CoSD Procure-to-Pay Users’ Group Meeting February 21, 2012

CoSD Procure-to-Pay Users’ Group MeetingFebruary 21, 2012 Allen Hunsberger – P&C Stephen Samara – P&C Melanie Caramat – P&C Lara Kirsch – P&C Katherine Lineback – AP Cielo Joaquino – AP http://insite.sdcounty.ca.gov/csg/pc/Pages/pc-p2p-ug.aspx

Agenda • Countywide BPA Changes • Property Disposal • Purchasing • Procurement Card • Procurement Card FAQ’s, Known Issues, Updates, Work Arounds • Purchasing R12 Release Reminders: Calculating Tax, Unreserving and Cancellations • Supplier Site Error in Purchasing Forms • Xendocs • Penny Corrections • Invoice Corrections and Reversals in R12 • Tax Rate Variance • Fusion Middleware (FMW) Notifications • Expenditure Item Dates on Non-PO Invoices With Future Dates • How to Correct System Holds on AP Invoices • How to Verify if Your Invoice Is On Hold • How to Verify If Your Supplier Is On Hold • AP Reminders

Countywide BPA Changes • BPAs 539708, 539709 & 539710, Off-Site Conference and Meeting Venues • Three new agreements as of November, 2011 • Vendors are: Town & Country Resort, Marina Bay Village and Scottish Rite Masonic Center • BPA 540429, Bus and Trolley Tokens and Passes • New agreement as of February 12, 2012 • New vendor: San Diego Association of Governments (SANDAG), Replaces Agreement with San Diego Transit • BPA 527861, Propane • Will Expire on March 31, 2012 • Current RFB is under evaluation for a new agreement to begin on April 1. • BPA 518879, Printer and Toner Cartridges • Will Expire on March 31, 2012 • Current RFB is on the street and will open February 29. New agreement to begin on April 1.

Property Disposal • The County has issued a notice of intent to award for a new auction contract. • Same auctioneer – TNT auctions • What will change: • Re-utilization will occur virtually through a vendor provided web site • Property will be sent to a new location operated by the vendor. The Auctioneer’s site will replace our property disposal warehouse • What will not change • Same P&C staff • Form 253 • Vehicles auctions • We will be providing more process details after the contract is in place.

Purchasing • Requisitions Assignment • Please leave the buyer field blank and attach all documentation • We are encountering delays due to departments entering a buyer name or emailing documents to buyers. • Payment – Please pay your invoices on time • We are seeing a large increase of vendor complaints of overdue invoices • Enter releases before placing the order • Tax rates on BPAs • Provide information on whether the item is taxable, and whether the tax is sales tax or use tax. • Do not reflect the delivery location. You may need to enter a different tax rate on the release to reflect a higher tax rate for your delivery location • Please do not request BPA changes to reflect your delivery locations tax code

Procurement Card • LMS will now send a notification of R12 P-Card course completion to the trainee and the P-Card unit • You no longer need to send completion certificates to the P-Card unit • Please monitor the training report to make sure your training is properly recorded • Staff • Shelly Castle will be on extended leave • Bernie Udarbe is joining the P-Card unit • Dyan Rosener will be assisting during Shelly’s absence • We appreciate your patience during the R12 upgrade • Most issues are resolved. The P-Card unit will still act as approver for remaining workflow issues with alternate verifiers • Please let us know of any new workflow problems • We are working on better reporting

Procurement Card FAQ’s, Known Issues, Updates, Work Around’s • Where are my P-Card Notifications? • All P-Card Workflows (for verification, on approvals, on rejects) are located within the FMW worklist menu • FMW worklist is not the same as the EBS worklist EBS Worklist FMW Worklist 1 2 3

Procurement Card FAQ’s, Known Issues, Updates, Work Aroundscont… • Why am I seeing current p-card notifications in my EBS worklist? • Issue due to a process, runs behind-the-scenes, that attempts to inactivate old notifications. Please ignore all EBS notifications related to P-Card. You may forward them to Lara Kirsch or Melanie Caramat. Please e-mail Melanie Caramat or Lara Kirsch and cc the P-card Unit when this occurs. • Why am I receiving invalid POETA errors in the EBS Verification form? • When the Apply button is selected, the EBS form will perform POETA validation on any line set to VERIFIED. Inventory items do not require POETA.

