central accounts payable business process workshop · 2020-05-22 · maintainer the central ap...
TRANSCRIPT
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Central Accounts Payable Business Process Workshop
May 7, 2020
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Logistics for Today• Mute your microphone when not speaking
• Be courteous of presenters and attendees
• State your name and department before speaking
• We will have Q&A breaks
• Use the chat box to write questions or comments
• Return promptly from breaks
• Two 15 Minute Breaks
• One Hour Lunch Break
• PowerPoint presentation was included in the meeting invite
• Today’s session will be recorded 2
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Agenda
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• Welcome & Introduction
• Project Background
• BPW Objectives
• Accounts Payable Business Process
• Process Overview
• System Walkthroughs
• Key Changes
• ERP Roles
• Additional Activities
• Tools to Support Departments
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EDGE Overview• EDGE is Miami-Dade County’s
Enterprise Resources Planning (ERP)
• EDGE will streamline and modernize the County’s business processes and technologies, so they operate more efficiently and support the County’s policies
• It will be the system of record for the County’s Financials, Supply Chain, Human Resources, and Payroll functions
FINANCIAL &
PROCUREMENT
TRANSACTIONS
REPORTING
ANALYTICS
TIME & LEAVE
BUDGET
HR &
PAYROLL
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Project Governance
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• Decision Making Body
o Support/validate decisions
o Confirmation of decisions made by EDGE Project
o Contribute to resolution of issues
o Escalate decisions, as necessary
• Two Way Information
o Gain understanding of Project and solution
o Push Project communications through department
o Provide input/information from departments
Business Leadership Councils Department Change Networks• Change Executives
• Change Agents
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Business Process Workshop (BPW) Objectives
BPWs will present county-wide business processes
Note: BPWs will cover county-wide process impacts. Each department will identify its own department-specific process impacts
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BPWs will… BPW will not…
• Help departments understand new
county-wide business processes
• Discuss key process changes
• Suggest potential impacts on
departments
• Prepare departments to adapt their
existing process/forms/operations to fit
now processes
• Discuss all new business process
changes and impacts
• Present department-specific processes
• Discuss department-specific impacts
• Provide a full system demonstration
• Provide system training
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Guiding Principles
• Challenge how the County does things today
• Perspective – Adopt a “County-wide” perspective
• Participate – Share your thoughts
• Question – Better to question, than assume
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Accounts Payable Business Process
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What You Should Take Away• Process overview level understanding of the Accounts Payable business
processes. For this session, the business processes are:
• Integration with Purchasing Voucher
• Enter and Process Payment Request - Direct Voucher, Wire, Retainage
• Enter and Process Voucher - Special Services (Refunds)
• Enter and Process Voucher Journal
• Retainage processing
• Process Payments - PayCycle
• Process 1099 Vendor Withholdings
• Understanding of the EDGE end user roles to complete the Role Mapping activity
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KK
Grants
Accounts Payable
eProcurement Sourcing Inventory (EAMS)
PurchasingPOs
Item Master
Project Costing
General Ledger / Commitment Control
ReceiptsE
ncu
mb
ran
ce
s
Suppliers Bidders
Cash Management
Contracts
HCM (intermittent mainframe)
Hyperion
Scorecard ERP R1 Solution
EAMS WASD/MDAD Documentum TAXSYS/ Banks/Other Integrating Systems
Pre
-en
cu
mb
ran
ces
Exp
en
ditu
res
11
3-way
match
Asset Mgmt
Accounts Receivable
& Billing
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Accounts Payable Terminology
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Today PeopleSoft Terminology
Vendor Bidder/Supplier
Vendor ID: FEIN / TIN Vendor ID: System autogenerated number
AP Invoice AP Voucher
Direct Voucher/Wire/ACH Debit Payment Request
SSC Refund Single Payment Voucher
Departments Business Unit (Processing Department)
Purchase Order Purchase Order
Budget Allotment Control Commitment Control
Financial Structure Chartfields
Index Code None
Object/Sub-object/GL Account
Fund/Subfund/Detailed Fund Structure Fund
Organization Department
Grant Grant Chartfield / Award Profile
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Key Changes
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• One source system – IWA/FAMIS/ADPICS will now be PeopleSoft
• All County invoices will be received centrally (Finance Shared Services) to initiate the AP Process
