Department of Veterans' Services

2. Department of Veterans' Services Financial Management System Interface with BOA P-Card System Presented by Tracy Morrison, Fiscal Director Sitter & Barfoot Veterans’ Care Center Jim Roberts, DVS FMS Program Manager

3. Historical Perspective

4. DVSPCI • Cardholders miscoding expenditures • Cardholders missing key deadlines • Accounts Payable using ##09 Codes & • ATV • Management unable to review • expenditures in a timely manner

5. DVSPCI Enhancements Needed: • Actual Vendor and cardholder names • shown on trial balance • Ability to review P-Card expenditures on • the financial system • Prompt & Easy processing of payment

6. DVS Current Process Overview

7. DVSPCI • Current Situation • BOA Works is used to reconcile P Cards by • Users • Reports are extracted monthly • Information is keyed into DVS FMS AP to Pay • BOA • FMS information is interfaced to DOA - CARS • One Payment Per Month all to BOA

8. What Happens on the BOA Works System

9. NOTE: All Information and screen design is Proprietary and must be considered Confidential

10. NOTE: All Information and screen design is Proprietary and must be considered Confidential

11. NOTE: All Information and screen design is Proprietary and must be considered Confidential

12. NOTE: All Information and screen design is Proprietary and must be considered Confidential

13. NOTE: All Information and screen design is Proprietary and must be considered Confidential

14. NOTE: All Information and screen design is Proprietary and must be considered Confidential

15. NOTE: All Information and screen design is Proprietary and must be considered Confidential

16. NOTE: All Information and screen design is Proprietary and must be considered Confidential

17. NOTE: All Information and screen design is Proprietary and must be considered Confidential

18. NOTE: All Information and screen design is Proprietary and must be considered Confidential

19. NOTE: All Information and screen design is Proprietary and must be considered Confidential

20. NOTE: All Information and screen design is Proprietary and must be considered Confidential

21. NOTE: All Information and screen design is Proprietary and must be considered Confidential

22. NOTE: All Information and screen design is Proprietary and must be considered Confidential

23. NOTE: All Information and screen design is Proprietary and must be considered Confidential DVSPCI BOA Report & Interface File

24. Interface Process

25. DVSPCI • What is missing from current process: • Actual Vendor names for charges • Sub-object History • Ability to review P-Card expenditures on • the financial system with other cost • Prompt & Easy processing of payment • Card Holder name in the system with • charges

26. BOA P-Card to FMS BOA Receives & Processes Purchase User Logs onto BOA WORKS Reviews & Reconciles P-Card Purchase Reconciled Report Downloaded to Coordinator's PC Staff & Managers access Financial Data CARS Updated File Moved to Server &FMS AP Batch Created / Posted & GL File is Transmitted to DOA

27. DVSPCI • The BOA file will be read by FMS and converted to an FMS Batch file • The Batch can then be reviewed for account errors & • corrections made • Only account codes can be corrected. Any issues with the card information, would have to be corrected in BOA and the file re-downloaded. • An AP Screen is being developed to maintain review & modify the Batch. NOTE: All Information and screen design is Proprietary and must be considered Confidential

28. Report & Interface File From BOA

29. The next step would be to run a program to format the information from the BOA file format for posting to FMS. NOTE: All Information and screen design is Proprietary and must be considered Confidential

30. The report now shows two errors. The next step is to go to the maintenance screen and fix the account errors NOTE: All Information and screen design is Proprietary and must be considered Confidential

31. On the Maintenance Screen it can be seen that the Account information is invalid. This can be changed and processing continued. NOTE: Process would be to follow up with Card Holder about coding. NOTE: All Information and screen design is Proprietary and must be considered Confidential

32. Correcting the Accounts allows the following to occur: • Updated Batch posted to FMS AP • System will create a file to go on the next • CARS Interface for BOA payment • The Accounts Payable and General Ledger • Systems will be updated • GL will be updated with the following: • Payments to BOA • Actual Vendor information will be available • Proper sub object codes will be charged • Card holder name will be posted

33. GL Detail Inquiry GL Account Number – Actual Object Code. NOTE: All Information and screen design is Proprietary and must be considered Confidential

34. AP Vendor Inquiry Card Holder NOTE: All Information and screen design is Proprietary and must be considered Confidential

35. AP Vendor Inquiry Card Holder NOTE: All Information and screen design is Proprietary and must be considered Confidential

36. Questions?