Procurement Card FAQ’s, Known Issues, Updates, Work Arounds cont… • Why am I receiving invalid POETA errors in the EBS Verification form? Cont… • Expenditure Org error occurs when I click Apply • Expenditure Org field must be a complete value: • 34085 TAX COLLECTION vs. 34085 (with no Exp Org description) • Frequently occurs when the Exp Org is keyed in (vs. LOV) quickly and Apply is selected before the form has a chance to populate the complete value • Form validates the BPA field (when value exists). BPA field is not a free text field. • Closed BPA’s cannot be entered • Work Around: Reference the BPA in the Description field • Issue – ticket: 9922552

Procurement Card FAQ’s, Known Issues, Updates, Work Arounds cont… • I already verified my transactions, why has my Approving Official (AO) not seen the workflow yet? • Make sure AO is looking at FMW worklist, not EBS worklist • Cardholder is required to click the “Submit to Manager” button: • Submit to Manager can produce 2 notices: Update: HP will try to replace “Error” with the word “Information”

Procurement Card FAQ’s, Known Issues, Updates, Work Arounds cont… • I already verified my transactions, why has my Approving Official (AO) not seen the workflow yet? Cont… • You are the alternate verifier • Approving Official may see blank notifications in FMW • Work Around: Complete verification, but P-Card Admin will complete approval upon receipt of Cardholder log and AO approval • Issue – ticket 9869513 / P&C can request query on all Verified txns • Update: P&C is requesting a report where the P-Card Admin/Dept Coordination can identify which transactions are pending submission for approval • Where is the Procurement Card Transaction Activity Report? • Report is available to PUR P-Card Dept Coordinators and Administrators • Report is located in OBI (datawarehouse)

Procurement Card FAQ’s, Known Issues, Updates, Work Around’s cont… • Where is the Procurement Card Transaction Activity Report? Cont… • Navigation: Oracle EBS Financials  Procurement Card • Report data is a day in arrears • Data appears to be more than a day in arrears • Work-around: Notify P-Card Unit on as- needed basis. PAS group will request a query from HP • Issue – ticket: 9899650 • HP will retrofit this report into EBS (real-time). Currently being tested.

Procurement Card FAQ’s, Known Issues, Updates, Work Around’s cont… • How do I get rid of FMW notifications? • FYI notifications may be dismissed: • P-Card Employee Transaction Notification • P-Card Employee Transaction Rejected Notification • P-Card Employee Transaction Approved Notification • Navigation (select notification first): My Tasks  Actions  Dismiss • Notifications that require approval cannot be dismissed (similar to 11.5.7). • Notification approvals that are already completed (e.g. P-Card Admin approved the transaction on behalf of AO) can be forward to PAS (Lara Kirsch or Melanie Caramat). 2 1

Procurement Card FAQ’s, Known Issues, Updates, Work Around’s cont… • I always Approve or Reject my Cardholder’s transaction on the bottom half of the screen, but can I also do it from the Actions menu? • Actions taken from the Actions Menu in FMW are not reliable for P-Card processing • Workaround: None, do not use • Issue – ticket: 9922963 Incorrect use of the Approval and Reject actions. DO NOT USE. Correct use of the Approval and Reject

Procurement Card FAQ’s, Known Issues, Updates, Work Arounds cont… • Are there vacation rules in FMW like there were in 11.5.7 for P-card processing? • Vacation Rules functionality is currently being tested in R12 • Work around: P-Card Dept Coordinators to inform P-Card Unit of transactions that need to be completed.

