local funds, the credit will be applied to the next check generated for the vendor. 15x Transaction Types: 151 Regular Credit Memo 152 Regular Credit Memo 159 Forces Separate Check Only matches when used on the same voucher as the charges Screen 108 – Credit Memo 108 Credit Memo WILMAN'S OFFICEWORKS 05/11/09 11:07 FY 2009 CC AA Screen: ___ Vendor: 1vvvvvvvvv0 Voucher: 0______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 1 Dept. Ref. #: 1234-1_ Enclosure Code: _ Invoice Date: 100408____ Order Date: 090408____ Due Date: __________ State Req Nbr: ___________ GSC Ord: _______ Description: Office supplies - call log book___ ________________________________________ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: _ Discount Type: _ Disc. Code: __ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 200311 00000 4010 _______ ____ _ _____ _ ____ 10.99_____ _ _ Inv: 226979________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: 100508____ Delv: 100508____ Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: PRV001 Date: 05/11/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH Multi Desc Warns Prepaid Voucher Definition Record of a check/wire transfer prepared outside the FAMIS check cycle. Purpose To record the accounting event for a manually produced (handwritten or computer-generated) check or wire transfer. Basic Information Prepaid vouchers require the check number of the manual check to be entered. 16x Transaction Codes: 161 Prepaid voucher with reconciliation 166 Prepaid voucher with no reconciliation Screen 109 – Prepaid Voucher 109 Prepaid Voucher BLUE HEALTHCARE 05/11/09 11:23 FY 2009 CC AA Screen: ___ Vendor: 1vvvvvvvvv0 Voucher: 0______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 6 Dept. Ref. #: 443344_ Enclosure Code: _ Invoice Date: 10/15/2008 Order Date: 10/15/2008 State Req Nbr: ___________ GSC Ord: _______ Description: INSURANCE PAYMENTS______________________ Check Nbr: BCBS122 ________________________________________ Check Dt: 05/11/2009 Cust AR NBR: _________________________ Discount Type: _ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: N Confidential: _ Wire Transfer: Y Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 200311 00000 6451 _______ ____ _ 00001 _ 7300 1500000.00__ _ _ Inv: 1001-1005_____ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: 10/15/2008 Delv: 10/15/2008 Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: ACC001 Date: 05/11/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Desc Warns Wire Transfer An entry in this field indicates payment is made, or is to be made, by use of a Wire Transfer. FAMIS does not make the Wire Transfer to the Bank. The actual Wire Transfer must be made by someone in the Business Office. When a voucher is created and a “Y” is entered in the Wire Transfer: field, the resulting transaction will post with a (Transaction) Type of ‘6” (TC=146). The Wire Transfer field is also displayed on Screen 168 (Voucher Total Inquiry) and Screen 169 (Voucher Line Item Inquiry). Prepaid Revolving Voucher Definition State Voucher for reimbursement of expenses paid by a manually produced check. Purpose • To request payment from the State for expenses previously paid by the agency. • To record the manual check for expenses: 1. a check for payment of goods or services 2. a State Voucher to authorize payment from the State for goods or services Basic Information Transaction Code: 147 Revolving Voucher Transaction Screen 139 – Prepaid Revolving Voucher 139 Prepaid Revolving Voucher JS MORTON 03/21/11 15:14 FY 2011 CC AM Screen: ___ Vendor: 1vvvvvvvvv0 Voucher: _______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 7 Dept. Ref. #: _______ Enclosure Code: _ Invoice Date: __________ Order Date: __________ State Req Nbr: ___________ GSC Ord: _______ Description: ________________________________________ Check Nbr: _______ ________________________________________ Check Dt: __________ Cust AR NBR: _________________________ Discount Type: _ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Wire Transfer: _ Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 271030 00000 ____ _______ ____ _ _____ _ ____ ____________ _ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: JAC004 Date: 03/21/2011 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Desc Warns Prepaid Credit Memo Definition Credit given against a check number posted with a prepaid voucher. Purpose To record credit given on a voucher that was recorded as a prepaid transaction. Basic Information Example: To record the return of prompt payment interest from the vendor. 