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PowerPoint Presentation

Allen Hunsberger P&C

Stephen Samara P&C

Melanie Caramat P&C

Lara Kirsch P&C

Katherine Lineback AP

Cielo Joaquino AP

CoSD Procure-to-Pay Users Group Meeting

February 21, 2012

http://insite.sdcounty.ca.gov/csg/pc/Pages/pc-p2p-ug.aspx

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Agenda

Countywide BPA Changes

Property Disposal

Purchasing

Procurement Card

Procurement Card FAQs, Known Issues, Updates, Work Arounds

Purchasing R12 Release Reminders: Calculating Tax, Unreserving and Cancellations

Supplier Site Error in Purchasing Forms

Xendocs

Penny Corrections

Invoice Corrections and Reversals in R12

Tax Rate Variance

Fusion Middleware (FMW) Notifications

Expenditure Item Dates on Non-PO Invoices With Future Dates

How to Correct System Holds on AP Invoices

How to Verify if Your Invoice Is On Hold

How to Verify If Your Supplier Is On Hold

AP Reminders

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Countywide BPA Changes

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BPAs 539708, 539709 & 539710, Off-Site Conference and Meeting Venues

Three new agreements as of November, 2011

Vendors are: Town & Country Resort, Marina Bay Village and Scottish Rite Masonic Center

BPA 540429, Bus and Trolley Tokens and Passes

New agreement as of February 12, 2012

New vendor: San Diego Association of Governments (SANDAG), Replaces Agreement with San Diego Transit

BPA 527861, Propane

Will Expire on March 31, 2012

Current RFB is under evaluation for a new agreement to begin on April 1.

BPA 518879, Printer and Toner Cartridges

Will Expire on March 31, 2012

Current RFB is on the street and will open February 29. New agreement to begin on April 1.

Property Disposal

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The County has issued a notice of intent to award for a new auction contract.

Same auctioneer TNT auctions

What will change:

Re-utilization will occur virtually through a vendor provided web site

Property will be sent to a new location operated by the vendor. The Auctioneers site will replace our property disposal warehouse

What will not change

Same P&C staff

Form 253

Vehicles auctions

We will be providing more process details after the contract is in place.

Purchasing

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Requisitions Assignment

Please leave the buyer field blank and attach all documentation

We are encountering delays due to departments entering a buyer name or emailing documents to buyers.

Payment Please pay your invoices on time

We are seeing a large increase of vendor complaints of overdue invoices

Enter releases before placing the order

Tax rates on BPAs

Provide information on whether the item is taxable, and whether the tax is sales tax or use tax.

Do not reflect the delivery location. You may need to enter a different tax rate on the release to reflect a higher tax rate for your delivery location

Please do not request BPA changes to reflect your delivery locations tax code

Procurement Card

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LMS will now send a notification of R12 P-Card course completion to the trainee and the P-Card unit

You no longer need to send completion certificates to the P-Card unit

Please monitor the training report to make sure your training is properly recorded

Staff

Shelly Castle will be on extended leave

Bernie Udarbe is joining the P-Card unit

Dyan Rosener will be assisting during Shellys absence

We appreciate your patience during the R12 upgrade

Most issues are resolved. The P-Card unit will still act as approver for remaining workflow issues with alternate verifiers

Please let us know of any new workflow problems

We are working on better reporting

Procurement Card FAQs, Known Issues, Updates, Work Arounds

Where are my P-Card Notifications?

All P-Card Workflows (for verification, on approvals, on rejects) are located within the FMW worklist menu

FMW worklist is not the same as the EBS worklist

EBS Worklist

FMW Worklist

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Why am I seeing current p-card notifications in my EBS worklist?

Issue due to a process, runs behind-the-scenes, that attempts to inactivate old notifications. Please ignore all EBS notifications related to P-Card. You may forward them to Lara Kirsch or Melanie Caramat. Please e-mail Melanie Caramat or Lara Kirsch and cc the P-card Unit when this occurs.

