Cardinal Project General Use Guidelines

1. Cardinal Project
Commonwealth of Virginia
Wave 1 Change Network Meeting #6
October 22, 2014

2. 2
Agenda
Project Update
9:00am - 9:50am
Project Leadership Discussion
Cardinal System Reminders 9:50am - 10:30am
Break 10:30am - 10:40am
CARS Reconciliation and Month End 10:40am - 11:10am
Payment Cash Checking 11:10am – 11:30am
Resources 11:30am - 11:45am
Reminders and Meeting Wrap Up 11:45am – 12:00pm

3. 3
Project Timeline
Go-Live Dates: Wave 1 – October 2014, Wave 2 – February 2016
We are here

4. Project Leadership
Discussion
4

5. 5
THANK YOU!

6. Cardinal System
Reminders
6

7. System Reminders
• Online Accounts Receivable Process
• Workflow Reassignment
• Employee Expenses
• Security Tips
• Voucher Tips
• Other Helpful Tips
• Monitoring Pending Transactions
• Updated Training Materials and Job Aids 7

8. Online Accounts Receivable
Process: Modifying Entries
8
Budget
Check
General
Ledger
CARS
Create
Deposit
Create
Accounting
Entries and
Mark them
Complete
Enter Deposit
Certificate #’s
and Tie Them
to Deposits
Approve
Deposit
Processor Approver
Problem: Once a deposit has been successfully budget checked, you cannot change the deposit
or the accounting entry
• Budget checking occurs once a deposit is marked complete:
• When the user manually runs the budget check OR
• Each night during the batch process
Solution:
• Have the Approver run the Budget Check instead of the Processor AND
• Be sure to run Budget Check on the same day the deposit is marked complete
• If you cannot run the Budget Check on the same day the deposit is marked complete,
uncheck the “Complete” button so it is not Budget Checked overnight

9. Online Accounts Receivable Process:
Modifying Entries (Continued)
9
Transaction Not Approved Transaction Approved
1) Error Involves the Bank Code or Amount 1) Error Involves the Bank Code or Amount
Complete the process in the AR module (Enter and
tie Deposit Certificate, Approve Deposit, send to
General Ledger)
Create a reversing Deposit/Accounting Entry, and
complete the process
Create a reversing Deposit/Accounting Entry, and
complete the process
Mark both the erroneous Deposit/Accounting Entry
and the reversing Deposit/Accounting Entry “Do Not
Send to CARS”
Process the correct Deposit/Accounting Entry Process the correct Deposit/Accounting Entry
2) Error Involves any other ChartFields 2) Error Involves any other ChartFields
Complete the process in the AR module (Enter and
tie Deposit Certificate, Approve Deposit, send to
General Ledger)
Create a correcting journal entry in the General
Ledger
Create a correcting journal entry in the General
Ledger
SW AR326: Correcting Deposits and Accounting Entries Job Aid is being developed

10. • Accounting Date is typically the date you create the Deposit in Cardinal. It determines the
accounting period in which the deposit posts to the General Ledger.
• Received Date is the date the funds were received by the agency
• Entered Date is the date the Deposit ID is created in Cardinal
Online Accounts Receivable
Process: Clarification of Dates
10

11. Online Accounts Receivable
Process: Entered On Date
11
• Entered On Date is
the date the funds are
deposited in the bank
• This date drives the
batch date that goes
to CARS and is used
by Treasury

12. Problem: Agencies are accepting the default
value for Deposit Type
• This value is key to Treasury for bank
reconciliations and accurate reporting
Solution: Click the magnifying glass icon and
choose the correct Deposit Type from the search
results 12
Online Accounts Receivable
Process: Deposit Types

13. Online Accounts Receivable Process:
Deposit ID, Payment ID and Deposit
Certificate Number
13
Problem: There is confusion
regarding three identification
numbers
Solution:
• Deposit ID is generated by
Cardinal when the deposit is
entered and saved
• Payment ID is the payee’s
check number or other identifier
• Deposit Control Ticket
Number is taken from the bank
deposit slip and is used by
Treasury for reconciliation