17x Transaction Codes: 171 Prepaid Credit Memo with reconciliation 176 Prepaid Credit Memo with no reconciliation Screen 116 – Prepaid Credit Memo 116 Prepaid Credit Memo BLUE HEALTHCARE 05/11/09 11:23 FY 2009 CC AA Screen: ___ Vendor: 1vvvvvvvvv0 Voucher: 0______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 6 Dept. Ref. #: 443344_ Enclosure Code: _ Invoice Date: 10/15/2008 Order Date: 10/15/2008 State Req Nbr: ___________ GSC Ord: _______ Description: INSURANCE PAYMENTS______________________ Check Nbr: BCBS122 ________________________________________ Check Dt: 05/11/2009 Cust AR NBR: _________________________ Discount Type: _ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: N Confidential: _ Wire Transfer: Y Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 200311 00000 6451 _______ ____ _ 00001 _ 7300 1500000.00__ _ _ Inv: 1001-1005_____ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: 10/15/2008 Delv: 10/15/2008 Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: ACC001 Date: 05/11/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Desc Warns Voucher Drop Definition Render a voucher no longer valid. Purpose To flag the voucher as dropped. Basic Information • Can be used only before the check cycle or State voucher cycle has been run • Reverses accounting entries Screen 106 – Unpaid Voucher Drop 106 Unpaid Voucher Drop 04/01/09 15:19 FY 2009 CC AM Screen: ___ Voucher: _______ Fiscal Year: 2009 Vendor: 1vvvvvvvvvD BARNES BOOKS Line Item Nbr: ___ * Enter a Line Item Nbr to drop a specific item from a voucher. * Type in 'ALL' to drop the entire voucher. Transactions: 0 Amount: 0.00 Batch: JAC003 Date: 03/30/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Void Check Definition Render a check no longer valid. Purpose To flag the check and voucher as void. Basic Information • Can be used only after the check cycle and check update cycle have been run • Check is flagged as void • Voucher is flagged as void • Reverses the accounting entries Screen 110 – Void Check 110 Void Check 04/01/09 15:18 FY 2009 CC AM Screen: ___ Vendor: 1vvvvvvvvvD BARNES BOOKS Check Number: _______ Check Amount: ______________ Recon Bank Number: _____ Reason Check Voided: _ Transactions: 0 Amount: 0.00 Batch: JAC003 Date: 03/30/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Change Source of Funds Definition To change source of funds on a disbursement that has been paid. Basic Information Four Change Source of Funds functions are available: State to State Screen 141 State to Local Screen 148 Local to State Screen 148 Local to Local Screen 142 The vendor is not affected by these transactions and it does NOT affect the original voucher. The Bank and/or the Account can be changed. Screen 141 – Change Source of Funds State to State 141 Chg. Src. State to State BARNES BOOKS 04/01/09 15:20 FY 2009 CC AM Screen: ___ Vendor: 1vvvvvvvvvD Account: ______ _____ ____ New Account: ______ _____ ____ New Bank: _____ Default Cost Ref: N Orig: Voucher: _______ Fy: 2009 Bank: _____ Comp. Code: ____ Dept. Ref: _______ New: ____ _______ Type: 8 Enclosure Code: _ Invoice Date: __________ Order Date: __________ Delivery Date: __________ State Req Nbr: ___________ GSC Ord: _______ Due Date: __________ Description: ________________________________________ ________________________________________ Cust AR NBR: _________________________ W2/SSN: _________ Ln: 1 Item Amt: ____________ 1099: _ Inv Nbr: ______________ Transactions: 0 Amount: 0.00 Batch: JAC003 Date: 03/30/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Warns Change Source of Funds (cont’d) Quiz - Vouchers 1. Define a voucher in FAMIS: _____________________________________________________________________ 2. Referring to the Voucher Update Menu Screens (M12 and M13), enter the screen number you would use beside each type of voucher transaction: ___ Regular Voucher ___ Prepaid Voucher ___ Credit Memo ___ Revolving Voucher ___ Prepaid Credit Memo ___ Void Check ___ Pending Voucher ___ Revolving Prepaid Voucher Menu M12 - Voucher Update Menu – Part 1 M12 Voucher Update Menu - Part 1 04/01/09 15:21 FY 2009 CC AM Screen: ___ Vendor: ___________ Voucher: _______ *-- Regular & Prepaid Vouchers --* *-------- Pending Vouchers ---------* 104 Voucher Create 111 Pending Voucher Create/Mod 105 Voucher Header Modify 112 Pending Voucher Create/Mod 106 Unpaid Voucher Drop with P.O. Numbers 107 Voucher Line Item Mod w/o Actg 113 Post a Range of Pending Vouchers 118 Voucher Line Item Mod w/Actg 114 Pending Interest Voucher Modify 125 Voucher Amount Modify 115 Pending State Interest Create/Mod 131 Preview Flag Reset 110 Void Check 117 Void FAMIS Trace Nbr *---------- Credit Memos -----------* 146 Void State Voucher 