ABC NewSys Accounts Payable Overview Storyboard WBT Draft v13

1
ABC NewSys Accounts Payable Overview
Storyboard WBT Draft (v13)
See comments in Red

• Date, Year

2
Accounts Payable Overview Objectives (v. 13) lt2gt
Upon the completion of this course, you should
have a better understanding of

• NewSyss Effect How ABC adoption of NewSys
  effects the way information is managed in
  functional areas
• Accounts Payables Role How Accounts Payable
  links to other key functional areas within NewSys
• General Changes What kinds of larger, general
  changes Accounts Payable specialists will
  experience
• High-Impact Changes Important processes that
  will be new or different for Accounts Payable
• Summary What was covered in this overview.
• Whats Next

Proceed to the next topic
3
How will the NewSys system effect functional
areas? (v. 13) lt3gt
Mouse over each of the numbered areas
1
2
Processes
Forms
3
Tracking
4
NewSys
Reports
Proceed to the next topic
4
What is Accounts Payables role in NewSys? (v.
13) lt4gt
Lets look at the big picture first.
Mouse over each of the boxes
Next
5
What is Accounts Payables role in NewSys? (v.
13) lt4gt
Accounts Payable (A/P) tracks expenditures of
goods and services.
A/P also maintains and analyzes supplier
information, coordinates activities with
purchasing and billing, and helps manage cash.
A/P is closely tied to the General Ledger,
where various accounts are debited and credited
when a voucher and payment are processed.
Accounts Payable also integrates with Procurement
and Fixed Assets.
Next
6
What is Accounts Payables role in the overall
system? (v. 13) lt4gt
Notice how Accounts Payable connects to Vertex
Mouse over the yellow box
Proceed to the next topic
7
What are the General changes for Accounts
Payable? (v. 13) lt5gt

• Automated integration of A/P with other
  functions
• Key benefits for Accounts Payable
• A change in screen appearance
• Standard Accounts Payable reports

Next
8
Automated Integration of A/P with other
functions (v. 13) lt5gt
The Accounts Payable module automatically
integrates with other financial modules and
functionalities within ABC. This integration
provides accurate and cost-effective organizing,
maintaining, recording, and analyzing of
financial information. A/P reporting and
analysis, whether gathered from one site or
multiple sites around the world, will be
streamlined and timely.
General Ledger
Fixed Assets
NewSys
Procurement
Accounts Payable
Next
9
Key Benefits for Accounts Payable (v. 13) lt5gt
In particular NewSys will help you by

• Providing more accurate cash forecasting
• Improving cash management through flexible
  payment scheduling
• Providing ability to reimburse all employees via
  Electronic Funds Transfer (EFT)
• Standardizing procedures and forms
• Improving customer service to offices and
  vendors ltltgtgt
• Providing on-line access to supplier and voucher
  information
• Providing multi-currency processing

Next
10
A change in screen appearance (v. 13) lt5gt
Instead of the green screen display -- NewSys
employs a graphic user interface display
Next
11
Standard Accounts Payable reports (v. 13) lt5gt
Reports will include
Proceed to the next topic
12
What are some specific high-impact changes to
Accounts Payable? (v. 13) lt6gt
Lets first look at the Accounts Payable
components
Mouse over each of the boxes
Electronic Fund Transfer
Subcontract Accounts Payable Voucher Processing
Check Request
Void Check / Stop Payment Process
Review Invoice
Positive Pay
Employee Expense
Address Book Vendor Setup
Year End Processing
Month End Processing
EFT Authorization Process
Voucher Processing
Payment Processing Process
Employee Advance
Recurring Voucher Process
Purchase Order Matching
Next
13
What are some specific high-impact changes to
Accounts Payable? (v. 13) lt6gt
Lets first look at the Accounts Payable
components
Mouse over each of the boxes
Developer notes continued
Electronic Fund Transfer
Subcontract Accounts Payable Voucher Processing
Check Request
Void Check / Stop Payment Process
Review Invoice
Positive Pay
Employee Expense
Address Book Vendor Setup
Year End Processing
Month End Processing
EFT Authorization Process
Voucher Processing
Payment Processing Process
Employee Advance
Recurring Voucher Process
Purchase Order Matching
Next
14
What are some specific high-impact changes to
Accounts Payable? (v. 13) lt6gt
Lets first look at the Accounts Payable
components
Mouse over each of the boxes
Developer notes continued
Electronic Fund Transfer
Subcontract Accounts Payable Voucher Processing
Check Request
Void Check / Stop Payment Process
Review Invoice
Positive Pay
Employee Expense
Address Book Vendor Setup
Year End Processing
Month End Processing
EFT Authorization Process
Voucher Processing
Payment Processing Process
Employee Advance
Recurring Voucher Process
Purchase Order Matching
Next
15
What are some specific high-impact changes to
Accounts Payable? (v. 13) lt6gt

• The business processes below will most notably
  change in the transition to NewSys.

