for Your Institution Elsie Ridley Audrey Kimbrough David Register Agenda What is AP Payment Request Benefits of AP Payment Request Security Roles for AP Payment Request Statewide Purchase Order Policy ID: 1037113
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1. Implementing AP Payment Request for Your InstitutionElsie RidleyAudrey KimbroughDavid Register
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3. AgendaWhat is AP Payment Request?Benefits of AP Payment RequestSecurity Roles for AP Payment Request Statewide Purchase Order PolicyEntering Payment Requests – Steps 1 to 4Approval Workflow for AP Payment RequestImplementation Steps for FVSUReady to implement AP Payment Request?Live poll results and Q&A
4. Is this how you feel everyday when you arrive at work?
5. Does it feel like you are drowning in paperwork?
6. AP Payment Request can help put that paperwork online
7. What is AP Payment Request?Payment Request provides a self-service option for users to submit non-Purchase Order invoices to Accounts Payable for the payment of approved Suppliers. Approved Payment Requests may be processed into vouchers using the Voucher Build batch process.
8. Benefits of AP Payment RequestSelf-service efficiency of end-user data entryAccounts Payable workload reductionSignificant reduction in paperworkRecord of approval before voucher creationBatch voucher build from approved Payment Requests
9. Security Roles for AP Payment RequestBOR_PAYMENT_REQUEST: User enters and submits Payment Requests BOR_PAYMENT_REQ_APPR: Department Manager and Ad Hoc Approver roleBOR_PAYMENT_REQ_AMOUNT_APPR: Special Approver for Amounts over $2,500.00 BOR_PAYMENT_REQ_AP_APPR: AP Approver (final workflow Approver) BOR_PR_ADMINxx: Payment Request Administrator (Reviewer)
10. Statewide PO PolicyExcept as noted below and when a final payment method is not a purchasing card (pcard), a Purchase Order is required for all purchases or obligations to purchase goods and services greater than $2,500.Attorney and legal related paymentsBenefit payments made directly to recipientsIntergovernmental agreements/paymentsMembership dues and/or subscriptions Payroll and associated tax and benefit paymentsPostage and shipping Real estate rental/lease payments Registration fees Sales and Use tax payments Travel expense reimbursements Utilities WEX and ARI payments
11. Entering Payment RequestsStep 1: Summary InformationBusiness Unit is required.Invoice Number is required.Invoice Date is required.Cost Sub-Total is required.Attached Invoice is required.
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13. Entering Payment RequestsStep 2: Supplier InformationSupplier ID is required.Only approved Suppliers are allowed.Use Supplier search to choose Location.
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15. Entering Payment RequestsStep 3: Invoice DetailsAdd lines to enter Line info and Accounting Details.Line amount is required.Distrib line amount is required.Required fields: Account, Fund, and Bud Ref.
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17. Entering Payment RequestsStep 4: Review and SubmitSelect the Review button to review PR details.Select Previous/Next buttons to edit Payment Request.Select the Submit button to submit Payment Request.
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19. Approval Workflow for AP Payment Request Department Approval: Payment Request routes to the listed Department Manager for the Department ID entered on Line 1, Distrib 1. Amount Approval: If the Payment Request total exceeds $2,500.00, it will route to an Amount Approver. AP Approval: Payment Request route to the AP Approver for final approval.
20. Implementation Steps for Fort Valley State University Notified ITS of institution’s interest in implementing AP Payment Request.Created implementation team (members may vary by institution).ControllerAP ManagerAP AssistantProcurement DirectorBuyers Created policy for review and approval. Established roll-out implementation date. Provided campus IT with PR security role for end-users in FPLAY.****Given to end-users already having BOR _CAT Requester role.Provided campus IT with approver workflow for security set up in FPLAY.
21. Implementation Steps for Fort Valley State University User Acceptance Testing (UAT) conducted by team members in FPLAY. Set up end-user training schedule. Sent training e-invites to selected end-users. Prepared PP slides of ITS Business Process documents for training.BP AP.060.010 – Entering Payment RequestsBP AP.060.020 – Approving Payment Requests****Provided via email. Formal training not conducted for Approvers.Conducted end-user training in FPLAY. Scheduled go-live with ITS for 07/01/2018.
22. Implementation Steps for Fort Valley State University Campus IT roll outReviewed/confirmed end-user and approver roles with IT.Emailed go-live date and PR documents to trained end-users.****End-user training is mandatory before granting access.Continuous interaction with end-users addressing PR entries, as necessary.Payment Request activity since 07/10/2018:Payment Requests submitted: 518Payment Requests vouchered: 441Noticeable benefits:Processing time efficiency – reduced from 8-10 days to 3-4 days.Reduction in Purchase Orders and paper check requests.Documents are attached online to vouchers.Printing check copy only.
23. Ready to implement AP Payment Request?Submit request ticket to ITS Helpdesk.Schedule and attend kickoff webex. Setup FPLAY for testing and training.UAT in FPLAY - no deadline, but regular feedback is requested during testing and training.Schedule go-live date after testing in FPLAY.Go-live in FPROD - security roles made available on the go-live date.
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25. QUESTIONS?