108 Credit Memo 147 State Voucher Partial Void 116 Prepaid Credit Memo 109 Prepaid Voucher Create/Mod 119 Prepaid Voucher Amount Mod *---------- Other Menus ------------* M13 Voucher Update Menu - Part 2 130 AP Batch Initialize M18 1099/W2 Menu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- Hmenu Help EHelp Menu M13 - Voucher Update Menu – Part 2 M13 Voucher Update Menu - Part 2 05/12/09 17:38 FY 2009 CC AA Screen: ___ Vendor: ___________ Voucher: _______ *-------- Revolving Vouchers ---------* 134 Revolving Voucher Create 135 Revolving Voucher Amount Modify 136 Revolving Voucher Drop 137 Void Revolving Check 139 Prepaid Revolving Voucher 149 Prepaid Revolving Amount Modify 126 Revolving Check Receipt *-------- Change Source of Funds -----* 141 Chg. Src. State to State 142 Chg. Src. Local to Local 148 Chg Loc to St / St to Loc Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- Hmenu Help EHelp Quiz - Vouchers (cont’d) 3. What are the three options for Change Source of Funds? A. ______________________________________________________________ B. ______________________________________________________________ C. ______________________________________________________________ 4. What is the purpose of a prepaid voucher? ___________________________________________________________________ ___________________________________________________________________ 5. In order to post transactions, you must have a session opened. _____ True _____ False Session IV AP and FA Processing Session IV – AP and FA Processing Purpose To explain how transactions from Accounts Payable affect Financial Accounting. Objectives Enable you to: • Define terminology • Explain FA liability account options • Specify FA discount account logic • Name FA transactions generated as a result of AP processing Financial Accounting Transactions Voucher (NO DISCOUNT/TAX/CURRENCY CONVERSION) Transaction Voucher Debit Account Credit Account Amount ACCRUAL 06X Regular Expense Account AP Liability 2100 Gross 06X Voucher Drop AP Liability 2100 Expense Account Gross 06X Credit Memo AP Liability 2100 Expense Account Gross 06X Credit Memo Delete Expense Account AP Liability 2100 Gross VOID 04X Void Check Cash 1100 Expense Account Gross REVOLVING 06X Revolving Regular Revolving Regular Expense Account 120000-* Due from State 012000-1150 AP Liability 012000-2100 AP Liability 012000-2100 Gross Gross PREPAID 04X Prepaid Voucher Expense Account Cash 1100 Gross FA Transactions (cont’d) State Voucher Update Cycle (NO DISCOUNT/TAX/CURRENCY CONVERSION) Transaction Voucher Debit Account Credit Account Amount ACCRUAL 04X Regular AP Liability 2100 Cash 1100 Gross 04X Credit Memo Cash 1100 AP Liability 2100 Gross REVOLVING 04X Revolving Regular AP Liability 2100 Cash 1100 Gross Voucher Paid as a Result of Check Update Cycle (NO DISCOUNT/TAX/CURRENCY CONVERSION) Transaction Voucher Debit Account Credit Account Amount ACCRUAL 04X Regular AP Liability 2100 Cash 1100 Gross 04X Credit Memo Cash 1100 AP Liability 2100 Gross REVOLVING 04X Revolving Regular 012000-2100 AP Liability Cash 1100 Gross FA Transactions (cont’d) Voucher with Discount Formula Gross Amount X Discount % = Discount Amount Example $1,000.00 X .025 = $25.00 Transaction Voucher Debit Account Credit Account Amount ACCRUAL 06X Entered Expense 120000-* AP Liability 012000-2100 $1,000.00 04X Paid AP Liability 012000-2100 Cash 1100 $975.00 Net 06X Paid AP Liability 012000-2100 Discount Acct 150000-* $25.00 * Expense object code Session V Special Topics Session V – Special Topics Purpose To describe further AP functionality. Objectives Enable you to: • Define terminology • Understand the Prompt Pay function • Explain the basics of Positive Pay and responsible persons • Utilize the Confidential Indicator Prompt Pay Definition State Law requires vendors to be paid within 30 days of the receipt of the goods or services they provide. Purpose To expedite payments to vendors. Basic Information Local Funds FAMIS calculates and posts interest when appropriate. The interest is included in the payment to the vendor for both ACH and checks. State Funds FAMIS sends the request for payment to the State, which does its own calculation and includes any interest in the payment. FAMIS receives a file back from the State, which is posted to update the FAMIS accounts with the interest charges. Prompt Pay Controls Fiscal Year Rate Campus Code Exemptions Account Level Exemptions Alternate Interest Account Flag Maintenance Voucher Level Override Flag Object Codes Subject to Interest Screen 817 – Comptroller Codes Subject to Interest Holiday Tables Screen 818 – ACH, State & Local Holiday Table Screen 819 – State Holiday Table Eligibility Summary Local Funds ‘Payment Due’ date is used to determine whether interest is due. Payment due date is the later of the ‘invoice received’ date, the ‘delivery’ date or the ‘actual received’ date and adding 29 days. State Funds All data is sent to the State and the State determines the interest. Positive Pay Definition A file sent to the Bank with valid check numbers and amounts for payment. Purpose To prevent the tampering of checks issued by the A&M System. Basic Information When a check is presented at the bank that is not included in the list of checks, the bank will contact the Member to verify that the check should be paid. Confidential Indicator Definition The ability to mark a line item on a voucher designating that it contains information deemed confidential by the State. Purpose To protect confidential data based on user entry or by matching the object code on the voucher with the State’s list of Confidential Codes. Basic Information A Confidential Indicator is available on the Voucher Header and also on the Voucher Line Item entry screens. This allows the ability to flag a voucher as ‘confidential’ even if the object code is not one of the designated object codes. State vouchers are always sent to the State with the appropriate ‘confidential’ marking. Local vouchers can be marked, but there is no reporting based on this indicator. Session VI Accounts Payable Cycles Session VI – Accounts Payable Cycles Purpose To describe the Accounts Payable Cycles. Objectives Enable you to: • Define terminology • Explain the concept of Separate Checks • Understand the processing for: Check Cycle ACH State Voucher Check Cycle Definition/Purpose To prepare and print checks for payment of goods and services. Voucher records are not updated until check update cycle is run. Basic Information • The check collects all voucher records due each vendor, combines the amounts, and writes a check. • Check stub contains the itemized description or invoice number for each check. • Checks are not produced for Vendors on Hold. • Voucher Data Forms are produced as part of the AP daily cycles. Check Update Cycle Definition/Purpose To update the files to record payment of a voucher by check. Basic Information • The voucher record is updated with the check number and date and the vendor record is updated with the date. • Check updates are processed the night after the check is produced. Therefore, there is a 24-hour delay in viewing the check number and date. Separate Checks Definition One check produced for each voucher; therefore, multiple vouchers are not combined to one check. Basic Information There are two primary ways to request a separate check: 1. Enter “9” in the Type: field OR 2. Enter a value in the Enclosure Code: field. (Exceptions are “blank”, “V” and “Z” – will not produce separate checks) • Separate checks with enclosure codes are sorted by voucher number within enclosure code. • All checks created from Revolving Vouchers will be separate checks (TC=147). • All checks for Change Source of Funds processes will be separate checks. (TC=148) • Credit Memo with TC=159 will not pay on separate check as must match up with a voucher payment. Negative checks are not produced. ACH Cycle Definition/Purpose To prepare ACH transactions and send them to the banks for payment of goods and services. Voucher records are not updated until check update cycle is run. Basic Information • The ACH process collects all voucher records flagged for ACH payment and due each vendor and sends the file to the bank. • ACH payments must be approved by 11:00am each day using Screen 501 through Screen 503. ACH Update Cycle Definition/Purpose To update the files to record ACH payment of a voucher. Basic Information • To update the voucher record. • Currently, ACH updates are processed the night after the cycle is run. State Voucher Cycle Definition Processing of State vouchers from accounts payable. Basic Information • To prepare State purchase vouchers and revolving vouchers for payment from State appropriations. • The State voucher cycle is run at the same time the check cycle is run. • The voucher number submitted to the State is the same number assigned by FAMIS when the voucher was entered. State Voucher Update Cycle Definition/Purpose To update the files to record payment by voucher. Basic Information • To update the vendor record with the date, the voucher with the date and update this State voucher print flag to “Y”. • Currently, State voucher updates are processed the night after the State voucher cycle is run. K:\FA\DOC\WRKNPRCS\TRNG-MAN\APADMcurrNF.docx Revised: 3/22/2011 4:07 PM