Financial Management System - AGA Richmond

fivesenegaleseManagement

Nov 10, 2013 (4 years ago)

65 views

Presented by

Tracy Morrison, Fiscal Director

Sitter &
Barfoot

Veterans’ Care Center

Jim Roberts,

DVS FMS Program Manager


Historical Perspective




Cardholders miscoding expenditures




Cardholders
missing key deadlines



Accounts
Payable using
##09 Codes &



ATV





Management unable to review



expenditures
in a timely manner





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




DVS Current Process Overview



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


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

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

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

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

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

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

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

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

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

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

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

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

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

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

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



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

CARS Updated

BOA Receives & Processes Purchase

User Logs onto BOA WORKS
Reviews & Reconciles

Staff & Managers access Financial Data


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

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

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

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

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


GL Detail Inquiry

GL Account Number


Actual Object Code.

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

AP Vendor Inquiry

Card Holder

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

Card Holder

AP Vendor Inquiry

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