Office of State Finance - All Financial News

Core Phase II information

Phase II Survey, 8/18/08
    Asset Management Business Process Analysis, 8/18/08 (doc)
    Accounts Receivable Business Process Analysis, 8/18/08 (doc)
    Billing Business Process Analysis, 8/18/08 (doc)
    Grants, Project Costing and Contracts Business Process Analysis, 8/18/08 (doc)
    Inventory Business Process Analysis, 8/18/08 (doc)

Effective September 1, 2008 all Item IDs that contain an alpha at the end will no longer be available for creating POs, Reqs and Contracts. Any of these Item IDs that are on current contracts will be unavailable the day after the contract ends.

Effective October 1, 2008 the Department of Central Services will inactivate all Item Ids that contain an Alpha at the end. To keep agencies from having issues with their REQS/POs, the requisitions and purchase orders must be closed. Upon request a list of REQS/POs can be provided to the agency.

PO/REQ Closing Instructions to be used in conjunction with COR131 PO Closing Manual, 8/18/08 (pdf)
Alpha Items, 8/18/08 (xls)

Create a Release from a State Wide Contract, 5/15/08

Due to the upgrade and the application of the maintenance packs several issues have been resolved.

1. Users can now create contract releases directly from the Purchase Order. See below for a copy of the preliminary procedures.

2. In 8.4 when users canceled a PO line that was attached to the Requisition and answered No to Resourcing, the Requisition was disconnected from the PO. This caused the pre-encumbrance report to reflect an encumbrance that did not exist. Users were asked to always answer Yes to this question. This issue has been fixed in 8.9. Users can now use both options. When canceling a line attached to Requisition, note in the activity page which option you used. This will help with future trouble shooting issues.

Create a Release from a State Wide Contract, 5/15/08 (pdf)

Miscellaneous Warrant Date Change, 2/25/08

After the 8.9 upgrade in November 2007, warrants processed through the daily pay cycle were dated for the date they were available for release, which was the next scheduled business day. This has caused a timing difference for the warrants created on the last day of the month and the ALLTRANS Warrant file extract. Effective February 25, 2008, warrants will be dated the same day they are created. In order to transition to the current date, warrants created February 22, 2008 were dated Saturday, February 23, 2008. This will be important when running reports that prompt by payment date.

Revised Print Voucher Report, 2/19/08

Correcting an Amount Only Purchase Order, 11/14/07 (pdf)

Finalizing Vouchers, 10/18/07

OSF has recently identified a current business process that will not work after the upgrade to PeopleSoft/Oracle Financial System version 8.9, which is scheduled for implementation on November 8, 2007.

Specifically, the process that is changing is that of finalizing an AP voucher in months after it is created. The system is designed to allow a user to finalize a voucher at the time it is created, not months later. The designed process works very well when combined with proper use of quantities, schedules and receiving on POs. However, most agencies do not discover until after a voucher has paid that it was the final payment to be made against a particular PO or PO line, or that a certain voucher was not applied to the PO when it was paid. It is usually at that point that the final button is checked and the voucher is sent back through the budget-checking process which applies the voucher properly to the PO and relieves the encumbrance.

After the financial system upgrade, the only AP vouchers that can successfully go back through budget-checking are those that were created in an open AP period. The OSF business process requires that each AP period is closed after 60 days. This means that only the current month and one previous month are open at any one time. Therefore, any vouchers created prior to October 1, 2007, that need these type of corrections must be finaled and re-budget-checked prior to the system shutdown at 5:00 P.M. on Thursday, November 8, 2007. After that date, any vouchers that require finalizing that were created in October 2007, must be finalized prior to December 1, 2007, and so on. Detailed instructions are here: ap89_finalizingvouchers.doc

As fiscal appropriations are lapsing at this same time, it is presumed that agencies would be performing these finalizations prior to November 8th already as part of the close out procedures. However, if you are unable to complete your review and finalizations prior to this deadline, it will be necessary to file an OSF HelpDesk case to determine how to resolve the particular voucher, PO or budget issue. HelpDesk cases will be worked in the order received.

Brenda Bolander
State Comptroller
Office of State Finance

Phase II Business Process Discovery Documentation Workshop, 11/13/07 (Powerpoint)

Phase II Demonstration, 10/17/2007 (pdf)

Business Process and Best Practices for the Financial Reimbursement for Educational Expenses Act of 2007, HB 1114, 9/18/07 (pdf)

Instructions from State Comptroller (HB 1114), 9/18/07

New Deposits journal entry query in Financials, 9/18/07

A new Deposits journal entry query is now available that includes the ‘Long Description’ field from the journal entry header page.

