March 4, 2013 AP Session Presentation

Report
Accounts Payable
MARCH 4, 2013
Agenda
 AP Introductions
 How a check is produced at UGA
 Vendor Registration System
 Unified Vendor Database Demo
 UGAMart System Demo (Receiving, Comments)
 Electronic Check Request System Demo
 Q&A’s submitted prior to session
 Q&A with session participants (time permitting)
Introductions
 Jennifer Collins, Manager
 Andre Simmons, Assistant Manager
 Patricia Sims, Senior Operations Supervisor
 David Manley, Senior Operations Supervisor
 Elena Williams, Senior Accountant
Fiscal Year 2012
 Accounts Payable disbursed $635,222,995 in





expenditures.
AP paid 254,731 invoices
AP issued 120,915 checks
AP processed 98,662 check requests
Initiated 1018 wires
Processed 633 ACH transfers
Processing Sections within Accounts Payable
Travel &
Encumbrances (2nd
floor Business Services)
Check Request
Payment Processing
(3rd floor Business
Services)
Purchase Order
Payment Processing
(3rd floor Business
Services)
Life Cycle of a Check Request Payment
Check request
flows along
approval path
established for
account or dept
Campus user initiates
check request in
eCheck system
International
Tax Coordinator
Review
Procurement
Individuals
Item >
$99.99
Instate
Travel
Foreign
Payee
Contracts &
Grants
Travel &
Encumbrances
Payments to
Individuals
Out-ofState
Travel
Restricted
accounts
Payments to
Companies
Petty Cash &
Registrations
Batch Entry
CR >
$10,000
Vendors
A-L
Procurement
Vendors
M-Z
Life Cycle of a Purchase Order Payment
Purchase
requisition is
initiated in
UGAMart
AP
receives
invoice &
enters in
UGAMart
UGAMart
checks for
three-way
match
Purchase requisition
flows along the approval
path established for
department
Funds are
encumbered in
Financial
Accounting
System
Procurement
Review/Action
PO Isssued
Matching Exceptions (no three-way
match, quantities/amounts outside of
tolerances.
Payment flows into Batch Entry
Travel &
Encumbrances
Contracts &
Grants Review
(only certain object
codes)
Check Writing Process
Check Request Batches from
Batch Entry
Purchase Order Payments from
Batch Entry
Batch Jobs Process
Check File Produced (combining
same vendor remit to addresses)
AP prints checks
Travel & Encumbrances
Elena Williams, Supervisor
 Administrative Functions
 Printing Checks Daily
 Approving & Encumbering Travel Authorizations
 Account number changes on PO’s and TA’s (if
restricted account, contact C&G for approval
prior to AP)
 Vendor Creations in the Unified Vendor Database
 Review and assign appropriate object codes to
UGAMart requisitions and check requests
Vendor Creation/Additions/
Revisions
 Accounts Payable and Procurement now function
from one unified vendor database.
 Vendor creation requires approval from both
Accounts Payable and Procurement
 Vendors now have the option to register online at:
http://vendors.uga.edu
 Original Vendor Profile form can still be submitted:
http://www.busfin.uga.edu/forms/vendor_profile.p
df
Vendor Registration System
http://vendors.uga.edu
VN CREATION
Unified Vendor Database
 How to search:
Companies: Search company name or D/B/A name
 Employees: Search last name, first name (with a comma
to separate)
 Non-employees: First name last name format with no
comma
 Petty cash: Custodian name followed by Petty Cash

Unified Vendor Database Demo
https://webapps.ais.uga.edu/UVDB/home.seam
DEMO IS AVAILABLE ON THE ACCOUNTS PAYABLE WEBSITE
Purchase Order Payment Section
David Manley, Supervisor
 Once a purchase order is issued, the next phase will
be to issue payment to the vendor once the
goods/services have been received.
 PO Payment Section Responsibilities:
Match/Review/Approve invoices for payment within
UGAMart.
 Review outstanding encumbrances and initiate
inquiries to determine if purchase order should
remain open or be closed.
How to Create a Receiving Report
& add Comments in UGAMart
DEMO IS AVAILABLE ON THE ACCOUNTS PAYABLE WEBSITE
AND UGAMART SITE
Check Request Processing Section
Patricia Sims, Supervisor
 Review/Audit check requests payable to
individuals, research participants, travelers, petty
cash custodians, and companies.
 Verifies correct approvals obtained, proper
invoices and other documents are attached.
 Handle canceling and reissuing checks.
 Processes ACH and Wire Transfers
Electronic Check Request
System Demo
https://webapps.ais.uga.edu/PCFA/index.jsp
DEMO AVAILABLE ON THE ACCOUNTS PAYABLE WEBSITE
Questions submitted by Campus
Question 1
 When a check request is rejected or no longer valid, there is
currently no way to remove it from the originators pending list. Can
we not delete these records or move them to a separate file? Trying
to repurpose a check request that may be 2-3 weeks old causes
issues with dates and is not always an option.
 Response: In the eCheck system, there is a limited number of
request numbers that we can use with an increasing volume each
year. If a CR number has already been assigned, it is best to go
ahead and use it. If it is not reused, the information is still stored in
databases, which takes up space. Reusing the request overrides this
information. In addition, when you re-use a request, when you unreject it to begin the approval process again, the date of the check
request automatically changes to the current date.
Question 2
 With the new group travel policy changes, is a honoraria form still
required to process payment to a vendor on behalf of a visitor?
 Response: No, the honoraria form is no longer required. Required
documentation for this check request would be an invoice from the
vendor and a direct billing authorization form. In the description field
of the check request you should include information on who the
expenses are for and what the purpose is for the travel.
o
Question 3
 What should a department do if a vendor makes an error in
posting a payment(s) to an account and continues billing the
incorrect amount although the department has contacted them?
Especially when it involves AT&T and UPS.
 Response: Many vendors use lock boxes for payment processing.
AP sends remittance info (top portion of our check) with every
check. If a vendor does not use that information to apply the
payment and contacts you regarding a past due balance, you can
contact Accounts Payable for a copy of the canceled check and
remittance information for the check that you can provide to the
vendor.
In February, Accounts Payable started sending remittance stubs to
AT&T and UPS representatives (we scan these each morning and
email to an actual representative) rather than relying on the
remittance information included with the check to make it to an AR
representative and to be applied correctly.
Question 4
 In the event that you forget to attach the necessary
paperwork to a check request, why isn’t it possible to attach
it at anytime instead of having A/P send it back and it going
through all the channels again?
 Response: A check request can have attachments added
before it comes in to AP. The initiator can contact the
approver and route the document via email for the
approver to attach. If the request comes to AP without the
supporting documentation, AP will reject it back to the
initiator. The documentation should be added and the
request should be forwarded back through the approval
process allowing the approvers to view the documentation.
Websites
 AP Website:
http://www.busfin.uga.edu/accounts_payable/
 Travel Website:
http://www.busfin.uga.edu/accounts_payable/travel.html
 Vendor Registration:
http://vendors.uga.edu
 Unified Vendor Database:
https://webapps.ais.uga.edu/UVDB/home.seam
 Electronic Check Request System:
https://webapps.ais.uga.edu/PCFA/index.jsp
 UGAMart: https://webapps.ais.uga.edu/UGAmart
Contact Us!
 Contact list with job responsibilities:
http://www.busfin.uga.edu/accounts_payable/apstaff.htm
 Accounts Payable Office:
 Phone: 706-542-2786

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