• Invoices will be scanned and used to create a shell voucher (these invoices will be attached to voucher transaction)
• IWA will no longer be used to route invoices for review and approval as it will be done in PeopleSoft AWE
• Wire Process – Approval will be automated
• Debit ACH Process – Approval will be automated
• The Special Services refund files will be processed as a single payment voucher transactions in PeopleSoft Payables
• Matching• 3way – PO, Receipt transaction and Invoice
• 4way – PO, Receipt transaction, Invoice, Inspection (Based on Commodity)
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• Po Invoices will require a Receipt transaction in PS • Goods – Attachment is always required
• Services – Attachment requirement is based on AP's current policy
• Journal Voucher – Alternate Accounting will not be allowed when processing a voucher
• Pay cycle processing and check printing will be performed in-house by the AP Central Finance
• 1099 Statement will no longer be outsourced as it will now be generated from PeopleSoft
• Escheatment Process – will be performed in-house by the AP Central Finance
• Email Payment Supplier Notification with Invoice Details
• Supplier portal• Invoice/Payment Information
• PO Information
• Self-service 14
Key Changes
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Process and Pay an Invoice
Match Exception Process
• Processing a PO
Voucher for a furniture
purchase
Accounts Payable Scenario
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Purchaser Order – Header
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Purchaser Order – Header
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Purchaser Order – Receipt
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Scanned Invoice
INVOICE 5921 NW 176 ST #2
Miami Lakes, FL 33015
Phone: (305) 569-0000 DATE 04/30/20
INVOICE # 28 April 2020 Invoice
Purchase Order 0000000024
Packing No. 771
BILL TO
Miami-Dade County – Parks and Recreation
475 NW 9TH St
Miami FL 33136
Item No DESCRIPTION UOM QTY AMOUNT
77897390 Chairs, Wood, Arm, Swivel Tilt EA 1 5,000.00
98384234 Tables, Conference, Component EA 1 4,000.00
74683682 Workstation, Free Standing EA 1 2,000.00
76627792 Cabinets, File, Lateral, Metal EA 1 5,000.00
Thank you for your business!
TOTAL: $ 16,000.00
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Payment Detail – Email Advice
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Payment Detail – Check
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Match Exception
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Create and Process Payment Request
• Processing a Payment
Request for Courier
Services
Accounts Payable Scenario
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Scanned Invoice – Payment Request INVOICE
353 JD YARNELL PKWY
CLINTON, TN 37716
Phone: (305) 569-0000 DATE 03/13/2020
INVOICE # BPWC01
BILL TO
Miami-Dade County – Parks & Recreation
475 NW 9TH St
Miami FL 33136
Item No DESCRIPTION UOM QTY AMOUNT
77897390 Fedex Miscellaneous Charges EA 1 32.18
Thank you for your business!
TOTAL: $ 32.28
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Payment – Check
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Process and Pay a Refund
Process a Journal Voucher
• Processing a Payment
for Single Payment
Voucher
Accounts Payable Scenario
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Refund Request – Single
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Payment – Check
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Reporting – User Define Criteria
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Reporting – Results
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Process a PayCycle
• Process PayCycle for
Check
Accounts Payable Scenario
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Process a PayCycle for ACH, Payable and Wire
Payment Dispatch –Cash Management
• Process PayCycle for
ACH
Accounts Payable Scenario
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Retainage
Retainage is a % of gross invoice amount withheld by the county from a
supplier invoice payment, based on the contract.
PeopleSoft End-User Role Description
AP Retainage Administrator
The AP Retainage Administrator has the ability to transact on the
custom retainage supplier page. The AP Retainage Administrator can
initiate adjustment vouchers from the supplier page.
AP Retainage Inquiry
The AP Retainage Inquiry role has the ability to inquire on retainage
balances by business unit, supplier, and PO ID. This gives users
access to the custom retainage supplier page (view only).
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Tracking Retainage Activity
• Discuss Retainage
Accounts Payable Scenario
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Accounts Payable Roles – Department
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Example of Roles
Today
PeopleSoft End-
User RoleDescription
Dept. AP
Approver/IWA
Department Approver
Department AP
Approver 1
The Department AP Approver 1 is responsible for approving
vouchers through workflow.
