Accounts Payable As-Is ProcessesMain Functional .ppt

1、1,Accounts Payable As-Is Processes Main Functional Areas September, 2002,Invoice Payment Process,Stop Payment,Vendor Relations,Pre-Audit,1099 Reporting,2,VPAM: Voucher Payment and Maintenance,Begin,Invoice Auditing,Key Payment in VPAM,Verify Payment,Editing & Check Printing,Distribute Checks,Account

2、s Payable As-Is Processes Invoice Payment Main Processes,End,Return to Page 1,3,Accounts Payable As-Is Invoice Processes Invoice Auditing,Receive Invoice from Vendor,Begin,Sort Invoice in Alpha. Order,Has PO #?,Match Invoice with PO,Return Invoice to Vendor,OK to Pay?,Prepare & Distribute Dispute Le

3、tter,Copy to Vendor Relations,Copy to Vendor,Copy to Department,Distribute Invoice for Payment,Original to Be Filed with Voucher,Copy to Department,Copy to Vendor If 3 Copies Received,Manager Calculates Interest,Stop,Returned Within One Week?,Call Department,Route to Keying,Payment in Foreign Curren

4、cy?,Route Invoice to Manager,Route Invoice to Dept.,Route to Cash Mgmt.,Return to AP Main Process,Yes,No,Yes,No,No,Yes,Yes,No,Negative Approval Less Than 30 Days,Positive Approval Less Than 30 Days,Over 30 Days and Interest $5,Stop,Audit Invoice,Payment in International Currency,4,Accounts Payable A

5、s-Is Invoice Processes Audit Invoice,Begin,Blanket Order?,Verify Received Document Is An Invoice,Verify Invoice Vendor Name Agrees with PO Vendor Name,Verify Invoice Is Dated Post Order Date,Verify Order Ending Date,If blanket order is past ending date, use the 45-day rule if a new order number is n

6、ot in the Purchasing System.,Verify Items Match with PO Work Copy & Verify Prices,Yes,Verify Ship-To Address Agrees with PO Work Copy,Match Invoice Items with PO Work Copy,Verify Prices,Partial Shipment?,Note Partial Shipment on PO Work Copy,No,No,Yes,If Manual Written Invoice, Verify Extended and T

7、otal Amounts,Deduct Sales Tax If Service Was Provided in WI,Verify Freight Terms,Record on PO Work Copy Inv #, Inv Date, Audit Date & Amount Over $500,Mark Payment Type in Audit Box in Green Ink (Final, Partial, Misc.),Class Code 3221, 3227 or 3228?,Route Invoice to RSP,Class Code 4000s?,Route Copy

8、of Invoice to Property Control,Class Codes Split?,Write Out Split Class Codes for Keyers,Return to Invoice Auditing Sub-Main,Positive Approval?,Apply Sticker on Invoice,Record Inv # and Routing Date on PO Work Copy,Yes,No,Yes,No,Yes,No,No,Yes,Route Invoice to Keyers,Return to Main Process,This diagr

9、am explains the invoice auditing process. The same process applies to the invoice auditing performed by “delegated” departments.,5,Accounts Payable As-Is Invoice Processes Key Invoices in VPAM,Receive Invoice from Auditors,Begin,Problems in Data Entry?,Return to AP Main Process,Receive Invoice from

10、Delegated Depts.,Key Invoices into VPAM,Route Invoice to Auditor,System Generates Voucher, Remittance Copy, Prelist in CARDS,Receive Invoice from Fin. Ops for Internal Transfers,Note: Except for internal transfers, there are no batch totals during data entry.A batch cover sheet is attached if it is

11、received. No batch cover sheet is used for internal transfer batches.,Yes,No,Audit Invoice,6,Accounts Payable As-Is Invoice Processes Verify Payment,Begin,Data Entry Correct?,Return to AP Main Process,Receive Vouchers, Remittance Copies, Pre-list, Reports from DoIT,Lead Worker Matches Voucher etc. t

12、o Documentation,Verifiers Check Amount, Vendor & Address,Prepare Correct Slip & Route to Keyer,Keyers Make Correction in VPAM,Lead Workers Update Changes in Pre-List (CARDS),Lead Workers Check Batch Total,Corrections OK?,Investigate & Resolve,Select & Release in TMNT,Release Job for Overnight Proces