The query name is OCP_0058_GL_WITH_DESCR. This is the same query that produces the Deposits report (OCP_0058_GL) but includes the DESCR (Long Description) field.

The query prompts for the “From” and “To” Business Unit and “From” and “To” journal dates.

Instructions for Summary of Receipts and Disbursements, 9/14/07
The Summary of Receipts and Disbursements Report has been changed to omit pages with no activity, and to break out onto separate pages the Agency Special Accounts. The instructions for running the report have changed.

Summary of Receipts & Disb Report – OCP_0059_GL

Path: General Ledger>General Reports>Summary of Receipts & Disb

Run Control ID: Can use the same run control ID used in the past

Input Parameters have not changed.

Click the ‘Run’ button.

Verify that the proper values are set on the Process Scheduler Request page:

Server Name: ‘PSNT’
Type: ‘Web’
Format: ‘PDF’

Click the ‘OK’ button to submit the job.

After the process has ran to success, you will need to click on the Process Name hyperlink and select the last process listed to view the report. You will then link through the View Log/Trace hyperlink to the PDF file.

PCard Scheduled Pay Cycle, 2008

Warrant Cancellations and Reissues, 6/21/07
The Warrant Cancellation Form (MWC form) has a column asking if the warrant should be replaced. If the warrant replacement does not require a change to the vendor ID on the Invoice Information page of the voucher, then the warrant can be replaced. Otherwise, OSF will cancel the warrant and the agency will need to reenter the invoice. This will ensure that the correct payment information is maintained in the state’s accounts payable system and the correct encumbrances are liquidated.

Examples of when warrants can be replaced are as follows:

• The warrant was paid to the correct payee but to the incorrect location and address
• The warrant was paid to the correct payee but for the incorrect amount
• The warrant is paid to the incorrect payee but the multiple vendor ID #0000001104 is the vendor ID on the Invoice Information page of the voucher
• The warrant should have been assigned to a payee and the supporting documentation for the assignment was attached to the original voucher (needs to be noted on the MWC form)

Vouchers Processed Against PO, 6/14/07

A new report has been developed for Purchasing, Accounts Payable and General Ledger users. The report, named "Vouchers Processed Against PO" will enable users to identify issues with vouchers posting incorrectly against a Purchase Order.

Report Navigation: Purchasing > Purchasing Reports > Vouchers Processed Against PO

The purpose of the Voucher Processed Against PO Report is to identify variances between voucher amounts that liquidate an encumbrance versus the voucher actual expended amount.

Listing of Required Report Parameters
Business Unit Field - [Required]
From and Through PO Date Field - [Required]
PO Balance Field - [Required] – Must choose from one of the following:
- PO Balance = All
+ Includes all PO Distribution lines that have vouchers budget checked against them regardless of available balance.
- PO Balance = 0
+ Includes PO distribution where the PO Encumbrance = Vouchers Expended.
- PO Balance > 0
+ Includes PO distribution where the PO encumbrance is greater then Vouchers Expended.
Variance between Vouchers Liquidated and Vouchers Expended should be Vouchers Finaled.
- PO Balance < 0
+ Includes PO distribution were the PO Balance for the Voucher
Expended Column is negative.
Will help identify Vouchers processed as a direct expenditure.
Will help identify PO distribution lines that have been overspent.
Choose PSNT server to run report - [Required]

Key data elements of the report include the following:
- Encumbrance amount by PO Line/Schedule/Distribution number
- Voucher liquidating the encumbrance by PO Line/Schedule/Distribution number
- Voucher actual expended amount by PO Line/Schedule/Distribution number
- Variance between Voucher liquidating encumbrance amount and Voucher expended amount (Voucher Variance Column). A value will only appear if the value does not equal zero.

The PO's listed on report will NOT meet either of the below qualifications
- Canceled or Closed
- Vouchers NOT processed against PO distribution line

The Report balances to the PO Activity Page and PO Accounting Page
- PO Activity Page will equal the Voucher Expended Column
- PO Accounting Page will equal the Voucher Liquidated Column

The report identifies variances between the PO Accounting Page and the PO Activity page, i.e., the voucher amount liquidated encumbrance versus actual voucher expended amount.
- The variance will be reported in the Voucher Variance Column
+ A negative number in the Voucher Variance Column is from a voucher or part of a voucher being posted against the budget as a direct expenditure. This normally happens when there were not enough encumbrance dollars on the PO distribution line to cover the expenditure.
+ A positive number in the Voucher Variance Column is from a voucher being finaled.

If you have questions, please call or e-mail the OSF Help Desk. 866 521-2444 or 405 521-2444 or helpdesk@osf.ok.gov

Dispatch POs by Batch, 1/18/07

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