Manual - Accounts payable

  • 1,460 views
Uploaded on

 

More in: Technology
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
  • Hi ..please mail me the details amardeephazarika@gmail.com
    Are you sure you want to
    Your message goes here
    Be the first to like this
No Downloads

Views

Total Views
1,460
On Slideshare
0
From Embeds
0
Number of Embeds
0

Actions

Shares
Downloads
150
Comments
1
Likes
0

Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
    No notes for slide

Transcript

  • 1. PeopleSoft Accounts Payable DISTRICT WIDE APPLICATIONS PeopleSoft Accounts Payable PeopleSoft Training—Financials October 2003
  • 2. DWA Project PeopleSoft Accounts PayableTable of ContentsChapter 1—Vouchers ..................................................................................... 3 Introduction................................................................................................................................. 3 Terminology, Assumptions and Conventions ............................................................................. 8 Entering Control Groups............................................................................................................. 9 Demonstration – Enter Control Groups .................................................................................... 10 Entering Vouchers..................................................................................................................... 15 Deferred Processing .................................................................................................................. 15 Voucher Styles .......................................................................................................................... 15 Voucher Entry ........................................................................................................................... 16 Validation When Voucher is Saved .......................................................................................... 16 Non-Purchase Order Vouchers ................................................................................................. 17 Demonstration – Entering Non-Purchase Order Voucher......................................................... 18 Employee Expenses .................................................................................................................. 28 Demonstration – Entering Employee Pre-Paid Item ................................................................. 29 Purchase Order Vouchers – Option 1 – Copy PO..................................................................... 34 Demonstration – Purchase Order Vouchers – Copy PO ........................................................... 35 Purchase Order Vouchers—Option 2—Copy Worksheet Option............................................. 44 Demonstration—Purchase Order Voucher—Copy Worksheet................................................. 45 Adjustment Vouchers................................................................................................................ 55 Demonstration – Adjustment Voucher...................................................................................... 57 Withholding .............................................................................................................................. 61 Demonstration—Verifying Withholding .................................................................................. 61 Match/Approve Vouchers ......................................................................................................... 68 Demonstration—Matching........................................................................................................ 70 Budget Check Vouchers (Batch Process) ................................................................................. 77 Demonstration – Budget Check Batch Process......................................................................... 78 Budget Exception – Error Correction ....................................................................................... 80 Demonstration – Budget Exception Correction ........................................................................ 80 Voucher Inquiry ...................................................................................................................... 123 Using Customer Information to Access Vouchers and Payment Data.................................... 123 Voucher Inquiry Demonstration ............................................................................................. 126 Update Vouchers..................................................................................................................... 133Chapter 2—Payments ................................................................................... 87 Overview of Pay Cycle ............................................................................................................. 87 Express Checks ......................................................................................................................... 88 Demonstration – Express Checks.............................................................................................. 89 Cancel/Stop Warrants ............................................................................................................. 105 Demonstration – Entering a Payment Cancellation ................................................................ 105Chapter 3—Reports .................................................................................... 111 Reports .................................................................................................................................... 111 Demonstration—Running the B-Warrant Register Reports.................................................... 111Chapter 4—Support .................................................................................... 134 PeopleSoft PeopleBooks ......................................................................................................... 134 The Help Desk ........................................................................................................................ 134 DWA Website ......................................................................................................................... 134 2
  • 3. DWA Project PeopleSoft Accounts PayableChapter 1—VouchersIntroductionAccounts Payable Home PageThe Accounts Payable Home page provides payable users with a single easy access location forthe pages in the payables application as well as links to commonly used pages in otherapplications. These pages can be found under “Pages in other Modules Home.” Select Vouchers Home Page 3
  • 4. DWA Project PeopleSoft Accounts PayableVouchers Home PagePayables Control HierarchyIn PeopleSoft Payables, business units sit on top of a default hierarchy, or Control Hierarchy, thatfacilitates both voucher entry and payment processing. As you formulate your Payables structure,consider the five informational components of the control hierarchy that are key to Payables:Business UnitOriginControl GroupVendorVoucherDefault values entered at the business unit level default to the transaction level, unless youoverride the defaults with values stored at an intermediate level, such as voucher origin, controlgroup, or vendor. This hierarchy provides increased flexibility and control at the points where youneed them to fit your business needs. For example, instead of a payables user entering the samedefault values over and over again on vouchers, the system uses the control hierarchy to enter thepredetermined values automatically. The user can override these values on the voucher. 4
