Accounts Payable & Sundry/Gift

Deposit - 2005 Road Shows

Held at: Vontz Center Auditorium, March 16th
TUC MainStreet Theater, March 18th
 Agenda: Accounts Payable
• Review New Processes
– Small Dollar Invoice Payments
• SAP Terms
• User Roles
• SAP Demo

– Procurement Card Allocation

• SAP Terms
• SAP Demo
• User Roles

• Review Changes to Current Process - Discussion

Items (No SAP Demo)
– Replacement for Travel Authorization
– Logistical Invoice Data Processing
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 Agenda: Sundry & Gift Deposit
• Review Sundry and Gift Deposit Data
Entry Process
– Procedures for de-central data entry
– Procedures for central data entry
• SAP Demo – Example of a Departmental
Gift Deposit
• SAP Terms
• User Roles

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 Agenda: General Topics
• Key Community Activities

• Questions & Answers

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 Review New Processes:
Accounts Payable
Small Dollar Invoice Payments
– Replaces the current Small Order Form process

– Small dollar invoices are real-time AP invoices that are

posted by designated de-central Departmental staff

– Small dollar invoices are invoices that are:

• $300 or less
• made payable to companies only
• not applicable for payment via term contract releases
• not applicable for payment via procurement card
• not applicable for payment via purchase requisitions
(i.e. RSML or repetitive payments to the same vendor)
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 Review New Processes:
Accounts Payable
Small Dollar Invoice Payments
– Small dollar invoice document number
generated by SAP can be given to the vendor
as a confirmation number
– No supporting documentation is sent to the
Accounting Resource Center (ARC); any
approval documentation is kept at the
initiating de-central department
– Small dollar invoices are paid via check and
have a 2 business day turn around time from
the time of invoice posting.
– ARC will remain the central point of contact
regarding questions about this process
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 SAP Terms:
Small Dollar Invoice Process
– Small dollar invoice: SAP transaction that
creates a $300.00 or less payment to a vendor

– One time vendor: a vendor that does not have

a permanent SAP vendor account

– Payment method supplement: indicator that

specifies how a check will be handled after
printing

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Small Dollar Invoice – User Roles
Decentral Responsibilities Central Responsibilities
Obtain / manage AP Dept – process vendor
departmental approvals payments through to check
issuance
Invoice data entry into ARC Dept – check mgmt
SAP (pick up, reissue, etc.)
Correct any accounting ARC/Central Purchasing –
validation errors audit invoices after the fact
Pick-up vendor payments
as needed

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SAP Demo – Small Dollar Invoice
Transaction FB60
• Security limitations
– One Time Vendor
– Payment method supplement
– Payment terms
– SAP generated document number

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

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 Review New Processes:
Accounts Payable
Procurement Card (P-card) Allocations
– All P-card accounting documents that are still parked at the
end of the month will be automatically posted with the
default account string
– Card holders and/or designated P-card reviewers will need
an SAP user ID and password in order to post allocations &
run reports
– P-card reporting will be done out of both SAP R/3 and SAP
Business Warehouse (BW)
– Purchasing Department’s current P-card training will
continue to provide direction on purchasing card
policy/procedures supporting P-card purchases
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 SAP Terms:
P-card Allocation Process
– Parked document: an accounting document that is
entered into the SAP system as a suspended
document that does not update accounting

– P-card reviewer: an individual who allocates P-card

expenses in SAP

– SAP R/3: Real time production SAP system

– SAP BW: SAP Reporting System

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 P-card Allocation – User Roles
Decentral Responsibilities
Allocate expenses
Reporting
Correction of journal
vouchers
Central Responsibilities
ARC – Maintain/execute p-card
interface; done daily
ARC – Auto post of parked p-
card documents
ARC – Central point of contact
for questions on allocations
Central Purchasing – Central
point of contact for Purchasing
policy/procedures supporting
P-card
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SAP Demo – Pcard Allocations
– Transaction FBV2
• Security limitations
– Generate park doc list by
• Unit Name (Hierarchy name that
matches hierarchy name at bank)

