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Accounts Payable - AP Job Aids

 

Job Aid Job Aid Description Job Aid # Posted / Updated

AP Reports within the FI$Cal System 2.0

AP Report ID Matrix FI$Cal.080 12/27/2017
Provides instructions for voiding an Office Revolving Fund (ORF) check or placing a stop payment on an ORF check.
FI$Cal.058
03/26/2018
Clearing Credit / Negative Amount P-Card Vouchers 1.0 Provides instructions on how to clear credit/negative amount P-Card Vouchers. FI$Cal.332 03/02/2017

Close the Balance on a Prepaid Voucher for a Travel Advance 4.0

Provides step-by-step instructions on how to close an outstanding balance on a Prepaid Voucher for a travel advance when an employee issues payment to the department. FI$Cal.088 03/26/2018

Correcting Voucher Build Errors 2.0

Provides instructions on how to correct Voucher Build Errors. FI$Cal.226 09/20/2016

Create a Buy Back Voucher for Dishonored Checks 4.0

Provides Department AP Processors with instructions on how to create a Regular Voucher for dishonored checks. FI$Cal.286 03/09/2018

Create a Departmental Pay Cycle and Cancel a Payment 4.0

Provides instructions on how to run the Pay Cycle process and cancel a payment. FI$Cal.032 02/28/2018

Create a PO Voucher 4.0

Provides Department AP Processors the instructions for how to create a voucher when copying from a PO Receipt. FI$Cal.061 02/15/2018
Create a Prepaid Voucher for a P-Card Supplier - US Bank 1.0 Provides Department AP Processor instructions on how to create prepaid ORF voucher to pay US Bank in FI$Cal. FI$Cal.360 11/15/2017

Create a Regular Voucher for Itemized Phone Bills 3.0

Provides Department AP Processors with instructions on how to create a Regular Voucher for itemized phone bills. FI$Cal.118 03/26/2018

Create a Regular Voucher for Refunds 3.0

Provides Departmental AP Processors with instructions on how to create a Regular Voucher for the payment of a refund. FI$Cal.057 03/26/2018

Create a Speed Chart 3.0

Provides the instructions for Department AP Maintainers to create SpeedCharts and for Department AP Processors to use the SpeedCharts and import multiple ChartField combinations into voucher distribution lines. FI$Cal.114 03/26/2018

Create a Transit Subsidy Voucher Job Aid 3.0

Provides the detailed process for creating a Transit Subsidy Voucher using a Prepaid Voucher with a Cash Type of Office Revolving Fund. FI$Cal.091 02/15/2018

Create an Employee Salary Advance 4.0

Provides the instructions for creating a Salary Advance in FI$Cal. FI$Cal.029 03/26/2018

Create an Employee Supplier 4.0

Provides the detailed process of how to create an employee supplier. FI$Cal.012 03/06/2017

REVISED Create an Encumbrance Only Purchase Order 7.0

Provides the Accounting Office instructions on how to create an Encumbrance Only Purchase Order (PO) to encumber funds for a non-procurement related transaction and how to process its voucher. FI$Cal.263 06/05/2018

Create Backup Withholding Vouchers 2.0

Process for paying a vendor that does not supply the required Payee Data Record (STD. 204). FI$Cal.016 11/10/2016

Create Manual Payment for Electronic Claims 6.0

Provides the instructions for Creating a Manual Payment for SCO Issued Warrants resultant from the SCO Electronic Claim schedule process. FI$Cal.089 02/28/2018

Create Manual Payment for Paper Claims 6.0

Provides the instructions for Creating a Manual Payment for State Controller's Office (SCO)-Issued Warrants resulting from the SCO Claim Schedule process. FI$Cal.090 02/15/2018

Create Single Payment Voucher 3.0

Department AP Processor can use to generate a Single Payment Voucher for one-time refund payment, tax refunds, and confidential non-reportable payments. FI$Cal.063 03/26/2018

Create Voucher for a Reportable Payment 3.0

Provides Departmental AP Processors with instructions on how to create a payment that will be 1099 reportable. FI$Cal.031 03/26/2018
NEW Entering a Property Lease into FI$Cal for Payments 1.0 Provides Departments the instructions for entering their property leases (property lease agreements made with non-government entities), Capital or Operating into FI$Cal. Due to the SAM requirement (8342.3) to encumber the funds, property lease payments are to be entered in the Purchasing module. FI$Cal.378 06/01/2018

