TeamWorks Financials

9.2 Upgrade

Financials Delta

Document

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TABLE OF CONTENTS

TABLE OF CONTENTS ............................................................................................................. 2

Overall changes ......................................................................................................................... 3

Login .......................................................................................................................................................... 3

Navigation and WorkCenters .................................................................................................................... 4

ACCOUNTS PAYABLE .............................................................................................................. 5

Voucher Entry Changes ............................................................................................................................. 5

Vouchers Saved for Later-Queries ............................................................................................................ 6

Invoice Received Date Field—Added to Queries ...................................................................................... 7

Suppliers .................................................................................................................................................... 8

Review Suppliers ....................................................................................................................................... 9

Supplier Audit ......................................................................................................................................... 11

Express Checks ........................................................................................................................................ 12

Payment Cancellation ............................................................................................................................. 14

Bank Reconciliation ................................................................................................................................. 15

Recurring Voucher Contract ................................................................................................................... 16

Vendor Address Labels Report ................................................................................................................ 17

ACCOUNTS RECEIVABLE .......................................................................................................19

ASSET MANAGEMENT ............................................................................................................20

COMMITMENT CONTROL .......................................................................................................21

Budget Details ......................................................................................................................................... 21

GENERAL LEDGER .................................................................................................................23

Print Journal ............................................................................................................................................ 23

Spreadsheet Journal Import ................................................................................................................... 24

Journal Entry ........................................................................................................................................... 26

Project Costing..........................................................................................................................27

PURCHASING ..........................................................................................................................28

PO Distribution Worksheet ..................................................................................................................... 28

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OVERALL CHANGES

Login

• Userids are now case sensitive. Must login using all capital letters for userid.

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Navigation and WorkCenters

• The home page for users will now be a collection of tiles including WorkCenters. Please see the separate training document for Navigation and WorkCenters located on the SAO website--https://sao.georgia.gov/financials-92-upgrade.

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ACCOUNTS PAYABLE

Voucher Entry Changes

Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry

• New Invoice Received field (highlighted in red). This field is an optional field to capture the date in which the invoice was received by the Agency.

• New Save for Later feature (highlighted in red). This function allows the user to save an incomplete voucher and return to finish at another time. The voucher will be marked as incomplete and will not be available for budget checking or posting.

• Fields on the page have been placed in different location/order than 9.1 (highlighted in blue). This allows for more efficiency in entering voucher.

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Vouchers Saved for Later-Queries

Navigation: Reporting Tools > Query > Query Viewer

• Any vouchers that have been “Saved for Later” will have an entry status of “Recycle”. These vouchers can be differentiated from other vouchers in recycle status if they have the “Incomplete Voucher” flag checked as “Y” as shown above. The 0AP042 queries below have been updated with this flag.

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Invoice Received Date Field—Added to Queries

Navigation: Reporting Tools > Query > Query Viewer

• In 9.2, a new “Invoice Received” date has been added to the Voucher page. The below queries have been updated to display this field in the results.

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Suppliers

Navigation: Suppliers > Supplier Information > Add/Update > Supplier

• “Vendors” has now been replaced with “Suppliers” in 9.2. The table/record structure has not changed and is still “Vendor”. Only the labels on the pages have changed. This includes all pages—voucher pages, inquiry pages, etc.

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Review Suppliers

Navigation: Suppliers > Supplier Information > Add/Update > Review Suppliers

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• Maintain Supplier link from Review Suppliers is now in Actions Link instead of Icon. The Supplier ID is still defaulted in, but the users must press Search to go into the Identifying Information page of the Supplier.

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Supplier Audit

Navigation: Suppliers > Supplier Information > Add/Update > Supplier

• Supplier Audit functionality allows for recording of any changes to the Supplier records. Although this functionality will primarily be used by the “SAO Vendor Group”, users may see messages in inquiry of Suppliers like the one shown above.