14. Workflow Reassignment
• In Cardinal, workflow routes vouchers, expenses and GL journals for approval
based on business rules
• There are three scenarios where these items may need to be reassigned from one
approver to another by a user with the Workflow Administrator role:
• Approver is out unexpectedly and items need to be reassigned to another approver (non-
pooled worklists only)
• Approver plans to be out for an extended period of time and items need to be routed during
this time (non-pooled worklists only)
• In rare cases, if no approver is found that meets the business rules for the transaction, they
route for reassignment
• Workflow Administrators can reassign items using the Cardinal Workflow
Reassignment page (newly developed page)
• Transactions can be reassigned to an alternate user that is assigned to the
business unit of the transaction and who has approval role(s) for the transaction
• Please reference the new Job Aid SW NAV210: Workflow Reassignment
14

15. Employee Expenses
Problem:
• Employee profiles are being created but the employees are not being assigned a
proxy
• Without a proxy you cannot enter expense transactions for that employee in the
system
Solution:
• An employee profile must be created for the employee by someone with the
Employee Profile Maintenance role AND
• A proxy (or proxies) must be assigned to the employee by someone with the
Expense Processor role so that expense transactions can be created for that
employee
15

16. Security Tips
• Prior to submitting a Cardinal Security Form for an employee, an employee
profile must be created for the employee by someone with the Employee Profile
Maintenance role
• A complete Cardinal Security Form should be scanned in a separate (.pdf) file
for each user versus one file for multiple users
• All communications and requests should come from the Cardinal Security
Officers
• The Cardinal Security Officers should be the first point of contact for the end
user concerning security issues
• Out of Scope Agencies will need to submit a Cardinal Security Form and a VIM
Request for new users (instructions are under development and will be sent to
Cardinal Security Officers)
16

17. Voucher Tips
• Budget Pre-Check (Provisional) is not actually budget checking the
transaction, it provides only a spot check of the budget
• AP budget checking runs every 2 hours from 8AM to 4PM. Vouchers do not
route to a worklist for approval until they pass budget check.
• If a ChartField distribution is modified on a voucher, the voucher must go
through budget check again and then be routed for approval again
• Vouchers route to a pooled approval worklist. Once a voucher has had
action taken it will be removed from the pooled worklist.
• If you make an error while entering a voucher, you do not have to delete the
voucher and start over. You can edit or unpost the voucher until it is selected
for payment or paid (see SW AP312: Unposting, Deleting and Closing a
Voucher Job Aid).
• A denied voucher can be changed and reprocessed
17

18. Other Helpful Tips
Expenses and GL Journals
• A transaction must be submitted before it can be processed further. Saving a
transaction does not move the transaction to the next step.
Travel Authorizations (Expenses)
• Travel authorizations must be entered and processed through all approvals prior to
the first travel date on the authorization
Spreadsheet Journal
• Do not use special characters (e.g. &, !, %) in the Description and Reference fields,
they will stop the upload
Project ChartFields
• When using the Project ChartField you must first enter the Project Costing Business
Unit
18

19. Monitoring Pending Transactions
Pending Transactions
• Pending transactions should be monitored on a continuous basis. These
transactions include: Vouchers, Expenses (including Travel Authorizations and Cash
Advances), AR Deposits and GL Journals
• Report VGLR620B covers all modules (Reports transactions that have a pending
status)
• The following queries are available for specific modules
• Vouchers
• V_AP_VCHRS_DND_NOT_DLTD (Lists vouchers that have been denied but not
deleted)
• V_AP_VCHR_ERROR (Lists vouchers with budget check errors)
• V_AP_VCHRS_NOT_POSTED_TO_AP (Lists all vouchers not posted to AP)
• Expenses
• V_AP_EXPENSES_IN_PROCESS (Lists all expenses created that have not yet
been paid)
19