Purchasing R12 Release Reminders: Calculating Tax, Unreserving and Cancellations • Tax processing in the Release form • Tax is handled in the R12 Tax E-Business Suite – no longer processed in the core form. See R12 trainings in the LMS. • Tax can only be selected after a valid charge account is committed (per each distribution) • Unreserve process in the Release form • Unreserving Release Shipments can be done at the Header or Shipment • Cursor will determine where the Unreserve process is completed • R12 training to be published before Fiscal Year End • Cancellation of Release • Release Users will have control over Release Cancellations – can be done at Header or Shipment • Cursor will determine where the Unreserve process is completed • R12 training to be published before Fiscal Year End

Supplier Site Error in Purchasing Forms Supplier address on the Purchasing document (BPA, CPA or Standard Purchase Order) is not flagged as a Purchasing site Notify buyer. Buyer will request to AP to correct the Vendor’s site address

Xendocs User Access error Resolution:Oracle R12 now requires an additional SAVING actionafter every invoice entry and before scanning. Just after you’ve entered the POETA in the LINES tab, click on your ALL DISTRIBUTIONS button, click on the SAVE icon (disk) in the toolbar. Notice that in this ALL DISTRIBUTION screen, the Distribution Class was Preview before the saving action and Saved after the saving action. You are now ready to re-scan and should be able to view the attachments. 18

Xendocs cont… • User can only view the first page of the scanned images. • Resolution : AlternaTIFFrepair 19

Xendocs cont… • Run Remote Synchronization Agent (RSA) --- run this periodically to minimize problems in Xendocs. 20

Xendocs cont… 4. Scanned images not attaching to Oracle invoice Resolution: After making sure that this is not a duplicate invoice, just add a dash A (-A) after the invoice number to make it unique and rescan again. Note: Oracle R12 only produces the message –”this value already exists’ if user is entering an invoice number that has been previously used for the same vendor and same site. 21

Note: Oracle allows a duplicate invoice number to be entered successfully in Oracle for the same supplier yet different site address. But, user will encounter a problem in Xendocs. Xendocs cont…

Penny Corrections Penny Corrections for sales tax – due to rounding up or down of calculated sales tax, penny discrepancies between Oracle and vendor sales tax can be expected. • Add another line in the LINES tab with Type = Item • Amount = + or - $0.01 • Tax Classification Code = blank • Use same POETA as in the expense Item line • PO Number = blank 23

Invoice Corrections and Reversals in R12 POETA corrections and reversals are discouraged at this time Due to the new Subledger Accounting (SLA) layer in R12 and the uncertainty of what these corrections can do, all invoices with reversals and POETA corrections needs to be cancelled by Accounts Payable. Workaround: ------ if POETA correction is for one-time only: 1. Department has to enter the invoice using the POETA set-up in the PO 2. AP will process, validate and pay the invoice as is 3. Department will then have to do an MTBT to correct the POETA under which the AP invoice was paid. ------- if POETA correction is applicable to future invoices as well (not one time only) 1. Department has to go back to P&C buyer to have the POETA in the PO changed as a long-term solution 2. Once change is done, invoice can be re-entered in Oracle 24

Tax Rate Variance Note: Invoices displaying a tax rate variance (in the All Distributions screen) for the full amount of the tax may be subject to cancellation. When creating releases, remember to always enter a tax code. An invoice with a blank tax code in the invoice Lines/Distribution screen will be placed on hold by AP. An invoice with a tax code (i.e. CA Sales Tax) in the invoice Lines yet a blank tax code in the Shipment Status screen will be cancelled by AP – tax not encumbered.

Tax Rate Variance cont…

Fusion Middleware (FMW) Notifications Where to check 'completed' (approved and rejected) AP invoice batches: • Go to FMW-BPM Worklist • Click on 'Initiated Tasks' tab • Change default Status = Assigned to Completed • Look/query for the batch name ---batch name would typically appear on 3 lines (regular AP batch or 4 lines if Wire batch) • Click on the latest one amongst the 3 or 4 that appears • The next screen would show if it is an 'approval' or a 'rejection' from AP Central 27

Fusion Middleware (FMW) Notifications

Where to check 'expired/timed-out' AP invoice batches 5 days if no dept approver accepts responsibility - goes back to preparer; 2- days if approver who accepted did not approve nor reject - goes back to the dept approver pool/queue) Go to FMW-BPM Worklist Click on 'Initiated Tasks' tab Change default Status = Assigned to Expired Look/query for the batch name - if it is there then Go to your Oracle -> AP Dept Invoice Entry -> Invoices -> Invoice Batches screen Click on F11 Paste the expired batch’s name Do CTRL -F11 Click on Tools -> Initiate Approval A message would appear "Workflow has been Launched" Fusion Middleware (FMW) Notifications cont…

