ctcLink Reference CenterResourcesRemediation FinanceProcure to Pay - Solution Design (5/18/17)

Procure to Pay - Solution Design (5/18/17)

Meeting Information

Meeting Topic:  Procure to Pay - Solution Design

Meeting Date:  May 18, 2017

Meeting Facilitator(s):  Emmett Folk

WebEx Recording:  Pending

Key Modules

  • Purchasing
  • Accounts Payable

Meeting Notes

  • Procure-to-Pay
    • From College Critical Issues
      • Procure to Pay Security
        • Documentation/Training
          • Workflow Administration Guide
            • Workflow Processing Fundamentals
            • Workflow Setup/Definition
            • Workflow Maintenance
            • Workflow Troubleshooting
          • Workflow Approver Setup Guide
            • What setup is needed for the different kinds of approvers
            • Include required Role Assignments
            • Include required User Preference Settings
            • Include other required setup (e.g. Buyer/Requester setup)
            • Include notes on Buyer/Requester Authorizations
      • Procure to Pay Training
        • Documentation/Training
          • Develop QRGs for the following:
            • Re-Open Requisitions Process
            • Re-Open Purchase Orders Process
            • Close Voucher Process
            • Finalizing Vouchers
            • Finalizing Purchase Orders
            • Req-to-PO Sourcing Processes
              • Update existing to note what gets auto-populated with each option
    • From Open Remediation Tickets
      • PO  General Tickets
        • Enable Printing of Purchasing Documents
          • Documentation/Training
            • QRG for Requester (or authorized user) on printing Requisitions
            • QRG on viewing closed documents
      • PO  Requisition Tickets
        • Create Requisitions
          • Requester/Buyer Authorizations
            • This will be incorporated into the “Procure-to-Pay Security” work items identified above
          • Documentation/Training
            • QRG for processing Requisitions for a future fiscal year
        • Closing and Re-Opening Requisitions
          • Closing and Re-Opening POs/Reqs/Vouchers
            • This will be incorporated into the “Procure-to-Pay Training” work items identified above
      • PO  Purchase Order Tickets
        • Amount-Only Purchase Orders
          • Documentation/Training
            • QRG for PO Roll process
              • How it’s done
              • Limitations and timing of use
              • Expected outcome
            • QRG for setting up multi-year Purchase Orders
          • Queries/Reports
            • Query for Outstanding POs/Requisitions
              • Show POs with residual encumbrance balance
              • Show Requisitions with residual pre-encumbrance balance
        • Track Purchase Order Amendments
          • Documentation/Training
            • QRG for “Review Change Order” Screen
            • QRG for “Review Change History” Screen
      • PO  Commitment Control Tickets
        • Purchase Order Year-End Processing
          • Rolling POs at Year End
            • Addressed in work items above
          • Closing POs and the effect on KK
            • Addressed in work items above
      • AP  General Tickets
        • Support Communication with Bank (ACH/Positive Pay)
          • No gaps for CCS
          • No gaps for TCC
      • AP  Voucher Tickets
        • Create and Schedule Payments
          • Documentation/Training
            • QRG for creating Template Vouchers
            • QRG on Scheduling Payments
            • QRG on creating recurring payments
      • AP  Commitment Control Tickets
        • Support Budget Checking
          • Issues usually with Grants and cost collection
            • Addressed in work items above
      • AP  Payment Processing Tickets
        • Modify Tax Rates on Vouchers/Payments
          • Documentation/Training
            • QRG on modifying tax rates on a Voucher
        • Maintain Payment Formats (Check/Advice)
          • Documentation/Training
            • QRG on use of Supplier Alternate Payment Names
        • Pay Cycle Processing
          • No gap for CCS
          • No gap for TCC
        • Overpayment Refund Processing
          • Documentation/Training
            • QRGs on process for accomplishing this in AP and AR

Meeting Action Items and Follow Up

Topic Assigned To Action / Follow Up Item Description
All Procure-to-Pay Items Spokane and Tacoma Review solution work items identified above and provide additional notes or missing work items to Emmett via email no later than the end of the day Wednesday, May 24th.

Topics and Associated Remediation Tickets - Procure to Pay

Ticket # Requirement ID Requirement Description Assoc. Topic
19492 PO16 – General “Enable printing of all purchasing documentation.” PO General Tickets
19548 PO24 – Requisitions “Create and maintain requisitions based on standard document formats and requirements based on user-defined criteria (e.g., copying requisitions; uploading data from MS Excel file).  Includes ability to both assign project ID numbers and also identify and process requisitions that do not need project ID's.” PO Requisition Tickets
19529 PO30 – Requisitions “Reconcile requisitions.” PO Requisition Tickets
19556 PO31 – Requisitions “Reverse requisition reconciliation.” PO Requisition Tickets
19508 PO44 – Purchase Orders “Ability to electronically capture and track all changes/amendments to PO's to reflect original PO and all amendments based on business rules” PO Purchase Order Tickets
19467 PO47 – Purchase Orders “Ability to support open orders (e.g., for bookstore and print shop purchases) based on user-business rules (e.g., limits by department, by user).” PO Purchase Order Tickets
19505 PO71 – Commitment Control “Perform budget period-end processing for outstanding (i.e., unrelieved) requisitions,  purchase orders and multi-year commitments” PO Commitment Control Tickets
19381 AP6 – General “Establish and maintain all forms of transaction exchange required for transaction processing (e.g., EFT, positive pay) among the System, its Affiliates, and their banks.” AP General Tickets
19290 GL11-Accounting Structure Establish and maintain all forms of transaction exchange required for transaction processing (e.g., EFT (Electronic Funds Transfer), positive pay) among the System, its Affiliates, and their banks. AP General Tickets
19446 AP17 – Vouchers “Schedule and create voucher payments automatically, in batch, and individually on an ad hoc basis (e.g., process payment for quarterly benefits provider payment from payroll, based on due date).” AP Voucher Tickets
19389 AP29 – Payment Processing “Support payment processing for tax-levy and non-tax-levy transactions based on user-defined criteria (e.g., modify/ override of default tax rates based on user authorization).” AP Payment Processing Tickets
19454 AP30 – Payment Processing “Create and maintain as many payment forms and templates, including remittance detail, as required to meet institutional needs and local needs of individual  colleges.” AP Payment Processing Tickets
19368 AP32 – Payment Processing “Define and maintain check generation processing requirements, such printing requirements for MICR fonts, logos, and signatures.” AP Payment Processing Tickets
19371 AP34 – Payment Processing “Define and maintain pay cycles for vendor payments and associate pay cycles to vendors, vendor groups, contracts, or other criteria.” AP Payment Processing Tickets
19401 AP36 – Payment Processing “Enable pre-payment and payment processing based on payment cycles and on a one-off basis according to override and approval processes.” AP Payment Processing Tickets
19406 AP45 – Payment Processing “Support the creation and management of credit and debit memos.” AP Payment Processing Tickets
19382 AP46 – Payment Processing “Integrate seamlessly with receivables processes to collect funds from vendors and recover overpayments.” AP Payment Processing Tickets
19402 AP47 – Payment Processing “Support refunds for tax-levy (i.e., appropriations) funds in the case of duplicate payment to vendors.” AP Payment Processing Tickets
19431 AP50 – Commitment Control “Conform to funds check rules for transaction processing, enforcement of violations, and overrides.” AP Commitment Control Tickets


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