Why am I receiving invalid POETA errors in the EBS Verification form?

When the Apply button is selected, the EBS form will perform POETA validation on any line set to VERIFIED. Inventory items do not require POETA.

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Procurement Card FAQs, Known Issues, Updates, Work Arounds cont

Why am I receiving invalid POETA errors in the EBS Verification form? Cont

Expenditure Org error occurs when I click Apply

Expenditure Org field must be a complete value:

34085 TAX COLLECTION vs. 34085 (with no Exp Org description)

Frequently occurs when the Exp Org is keyed in (vs. LOV) quickly and Apply is selected before the form has a chance to populate the complete value

Form validates the BPA field (when value exists). BPA field is not a free text field.

Closed BPAs cannot be entered

Work Around: Reference the BPA in the Description field

Issue ticket: 9922552

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I already verified my transactions, why has my Approving Official (AO) not seen the workflow yet?

Make sure AO is looking at FMW worklist, not EBS worklist

Cardholder is required to click the Submit to Manager button:

Submit to Manager can produce 2 notices:

Update: HP will try to replace Error with the word Information

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I already verified my transactions, why has my Approving Official (AO) not seen the workflow yet? Cont

You are the alternate verifier

Approving Official may see blank notifications in FMW

Work Around: Complete verification, but P-Card Admin will complete approval upon receipt of Cardholder log and AO approval

Issue ticket 9869513 / P&C can request query on all Verified txns

Update: P&C is requesting a report where the P-Card Admin/Dept Coordination can identify which transactions are pending submission for approval

Where is the Procurement Card Transaction Activity Report?

Report is available to PUR P-Card Dept Coordinators and Administrators

Report is located in OBI (datawarehouse)

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Where is the Procurement Card Transaction Activity Report? Cont

Navigation: Oracle EBS Financials Procurement Card

Report data is a day in arrears

Data appears to be more than a day in arrears

Work-around: Notify P-Card Unit on as- needed basis. PAS group will request a query from HP


HP will retrofit this report into EBS (real-time). Currently being tested.

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How do I get rid of FMW notifications?

FYI notifications may be dismissed:

P-Card Employee Transaction Notification

P-Card Employee Transaction Rejected Notification

P-Card Employee Transaction Approved Notification

Navigation (select notification first): My Tasks Actions Dismiss

Notifications that require approval cannot be dismissed (similar to 11.5.7).

Notification approvals that are already completed (e.g. P-Card Admin approved the transaction on behalf of AO) can be forward to PAS (Lara Kirsch or Melanie Caramat).

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I always Approve or Reject my Cardholders transaction on the bottom half of the screen, but can I also do it from the Actions menu?

Actions taken from the Actions Menu in FMW are not reliable for P-Card processing

Workaround: None, do not use


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Correct use of the Approval and Reject

Incorrect use of the Approval and Reject actions. DO NOT USE.

Are there vacation rules in FMW like there were in 11.5.7 for P-card processing?

Vacation Rules functionality is currently being tested in R12

Work around: P-Card Dept Coordinators to inform P-Card Unit of transactions that need to be completed.

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Purchasing R12 Release Reminders: Calculating Tax, Unreserving and Cancellations

Tax processing in the Release form

Tax is handled in the R12 Tax E-Business Suite no longer processed in the core form. See R12 trainings in the LMS.