. .
Address Book Vendor Setup
Subcontract Accounts Payable Voucher Processing
Voucher Processing
Employee Advance
. . .
Next
16
What are the high-impact changes to Address Book
Vendor Setup? (v. 13) lt6gt
Accounts PayableComponents
. .
Address Book Vendor Setup
Address Book Vendor Setup
Subcontract Accounts Payable Voucher Processing
The Address Book system is an on-line tool to
store information about our customers,
employees, vendors and our own companies. The
Address Book also integrates with all the other
NewSys modules (Job Cost, A/P, A/R, General
Ledger, etc.).
Voucher Processing
Employee Advance
. . .
Next
17
How will Address Book Vendor Setup now be
performed? (v. 13) lt6gt
Lets see the specific steps
Address Book Vendor Setup

• Local office searches for existing address book
  record
• Does the vendor exist in the address book?
• If the vendor does not exist then
• Local office requests vendor setup
• Address Book Administrator verifies vendor is not
  already setup ltgtltgt
• Address Book Administrator creates an additional
  Address Book recordltgt
• Address Book Administrator creates Supplier
  Master
• Address Book Administrator files paperwork

Next
18
How will Address Book Vendor Setup now be
performed? (v. 13) lt6gt
Mouse over each of the shapes
Address Book Vendor Setup
Next
19
How will Address Book Vendor Setup now be
performed? (v. 13) lt6gt
Mouse over each of the shapes
Address Book Vendor Setup
Developer Notes Continued
Next
20
What are the high-impact changes to Subcontract
Accounts Payable Voucher Processing? (v. 13) lt6gt
Accounts PayableComponents
. .
Address Book Vendor Setup
Subcontract Accounts Payable Voucher Processing
Subcontract Accounts Payable Voucher Processing
Voucher Processing
Project Managers request subcontracts on an as
needed basis. ltgt This section describes how
subcontracts will be processed within the NewSys
system.
Employee Advance
. . .
Next
21
How will Subcontract Accounts Payable Voucher
Processing now be performed? (v. 13) lt6gt
Subcontract Accounts Payable Voucher Processing
Lets see the specific steps

• Project Manager verifies the order number on the
  invoice
• Accounts Payable reviews the invoice for
  compliance and approval. ltgt
• Subcontract A/P specialist vouchers invoice
• A/P Disbursements specialist processes
  subcontractor payments

Next
22
How will Subcontract Accounts Payable Voucher
Processing now be performed? (v. 13) lt6gt
Mouse over each of the shapes
Subcontract Accounts Payable Voucher Processing
Next
23
How will Subcontract Accounts Payable Voucher
Processing now be performed? (v. 13) lt6gt
Mouse over each of the shapes
Subcontract Accounts Payable Voucher Processing
Developer Notes Continued
Next
24
What are the high-impact changes to Voucher
Processing? (v. 13) lt6gt
Accounts PayableComponents
. .
Address Book Vendor Setup
Subcontract Accounts Payable Voucher Processing
Voucher Processing
Voucher Processing
Employee Advance
Voucher Processing describes how Accounts
Payable Processors and Accounts Payable
Supervisors process, review, and approve
vouchers for payment.
. . .
Next
25
How will Voucher Processing now be performed?
(v. 13) lt6gt
Lets see the specific steps
Voucher Processing

• Vendor sends an invoice
• Local office codes and approves invoice
• A/P specialist stamps and distributes invoice
• A/P specialist enters the voucher into the NewSys
  system
• A/P supervisor reviews batch and posts
• Disbursements specialist processes the payment

Next
26
How will Voucher Processing now be performed? (v.
13) lt6gt
Mouse over each of the shapes
Voucher Processing
Next
27
How will Voucher Processing now be performed?
(v. 13) lt6gt
Mouse over each of the shapes
Voucher Processing
Developer Notes Continued
Next
28
What are the high-impact changes for Employee
Advance? (v. 13) lt6gt
Accounts PayableComponents
. .
Address Book Vendor Setup
Subcontract Accounts Payable Voucher Processing
Voucher Processing
Employee Advance
Employee Advance
. . .
ABC employees obtain an employee advance for the
purpose of travel. Employees should only
receive advances when they do not have a credit
card and may only request cash advances for up
to two weeks of business related travel.
Next
29
How will Employee Advance now be processed? (v.
13) lt6gt
Lets see the specific steps
Employee Advance

• Employee completes the Advance Form.
• Office Manager or Supervisor approves the form
  and sends to A/P
• Is advance form completed properly and approved?
  If not then A/P returns advance to employee for
  completion
• A/P specialist enters the voucher advance into
  the NewSys system
• The system creates an automatic credit
• Disbursements specialist processes the payment
• Disbursements specialist takes the credit off
  hold

Next
30
How will Employee Advance now be performed? (v.
13) lt6gt
Mouse over each of the shapes
Employee Advance
Next
31
How will Employee Advance now be performed? (v.
13) lt6gt
Mouse over each of the shapes
Employee Advance
Developer Notes Continued
Next
32
Recap of high-impact areas (v. 13) lt6gt

• The high impact areas we looked at for A/P
  included
• Address Book Vendor Setup
• Subcontract Accounts Payable Voucher Processing
• Voucher Processing
• Employee Advance

Proceed to the next topic
33
Accounts Payable Overview Summary (v. 13) lt7gt
In this overview we have

• Discussed NewSyss effect on how and where
  information is managed in functional areas
• Illustrated how Accounts Payable links to other
  key functional areas within the ABC NewSys system
• Presented larger, general changes Accounts
  Payable specialists will experience
• Highlighted some important processes that will
  be new or different for Accounts Payable
• Reviewed Accounts Payable overview topics

Proceed to the next topic
34
Whats next? (v. 13)lt8gt

• Please send any feedback using The SOURSE
• Please exit by clicking the exit door at the
  bottom left of the screen

End of course