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AP Training Session with UCIMC FA

AP Training Session with UCIMC FA

Owned by Linh Nguyen
Last updated: Dec 27, 2013

Agenda

  • Vendor management, Kuali Vendor Onboarding (KVO)
  • Payment Load
  • Disbursement Voucher (DV), Form5
    • Patient Refunds
    • CC Refunds
  • Travel Entertainment
    • Travel Request
    • Entertainment
  • FA Imaging System (FAIS)
  • Plant Admin, PREQ

AP Process (today)

  1. Receive and stamp new invoices
  2. Enter into AMS
  3. Scan invoices with blank PO and email to dept for approval
  4. Require Dept approval via email
  5. AP prints email and attachs to invoices
  6. Process and batch in AMS
  7. AP batches is ftp to PAL system.  PAL then cut checks to pay vendors
  8. AP audi trail is sent to eDocs for scanning
  9. AP goes to FAIS to audit batches from previous day and send hardcopy to eDocs for scanning.  If error is found, AP can put a comment in FAIS to ask Karren Miller to correct them
  10. Scanned Images are available to campus accounting for auditing purpose

 AP Process (new)

  1. Receive and stamp new invoices
  2. Enter into AMS
  3. Scan invoices with blank PO and email to dept for approval
  4. Require Dept approval via email
  5. AP prints email and attachs to invoices
  6. Process and batch in AMS
  7. PDP extract payment only with KFS Vendor number (alias).  Check/ACH are produced by P software
  8. AP audit trail is sent to eDocs for scanning
  9. AP goes to FAIS to audit batches from previous day and send hardcopy to eDocs for scanning.  If error is found, AP can put a comment in FAIS to ask Karren Miller to go to KFS and delete PDP.  AP then go back to AMS to delete payment and re-create a new one.
  10. Scanned Images are available to campus accounting for auditing purpose via FAIS or KFS/Maintenance/Search for Payment (related images link)

Vendor Management

  1. Vendor is invited from the KVO site
  2. Vendor completes the form
  3. PVEN doc is created within KFS
  4. KFS Vendor record is created with a pre-assigned AMS number (starting 100,000 series)
  5. An AMSFeedFile will be sent to AMS daily to create new vendor in AMS with KFS vendor as an alias