20. Monitoring Pending Transactions –
Continued
• Queries/Inquiries available for specific modules (continued)
• AR Deposits
• V_AR_DC_NOT_SEND_TO_CARS (Lists deposits not sent to CARS)
• V_AR_DEPOSITS_NOT_APPROVED (Lists deposits that have not yet been
approved)
• V_AR_DEP_NOT_POSTED_TO_GL (Listed deposits not posted to the General
Ledger)
• V_AR_POSTED_DEPOSITS (Posted Deposit Extract Query)
• GL Journals
• Journal Inquiry: Main Menu > General Ledger > Journals > Journal Entry >
Create/Update Journal Entries
• Budget Journal Inquiry: Main Menu > Commitment Control > Budget Journals >
Enter Budget Journals
20

21. Updated Training Materials and Job
Aids
Accounts Payable
• SW AP312: Voucher Processing (Updated pay terms instructions)
• SW AP315: Expenses Tips (New Job Aid)*
• SW AP316: Creating and Updating an Employee Profile (Renamed and Updated Job Aid)*
• SW AP316: Employee Expense Administration (Updated to clarify proxy instructions)*
Accounts Receivable
• SW AR326: Accounts Receivable – Funds Receipts (Updated correcting deposits instructions)*
• SW AR326: Correcting Deposits and Accounting Entries (New Job Aid)*
General Ledger
• SW GL332: Extract GL Journals – CARS Interface (New Job Aid)
• SW GL332: GL Journals – Posting CARS Activity (New Job Aid)
• SW GL332: Combination Edit Review Tools (New Job Aid)
Navigation
• SW NAV220: Reports Catalogue (Updated screenshots and instructions)
• SW NAV210: Workflow Reassignment (New Job Aid)*
*Indicates items not yet published on the Cardinal Website 21

22. 22
Minutes
Break
Please Return in

23. Recent and Upcoming
Communications
• Payments to Bank of America (Sent 10/03)
• FAACS Programs (Sent 10/15)
• Prompt Pay Report (To be sent in Mid-October)
• 1099 Reportable Payments – 1099 Conversion (To be sent early
November)
23

24. CARS Reconciliation
and Month End
24

25. 25
Cardinal Reconciliation Model
(Wave 1 Online Agencies)
WAVE 1 Online Agencies are required to reconcile the two systems (Cardinal and
CARS) until CARS is retired.
Cardinal
Cardinal is the primary point of
entry and approval for agency
accounting transactions starting
October 2014.
Until CARS is retired (end of Fiscal Year 2016),
Central Journal Processing (e.g. Parking, etc.)
will be initiated in CARS (Cardinal agencies will
need to manually replicate these entries in
Cardinal as applicable). Cardinal agencies may
also need to book adjusting entries in CARS on
occasion to keep the two systems in sync.
Existing automated interfaces feed
Cardinal transactions to CARS
Existing automated interface feed CARS history
transactions to Cardinal, where they are used
ONLY for analysis purposes to assist in the
reconciliation process (these transactions are
not processed in Cardinal as accounting entries)
CARS

26. 26
Cardinal Reconciliation Model
(Wave 1 Interfacing Agencies)
Cardinal
Agency systems are the
primary point of entry and
approval for agency
accounting transactions. *
Until CARS is retired (end of Fiscal Year
2016), Central Journal Processing (e.g.
Parking, etc.) will be initiated in CARS
(Cardinal agencies will need to manually
replicate these entries in Cardinal and the
agency system as applicable). Interfacing
agencies may also need to book adjusting
entries in CARS on occasion to keep
systems in sync.
WAVE 1 Interfacing Agencies are required to reconcile the three systems (Agency System, Cardinal
and CARS) until CARS is retired.
CARS
Agency
Financial
System
Interfacing agencies
may need to book
adjusting entries in
Cardinal on occasion to
keep systems in sync.
1 2
4 3
1. New automated interfaces feed agency transactions to Cardinal.*
2. Existing automated interfaces feed Cardinal transactions to CARS (voucher payment detail will NOT go to CARS)
3. Existing automated interfaces feed CARS history transactions to Cardinal, where they are to be used ONLY for analysis
purposes to assist in the reconciliation process (these transactions will not be processed in Cardinal as accounting entries) .
4. New automated interfaces feed Cardinal history transactions to Agency system.
* Agency interacts with Cardinal in the same manner as they did with CARS. Not all agencies interface every transaction type. If
you entered a transaction type directly into CARS, these will continue to be entered directly into Cardinal.

