Accounts Payable Overview - NOAA
Accounts Payable Overview - NOAA
Accounts Payable Overview - NOAA
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CAMSA System For NowAnd The FutureCBS <strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>The Big PictureCAMSA System For NowAnd The FutureESPSGTAAP StdInterfaceTravelManagerORSI/C-STARSInterface*VMS/CCRInterface*CommerceBusiness SystemsNFC Employee DataPayment Management<strong>Accounts</strong> <strong>Payable</strong><strong>Accounts</strong>Rec’vble/ReimbursableAgreementsCommerce PurchaseCard System (CPCS)BankcardCostAllocationCFSBudgetExecutionGeneralLedgerGrants/ASAPProperty*Planned for FY 2006
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>CAMSWhat does it do?» Records, monitors, and controls all activities related tothe expenditure and disbursement of funds.A System For NowAnd The FutureHow does it work?» A series of maintenance, transaction, lookup, report andprogram screens, enables users to process payments forgoods and/or services while tracking the progress of eachdocument through the disbursement process
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>CAMS Maintenance screensA System For NowAnd The Future» Record information the system requires to process transactions,reports, and programs- For example, information about individual vendors is recorded inthe vendor maintenance screen (PM002). This information isrequired by the vendor invoice transaction screen (PM003) inorder to process an invoice. Access to maintenance screens islimited to designated CFS users Transaction screens» Enable users to process individual transactions or documents- For example, the vendor invoice transaction screen (PM003)records the information necessary to process an invoice fordisbursement
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>CAMSLookup screens» Enables users to query the database for specificinformation and view the results- For example, the FM017 Obligation Document LookupScreen is used to query detail transactions that haveimpacted a particular obligating document such as apurchase orderReport screens» Kick off canned CFS reports- For example, the PM102A Vendor Invoices Released forPayment report captures invoices by user and date rangethat were scheduled for paymentA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>CAMS Quick ReportsA System For NowAnd The Future» A series of commonly used SQL queries which have been formattedinto reports that can be printed out or e-mailed eto the requestor.New reports can be added based on user specification in a relativelyshort time frame.- For example, the <strong>Accounts</strong> <strong>Payable</strong> Obligation History Reporttracks all approved transactions linked to an obligation Program/document screens» Used to process information by selecting new groups of records,manipulating these selected records, and/or processing reports.Programs are created to automate processes that are performedregularly- For example, the PM206 Create Host to Host Disb Fileprepares a file of scheduled invoices to be transmitted toTreasury for disbursement
CommitmentProcess(FM030)AcceptanceProcess(PM031)Currently not in use<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Process FlowObligationReverse ReceiptProcess(PM034)(FM040/FM041)EstimateReceiptAccrualProcessPM050(PM030)ReverseEstimatedAccrual(PM054)AcceptanceProcess(PM031)Void Invoice(PM044)AccomplishIPACInvoice(PM041)Process(PM003)DisbursementPM006Process(Document LevelAccomplishPM102/103CostSchedulePM206Adj)(PM005)
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>CAMS Invoice Matching criteria is defined for each document typeas follows:» No-Match- No prior obligation exists . Invoice is initial pointof entry into CBS» Two Way Match - Invoice data matched with FM040 Purchaseorder» Three Way Match - Invoice data matched with FM040Purchase Order and PM030 Receiving Ticket» Four Way Match - Invoice data matched with FM040obligation, PM030 Receiving Ticket, and PM031 AcceptanceA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>CAMSA System For NowAnd The FutureGeneral Ledger Impacts» Approval of a transaction screen in CFS triggers aposting to the GL based on transaction codes set up inthe General Ledger Module» Each screen generates a different GL posting based ontransaction information – such as object class, direct orreimbursable projects, etc
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>CAMSAccounting Events by CFS Screen» FM030 – Request for Products and Services Screen- Records a commitment transaction» FM040 – Purchase Order Transaction Screen- Records an undelivered order» PM030 – Receiving Ticket Transaction Screen- Records an accrual transaction» PM034 – Reverse Receiving Ticket- Reverses accrual created by PM030A System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>CAMSA System For NowAnd The FutureAccounting Events by CFS Screen cont’d» PM050 – Estimated Accrual- Records an accrual transactionNo or two way matched document» PM054 – Reverse Estimated Accrual- Reverses an accrual created by a PM050» PM003 – Vendor Invoice Transaction Screen- Records an accrual transactionNo or two way matched document
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>CAMS Accounting Events by CFS Screen cont’d» PM044 – Void Vendor Invoice- Reverses an accrual created by a PM003» PM102/103/206 – Disbursement- Records posting for discounts, interest penalties, retainages- Records posting to move from <strong>Accounts</strong> <strong>Payable</strong> to In Transit» PM005 – Accomplish Treasury Schedule- Records posting to cash- Records posting to move from Unpaid to Paid» PM041 – Accomplish IPAC- Records posting to cash- Records posting to move from Unpaid to PaidA System For NowAnd The Future
CAMSA System For NowAnd The Future<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Example WalkthroughProcessing a 3-way 3Match ObligationOriginating from the FM040 PurchaseOrder Transaction Screen
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Maintenance TablesCAMSA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Maintenance TablesCAMSA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Maintenance TablesCAMSA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Purchase Order Transaction ScreenCAMSA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Receiving Ticket Transaction ScreenCAMSA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>FM017 Obligation LookupCAMSA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Vendor Invoice Transaction ScreenCAMSA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Vendor Invoice Transaction ScreenCAMSA System For NowAnd The FutureTreasurySchedule No
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Vendor Invoice History ScreenCAMSA System For NowAnd The Future
<strong>Accounts</strong> <strong>Payable</strong> <strong>Overview</strong>Vendor Payment Lookup ScreenCAMSA System For NowAnd The Future
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