13、s,Yes,No,No,Yes,Organize & Deliver Vouchers to Fin. Ops,7,Accounts Payable As-Is Invoice Processes Editing & Check Printing,Begin,Receive Reports from DoIT,List Number Totals,Check Number Range,Daily Edit & Post Batch Control Report,Transaction Count Table,Entry Change Report,Daily Edit & Post Trans

14、action Exceptions Listing,Correct Errors on 3270 EPCC Suspense File,Request DoIT Run Job 0421A,View Job Totals on 3270,Discrepancy Between Req & PO Exceeds $100?,Adjust Reqs. On 3270,Type 47 Errors?,Review Report,Investigate & Correct Errors on EPRQ,Calculate & Compare Totals,Return to AP Main Proce

15、ss,End,Totals Agree?,Request DoIT Run Job 0421F,Investigate & Correct Remaining Errors,Fringe/OH Encumb. Errors.,Type 50s Transactions(No $ totals).,Yes,No,Yes,No,Yes,No,Load File to WisMART,State Treasury Signs Checks,Major Transaction Types: Budget: 20s Revenue: 30s Encumbrance & Reqs: 40s Payment

16、 50s.,First 5-digit of a VO# is List #.,Batched by payment type & totals.,From Purchasing System.,Combination of UDDS, Activity & Class Codes.,8,Accounts Payable As-Is Invoice Processes Distribute Checks,Begin,Matched?,Return to AP Main Process,Receive checks from State Treasury,Sort Checks Based o

17、n Voucher Batches,Match Check to Remittance Copy,Stuff Envelopes,Sort Envelopes Based on Distribution List,File Room Mails Checks & Remittance Copy,Fin. Ops Verifies WisMART Transactions & Totals,File Room Label Voucher Box,File Room Attaches Edit & Post Exception List to Vouchers,File Room File Vou

18、chers,Route to Supervisor,Supervisor Investigates & Resolves,No,Yes,International, domestic, campus mail, courier pick-up, Canada, Mexico, oversized Envelope, over-stuffed Envelope, US mail pre-sorted, etc.,File Warrant Registry,9,Accounts Payable As-Is Processes Stop Payment,Begin,Check Mailed Out?

19、Receive Notification from Dept. of Duplicate or Wrong Payment,Prepare Stop Pay/Correction Form,Pull Out Voucher, Check & Remittance Copy,Route to Cash Management,Request Proof of Payment or Stop Pay from State Treasury,Check Stopped?,Vendor Relation Issues a Credit Memo,State Treasury Reissues Chec

20、k to the Same Vendor,Route Check & Voucher to Cash Management,Auditor Approves Credit Memo,Keyers Apply Credit Memo to Next Invoice,Vendor Relation Requests a Refund Check From Vendor,No,No,Yes,Applied Within 6 Months?,No,Yes,End,Yes,Keyers notify vendor if applied credit amount is more than invoice

21、 amount. (Credit memo data is maintained in Excel.,On average, there are about 20 to 30 stop payments per week.,Payment Correction,Return to Page 1,10,Accounts Payable As-Is Processes Payment Correction Process,Begin,C.M Deposits Check,Yes,DepositCheck,Yes,Check deposited to contingent fund for the

22、correct amount, to the Req. or PO for the difference.,Reissue Check from the Contingent Fund for the Correct Amount,Reissue for More Than Original Amount?,No,C.M. Credits Req. or PO via DREV,A/P Reissue Check via VPAM,End,C.M. Deposits check,No,C.M. Credits Req. or PO via DREV,Reissue Check?,11,Acco

23、unts Payable As-Is Processes Payment in International Currency by Cash Management,Return to AP Main Process,12,Accounts Payable As-Is Processes Vendor Relations Main Process,Begin,Receive from Vendor Past Due Invoices, Statements, Dispute Responses,Need Payback or Credit?,Depts. Notify Problems with

24、 Negative Approval Invoices or Missing Payments,Depts. Or Vendor Notify Missing Payments, Short Pays, Tax Not Paid, etc.,Determine If Need A Credit Memo or Payback Check,Verify with Original Voucher,Fill Out Payback Form Or Credit Memo,Invoice Payment Main Processes,Send Denial Letter to Vendor,File

25、 Copy of Letter with Voucher,Past Due Invoice Process,Statements Process,Dispute Response Process,Adjust Incorrect Negative Approval,Need A Credit Memo or Payback Check,Does Not Need A Credit Memo or Payback Check,End,Yes,No,Return to Page 1,13,Accounts Payable As-Is Processes Vendor Relations State