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Express Checks

Navigation: Accounts Payable > Payments > Express Payments > Create Express Payments

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PeopleTools > Reporting Tools > Report Manager

• Express Check paycycles have gone from “QCK” to “XPC” in 9.2. Express checks also no longer use Crystal checks but are now BI Publisher.

• Express Checks can be viewed/printed from the Report Manager instead of the Process Monitor.

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Payment Cancellation

Navigation: Accounts Payable > Payments > Cancel/Void Payments > Payment Cancellation

• The new Cancel Reason field allows the user to capture a reason for the payment cancellation. This can be used for reporting purposes.

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Bank Reconciliation

Navigation: Banking > Reconcile Statements > Manual Reconciliation

• Bank Reconciliation has been enhanced in 9.2 to show any payments as negative numbers and any deposits as positive numbers.

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Recurring Voucher Contract

Navigation: Procurement Contracts > Add/Update Contracts

• Changes to contracts in 9.2 will no longer allow for contracts to be entered at the Business Unit SETID. Both General Contracts and Recurring Voucher Contracts must be created under the STATE SETID. For AP Recurring Voucher Contracts, the user can enter their Business Unit in front of the Contract ID to allow for easier searching.

• The new field “Style ID” should be entered as “AP” for Recurring Voucher Contracts. This will default in the “Contract Process Option” of “Recurring Voucher”.

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Vendor Address Labels Report

Navigation: Reporting Tools > BI Publisher > Query Report Viewer

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• The previous Crystal Vendor Labels Report (Vendors > Vendor Information > Reports > Print Vendor Labels) has now been converted to the BI Publisher Report. You will need to run the report from the Query Report Viewer as shown above.

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ACCOUNTS RECEIVABLE

There are no new processes nor functionalities in Accounts Receivables for the Financial 9.2 Upgrade.

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ASSET MANAGEMENT

There are no new processes nor functionalities in Asset Management for the Financial 9.2 Upgrade.

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COMMITMENT CONTROL

There are no new processes nor functionalities in Commitment Control for the Financial 9.2 Upgrade. There has been a layout change of the Budget Details search criteria page.

Budget Details

Navigation: Commitment Control > Review Budget Activity > Budget Details

• Financial 9.1 allowed all search criteria data to be entered on one page.

• Financial 9.2 Upgrade now has two search criteria pages. Page one requires Business Unit, Ledger Group, and Budget Period.

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• Click “Search”; and Page two appears where additional search criteria can be entered.

• Click “Search” for results.

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GENERAL LEDGER

Print Journal

The format of the Print Journal functionality has changed from Crystal to BI Publisher in 9.2. The layout of the new report will be slightly different from the Crystal layout.

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Spreadsheet Journal Import

An enhanced Spreadsheet Journal Import gives users a new look and feel as well as two new features. With the new spreadsheet, you can elect to have the system run the journal edit process after the journal is imported.

The new spreadsheet also gives the ability to automatically submit journals for approval upon import, but this feature is not applicable because Teamworks journals don’t utilize this approval process.

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Journal Entry

The journal entry page now displays the user and timestamp of when a journal was entered and updated.

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PROJECT COSTING

There are no new processes nor functionalities in Project Costing for the Financial 9.2 Upgrade.

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PURCHASING

PO Distribution Worksheet

Users now have the ability to split a distribution line on a Purchase Order and associate the requisition information to the newly split distribution line. This new functionality is the PO Distribution Worksheet located on the ‘Req Detail’ tab on the Distributions for Schedule page.

• The new PO distribution line(s) will now be linked to the sourced requisition. • The quantity/amount entered on the new PO distribution line will be liquidated against

the sourced requisition. • Eliminates the need to finalize the PO distribution line since the new PO distribution

line(s) are now linked to the sourced requisition. • The associated requisition will not be available for sourcing again.

Navigation: Purchasing > Purchase Orders > Add/Update POs

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