Spring 2010 Financial Services Conference

2. Spring 2010 Financial Services Conference

3. Welcome & Housekeeping items

4. A/P

5. Future HRS impacts on Accounts Payable • Only Tax Reporting is affected • W2s • Moving to Monthly Reporting • Changes in Business Processes to record adjustments – More user friendly • 1042s • HRS using an outside vendor for 1042s filing • HRS still creating specifications • SFS specifications on hold • .

6. Updated Mass Voucher Load New process available Fall/Winter 2010

7. PeopleSoft/SFS Updates and Maintenance Packs No maintenance Packs or Updates this Fall or Spring

8. Voucher Templates • Unique to a Vendor, not “generic” • Useful for repetitive entry and multiple line vouchers • Page 37 of the Accounts Payable Manual (handout) • Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry • Voucher Style – Template • Template vouchers do not pay and can be updated at anytime

9. Template Vouchers Select Voucher Style – Template Voucher

10. Template Vouchers Create a unique Template ID and Description

11. Template Vouchers Enter Voucher in same manner as a regular voucher. Save voucher.

12. Template Voucher To use the template. Go into voucher entry as usual but use the “Worksheet Copy Option”. From the menu, select “Template”.

13. Template Voucher There is a list of templates associated to this vendor. Template ID and Description will help user to select the correct template. Select the template by using the “Copy from template” button.

14. Template Voucher Template information copied into the new voucher. Complete voucher and save.

15. Holding Payments • Hold Payments to a Vendor – IRS Lien or vendor dispute • Hold Payment on a Voucher – Invoice is in dispute. Cancelling a payment and need to change remit to address, etc. • Hold Purchase Order from Further Processing. A PO-related issue.

16. Hold Payments to a Vendor Be sure to place the hold an all locations Add a new details pane

17. Hold Payments to a Vendor Vendor will not be paid until the hold is unchecked. Add a new effective dated Location Details pane. Do not forget to save after updating the vendor. To take vendor off the hold, add another new effective dated “Details” pane and uncheck hold.

18. Voucher Hold Payment On the Payment Panel of Voucher Entry. Check Hold Payment and Save the Voucher. You have to “uncheck” for the voucher to be paid. User must have security to “Manually Schedule Payments”.

19. PO On Hold for Further Processing Process a Change Order Against the PO

20. PO On Hold for Further Processing Enter Comments – Be sure to Check “Send to vendor”. Click OK.

21. PO On Hold for Further Processing Save PO and status will change to “Approved”. Then place PO on Hold.

22. PO On Hold for Further Processing Do not forget to “Save”.

23. Vendor Management

24. Vendor Management How to use Equifax Vendor Information Still in Development (SFDEV only) (See handout)

25. Vendor Management - Equifax Existing Vendors have a direct link to the bolt-on when there is a “high confidence match” to the Equifax Vendor Database

26. Vendor Management - Equifax Navigation to Bolt-on for Equifax Vendor information SFS Extensions > Equifax Vendors

27. Vendor Management - Equifax Equifax matches to our vendor files Campus and Vendor ID

28. Vendor Management - Equifax Includes Total Spend (all vouchers)for the last 2 years

29. Vendor Management - Equifax Demographic Information

30. Vendor Management - Equifax Unique Equifax/AT Number and Parent Number

31. Vendor Management - Equifax Demographic Information – Minority-owned, Woman-owned, Veteran-owned, etc.

32. Vendor Management - Equifax Run queries to analyze vendor data Example of a query of the certification fields UW_89_EQU_CERT_VND

33. Vendor Management - Equifax Search for Existing Vendors Navigation SFS Extensions> Equifax Vendors > Equifax Vendor Search

34. Vendor Management - Equifax Search for vendors across UW-System

35. Vendor Management - Equifax • What roles will have access to this Information? AP_CLERK • AP_PWR • PO_PWR • VNDR_COM • VNDR_PWR • BU_ADMIN • UWSA_SUPPORT All users with access to: Vendor Identifying Information

36. Minority Vendors • Use Vendor Reporting Elements handout as a guide. • Types of Minority Vendors • Wisconsin Certified Minority Business • Wisconsin Certified Woman Owned Minority Business • Other Certified Minority Business (recognized by another authority, state or federal, as a minority vendor) • Self-Certified Minority Business (We would direct them to State for state certification)

37. Minority Vendors Where to maintain the vendor record? Navigation – Vendors>Add/Update>Vendor Identifying Information Scroll down to Addition Reporting Elements

38. Minority Vendors Additional Reporting Elements: Scroll Down record and click on “Expand All” Vendor entry drop-down menu for vendor (contractor) type

39. Minority Vendor Reporting • Query for Minority Vendor List • UW_89_MIN_VNDR • Query for Minority Vendor Vouchers • UW_89_MIN_VNDR_VCHRS Public Query COL_88_MINORITY_VEND_PAYMENT Respect public queries

40. Vendor W-9 Examples

41. W-9 Alternate Names Line 1 Withholding Alternate Name1 Line 2 Vendor Name1 S F This example applies when the vendor returns a W-9 with information in both Line 1 and Line 2. See handout

42. W-9 & Alternate Names W-9 Line 1 Name – If different from the Business Name on Line 2 – Enter this on the Withholding Alternate name under the Address Tab The Vendor W-9 Line1 Name should not be entered in Vendor Name 2.

43. Vendor: John Smith Root Removal Owner: Leroy Jones SSN: 123-45-6789 123 3rd Street Madison, WI 53715 1)

47. Vendor: Global Rental LLC EIN: 39-6549328 Owner: Ginger Smith (sole proprietor) SSN: 987-65-4321 894 9th Ave Milwaukee, WI 53211 2)