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Tips and Techniques

06/17/2002 - July Payroll withholdings will be processed in July period not June

In order to eliminate adjusting entries for the July Payroll Withholdings when they are processed in June, these vouchers will be put on "Hold" and marked "Do Not Post" in the Accounts Payable Module. The payroll vouchers will be listed on the following queries:

Also, the payroll vouchers will be printed on the Accounts Payable Daily Input Report (APXXX0402) under origin PY when they are released from HRMS with a status of "Do Not Post".

Once the July period is open (Monday, July 15, 2002) the payroll vouchers will be posted during overnight batch processing that Monday night. In order for the vouchers to be paid, the Agency must deselect the "Hold" checkbox on the Schedule Payment panel.

The AP Team discussed this situation with many Agencies, and the consensus was that holding the July payroll until July 2003 was open satisfied the business requirements most efficiently. If you have any questions about this new procedure, please contact the SAO Financial Systems at (404) 657-3956.

04/10/2002 - 0AP034_PAID_VCHR_INCL_RECIP query

The 0AP034_PAID_VCHR_INCL_RECIP query can be used to identify 3rd Party Recipient P-card purchases if the Recipient information is entered on the voucher.

For example: Bank XYZ is the vendor to which the P-card payment will be made. Therefore, Bank XYZ is the Vendor on the Invoice Header panel and the Remit to Vendor on the Schedule Payment panel. However, the purchases were really expenses incurred by Office Store XYZ. If Office Store XYZ’s vendor number is entered as the 3rd Party Recipient on the Invoice Header Information panel, the payment amounts to Office Store XYZ can be tracked.

The 0AP034 query will prompt on Business Unit, Vendor ID, Payment Date From and Payment Date Thru. The Vendor ID entered on prompt box will display paid voucher info for 3rd party Recipient Vendor ID or Remit Vendor ID. If the 3rd party Recipient Vendor number is entered on the Vendor ID prompt box, an asterisk in the Recipient Column will denote that Vendor belongs to a Voucher.

These vouchers will not be displayed on the APXXX0419 Travel Expense Report or APXXX0402 Per Diem and Expense Report because they are not within the following account number ranges 640000 – 640208 or 651001-651300

01/15/2002 - Budget Override

Effective January 15, 2002, budget override will be available in the AP and PO modules. Below are the details about how budget override will function in these modules. If you have any questions about budget override, please call the State Accounting Office helpdesk at (404) 657-3956.

AP Budget Override
Users with a Supervisor security class (either MAAPSPV1 or MAAPSPP1) will have the functionality to override Insufficient Appropriation budget errors. Insufficient Appropriation is the only type of budget error that can be overridden. These budget errors are overridden at the voucher level, not individual voucher lines. If there are budget errors other than Insufficient Appropriation, those must be corrected before the Budget Override for Insufficient Funds checkbox is available on the Budget Control Exceptions panel.

Before overriding any Insufficient Appropriation budget errors, please verify with your agency's appropriate budget staff because using the override will allow you to overspend your budget.

Navigation: Go - Administer Procurement - Enter Voucher Information - Inquire - Budget Control Exceptions

Select the Budget Override for Insufficient Funds checkbox on the Budget Control Exceptions panel and save. After this voucher is budget checked, the bcm status will be updated to Valid.

A new query named the 0AP035_BUDGET_OVERRIDE_BY_USER has been created. This query will list the Business Unit, Voucher ID, and BCM Override User ID for all overridden Insufficient Appropriate budget errors for your business unit.

PO Budget Override
A new panel has been created to allow authorized users to over-ride a budget checking error of "Insufficient Appropriation". This is the only BCM error that can be overridden from this panel. This will allow the specified Purchase Order to pass budget check and will therefore result in the related budget being over-spent. For this reason, it is recommended that access to this panel be restricted to personnel who are authorized to overspend a controlled budget.

Before overriding any Insufficient Appropriation budget errors, please verify with your agency's appropriate budget staff because using the override will allow you to overspend your budget.

Navigation to new panel: Go - Administer Procurement - Manage Purchase Orders - Use - Budget Control Exceptions

Select the Budget Override for Insufficient Funds checkbox on the Budget Control Exceptions panel and save. After this PO is budget checked, the bcm status will be updated to Valid.

To gain access to the new panel, a State Accounting Office Security Application Form must be completed requesting access to the PO Security Class: MAPOBDGT.

Only PO's with budget checking errors will be displayed with this panel. The "checkbox" to over-ride the "Insufficient Appropriation" error will only be available if this error exists for one of the PO distributions. If other distributions on the same PO have different BCM errors, the PO will still not pass budget checking until the conditions causing the other errors are corrected. If "Insufficient Appropriation" is the only error on the PO, checking the "Over-ride" field will allow it to pass budget checking and result in a negative balance for the remaining spending authority in the appropriation budget associated with the chartfield combination used on the PO.