Tax can only be selected after a valid charge account is committed (per each distribution)

Unreserve process in the Release form

Unreserving Release Shipments can be done at the Header or Shipment

Cursor will determine where the Unreserve process is completed

R12 training to be published before Fiscal Year End

Cancellation of Release

Release Users will have control over Release Cancellations can be done at Header or Shipment

Cursor will determine where the Unreserve process is completed

R12 training to be published before Fiscal Year End

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Supplier Site Error in Purchasing Forms

Supplier address on the Purchasing document (BPA, CPA or Standard Purchase Order) is not flagged as a Purchasing site

Notify buyer. Buyer will request to AP to correct the Vendors site address

Xendocs

User Access error

Resolution: Oracle R12 now requires an additional SAVING action after every invoice entry and before scanning. Just after youve entered the POETA in the LINES tab, click on your ALL DISTRIBUTIONS button, click on the SAVE icon (disk) in the toolbar. Notice that in this ALL DISTRIBUTION screen, the Distribution Class was Preview before the saving action and Saved after the saving action. You are now ready to re-scan and should be able to view the attachments.

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User can only view the first page of the scanned images.

Resolution : AlternaTIFF repair

Xendocs cont

Run Remote Synchronization Agent (RSA) --- run this periodically to minimize problems in Xendocs.

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Xendocs cont

4. Scanned images not attaching to Oracle invoice

Resolution: After making sure that this is not a duplicate invoice, just add a dash A (-A) after the invoice number to make it unique and rescan again.

Note: Oracle R12 only produces the message this value already exists if user is entering an invoice number that has been previously used for the same vendor and same site.

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Xendocs cont

Note: Oracle allows a duplicate invoice number to be entered successfully in Oracle for the same supplier yet different site address. But, user will encounter a problem in Xendocs.

Xendocs cont

Penny Corrections

Penny Corrections for sales tax due to rounding up or down of calculated sales tax, penny discrepancies between Oracle and vendor sales tax can be expected.

Add another line in the LINES tab with Type = Item

Amount = + or - $0.01

Tax Classification Code = blank

Use same POETA as in the expense Item line

PO Number = blank

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Invoice Corrections and Reversals in R12

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POETA corrections and reversals are discouraged at this time

Due to the new Subledger Accounting (SLA) layer in R12 and the uncertainty of what these corrections can do, all invoices with reversals and POETA corrections needs to be cancelled by Accounts Payable.

Workaround:

------ if POETA correction is for one-time only:

1. Department has to enter the invoice using the POETA set-up in the PO

2. AP will process, validate and pay the invoice as is

3. Department will then have to do an MTBT to correct the POETA under which the AP invoice was paid.

------- if POETA correction is applicable to future invoices as well (not one time only)

1. Department has to go back to P&C buyer to have the POETA in the PO changed as a long-term solution

2. Once change is done, invoice can be re-entered in Oracle

Tax Rate Variance

Note: Invoices displaying a tax rate variance (in the All Distributions screen) for the full amount of the tax may be subject to cancellation.

When creating releases, remember to always enter a tax code.

An invoice with a blank tax code in the invoice Lines/Distribution screen will be placed on hold by AP.

An invoice with a tax code (i.e. CA Sales Tax) in the invoice Lines yet a blank tax code in the Shipment Status screen will be cancelled by AP tax not encumbered.

Tax Rate Variance cont


Where to check 'completed' (approved and rejected) AP invoice batches:

Go to FMW-BPM Worklist

Click on 'Initiated Tasks' tab

Change default Status = Assigned to Completed

Look/query for the batch name ---batch name wouldtypically appearon 3 lines (regular APbatchor 4 lines if Wire batch)

Click on the latest one amongst the 3 or 4 that appears

The next screen would show if it is an 'approval' or a 'rejection' from AP Central

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Where to check 'expired/timed-out'AP invoice batches

5 days if no dept approver accepts responsibility - goes back to preparer;

2- days if approver who accepted did not approve nor reject - goes back to the dept approver pool/queue)

Go to FMW-BPM Worklist

Click on 'Initiated Tasks' tab

Change default Status = Assigned to Expired

Look/query for the batch name- if it is there then

Go to your Oracle -> AP Dept Invoice Entry -> Invoices -> Invoice Batches screen

Click on F11

Paste the expired batchs name

Do CTRL -F11

Click on Tools -> Initiate Approval

A message would appear "Workflow has been Launched"

Fusion Middleware (FMW) Notifications cont

Expenditure Item Dates on Non-PO Invoices With Future Dates

Error message : Expenditure Item Date and GL Date must be within an open and future accounting period.