26、ment Process,Begin,More Than 60 Days?,Return to Vendor Relations Main Process,Check the Dates of Items on the Statement,Return to & Request Invoices from Vendor,Stop,Yes,No,14,Accounts Payable As-Is Processes Vendor Relations Past Due Invoice Process,Begin,Paid?,Return to Vendor Relations Main Proce

27、ss,Pull Out Voucher,When Was Paid?,Determine If Invoice Paid,Verify Check # and Date,Notify Vendor of Payment,Yes,Stop,Over 30 Days,Less Than 30 Days,Valid PO# & Not in Dispute?,Invoice Payment Main Processes,Return to Vendor,Prepare Form 15,Yes,Has Previous Dispute,Invalid PO#, Expired PO or No PO,

28、No,File Copy of Dispute Document,End,15,Accounts Payable As-Is Processes Vendor Relations Adjust Incorrect Negative Approvals,Begin,Return to Vendor Relations Main Process,Dept. Notifies Incorrect Payment,Determine Required Action,Stop Payment Process,Determine Type of Adjustment,Prepare Non-Salary

29、Cash Transfer Form,Route Form to Fin. Ops.,Stop Payment,Adjust Payment,Credit Memo or Pay Back,Transfer Between POs,Adjust POs in VPAM,Return to Key Payment in VPAM,This process is performed by Accounts Payable, Fin. Ops or Departments.,16,Accounts Payable As-Is Processes Vendor Relations Dispute Re

30、sponse,Begin,Return to Vendor Relations Main Process,Match Vendor Response to Dispute Copy on File,Review Dispute and Vendor Response,OK to Pay?,Yes,Invoice Payment Main Processes,Resolve with Vendor, Purchasing & Dept.,Resolved?,Refer Dispute to Purchasing & Dept.,No,No,Yes,17,Accounts Payable As-I

31、s Processes Invoice Payment Additional Information,Data Verification Against Purchasing System: Order # Ship-To Address Vendor Contact Change Order Information Item Description Dates of Requisition Processing Statuses Pricing on Contracts Connection to VendorNet. List of Delegated Departments for In

32、voice Auditing: Chemistry PSL MDS WDVL,Data Verification Against Legacy Systems INQR: EPRQ Data Display (PO Status, class code, PO Types, Dept Coding, etc.) INQP: PO Data GENT: Transaction 48 inquiries (Inquire PO# to get department contact person initials. Then though initials to get contact phone

33、numbers.) INQC: to verify payment status on POs INQV: To verify payment status on vouchers.,Return to Page 1,18,Pre-Audit Requisition Auditing,Receive Requisitions from Deans Office,Begin,OK?,Verify Class Code is Appropriate for Item,Verify Description Is Complete,Verify Accompanying Documentation,V

34、erify Both Dept. & Deans Approvals,Verify Req. Is for UW Business,Approve Requisitions,Return to Deans Office,Fund 133 Class Codes 4Ks, 2Ks, 3221, 3227 & 3228?,Route to RSP,RSP Reviews & Approves,Class Code 4Ks?,Property Control Verifies Req.,Property Control Returns Req.,Postage Req.,Confirming Req

35、 w/ Invoice Attached ($5,000),Other Requisitions.,Create VO in VPAM,Route Reqs. To Purchasing,Return to Procurement Main Process,No,Yes,Yes,No,Yes,No,Reference Original Equipment PO # and Property Control # if Purchase is a Component of Capital Equipment.,Editing & Check Printing,Verify VO Entry,OK?

36、Correct in VPAM,Distribute Checks,End,No,Yes,System Generates Voucher, Remittance Copy, Prelist in CARDS,Route 4Ks & 2Ks to Purchasing,Issue Other Reqs. Under RSP Negotiated Contracts,End,19,Pre-Audit Emergency Transaction Processing,Dept. Prepares ET Request & Documentation,Begin,PO Required ?,Dea

37、ns Office Approves,Deans Office Enters Req. in EPRQ,Deans Office Delivers Req. to Purchasing by 10am,Purchasing Date & Time Stamps the Req.,Pre-Audit Picks up Req. from Purchasing,Requisition Auditing,Route to Purchasing by 11am,Purchasing Creates PO,Route to AP Auditor,Invoice Auditing,Route to Cas

38、h Management,Cash Management Issues Check From Cont. Fund,Any approval by RSP is routed by fax.,Checks for Pick Up ?,Deliver Check to Purchasing Front Counter by 3pm,Mail Checks,End,Yes,No,Yes,No,Cash w/ Order?,Purchasing Mails PO or Calls for Pickup,Yes,No,20,Pre-Audit Direct Charge Processes,This

