Financial Management Solutions Upgrade

1. Financial Management Solutions Upgrade Accounts Payable Functionality Overview

2. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Agenda • Day One • Overview of Release 9.1 Accounts Payable • Day Two • Review Accounts Payable Best Practice Process Flow • Perform fit/gap to BGSU business process • Identify customizations and fit/gap

3. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Agenda • Day Three • Follow-up on outstanding fit/gap items • Follow-up on parking lot questions and new processes

4. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Tools 8.5 Usability Feature Enhancements: Floating Drop-Down Navigation Menu Search Favorites List Enhancements Type-Ahead Processing Icon changes

5. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Cross-Modular Feature Enhancements • Sustainable Compliance Requirements: • Financials Sanction Validation • Data Archiving • Archiving “Cookbook” • ChartField Security • Financials Audit Framework • Consistent Combination Editing • Expanded ChartField Long Description • Attachments • Message and Alerts Framework

6. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Financial Sanctions • Digital signature process for sending/receiving invoices • Voucher processing enhancements • Withholding process streamlined • Cancel or escheat payments at once • ACH payment transmissions • Automatic Accrual Processing • Vendor History • Payment Advice to vendors • Search criteria enhanced for PO or Receipt on voucher • Duplicate Vendor checking • File Attachment

7. Accounts Payable Integrations

8. Payables Process Map

9. Vendor Management

10. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Duplicate Vendor checking • Previously, duplicate vendor checking functionality did not check the address, city, and state as part of the duplicate vendor validation process. Vendors may have the same name, but have different addresses, or be located in different cities or states. • Expanded 9.1 functionality checks independently for duplicate active and inactive vendors at the field option value level on fields such as: • Vendor name • Vendor short name • Address • Vendor withholding TIN • Withholding name • VAT registration

11. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Vendor History • Release 9.1 provides effective dated logic to track changes made to: • Vendor Short Name • Vendor Name 1 • Vendor Name 2 • Time, date and user who made the change • If the change on the Vendor History Name record is effective as of the date the change was made, the Vendor Record will be updated with the new name. If the change is future dated a separate process (Vendor Name History Update) will need to be run on a scheduled basis to update the Vendor Record.

12. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Financial Sanctions • The USA PATRIOT Act has underscored the need for businesses to comply with Office of Foreign Assets Control (OFAC) of the U.S. Department of Treasury regulations prohibiting customers that are based in the United States and their foreign subsidiaries from doing business with any entities that are on the Specially Designated Nationals and Blocked Persons (SDN) List • Payables Release 9.1: • Audits transactions against interdiction lists to ensure compliance with laws • Screens vendor database against the financial sanction lists • Validates the vendor name and alternate payment name and remit vendor name at multiple points throughout the transaction lifecycleto ensure that you do not pay a restricted party. If any matches are found, the application issues a warning message.

13. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Financial Sanctions cont’d: • The system validates vendor names and addresses and if there is a potential match it updates the vendor’s financial sanctions status to Review. • You determine if the match is accurate and then manually set the vendor's financial sanctions status to Blocked. The system does not allow payments to vendors with a financial sanctions status of Blocked or Review. • Review vendors that are potential matches to a financial sanctions list using the Financials Sanctions Validation Log and take appropriate action.

14. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Financial Sanctions cont’d: • Enable financial sanctions validation at the installment level or at the bank level. • installment level: the system validates all vendors. • bank level: the system validates only those vendors whose banks require financial sanctions validation. • Payables 9.1 provides validation of your vendors against financial sanctions lists at the vendor, voucher, and payment levels (depending on how you enable financial sanctions validation) • Optionally, validation can also be done via a batch process.