When encountering this error message in the LINES screen

Delete the LINE information using the red X icon

Change Invoice Date to a current date (i.e. 15-Feb-2012)

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Go down to Lines and enter the POETA - Exp Item Date is a current date (i.e. 15-FEB-2012) and GL date is a current date (i.e. 15-Feb-2012)

Save

Go back to Invoice Workbench and change Invoice date to the actual date which is a future date of 12-Mar-2012

Save

Expenditure Item Dates on Non-PO Invoices With Future Dates cont

How to correct System Holds on AP invoices

Qty Received - qty billed exceeds qty received; department has to do the receiving process. Once done, resubmit batch to workflow

Qty Ordered - qty billed exceeds qty ordered; AP will cancel this invoice; department has to research then re-enter the invoice.

Encumbrance Accounting Failed AP has to re-validate. Just email AP contact to have this done.

PO not approved department has to fully process (till approval) the PO/release. Once done, resubmit batch to workflow.

Others:

FTB Withholding no action required from department; invoice is being reviewed by AP for FTB deduction; if appropriate, AP will reduce the invoice amount by the calculated 7% FTB

Levy hold - no action required from department; invoice is being reviewed by AP for levy reduction; if appropriate, AP will reduce the invoice amount by the calculated levy amount and create another invoice for this levy amount in the same batch.

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How to Verify If Your Invoice Is On Hold

Via Invoice Workbench

Query your invoice in the Invoice Workbench click on the General tab and look if there is a number in the Holds field.

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Click on the Holds tab and Hold Reason, Hold Date and Employee Num of staff who held it will be displayed.

How to Verify If Your Invoice Is On Hold cont

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Via the COSD Invoice On Hold Report

How to Verify If Your Supplier Is On Hold

Note: If a supplier is on Hold, the Invoice Workbench will not display that there is a hold. An indication would be, a validated invoice that is already scheduled for payment is not being paid.

How to Verify If Your Supplier Is On Hold cont

Via a supplier query in the Oracle R12 Supplier html


Query supplier name and click on the Go button


Supplier information is displayed note the flag on the Hold From Payment field and the stated Hold Reason


AP Reminders

Last sequence of scanned images should contain all/the complete documentation of the invoice. Exemptions: Rescanned documents for invoices with over 50 pages (i.e travel or petty cash claims)

Appropriate use of AP s Special Inboxes

FGG, APPriorityValidation used only for requests for expedite, workaround FMW approval emails and cancellations.

FGG APOverage used for email requests for cancellation or reissue of overaged warrants

FGG APSalestax used for submission of vendors Form 587, Form 590 and CA Sellers Permit

Always query first to verify if a supplier exists, before submitting a COSD New Supplier Request (NSR).

Make it a practice to confirm if your invoice Scheduled Payment Date is accurate (via AP Inquiry or AP Department Invoice Approval responsibilities) to minimize delays in payments. If scheduled payment date displays an incorrect date, feel free to email AP contact so it can be changed appropriately.

For Prepayments (Travel) - as a general rule, only per diem items (meals and lodging) are advanced; any other items such as hotel taxes need support documents

AP Reminders cont

6. Petty Cash

PC&TR:

Create and submit invoice batch only when TR is actually closed (submitted & processed in Oracle).

PC:

Online purchases, regardless of amount should not be processed via Petty Cash; should be via GC due to possible USE tax issues.

PC:

Attachments should be scanned in the same order as it appears in the POETA lines of the OC claim form easier/faster to review

Aside from the approval signature, all claim forms should have a printed name, approval date and position or title of the approving officer.

AP Reminders cont

Questions and Future Topics

Questions?

Future topics?

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Future Meeting Dates: TBD

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