39、process applies to direct charges for: Utilities Freight (except FedEx) Gas credit card Newspapers Subscriptions Travel agency invoices Memberships & Registrations DOA general service billing.,Dept. Receives Invoice from Vendor,Begin,Dept. Code Funding Source on Invoice,Dept. & Deans Offices Approve

40、 Invoice,Deans Office Route Invoice to Pre-Audit,Pre-Audit Receives Invoice from Vendor,Identify Which Dept. Made the Purchase,Call Dept. to Get Funding Source & Approval,Copy Invoice to Dept.,Pre-Audit Verify the Amount Is Correct,Editing & Check Printing,Verify VO Entry,OK?,Correct in VPAM,Distrib

41、ute Checks,No,Yes,System Generates Voucher, Remittance Copy, Prelist in CARDS,End,Create VO in VPAM,Verify Funding Code Is Correct,Check Appropriateness of Purchase,Verify Purpose of Business,Verify Type of Travel Expense,Fund 133 Class Codes 2000s?,Route to RSP,RSP Reviews & Approves,Yes,No,21,Pre-

42、Audit Direct Charge Processes for FedEx Bills,Begin,Receive Bills from FedEx,Check INQM or UNAM for Dept. Contact Name,Funding Coded on the bill ?,Get Funding Source from Dept. Contact Person,Code Funding on the Bill,Batch Bills (100/Batch),Calculate Batch Totals,Create VO in VPAM from Contingent Fu

43、nd,Copy Bills,Once a Week,Highlight Funding Source on the Bills,Create Transfer Worksheet in Excel w/ Dept. Funding Source Codes,Keyers Enter Transfers in VPAM,To replenish contingent fund.,Contingent Fund Check to Vendor,Route Invoice Copy to Dept.,Yes,No,End,Normally a week later.,22,Pre-Audit Pay

44、ments to Individuals Report (PIR),Begin,Individual or Dept. Prepares PIR Form,Fund 133?,Dept. Approves PIR Form,Deans Office Approves PIR Form,This process applies to payments to individuals for: Scholarships Travel expense Research subjects Speakers & other service providers.,Deans Office Routes to

45、 Pre-Audit,Pre-Audit Routes to RSP,RSP Approves & Returns to Pre-Audit,Verify Dept. & Deans Approvals,Verify Name & Address,Verify If Payee a US Legal Resident,Foreign Payee or US Resident W/O SSN?,Calculate Tax Withholding (Based on Treaty for Foreigners),Calculate Net Pay,Complete PIR Form w/ Tax

46、W/H Data,Complete Tax Calculation Sheet If Its Missing,Match Class Code w/ Payment Purpose,Verify Other Data,OK?,Contact Dept. & Correct PIR Form,Missing Signature ?,Return PIR Form to Dept.,Key to VPAM,Editing & Check Printing,Distribute Checks,End,Begin,Class Code determines following additional d

47、ata needed: Home address for 1099 reporting SSN for tax reporting Visa information Copies of receipts If UW employee, whether payment should be made via payroll, etc.,Yes,No,No,Yes,Yes,No,Taxable Payment Based on Class Code?,Yes,No,Yes,No,23,Pre-Audit Travel Expense Report (TER),Begin,Individual or

48、Dept. Prepares TER Form,Fund 133?,Dept. Approves TER Form,Deans Office Approves TER Form,Deans Office Routes to Pre-Audit,Pre-Audit Routes to RSP,Yes,RSP Approves & Returns to Pre-Audit,Verify Name & Address,Verify Funding Code,Verify Nature of UW Business,Verify Reported Amounts & Dates Match w/ Re

49、ceipts,Verify Approvals & Totals,Missing Receipts Or Approvals?,Return to Dept.,OK to Pay?,Contact Dept & Correct the Form,Approve the Form,Key to VPAM,Editing & Check Printing,Verify VO Entry,OK?,Correct in VPAM,Distribute Checks,No,Yes,System Generates Voucher, Remittance Copy, Prelist in CARDS,End,No,This process applies to payments for reimbursable expenses to UW and non-UW employees.,Yes,No,Yes,24,Pre-Audit Travel Advance (TA) Initiation,Begin,Dept. Prepares Request on TA Form,Fund 133?,Dept. Approves the Form,