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 Discussion Item: Travel
CUFS
Authorizations SAP
Used to request a prepayment Used to request a prepayment by
by AP or set aside travel funds AP
Initiated when Department staff Departments may still wish to set
complete a paper form aside travel funds
AP Dept enters encumbrance Initiated when Dept staff create a
in system using form Funds Reservation document
Encumbrance referenced on To liquidate, the Funds
Travel Expense Reports Reservation is referenced on
(A113s) Travel Expense Reports (A113s)
AP Department manages open Departmental staff will manage
encumbrances based on open encumbrances
departmental input

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 Discussion Item: PO Invoices
CUFS SAP
PIPES functionality used for PO PO History Reporting and Link to Invoice
reporting Imaging will replace PIPES - Will remain
available for historical reporting
Manual data entry for exception Automated exception receiving for invoices
receiving (goods receipts entered in less than $10,000 with ship codes of Central
system when invoice is received prior to Receiving or Bypass Receiving (AP)
goods receipt entered in system)
AP Department completes exception No goods receipt notices sent for invoices
receiving for invoices less than exception received
$10,000; goods receipts notices sent by
AP
Departments receive automated e-mail Departments receive automated e-mail
messages with a link to the imaged messages with a link to the imaged invoice
invoice
Central Receiving completes exception
receiving for invoices less than $2500;
goods receipts notices sent by Central
Receiving
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 Accounts Payable
• QUESTIONS

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 Sundry & Gift Deposit Process:
De-central data entry
• Manual paper based data entry process will be replaced
by direct entry of accounting & deposit information into
the SAP system

• Designated de-central staff will enter sundry and gift

deposit data into SAP as parked accounting documents
for:
– Administration of exams
– Marketing and lab services
– Donations or gifts
– Vendor rebate checks
– Department fees/charges
– Reimbursement of expense
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 Sundry & Gift Deposit Process:
De-central data entry
• SAP system will:
– Automatically validate documents for accounting errors
– Generate an accounting document number
– Facilitate printing of accounting document in the required
A151 or A152 form format

• Accounting documents that pass accounting validations

will be parked, then printed and then sent to the Cashier’s
Office for final posting and funds deposit
– Departmental users will be responsible for correcting
validation errors prior to sending data to the Cashier’s Office
for posting/deposit

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 Sundry & Gift Deposit Process:
Central data entry
• Cashier’s Office will be responsible for:
– Validating actual funds against the deposit form
– Posting the parked documents
– Depositing funds

• Cashier’s Office will enter deposit data into SAP for:

– Transcripts
– Student delinquent fees
– Graduate Fees (publication/binding)

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SAP Terms: Sundry & Gift Deposits
– Parked document: an accounting document that is
entered into the SAP system as a suspended document
that does not update accounting

– Park as Complete: status on a parked document that

indicates that the document has been validated and is
ready for posting

– Assignment template: data entry function that allows

the user to save repetitive accounting information &
quickly default the information into an accounting
document
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Sundry & Gift Deposits – User Roles
Decentral Responsibilities
Enter deposit information
into SAP
Resolve accounting
validation errors (as
needed)
Print/complete required
deposit form
Send payment & form to
Cashier’s Office
Central Responsibilities
Validate funds received from
Departments
Post parked documents
Complete required bank
deposit forms/procedures
Post transcript and graduate
fees/loan payments using this
process
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SAP Demo – Gift Deposit Remittance
– Transaction FV50
• Security limitations
• Accounting validations
– Assignment template
– Park vs. Park as Complete
– SAP generated document number
– Print Gift Form (A152)
• Transaction ZPRINTNONARFORMS
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 Sundry & Gift Deposit Process
• QUESTIONS

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 Key Community Activities
Activity Jan Feb Mar Apr May Jun Jul
Road Shows

Acceptance Preparation & Training

Testing Testing

Overview & Navigation

Budget
Courses & Workshops
Training
Budget System Live
Overview & Navigation
Finance
Courses & Workshops
Training
Finance System Live

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

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 Training – Financials
Course Duration Dates

UC Flex Overview of SAP 2 hours Mar 21 – mid Jun

SAP Navigation (on-line) 4 hours Mar 28 – mid Jun

(self-paced)
UC Flex Financial Courses & 2 – 8 hours May 2 – Jun 30
Workshops

More than 40 courses and workshops and over 2500 hours

of training to be delivered.

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

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Thank You for Your Continued Support

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