Dept. AP
Processor/IWA
Department Liaison
Department AP
Processor
The Department AP Processor is responsible for entering,
researching, and deleting Journal Voucher and Single Payment
Voucher for special service invoices.
Dept. AP
Processor/IWA
Department Liaison
Department
Payment
Requestor
The Department Payment Request Processor is responsible for
entering, researching, deleting, and correcting Payment
Request.
Dept. AP
Approver/IWA
Department Approver
Department
Payment Request
Approver
The Department Payment Request Approver is responsible for
approving Payment Request through workflow.
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Accounts Payable Roles – Department
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Example of Roles
Today
PeopleSoft End-User
RoleDescription
Department
Construction
Manager Approver
The AP Department Construction Approver is responsible for
approving vouchers through workflow.
Dept. Construction
Approver/IWA
Construction
Approver
AP Department
Construction
Approver
The AP Department Construction Approver is responsible for
approving vouchers through workflow.
AP Retainage
Administrator
The AP Retainage Administrator has the ability to transact on the
custom retainage supplier page. The AP Retainage Administrator
can initiate adjustment vouchers from the supplier page.
AP Retainage Inquiry
The AP Retainage Inquiry role has the ability to inquire on
retainage balances by business unit, supplier, and PO ID. This
gives users access to the custom retainage supplier page (view
only).
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Accounts Payable Roles - Central
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Example of Roles
Today
PeopleSoft End-
User RoleDescription
AP ProcessorCentral AP
Processor
The Central AP Processor is responsible for processing AP
vouchers for county departments.
Central AP Approver Central AP Approver
1
The Central AP Approver 1 role is responsible for approving
vouchers through workflow once the voucher been approved by
the Department AP Approver 1 in the workflow approval
process.
AP Poster/IWA
Compliance
Processor
Central Finance AP
Compliance Officer
The Central Finance AP Compliance Officer is responsible for
approving AP vouchers through workflow.
IWA Trust Fund
Reviewer
Central AP Trust
Fund Approver
The Central AP Trust Fund Approver is responsible for
approving vouchers through workflows that require Trust Fund
review and approval.
IWA Threshold
ReviewerCentral AP
Threshold Approver
The Central Finance AP Threshold Approver is responsible for
approving vouchers through workflows that meet a predefined
threshold.
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Accounts Payable Roles – Central
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Example of Roles
Today
PeopleSoft End-
User RoleDescription
Central
Construction
Reviewer/IWA Fin.
Construction
Approver
AP Central
Construction
Approver
The AP Central Construction Approver is responsible for
approving vouchers through workflow once the voucher has been
approved by the AP Department Construction Approver in the
workflow approval process.
Central AP Pay
Cycle Processor
The Central AP Pay Cycle Processor is responsible for running
Pay Cycle and canceling and posting payments.
Central AP
Payment
Maintainer
The Central AP Payment Maintainer is responsible for canceling,
posting, and escheating payments.
AP SupervisorCentral AP 1099
Processor
The Central AP 1099 Processor is responsible for maintaining
1099 departmental data, running 1099 reports, and processing
1099 adjustments.
AP SupervisorCentral AP
Supervisor
The Central AP Supervisor is responsible for entering,
researching, deleting, and correcting vouchers.
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Other Security Roles
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PeopleSoft End-User
RoleDescription
PO View OnlyThe PO View Only role has the ability to only view requisition and PO
information such as configuration, requisitions, and purchase orders.
Supplier Viewer
The Supplier Viewer has the ability to view vendor information (Data will be
Masked). No User Preferences should be selected in Supplier Processing
Authority.
GL Viewer
The GL Viewer has the ability to access General Ledger and Commitment
Control online inquiry screens and read-only access to Create Journal
Entry pages.
