Procure-to-Pay Lifecycle - Statewide Financial System - New York ...

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CAS Contract Related Payment Correction Process • Vouchers entered in CAS (Pre Go-Live) • Possible Reasons for correcting a voucher may include o Agencies will sometimes have to correct/update a previously processed contract transaction that had used a different funding source. This need occurs for various reasons, including reclassification of expenditures in which agencies previously used State funding, and have received approval to use Federal funding after the conversion of the contract. • Bulkload Agencies • PO Processor and PO Approver roles are needed to process the PO Transactions. • AP Processor and AP Approver roles (single level) are needed to process the AP Transactions. • CAS voucher Correction Process • Step 1 – Create a zero dollar PO created against the contract to allow the ability to associate a voucher to the contract that will update the funding source of the transactions. • Step 2 – Add a Regular Voucher associated to the above created zero dollar PO. o The voucher should now have two lines and net to a total of $0. Statewide Financial System 72
SFS Contract Related Payment Correction Process • Vouchers entered in SFS • Possible Reasons for correcting a voucher may include o the voucher was not associated to any PO (and therefore contract) o the voucher was associated with the wrong PO (and possibly contract) • SFS voucher Correction Process • Step 1 – Enter a voucher with the “Adjustments” voucher style to process the credit memo. The adjustment voucher must have a negative amount equal to the amount of the incorrect payment. o Bulkload agencies should use their online user role (AP Adjustment Processor) to process the Credit Memo in SFS. • Step 2 – Enter or bulkload a new regular voucher and associate it with the correct PO. If the PO is related to a contract, then contract balances will be updated. • You may want to contact OSC with the Voucher IDs of the adjustment voucher and the new regular voucher and ask that the vouchers be processed together so that the transactions net to $0 and do not effect the vendor’s payments. Statewide Financial System 73
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Procure-to-Pay Lifecycle Contract/P
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• Basic Concepts Content • Rela
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Budget Checking POs and Vouchers in
Page 7 and 8:
Contract Events Page Definitions Fi
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End to End Scenario with No Errors
Page 11 and 12:
Procurement Contract Statewide Fina
Page 13 and 14:
Contract Header: Order Contract Opt
Page 15 and 16:
Contract Events and Doc Status afte
Page 17 and 18:
Purchase Order Statewide Financial
Page 19 and 20:
Purchase Orders for Bulkload Agency
Page 21 and 22: Matching on PO Header and Line PO H
Page 23 and 24: Budget Overview Prior to PO Budget
Page 25 and 26: PO Transaction Detail: Encumbrance
Page 27 and 28: PO Budget Check: M041 Segregation M
Page 29 and 30: PO Submitted for Approval PO Header
Page 31 and 32: PO is Dispatched PO Header: POs mus
Page 33 and 34: Receipt Statewide Financial System
Page 35 and 36: Matching Default on Receipt Header
Page 37 and 38: Contract Document Status Page after
Page 39 and 40: Create and Save Voucher Associated
Page 41 and 42: Transaction/Payment History for Bul
Page 43 and 44: Voucher Lifecycle Statewide Financi
Page 45 and 46: Matching on Voucher Lines Default f
Page 47 and 48: Contract Events and Doc Status afte
Page 49 and 50: Voucher Transaction Detail: Encumbr
Page 51 and 52: Match Status on Voucher Attributes
Page 53 and 54: Match Status on Receipt Header afte
Page 55 and 56: Transaction/Payment History for Bul
Page 57 and 58: Entering a Contract Amendment SFS F
Page 59 and 60: Contract Amendment Approved SFS Fin
Page 61 and 62: Choose which Contract Sequence to a
Page 63 and 64: Contract Updated after PO Saved SFS
Page 65 and 66: Budget Overview After PO Budget Che
Page 67 and 68: PO Approved Next Steps: Create and
Page 69 and 70: PO Corrections to POs and PO Relate
Page 71: POs Associated with the Wrong Contr
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Procure-to-Pay Lifecycle - Statewide Financial System - New York ...

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