27. Monthly Reconciliation Procedure
1. Review Cardinal and CARS reports for discrepancies
• Transactions entered into one system but not the other
• FAACS entries (GL Job Aid SW GL332: Crosswalk from FAACS Transaction Codes to Cardinal
Accounts)
• Central Journal Processing entries including: DGS parking, Automated Health Care Recon,
Automated VRS Recon, Monthly Debt Setoff, Monthly Tax Contributions, and DOA Journal Entries (GL
Job Aid SW GL332: GL Journals – Posting CARS Activities)
2. Enter Journal Entries as necessary
• CARS Only
• Cardinal Only
3. Repeat Steps 1 & 2, as necessary
4. Complete the monthly Confirmation of Agency Reconciliation and submit to DOA via the DOA website
5. Please reference Job Aid SW GL332: Reconciling Cardinal to CARS
27
Cardinal Reports Cardinal Queries CARS Reports
CARS – Cardinal Reconciliation CARS – Interface Report – Detail Query ACTR0401
Other Agency Transactions Report CARS History Transactions Query ACTR0402 B1
Cardinal Trial Balance CARS Do Not Send List Query
GL CARS Recon for Accounting Period Query
GL CARS Recon for Posted Date Query

28. FY 2015 Month End Calendar
28
Period Period Open Date
Pre-Period Close
Date*
Period Close Date**
October, 2014 09/26/2014 11/06/2014 11/07/2014
November, 2014 10/29/2014 12/05/2014 12/08/2014
December, 2014 11/24/2014 01/06/2015 01/07/2015
January, 2015 12/29/2014 02/06/2015 02/09/2015
February, 2015 01/28/2015 03/06/2015 03/09/2015
March, 2015 02/25/2015 04/07/2015 04/08/2015
April, 2015 03/27/2015 05/07/2015 05/08/2015
May, 2015 04/28/2015 06/05/2015 06/08/2015
June, 2015 05/27/2015 07/03/2015 07/04/2015***
Important Cut-off Times:
6:00 p.m. File transfers must be complete to be included in that night's edit
6:30 p.m. On-line data entry must be complete
* The Pre-Period Close Date is the date entries must be posted in Cardinal in order to
interface to CARS for the period being closed
** Only “Do Not Send to CARS” entries should be posted in Cardinal on the Period Close Date
All entries must be edited, budget checked and posted by 4pm
*** Estimated Date for Preliminary Close

29. Payment Cash Checking
29

30. Payment Cash Checking
• Anticipate process will be enabled in Cardinal beginning
November 1st
• Applies only to payment disbursements
• Accounts Payable Vouchers
• Employee Expense Reports
• Employee Cash Advances
• Evaluates payment requests against available balance in
Account 101010 by Business Unit and Fund combination to
ensure sufficient cash balance to support the disbursement
30

31. Payment Cash Checking Setup
• DOA has determined which Business Unit and Fund
combinations should be exempt from the payment cash
checking process and configured these in Cardinal
• DOA also determined system processing order in which
payment requests will be analyzed, which is primarily driven
by Transaction Type and Payment Method
31

