A System For Now And The Future
CAMS
CBS Accounts Payable Overview
CBS Accounts Payable Overview
Travel Manager Commerce Purchase Card System (CPCS) Bankcard Grants/ASAP Property Payment Management Accounts Payable Cost Allocation Budget Execution General Ledger Accounts Rec’vble/ Reimbursable Agreements CFS Commerce Business Systems GTA ESPS AP Std Interface NFC Employee Data ORSI/ C-STARS Interface* VMS/CCR Interface* *Planned for FY 2006
A System For Now And The Future
CAMS
Accounts Payable Overview
Accounts Payable Overview
)
)
What does it do?
What does it do?
»
»
Records, monitors, and controls
Records, monitors, and controls
all activities related to
all activities related to
the expenditure and disbursement of funds
the expenditure and disbursement of funds
.
.
)
)
How does it work?
How does it work?
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»
A series of maintenance, transaction, lookup, report and
A series of maintenance, transaction, lookup, report and
program screens, enables users to process payments for
program screens, enables users to process payments for
goods and/or services while tracking the progress of each
goods and/or services while tracking the progress of each
document through the disbursement process
)
)
Maintenance screens
Maintenance screens
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» Record information the system requires to process transactions, Record information the system requires to process transactions,
reports, and programs
reports, and programs
-- For example, information about individual vendors is recorded inFor example, information about individual vendors is recorded in the vendor maintenance screen (PM002). This information is
the vendor maintenance screen (PM002). This information is
required by the vendor invoice transaction screen (PM003) in
required by the vendor invoice transaction screen (PM003) in
order to process an invoice. Access to maintenance screens is
order to process an invoice. Access to maintenance screens is
limited to designated CFS users
limited to designated CFS users
)
)
Transaction screens
Transaction screens
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» Enable users to process individual transactions or documentsEnable users to process individual transactions or documents
-- For example, the vendor invoice transaction screen (PM003) For example, the vendor invoice transaction screen (PM003) records the information necessary to process an invoice for
records the information necessary to process an invoice for
disbursement
A System For Now And The Future
CAMS
Accounts Payable Overview
Accounts Payable Overview
)
)
Lookup screens
Lookup screens
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»
Enables users to query the database for specific
Enables users to query the database for specific
information and view the results
information and view the results
--
For example, the FM017 Obligation Document Lookup
For example, the FM017 Obligation Document Lookup
Screen is used to query detail transactions that have
Screen is used to query detail transactions that have
impacted a particular obligating document such as a
impacted a particular obligating document such as a
purchase order
purchase order
)
)
Report screens
Report screens
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»
Kick off canned CFS reports
Kick off canned CFS reports
--
For example, the PM102A Vendor Invoices Released for
For example, the PM102A Vendor Invoices Released for
Payment report captures invoices by user and date range
Payment report captures invoices by user and date range
that were scheduled for payment
)
)
Quick Reports
Quick Reports
»
» A series of commonly used SQL queries which have been formatted A series of commonly used SQL queries which have been formatted
into reports that can be printed out or e
into reports that can be printed out or e--mailed to the requestor. mailed to the requestor. New reports can be added based on user specification in a relati
New reports can be added based on user specification in a relatively vely short time frame
short time frame..
--
For example, the Accounts Payable Obligation History Report
For example, the Accounts Payable Obligation History Report
tracks all approved transactions linked to an obligation
tracks all approved transactions linked to an obligation
)
)
Program/document screens
Program/document screens
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» Used to process information by selecting new groups of records, Used to process information by selecting new groups of records,
manipulating these selected records, and/or processing reports.
manipulating these selected records, and/or processing reports.
