FM02 Issue-Reconcile Checks User Guide - 06272011centerforchildwelfare.fmhi.usf.edu/kb/FSFN/User... · 14. Select the Search hyperlink by the Payee name. 15. Search the desired Payee.

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FLORIDA SAFE FAMILIES NETWORK - FSFN PAGE 2 OF 12 ISSUE-RECONCILE CHECKS – USER GUIDE JUNE 27, 2011

ISSUE/RECONCILE CHECKS – USER GUIDE FUNCTIONALITY ADDRESSED: This guide outlines the steps to perform key tasks related to documenting Invoices with in FSFN and generating a Check

Write Extract so that each Fiscal Agency can Issue Checks from their own Accounting Systems.

LEARNING OBJECTIVES: Upon completion of this course, the student will demonstrate the ability to:

Update Invoice Batch Numbers that will be used in the Create Pending Invoice Batch as well as to Release the invoices to the Check Write File Extract.

Review Invoice Generated by FSFN on the Review Pending Invoices Page Release the pending invoices when they are ready for them to be included in the Check Write File Extract Update Check Numbers Change the Invoice Disposition based on activity outside of the system Create a Manual Check within FSFN that has already been issued outside of the system.

PAGE DO THIS… EXPLAIN…


FINANCIAL WORK PAGE - UTILITIES DROP DOWN

MAINTAIN INVOICE BATCH NUMBER SELECTION PAGE

1. Select the Financial Work icon form the banner bar

2. From the Financial Work page, click the Utilities dropdown.

3. Select Maintain Invoice Batch Number, then click Continue. The Maintain Invoice Batch Number Selection page displays.

4. From the Maintain Invoice Batch

Number Selection group box select appropriate Fiscal Year.

5. From the Agency dropdown, select appropriate Fiscal Agency (if it has not defaulted).

6. Click Continue. Maintain Invoice Batch Numbers page displays.

7. Complete the required fields: (From, To, and Current)

8. Click Save.

The numbers entered will be stored and the system will check to see if they overlap



MAINTAIN INVOICE BATCH NUMBERS PAGE

FINANCIAL WORK PAGE - INVOICE/CHECK DROP DOWN

another year’s values. The From and To numbers must be unique between Fiscal years within the fiscal agency.

9. Click Close. Desktop displays

10. From the Financial Work page,

click the Invoice/Check dropdown.

11. Select Review Pending Invoice. 12. Click Continue. 13. The Review Pending Invoice

page displays.



Review Pending Invoice

Search

14. Select the Search hyperlink by

the Payee name. 15. Search the desired Payee.

Results are returned 16. Expand the Payee to the Invoice

level. 17. Select the radio button next to

desired Invoice 18. Click Continue. The user is

returned to Review Pending Invoice page. All Invoice information is

returned to the Review Pending Invoice page

19. Change the Invoice Status in the Invoice Information group box to Cancel – Do Not Pay All the status fields in the

Payment and Overpayment Adjustment group boxes will be set to the same value.

20. Change Invoice Status to Reschedule All the status fields in the

Payment and Overpayment Adjustment group boxes will be set to the same value.

21. The Reschedule Date is enabled.

22. Change the Invoice Status to OK 23. Change one of the Payment

rows to Reschedule in the Payment Status dropdown. . The invoice amount will no

longer include this payment The Reschedule date in the

header is enabled. 24. Enter a Reschedule Date 25. Click Save.

The payment row will no longer be available in the group box.




INVOICE BATCH RELEASE PAGE

26. Review the Invoice 27. Click Close. Desktop displays.

28. From the Financial Work page,

click Invoice/Check dropdown. 29. Select Invoice Batch Release. 30. Click Continue. The Invoice

Batch Release page displays. 31. Select your Fiscal Agency from

the Fiscal Agency drop down. 32. Select the From and To Dates to

retrieve the invoice batches. 33. Click Search 34. The Invoice Batch Release page

is populated with invoices (both Pending and Released) that fall into the entered date range

35. The user can designate an invoice batch to be released to be picked up in the next run of the check write process.

36. Select the Release check box that corresponds to the invoice batch to be released.

37. Click Save




CHECK NUMBER RECORDING PAGE

38. From the Financial Work page, click Invoice/Check dropdown.

39. Select Check Number Recording.

40. Click Continue. Check Number Recording page displays.

41. From the Search Criteria group box, user must enter either a valid Invoice Batch Number or Payee ID.

42. From the Agency dropdown, select appropriate Agency.

43. Click Search. The results are returned to the

Results group box Note: Search is available

both by the Payee ID and the Invoice Batch Number and will retrieve only those rows with the same Agency ID as the select agency from the Agency dropdown. This will select all checks that do not have a check number and date that Invoice Batch Number and Payee ID

44. From the Financial Work page, click Invoice/Check dropdown.

45. Select Invoice Disposition. 46. Click Continue. Invoice

Disposition page displays. 47. From Invoice Information group

box, enter an Invoice Number. 48. Click the Search button and

results are returned Note:

If the user does not know the Invoice Number they can use



INVOICE DISPOSITION PAGE

Search

the Search hyperlink to search for an Invoice through the Provider Search

Click Search hyperlink, Search page displays.

o Enter the Provider information and Search and return

o Expand the desired Provider to the Invoice level

o Radio buttons will be enabled next the Invoices that are not in ‘Pending’ status.

o Select Desired Invoice and Click Continue

49. User is returned to Invoice Disposition page with the invoice information.

50. Expand the Invoice Details expando. User is able to review the

Payment and Overpayment Adjustments that are included in the invoice

Change New Disposition to Cleared.

If the Check Number and Check Date have not been entered they are now required.

The Disposition Reason, Disposition Notes and Cleared Date are enabled

If Void – Reschedule is selected as the new disposition the Reschedule Date would be enabled instead of the Cleared date.

51. Click Save, then Close.



INVOICE DISPOSITION PAGE - INVOICE DETAILS EXPANDED

Search Results



INVOICE DISPOSITION PAGE PAYMENT LINES AND OVER PAYMENT ADJUSTMENT LINES

MANUAL CHECKS PAGE

52. From the Create Financial Work page, click Invoice/Check dropdown.

53. Select Manual Checks. 54. Click Continue. Manual Checks

page displays.

55. Select the Agency 56. If known, the Fiscal Worker can

enter Payee ID enter the ID 57. Click Search.

OR 50. Select the Search Hyperlink 51. Enter Payee information and

Search. 52. Results returned 53. Select the desired Payee radio

button 54. Click Continue 55. Results are returned to the

Manual Checks page 56. Enter the Check Number and

Check Date of the check issues outside of the system

57. Select the Include checkbox next to payment and overpayment adjustment lines that are included on the check.

58. Click Save. The page is now frozen

59. Click Close – receive error message “Before the page is closed, launch and print the Invoice – 188. You will not have another opportunity to complete this task after the page is closed. Do you wish continue closing the page?” and decide not to continue to close.

60. From the Options dropdown, select Invoice-188 template.

61. Click Go. The Invoice -188 template launches as a WORD



document. 62. Print the Invoice -188 for your

files. Close and Return to the Manual Checks page and Close page.



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FM02 Issue-Reconcile Checks User Guide - 06272011centerforchildwelfare.fmhi.usf.edu/kb/FSFN/User... · 14. Select the Search hyperlink by the Payee name. 15. Search the desired Payee.

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