32. Processing Order
32
First Level DOA has configured the Transaction Type Processing Order as (1) Vouchers, (2) Expenses, (3) Advances
Second Level
Third Level The system default order of Scheduled Due Date is utilized (no Transaction Level Priority has been configured)
Fourth Level The system default order of Transaction ID is utilized (no Transaction Level Priority has been configured)
Sorting Level
First Transaction Type
Voucher
Expense
Advance
Second Transaction Type Payment Method
Voucher ACH
EFT
GE (ePayables)
CHK
Third Transaction Type Payment Method Scheduled Due Date
Voucher ACH 7/1/2013
7/2/2013
Fourth Transaction Type Payment Method Scheduled Due Date Transaction ID
Voucher ACH 7/1/2013 00000007
7/2/2013 00000013
00000015
The sorting process illustrated above would be repeated for each additional Transaction Type.
DOA has configured the Payment Method Processing Order as (1) ACH, (2) EFT and (3) GE (ePayables) and (4) CHK for all
transaction types
32

33. Funds Set for Bypass
33
*Fund Description Bypass
Allll
BUs
List BUs
04100 Hwy Maintenance & Operating Fd Y All
07191 Cap Proj Rev Bds Constn Y Select 50100
07201 GARVEE - Construction Fund Y Select 50100
07581 Rt 58 - Construction Fund Y Select 50100
07601 NVTD - Construction Fund Y Select 50100
07822 Coleman Bridge - Revenue Fund Y Select 50100
07823 Colemanbrdge Maint Replace Fnd Y Select 50100
08111 9(B) Debt Service-Construction Y All
08150 9(D) Rev Bonds-Construction Y All
08170 VCBA 21St Century Y All
08171 VCBA 21St Century - Evms Y All
08200 VPBA Projects Y All
08201 VPBA Projects - NonState Y All
08210 VPBA Projects - Interest Y All
10040 Broadbnd Data&Devel Grnt- ARRA Y All
10520 Title I - Grants to LEAS- ARRA Y All
10600 Statewide Data Systems - ARRA Y All
10940 ARRA Hwy Planning & Constructn Y All
12010 State Energy Program - ARRA Y All
12400 Formula Grants Nonurban - ARRA Y All
12840 High-Speed Rail - ARRA Y All
13020 Build America Bonds Fund Y All
13021 Build America Bd Fd NVTD Y All
13022 Build America Bd FD CPR Y All

34. How Does it Work?
• Cardinal nightly batch starts around 6:30 p.m. and GL and
AR journals are processed and posted to the ledger first;
cash accounts are updated in the Actuals Ledger
• Updated cash accounts (101010 account only) for all
Business Unit and Fund combinations are calculated and
temporarily stored for “payment cash checking” processing
34

35. How Does it Work? (Continued)
• Vouchers ready for payment processing (based on payment
due dates), are selected first in the payment cash checking
process and are evaluated against the running cash balance
for each Business Unit and Fund combination to ensure
sufficient cash is available to cover the voucher payment
35

36. How Does it Work? (Continued)
• If the running cash balance is adequate to cover the voucher,
the voucher is marked as selected and sent for payment
• If the running cash balance is not adequate to cover the
voucher, it is marked as deselected and put back in the
queue for evaluation in the next night’s batch process
• All distribution lines on the transaction must pass the
payment cash check – if one line fails, the entire transaction
fails
36

37. How Does it Work? (Continued)
• Once all vouchers are evaluated, the same process
continues for employee Expense Reports, and then
employee Cash Advances
• Please take time to read the Cardinal Accounts Payable Job
Aid titled Payment Cash Checking Overview for more details
on the process
37

38. Monitoring Tools
• Tools are available to assist with monitoring the payment
cash checking process
• Pre-process monitoring in General Ledger
• Transactions Ready for Processing Report: Shows all
transactions that are approved and ready to be posted to
the Actuals Ledger with an impact to Account 101010
• Transactions in Pending Status Report: Shows all
transactions that are in a pending status with an impact to
Account 101010
38