12/18/2001 - Transactions by Account Report

Effective today, deleted Wire Payments and Manual Checks will no longer appear on the PeopleSoft delivered Transactions by Account Report. This report is used to assist in bank reconciliation.

12/12/2001 - Transactions by Account Report

When a refund is received for a vendor that is 1099 applicable, it will be necessary for a 1099 Adjustment to be added and posted in AP as a negative value for the amount of the refund.

The 1099 Adjustment is in addition to the entries for a refund that should be made in AP and AR.


11/27/2001 - Third Party Recipient field

Effective November 27, 2001, the Third Party Recipient field on Line Information and Charges panel will require the Vendor ID Number instead of the Vendor Short Name. This modification should eliminate selecting the wrong Vendor Short Name if there are multiple vendors with the same/similar short name.

11/08/2001 - Payable Due Proof Report (APXXX0404)

Effective November 8, 2001, the following fields have been added to the Payable Due Proof Report (APXXX0404): Entered By and Payment Message. The Payment Message (check note) is entered from the MORE button located on the Schedule Payment Panel on the voucher.

10/17/2001 - Budget Year Addition

Effective October 12, Budget Year has been added to the daily Cash Disbursements by Program Report (APXXX0421).

10/05/2001 - Payment Alternate Name

Effective today, the Payment Alternate Name 1 will be displayed as the `Remit To' vendor name on the Schedule Payment and Record Payment voucher panels for all payment methods and all voucher types. The Payment Alternate Name is located under Maintain Vendors as an option on the Location panel. When no Alternate Name is associated with a Vendor Location, the Vendor Name 1 will default as the `Remit To' vendor on the voucher.

The Payment Alternate Name is displayed on the Daily Payment Activity Report (APXXX0408, the Payables Due Proof Report (APXXX0404) and the Payment Inventory Report (APXXX0417). These reports display payment information for a Business Unit.

09/04/2001 - Inactivating Vendors

Find procedures for inactivating vendors in this Word doc.

08/15/2001 - Duplicate Voucher Determination

Effective August 13, 2001, the criteria that determines a duplicate voucher has been changed. The Invoice Number and Vendor Number (located on the Invoice Header Information Panel) will be used to determine a duplicate voucher. Previous duplicate invoice checking criteria included Invoice Number, Vendor Number and Date. Invoice Date was removed from the criteria. This will increase the detection of duplicate invoices. The 0AP022 All_Recycled_Trans_BU query can be used to identify "Recycle" error vouchers.

08/06/2001 - Entering Asset Information in Accounts Payable

In compliance with GASB 34, the following error or warning messages will appear if incorrect Asset Profile IDs are selected. The Asset Profile IDs are accessed by clicking on the Asset button on the Line Information & Charges panel, or by direct navigation to the Asset panel of Enter Voucher Information.

  1. If SVALASST or CSVALAST is selected as the Asset Profile ID, the following error message will display.
    • SVALASST is invalid entry after 7/13/2001.
                                  or
      CSVALAST is invalid entry after 7/13/2001.
    • The voucher cannot be saved until the Profile ID has been corrected.
  2. If LCOMP, LCOMP_Z,LMACH, or LMACH_Z is selected as the Asset Profile ID, the following error message will display:
    • This profile is for capital leases only and cannot be entered in AP or PO. Capital leases must be entered through Lease Express Add.
    • The voucher cannot be saved until the Profile ID has been corrected.
  3. If a smallvalue type asset Profile ID is selected for an asset greater than $5,000, the following error message will display:
    • Warning- Use profile that is NOT a small value type for assets greater than $4999.99.
    • Assets with a cost greater than $4999.99 should go to the General Ledger. Therefore, you should not choose one of these three small value profile types: SMALLCOMP, SMALLVALUE, OR WEAPONSVAL.
    • The Profile ID should be corrected before saving the voucher.
  4. If a smallvalue type asset Profile ID is NOT selected for an asset less than $5,000, the following warning message will be displayed:
    • Warning - Use small value type profile for items less than $5000.00.
    • Smallvalue profiles are SMALLCOMP, SMALLVALUE, or WEAPONSVAL.
    • Assets with a cost of less than $5000.00 should not go to the General Ledger. Therefore, you would normally choose a small value profile for those assets. There are exceptions, such as when you want to consolidate multiple asset lines into one asset on the asset interface file.
    • The Profile ID should be corrected before saving the voucher.


06/12/2001 - Modification to the Base Currency Journal Entry Panel The Journal Entry - Base Currency - Line Panel has been modified. Please see this download for details.

06/12/2001 - AP Information - Correcting a Paid Voucher To correct Budget Year or Fund or Program on a Paid voucher, a 4-line Adjustment Voucher must be entered. The correcting entries are described as follows:

If only a 2-line Adjustment voucher is entered to correct an incorrect Budget Year or Fund or Program voucher, an out of balance condition is created between AP and GL. Two lines must be entered to correct the Expense and two lines must be entered to correct the AP Cash Account. The Expense and Cash Accounts must be moved from the incorrect value to the correct.

 


 

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