15. Voucher Processing Enhancements

16. Voucher Processing

17. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • File Attachment • Users can attach as many documents as needed in the Voucher component • Attachment built in functions, server setup and maintenance page for server information is provided • A unique attachment ID is assigned and stored in PV_ATTACHMENTS cross reference table

18. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Release 9.1 provides ChartField security which allows you to control data entry and inquiry access based on ChartFields • You can enable ChartField Security for all products or selectively by product • You can select two ChartFields by which to control access to transactions and ledger information • Determine the best level for implementing ChartField Security • End-user, Role or Permission List

19. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements

20. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Voucher Approval • Voucher approval through workflow uses PeopleSoft Virtual Approve or Approval Framework. • Workflow Approval During Voucher Entry and Update • Workflow Approval After Voucher Entry

21. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Workflow Approval During Voucher Entry and Update • During transaction entry, the system refers to the approval rules that govern processing for the different types of transactions. Voucher approval rules are stored on several levels of the control hierarchy: • the business unit • origin, • control group • vendor • Voucher • When a voucher is saved during initial entry and is not preapproved, its status is set such that it is selected by the Voucher Approval Workflow process to go through approval processing. • If a voucher has been approved but not paid, and changes are made to certain fields, the voucher is returned to a pending status—unless it was preapproved—and is sent back through the approval processing workflow

22. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Workflow Approval After Voucher Entry • The Voucher Approval Workflow process should be scheduled to run regularly. On voucher save, the process determines the current approval status for the voucher by calling the Virtual Approver routine. The status of the voucher is updated based on what Virtual Approver concludes according to the approval rules defined in Workflow Administrator. • The Voucher Approval Workflow process determines which users to notify, through workflow worklists or email forms. Workflow routing is initiated by calling the Virtual Router routine that performs the needed action. • You can access the Voucher Approval page from your worklists, manually inspect the voucher information, and either approve or reject a voucher for payment. • When you enter the Voucher Approval component, the voucher is typically presented in a pending status—payment has not been approved or denied

24. New summary page for sales/use tax

25. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Session defaults are available for the Journal Voucher, Regular Voucher, Single Payment Voucher, and Template Voucher styles in the Voucher or Quick Invoice Entry components. • These defaults override the defaults that the system applies using the PeopleSoft Payables control hierarchy. Users can select these predefined session defaults or create ad hoc session is provided by default from the Voucher or Quick Invoice Entry components.

26. Session Defaults

27. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Copy chartfield functionality at Distribution line level • Quick access to voucher document status • Summary page: • Accounting Entries • Payment • Voucher • PO inquiry • New Related documents page displays related payment, PO, receiver information • Print Invoice

28. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Withholding process streamlined • Eliminated two entry screens and submission of separate processes • Single run control page records all information to run the three 1099 withholding processes • Withhold 1099 report post • Withhold 1099 report • Withhold 1099 copy B • Define single withholding remit vendor or multiple withholding remit vendors

29. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Automatic Accrual Processing • Accounts for the automatic accrual of activity that has not been processed in Payables • Determine which transactions should be accrued and how the accounting entries are created • Allows users to set the selection options for fields in source documents. Run control component will launch Accrual program defined by accounting date • Review period End Accrual Selection

30. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Automatic Accrual Processing • Search criteria enhanced for PO or Receipt on voucher • Robust purchasing and contract integration to reduce back and forth navigation between Payables and Procurement

31. Payment Processing Map

32. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Mass Cancel or escheat payments • Payables 9.1 provides the ability to cancel or escheat a selected population of payments. • Cancel or escheat an entire pay cycle or single or multiple ranges of payment references within a pay cycle. • Cancel Payment and the Payment Escheatment pages to cancel and escheat individual payments remain intact.

33. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • ACH payment transmissions • In addition to processing pre-notes for electronic funds transfer (EFT) payments, you can now also process pre-notes for automated clearing house (ACH) payments.

34. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Payment Advice to vendors for EFT and ACH • Without remittance advices, the reconciliation process becomes a labor-intensive work for the supplier and the buyers. The absence of remittance increases the reconciliation process, the risk of errors, and the need for the supplier to call the payable department to get the information. • Payables Release 9.1 provides the ability to send email remittance advices to the suppliers. • A new option has been added, “Email Payment Advice”, on the Pay Cycle Selection Criteria page, Preferences tab

35. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Inquiries • Queries • Delivered Reports • Custom Reports

36. B O W L I N G G R E E N S T A T E U N I V E R S I T Y Accounts Payable Functional Enhancements • Customizations • Interfaces

37. Questions