Finalize the PO Lines While Creating Final Voucher 3.0

Provides instructions for creating a Regular Voucher for a final invoice and closing a Purchase Order. FI$Cal.241 02/15/2018

REVISED Inserting FI$Cal Chartfield Values into CalATERS 3.0

Provides instructions for:
1. Guide CalATERS users on how to include FI$Cal Service Location Chartfield value when applying Specialized Account Coding to a CalATERS expense claim.
2. Guide Department AP Maintainers on how to create SpeedCharts for use with CalATERS transactions.
3. Guide CalATERS users on how to insert SpeedCharts to a CalATERS expense claim.
FI$Cal.356 05/14/2018

REVISED Issuing Corrected/New 1099 3.0

Provides the instructions for making adjustments to 1099 amounts in FI$Cal, then notify Vendor Management Group (VMG) to ensure the accuracy of the file submitted to IRS/FTB and the printed 1099(s) to the suppliers. FI$Cal.238 05/24/2018

Journal Voucher Spreadsheet Upload Job Aid 5.0

Journal Upload Spreadsheet 3.0

Provides Department AP Processors with the instructions to download the template, set up the Journal Voucher spreadsheet and upload the spreadsheet in FI$Cal. FI$Cal.337 03/05/2018

Manually Create Catch-up Transactions 5.0

Provides the instructions for Creating Manual Payments which will create a voucher and record the payment issued via a State Controller’s Warrant or Office Revolving Fund Check. FI$Cal.270 02/15/2018
Multiple Business Units Sharing a Revolving Fund Account 1.0 Provides the AP Processor and GL Processor a guide to create advances and replenishments from the primary business unit then move the expenditures to the 2nd Business Unit, re-classifying the entries in GL to reduce the expenditures from from one BU and increase the expenditures to the appropriate BU. FI$Cal.289 09/08/2016

P-Card Transaction Invoices Verification Process 2.0

Provides users with the instructions for verifying the attached invoices on the reconciled P-Card transactions before approving the P-Card voucher(s). FI$Cal.212 10/19/2016
NEW Petty Cash Funds Entry in FI$Cal 1.0 Provides instructions to establish, replenish/reimburse and close office Cash Purchase (Petty Cash) Funds. FI$Cal.361 06/07/2018

REVISED Process and Review CalATERS Transactions - Accounts Payable 4.0

Provides an overview of California Automated Travel Expense Reimbursement System (CalATERS) processing and instructions for reviewing vouchers created for CalATERS Travel Advances and Expenditures as well as correction of common errors on the vouchers. FI$Cal.030 05/17/2018

Processing Credit Memo for Vouchers 1.0

Provides instructions on how to process a supplier credit memo on vouchers.

FI$Cal.369

01/19/2018

Processing Late Payments Interest Penalty Vouchers 3.0

Provides instruction to the Department AP Processor on how to process a late payment interest penalty voucher in FI$Cal. FI$Cal.013 03/27/2018

Purchase Order (PO) to Accounts Payable (AP) to Asset Management (AM) for Capital Asset 2.0

Provides users with instructions needed to:

• Set up a PO for a Capitalized Asset
• Follow through with the voucher (payment) in AP
• Show the asset integrated to the AM module

FI$Cal.246 04/10/2018

Reconciling Office Revolving Funds 2.0

Provides Departmental Accountants the instructions for reconciling Office Revolving Funds (ORFs). FI$Cal.151 05/16/2017

Recording a Salary Advance Manual Payment on a Voucher 3.0

Provides AP Processor with instructions on how to record a payment made outside of FI$Cal to a voucher in FI$Cal. (i.e. a Departmental check was hand-typed). FI$Cal.288 02/15/2018
Refund Processing 1.0 Spreadsheet providing detail information for Refund Processing. FI$Cal.022 08/01/2014

Schedule Multiple Payments For a Single Voucher Over $99,999,999.99 3.0

Provides Departmental Pay Cycle Processors the instructions for scheduling multiple payments for a single voucher over $99,999,999.99. FI$Cal.062 03/26/2018

Updating CalATERS Prepaid Vouchers with Manual Payment Data 3.0

Provides the instructions for Creating Manual Payments which will record the payment issued via an ORF Check. FI$Cal.281 02/15/2018
Vendor Management Desk Manual 5.0 Provides details on the FI$Cal vendor record procedures for DVPs and CVPs. FI$Cal.191 07/17/2017

Voucher Spreadsheet Upload 4.0

Provides the instructions for preparing a spreadsheet to upload and build vouchers in FI$Cal. FI$Cal.056 03/09/2018