Programs are created to automate processes that are performed
Programs are created to automate processes that are performed
regularly
regularly
--
For example, the PM206 Create Host to Host
For example, the PM206 Create Host to Host
Disb
Disb
File
File
prepares a file of scheduled invoices to be transmitted to
prepares a file of scheduled invoices to be transmitted to
Treasury for disbursement
Accounts Payable Overview
Accounts Payable Overview
Process Flow
Process Flow
Commitment Commitment Process Process (FM030) (FM030) Obligation Obligation Process Process (FM040/FM041) (FM040/FM041) Receipt Receipt Process Process (PM030) (PM030) Acceptance Acceptance Process Process (PM031 (PM031)) Invoice Invoice Process Process (PM003) (PM003) Disbursement Disbursement Process Process PM102/103 PM102/103 PM206 PM206 Acceptance Acceptance Process Process (PM031) (PM031)Currently not in use
Reverse Receipt Reverse Receipt (PM034) (PM034) Void Invoice Void Invoice (PM044) (PM044) Accomplish Accomplish Schedule Schedule (PM005) (PM005) Estimate Estimate Accrual Accrual PM050 PM050 Reverse Reverse Estimated Estimated Accrual Accrual (PM054) (PM054) Accomplish Accomplish IPAC IPAC (PM041) (PM041) PM006 PM006 (Document Level (Document Level Cost Cost Adj Adj))
)
)
Invoice Matching criteria is defined for each document type
Invoice Matching criteria is defined for each document type
as follows
as follows
:
:
»
» NoNo--MatchMatch -- No prior obligation exists . Invoice is initial point No prior obligation exists . Invoice is initial point
of entry into
of entry into CBSCBS »
» Two Way MatchTwo Way Match -- Invoice data matched with FM040 Purchase Invoice data matched with FM040 Purchase
order
order
»
» Three Way MatchThree Way Match -- Invoice data matched with FM040 Invoice data matched with FM040
Purchase Order and PM030 Receiving Ticket
Purchase Order and PM030 Receiving Ticket
»
» Four Way MatchFour Way Match -- Invoice data matched with FM040 Invoice data matched with FM040
obligation, PM030 Receiving Ticket, and PM031 Acceptance
A System For Now And The Future
CAMS
Accounts Payable Overview
Accounts Payable Overview
)
)
General Ledger Impacts
General Ledger Impacts
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»
Approval of a transaction screen in CFS triggers a
Approval of a transaction screen in CFS triggers a
posting to the GL based on transaction codes set up in
posting to the GL based on transaction codes set up in
the General Ledger Module
the General Ledger Module
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»
Each screen generates a different GL posting based on
Each screen generates a different GL posting based on
transaction information
transaction information
–
–
such as object class, direct or
such as object class, direct or
reimbursable projects, etc
)
)
Accounting Events by CFS Screen
Accounting Events by CFS Screen
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»
FM030
FM030
–
–
Request for Products and Services Screen
Request for Products and Services Screen
--
Records a commitment transaction
Records a commitment transaction
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»
FM040
FM040
–
–
Purchase Order Transaction Screen
Purchase Order Transaction Screen
--
Records an undelivered order
Records an undelivered order
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»
PM030
PM030
–
–
Receiving Ticket Transaction Screen
Receiving Ticket Transaction Screen
--
Records an accrual transaction
Records an accrual transaction
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»
PM034
PM034
–
–
Reverse Receiving Ticket
Reverse Receiving Ticket
A System For Now And The Future
CAMS
Accounts Payable Overview
Accounts Payable Overview
)
)
Accounting Events by CFS Screen cont
Accounting Events by CFS Screen cont
’
’
d
d
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»
PM050
PM050
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–
Estimated Accrual
Estimated Accrual
--
Records an accrual transaction
Records an accrual transaction
No or two way matched document
No or two way matched document
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»
PM054
PM054
–
–
Reverse Estimated Accrual
Reverse Estimated Accrual
--
Reverses an accrual created by a PM050
Reverses an accrual created by a PM050
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»
PM003
PM003
–
–
Vendor Invoice Transaction Screen
Vendor Invoice Transaction Screen
--
Records an accrual transaction
Records an accrual transaction
No or two way matched document
)
)
Accounting Events by CFS Screen cont
Accounting Events by CFS Screen cont
’
’
d
d
»
» PM044 PM044 –– Void Vendor InvoiceVoid Vendor Invoice
-- Reverses an accrual created by a PM003 Reverses an accrual created by a PM003 »
» PM102/103/206 PM102/103/206 –– DisbursementDisbursement
-- Records posting for discounts, interest penalties, Records posting for discounts, interest penalties, retainagesretainages
-- Records posting to move from Accounts Payable to In Transit Records posting to move from Accounts Payable to In Transit »
» PM005 PM005 –– Accomplish Treasury ScheduleAccomplish Treasury Schedule
-- Records posting to cashRecords posting to cash
-- Records posting to move from Unpaid to Paid Records posting to move from Unpaid to Paid »
» PM041 PM041 –– Accomplish IPAC Accomplish IPAC
-- Records posting to cashRecords posting to cash
A System For Now And The Future
CAMS
Accounts Payable Overview
Accounts Payable Overview
Example Walkthrough
Example Walkthrough
Processing a 3
Processing a 3
-
-
way Match Obligation
way Match Obligation
Originating from the FM040 Purchase
Originating from the FM040 Purchase
Order Transaction Screen
A System For Now And The Future
CAMS
Accounts Payable Overview
Accounts Payable Overview
Maintenance Tables
Maintenance Tables
A System For Now And The Future
CAMS
Accounts Payable Overview
Accounts Payable Overview
Vendor Maintenance
Vendor Maintenance
A System For Now And The Future
CAMS
Accounts Payable Overview
Accounts Payable Overview
Receiving Ticket Transaction Screen
Receiving Ticket Transaction Screen
A System For Now And The Future
CAMS
Accounts Payable Overview
Accounts Payable Overview
Vendor Invoice Transaction Screen
Vendor Invoice Transaction Screen
Treasury Schedule No
A System For Now And The Future
CAMS