39. Monitoring Tools (Continued)
• Post process monitoring in Accounts Payable
• V_AP_PYMNT_CASH_CHECK_RESULT Query: Returns
the payment cash checking processing results, in detail
and/or summary format, by processing date, General Ledger
(GL) business unit, and fund
• Payment Cash Checking Results Online Inquiry:
Provides the payment cash checking result details for a
business unit (agency)/fund combination, by processing date
• Review Results by Transaction Online Inquiry: Provides
the payment cash checking results for a particular
transaction
39

40. Payment Cash Checking Requests
• Requests can be submitted to DOA General Accounting
for the following:
• Payment Cash Checking Bypass Rule for Business
Unit/Fund combination that should not be subject to cash
checking
• Transaction Override to allow an individual transaction to
pass the Payment Cash Checking process when cash
balance is not sufficient
Proper justification must be provided with each request for
consideration by DOA General Accounting
40

41. For More Information….
• For more information on Payment Cash Checking, visit the Cardinal
Website at http://www.cardinalproject.virginia.gov/# after October
26, 2014 for:
• Payment Cash Checking Job Aids
• Payment Cash Checking Overview
• Payment Cash Checking Fund Level Processing Rules Updates
• Payment Cash Checking Updating Transaction Level Overrides
• Payment Cash Checking Reports
• Payment Cash Checking Forms
• Payment Cash Checking Fund Level Rule Request
• Payment Cash Checking Transaction Override Request
41

42. Resources
42

43. General Ledger Oversight (GLO)
Team
• Dedicated group within DOA General Accounting responsible for working
closely with agencies and Cardinal Post Production Support team
• Responsibilities include:
• Reviewing of the CIPPS Journal upload and working with agencies to ensure
errors are resolved
• Advising on Cardinal to CARS reconciliation issues such as assisting with
identifying reconciling items and the need for entries
• Performing frequent analysis to detect and resolve issues before period close
• Performing specific account level analysis for appropriate and accurate use
• Performing Cardinal sub-module reconciliations
• Interpreting CAPP Manual and updates
• Can be contacted at glo@doa.virginia.gov
43

44. Wave 1 Change Network SharePoint
Access
• Training materials were removed from Change Network (CN) SharePoint
October 10, 2014
• Wave 1 Change Network Member access to CN SharePoint will end on
October 31, 2014
• Wave 1 Agency files will be removed from CN SharePoint on October 31,
2014
• If you have anything on CN SharePoint that you need, be sure to
download prior to October 31, 2014
44

45. Upcoming Labs
45
User Labs
• User Labs will be held on 10/22 (Paragon Place) and 10/23 (DOA Monroe Tower)
• Walk ins are welcome on these dates. No appointment is necessary.
• Users should bring and input actual work. Users should also bring their User ID
and Password in order to sign into Cardinal.
• Labs cover all functional areas
• Labs are staffed by Cardinal training team, application team, and DOA General
Ledger Oversight group
• Additional User Labs will be available to help with reconciliation in November after
CARS closes
• A schedule will be sent out and posted to the Cardinal website in early November
Budget Labs
• Budget Labs will be held on 10/22, 10/23, 10/28, 10/29 and 10/30
• Users must register in order to attend a Budget Lab
• To register, email Cardinal.COA@doa.virginia.gov and put “Agency Task #94:
Attend Budget Journal Support Labs” in the subject line

46. Training New Users
Web Based Training (WBT)
• Available through COVKC
Instructor Led Training (ILT)
• Training materials are on the Cardinal Website and continue to be
updated
• We will offer one conduct of each course in January 2015
• Thereafter, courses will be offered on an “as needed” basis quarterly
• If an agency has a Cardinal trainer and wants to conduct an ILT for
agency users, please contact Cardinal Project
(ProjectCardinal@doa.virginia.gov) to coordinate usage of the Training
Environment and to be informed of any updated instructor materials
46

47. Meeting Wrap Up
47
Questions?