Expenditure Item Dates on Non-PO Invoices With Future Dates Error message : “Expenditure Item Date and GL Date must be within an open and future accounting period.” When encountering this error message in the LINES screen • Delete the LINE information using the red X icon • Change Invoice Date to a current date (i.e. 15-Feb-2012) 30

Go down to Lines and enter the POETA - Exp Item Date is a current date (i.e. 15-FEB-2012) and GL date is a current date (i.e. 15-Feb-2012) Save Go back to Invoice Workbench and change Invoice date to the actual date which is a future date of 12-Mar-2012 Save Expenditure Item Dates on Non-PO Invoices With Future Dates cont…

How to correct System Holds on AP invoices Qty Received - qty billed exceeds qty received; department has to do the ‘receiving process’. Once done, resubmit batch to workflow Qty Ordered - qty billed exceeds qty ordered; AP will cancel this invoice; department has to research then re-enter the invoice. Encumbrance Accounting Failed – AP has to re-validate. Just email AP contact to have this done. PO not approved – department has to fully process (till approval) the PO/release. Once done, resubmit batch to workflow. Others: FTB Withholding – no action required from department; invoice is being reviewed by AP for FTB deduction; if appropriate, AP will reduce the invoice amount by the calculated 7% FTB Levy hold - no action required from department; invoice is being reviewed by AP for levy reduction; if appropriate, AP will reduce the invoice amount by the calculated levy amount and create another invoice for this levy amount in the same batch. 32

How to Verify If Your Invoice Is On Hold Via Invoice Workbench • Query your invoice in the Invoice Workbench – click on the ‘General’ tab and look if there is a number in the ‘Holds’ field. 33

How to Verify If Your Invoice Is On Hold cont… • Click on the Holds tab and Hold Reason, Hold Date and Employee Num of staff who held it will be displayed. 34

How to Verify If Your Supplier Is On Hold • Via the COSD Invoice On Hold Report

Note: If a supplier is on Hold, the Invoice Workbench will not display that there is a hold. An indication would be, a validated invoice that is already scheduled for payment is not being paid. How to Verify If Your Supplier Is On Hold cont…

Via a supplier query in the Oracle R12 Supplier html How to Verify If Your Supplier Is On Hold cont…

Query supplier name and click on the Go button How to Verify If Your Supplier Is On Hold cont…

Supplier information is displayed – note the flag on the Hold From Payment field and the stated Hold Reason How to Verify If Your Supplier Is On Hold cont…

AP Reminders Last sequence of scanned images should contain all/the complete documentation of the invoice. Exemptions: Rescanned documents for invoices with over 50 pages (i.e travel or petty cash claims) Appropriate use of AP ‘s Special Inboxes FGG, APPriorityValidation – used only for requests for expedite, workaround FMW approval emails and cancellations. FGG APOverage – used for email requests for cancellation or reissue of overaged warrants FGG APSalestax – used for submission of vendors Form 587, Form 590 and CA Sellers Permit

Always query first to verify if a supplier exists, before submitting a COSD New Supplier Request (NSR). Make it a practice to confirm if your invoice ‘Scheduled Payment Date’ is accurate (via AP Inquiry or AP Department Invoice Approval responsibilities) to minimize delays in payments. If scheduled payment date displays an incorrect date, feel free to email AP contact so it can be changed appropriately. For Prepayments (Travel) - as a general rule, only per diem items (meals and lodging) are advanced; any other items such as hotel taxes need support documents AP Reminders cont…

6. Petty Cash PC&TR: Create and submit invoice batch only when TR is actually closed (submitted & processed in Oracle). PC: Online purchases, regardless of amount should not be processed via Petty Cash; should be via GC due to possible USE tax issues. PC: Attachments should be scanned in the same order as it appears in the POETA lines of the OC claim form – easier/faster to review Aside from the approval signature, all claim forms should have a printed name, approval date and position or title of the approving officer. AP Reminders cont…

Questions and Future Topics • Questions? • Future topics? Future Meeting Dates: TBD

CoSD Procure-to-Pay Users’ Group Meeting February 21, 2012