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Your World Tomorrow…
Budget, Finance, Supply Chain Management, and Human Capital Management working together to help support the
integrated ERP system
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Additional Activities
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Business Process Workshop ScheduleMonday Tuesday Wednesday Thursday Friday
Topic:
Chart of Accounts (CoA)
Setup, Process General
Ledger
& Budget Management
Central Source
to Pay
Department Source
to Pay
Central Accounts
Payable
Department Accounts
Payable
Date: May 4, 2020 May 5, 2020 May 6, 2020 May 7, 2020 May 8, 2020
Time: 9:00 AM – 1:00 PM9:00 AM – 4:00
PM9:00 AM – 4:00 PM
9:00 AM – 4:00
PM9:00 AM – 4:00 PM
Topic: Projects, Customer
Contracts and GrantsInvoice to Cash
Department Source
to Pay
Date: May 11, 2020 May 12, 2020 May 13, 2020
Time:9:00 AM – 1:00 PM
9:00 AM – 1:00
PM9:00 AM – 4:00 PM
Workshop(s) Completed49
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• Executing test scripts and create transactions using new business processes during Future State Simulation
User Acceptance Testing (UAT)
• Attend specified departmental end user training to understand the details of business processes that relate to the mapped roles
End User Training
• Validate conversion for Mock 3 and Deployment
Conversion Validation
• Remove or modify data that is incorrect, incomplete, irrelevant, duplicated, or improperly formatted
Data Clean-Up
• Change Network Meetings, Email(s) and/or EDGE Website
Communication
Upcoming Project Activities
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Tools to Support Departments
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Change Impact Tool
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As the Department/Office representative you will document Change Impacts in the fields below based on the information provided to you by the Project Team in the Column outlined in green
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ERP Role MappingObjective: Assign end users to new ERP system roles
• All users require at least one role to transact or view within the ERP
• One person may have multiple roles
• Departments will assign their resources to the ERP roles
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ERP Role Mapping Process
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Role Mapping Template
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Step 1: Submitter Information
• Enter the name(s) of the individual responsible for completing the worksheets and submitting the workbook on the 'Cover' tab
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Step 2: Review Instructions Guide
Thoroughly review the
'Instructions' tab before
completing the Role
Mapping Template. The
instructions outline step-
by-step how to complete
each field in the template
and define available
choices.
• Always use the dropdown
menu when available
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Step 3: Contact Information Complete the contact information for the end users within your department that will need access in the ERP system.
• For Non-County Employee(s), include the Employee ID Number assigned i.e., T01234, C01234 etc.
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Step 4: Review Available Roles• Review the list of roles with their associated description
• Below is a sample list of roles by their associated Business Area
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Step 5: Add End User Role(s)• Identify end user(s) role by selecting the Yes option from the drop-
down menu
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Step 6: Processor vs Approver• For end user(s) who are assigned Processor/Requestor role(s) should not have an
Approver role
• Row(s) within each Business Area will be highlighted in Red to prompt awareness
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• The EDGE Project Team will not accept submitted worksheet with these error(s) unless it
includes an Exception Request Email
• Exception Request Email must be submitted with your submission and approval from
Department Executive(s)
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Step 7: Workflow
• Two roles require additional end user information
• Requisition Processor
• Purchase Order Buyer
• Any user assigned Requisition Processor and Purchase Order
Buyer will require additional information
• Enter user information on the "Requisition Processor Workflow" or
"Purchase Order Buyer Workflow" tabs, as appropriate
• Always use the dropdown menu when available
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Step 8: Submit Department Role Mapping• The Role Mapping Instructions Guide includes a direct link to your department
submission
• Your complete Role Mapping Template should be emailed to [email protected] by May 19, 2020• Subject Line: Role Mapping – Department Name_Date
• i.e. Role Mapping - Fire_052020
• Once the Role Mapping is emailed to the EDGE Project Team
• A confirmation email will be sent from the EDGE Project Team to the Change Agent/Executive
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We Are Here For You
• Role Mapping Office Hours will be held daily May 14, 2020 –
May 22, 2020 at 11:00 AM – 12:00 PM
• Questions/Comments can be submitted to the EDGE Inbox
• The submitted Role Mapping will be reviewed by the Project
Team
• Only if necessary, will further feedback be provided
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Next Steps
• Share BPW materials with your department
• Complete the BPW Change Impact Tool
• Identify and work on updating internal department
policies, processes, and documentation
• Complete today’s survey
• Change Executives & Change Agents:
• Coordinate completion of Role Mapping to new ERP roles by
May 19, 2020
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Thank You for Your
Participation!