APPENDIX E: Supporting Document (1)

Transcription

1 APPENDIX E: Supporting Document (1) MD050 Functional Design Disbursement Voucher Version: Prepared by: 1 of 10

2 Document History Revision Date Editor(s) Additions / Modifications Document Approval Version # Date Approved Signature Approver Name Title/Role & Functional Area Case3-MD050-RFC01854-Disbursement Voucher.docx 2 of 10

3 Table of Contents 1 Overview Background and Business Requirement Functional Specifications Design Approach Design Assumptions and constraints Current Versus Proposed Reporting Solution Report Usage Report Criteria Report Parameters Report Format Report Layout Additional Notes Issues & Resolution Case3-MD050-RFC01854-Disbursement Voucher.docx 3 of 10

4 1 Overview 1.1 Background and Business Requirement The Disbursement Voucher is one of the custom payment formats required to support both the internal approval and the auditing process in the Field. This payment format will be generated and and printout by the system at the and of the formatting step of the Payment Process (as represented in the flow chart below). Field Check Payment ToBe Process Flow Deliverable: Process: Payables Management Field Check Payment To Be Process- Draft AP Invoice Mgmt Field Office Admin Unit Submit Payment Process Request* 1 Review List of selected Invoices** 2 Submit payment request for formatting 3 Automatic printing of Disbursement Vouchers Disb. Disb. Disb. Voucher Voucher Voucher Prepare Checks Check numbers matching? NO Align check numbers*** and re-print vouchers Disb. Voucher Disb. Voucher Disb. Voucher 6a Record print status / confirm payment 8 YES 7 FAOR Disbursement Vouchers / Checks Signoff * Using templates it is possible to select invoices based on various criteria (e.g. supplier, currency, payment method, paygroup, etc.). If needed, payment process requests can also be scheduled to be run in the background. ** At this stage it is still possible to remove payment requests (invoices) from the Payment Process Request (Payment Batch). *** If the Oracle check number does not match the physical check number, the user has to manually align the numbering before confirming the payment. The check number is a key value in the reconciliation process. Case3-MD050-RFC01854-Disbursement Voucher.docx 4 of 10

5 1.2 Functional Specifications Functional Specifications Overview Reference ID * Type of Functional Specification * (check all that are applicable) Report (Payment Format) Proposal for Changes (include additional information not specified in user requirements) Proposal for New Features (include additional information not specified in user requirements) User Procedures * (include additional information not specified in user requirements) Data Additions and/or Modifications Once submitted a new payment process request, the user will be asked to review the invoice selection (according to the selected template). After the invoice review, the User will submit the payment request for formatting and the system (basing on the payment process profile s setup), will automatically generate and print out the disbursement voucher/s (one for each payee/supplier). Low Bandwidth Solution * Indicate whether the functionality is to be used from remote location: Yes No Prerequisites/ Dependencies Glossary Acronym Abbreviations Case3-MD050-RFC01854-Disbursement Voucher.docx 5 of 10

6 Definitions Design Approach 1.3 Design Assumptions and constraints The Disbursement Voucher is a document containing one or more pages depending on the number of payees/invoices, selected in the payment process request. The approval sections have to be printed only at the bottom of the last page for each payee. A page break has to be inserted when the Payee changes. 1.4 Current Versus Proposed See flow chart at Par Reporting Solution Report Usage Mode Frequency Performance Automatic (payment format) Daily Roles / Responsibilities / Recipients Security Restrictions Related objects Case3-MD050-RFC01854-Disbursement Voucher.docx 6 of 10

7 2.1.2 Report Criteria Selection Criteria (Constraints) All the invoices selected and submitted for formatting in the Payment Process Request Calculations/ Exceptions Report Parameters Parameter Required Type Default Options / Validation Report Format PDF See for the Report Layout Report Medium Sort Sequence Breaks Totals On Screen, Exportable and Printable Same sequence of the Payment Process Request Every time the Payee changes Report Layout There are four different layouts (see attached word docs), depending on the payment method and if the paying Office is a Regional Office or a FAO Representative Office (FAOR). Case3-MD050-RFC01854-Disbursement Voucher.docx 7 of 10

8 Layout 1: FAOR Check Payments Layout= if Payment Method = Check Check Payments Layout Layout 2: FAOR Other Payements Layout= if Payment Method Check Other Payments Layout.doc Layout 3: Regional Office Check Payments Layout= if Payment Method = Check RO Disbursement Voucher Check Payme Layout 4: Regional Office FAOR Other Payements Layout= if Payment Method Check RO Disbursement Voucher Other Payme Please refer to the table below for the list of Data Elements. Case3-MD050-RFC01854-Disbursement Voucher.docx 8 of 10

9 Data Elements Data ID Data Source / Rule Comment 1 Operating Unit 2 User Name 3 User Responsibility 4 Payment Process Request Name 5 Payee Number / Name 6 Payment Method 7 Paper document number 8 Payment Date 9 Payment `Process Request Total Amount + Currency 10 Payment Currency 11 Invoice Number 12 Invoice Header Description 13 Invoice Total Amount The full Invoice Header Description has to be printed Footer Page 1/n For each payee on or more pages depending on the number of invoices. The approval sections have to printed only on the last page for each payee Additional Notes Case3-MD050-RFC01854-Disbursement Voucher.docx 9 of 10

10 3 Issues & Resolution The following is the issue resolution history Issue Ref No Issue Date Issue Responsibility Resolution Status/Closed Date 10 of 10