  • 5. DWA Project PeopleSoft Accounts PayableIntegration to other PeopleSoft ApplicationsPeopleSoft Payables interfaces with other PS financial and distribution applications includingGeneral Ledger, Purchasing and Inventory. eProcurement Purchasing Accounts Accounts Payable Receivable General LedgerIntegrating With PeopleSoft PurchasingPayables interfaces directly with PeopleSoft Purchasing as follows:The Copy PO/Recv (copy purchase order/receiver) functionality enables you to directly copypurchase order and/or receiver information onto the voucher.Voucher Build, the batch process that builds voucher record sets, can create vouchers recordsfrom various sources in PeopleSoft Purchasing.Voucher Build also builds voucher record sets for contracts, and is fully integrated withPeopleSoft Purchasing.Matching ensures that you are paying for what you ordered and received by comparing voucherswith purchase orders and receiving documents.The Document Status Inquiry functionality enables you to inquire and cross-reference relateddocuments across the procure-to-pay business cycle. 5
  • 6. DWA Project PeopleSoft Accounts PayableIntegrating with General Ledger ApplicationsPeopleSoft Payables interfaces with PeopleSoft General Ledger by creating the accounting entriesthat PeopleSoft General Ledger uses to create journal lines.When you enter vouchers, you also enter information about how the voucher is charged, from anaccounting perspective. The posting of vouchers and payments creates balanced accountingentries that are immediately available to the Journal Generator in the Payables Accounting Entrytable. You then run the Journal Generator COBOL process (FSPGJGEN) to create the journallines in PeopleSoft General Ledger.PeopleSoft Payables automatically creates reversing accounting entries if you need to change anyinformation that has already been processed to the general ledger.Accounts Payable Field Definitions Within PeopleSoftThe PeopleSoft Accounts Payable module maintains large amounts of information about thedisbursement cycle. Below is a list of the key fields used by PeopleSoft and an explanation ofeach of them.Field DefinitionAs of Date The last date for which a report or process includes data.Business Unit An identification code that represents a high-level organization of business information. You can use a business unit to define regional or departmental units within a larger organization.Description Free form text up to 30 characters.Effective Date Date on which a table row becomes effective; the date that an action begins. For example, if you want to close out a ledger on June 30, the effective date for the ledger closing would be July 1. This date also determines when you can view and change the information. Pages or panels and batch processes that use the information use the current row.Gross Amount The full amount of the voucher, including merchandise and service amounts (entered on the voucher line), freight, sales tax, and inclusive VAT.Invoice ID Typically, this is the invoice number or some other control number from the vouchers supporting document. The system uses this number as a reference for duplicate invoice checking if you have selected it as one of your match criteria.Invoice Date The vendors invoice date.Location A vendor location is not a physical address. It is a default set of rules, or attributes, which define how you conduct business with a particular vendor. A vendors location comprises information such as procurement options (including payment terms, currency information, shipping method), VAT options, payment options, withholding options, pay to bank accounts, and so on. 6
  • 7. DWA Project PeopleSoft Accounts PayableField DefinitionProcess Frequency Designates the appropriate processing frequency: Once: Executes the request the next time the batch process runs. After the batch process runs, the process frequency is automatically set to Dont Run. Always: Executes the request every time the batch process runs. Dont Run: Ignores the request when the batch process runs.Report ID The report identifier.Report Manager This button takes you to the Report List page, where you can view report content, check the status of a report, and see content detail messages (which show you a description of the report and the distribution list).Payment Count For each voucher you can have multiple payments. For example, lets say you have one voucher for USD 1000.00 and you split the payments into USD 600.00 and USD 400.00. The USD 600.00 would have a payment count of 1 and the USD 400.00 would have a payment count of 2. Also, if the payment is cancelled and reissued, the system assigns a payment count of 3, and so on.Process Monitor This button takes you to the Process List page, where you can view the status of submitted process requests.Run This button takes you to the Process Scheduler request page, where you can specify the location where a process or job runs and the process output format.Run Control ID An identification code that identifies the run parameters for a report or process.User ID The system identifier for the individual who generates a transaction.SetID An identification code that represents a set of control table information or TableSets. A TableSet is a group of tables (records) necessary to define your companys structure and processing options.Short Description Free form text up to 15 characters.Status Indicates whether a row in a table is Active or Inactive. You cannot display inactive rows on transaction pages or use them for running batch processes. Inactivate rather than delete data you no longer use in order to maintain an audit trail.User ID The system identifier for the individual who generates a transaction.Vendor ID The system-assigned or user-defined identification number given to a vendor when it is created.Voucher ID The system-assigned or user-defined identification number given to a voucher when it is created. 7
  • 8. DWA Project PeopleSoft Accounts PayableTerminology, Assumptions and ConventionsFollowing are some terminology, assumptions and conventions used in this manual.TerminologyChecks and Warrants. Checks and Warrants are different financial instruments, however. Forthe purposed of this manual and PeopleSoft voucher and payment processing, they may be usedinterchangeable.Vendor Short Name = vendor sort name. The PeopleSoft “vendor short name” is equivalent to“vendor sort name” the current SDUSD accounts Payable application.AssumptionsBudget Checking. Budget Check is a batch process that will run twice a day. It will bescheduled to run automatically first thing in the morning to check the vouchers entered the nightbefore. It will be run manually in the afternoon by AP lead to check all vouchers available at thattime.Posting Vouchers to the General Ledger. When you post a voucher (or payment) in PeopleSoft,this means posting the transaction to the general ledger. For regular voucher posting, PeopleSoftcreates a balanced accounting entry recording the expense and liability associated the invoiceentered.The Voucher Posting process will run twice a day. The first run will occur at the beginning of theday as a batch process. The second will be a manual process done in the afternoon by either theAP Lead or the AP Supervisor. While individual control groups can be posted, SDCS willgenerally post all control groups.ConventionsInvoice Date. During invoice entry the invoice date that is entered into PeopleSoft should alwaysbe the date appearing on the vendor’s invoice. It no invoice date exits, then, the current date canbe used as an alternative.Letter “t” in Date Field. PeopleSoft will interpret the letter “t” or “T” in date fields as today’sdate and replace it with the current date on a save or refresh operation.Control Groups. SDUSD Control Groups will typically be comprised of 50 vouchers; however,for the exercises in this manual, smaller control groups will be established.Invoice Numbers. Unique invoice numbers are checked by PeopleSoft as part of its duplicatepayment validation. For the exercises in this manual, please use your own three initials followedby a sequential three digit number in all invoice number fields. In the exercises, replace the XXXwith your three initials. 8
  • 9. DWA Project PeopleSoft Accounts PayableFor example John J. Doe would number his invoices in exercise as follows: Invoice Number First invoice JJD001 Second Invoice JJD002Entering Control GroupsControl groups offer a method of entering vouchers in a batch format. It provides a level ofcontrol where you can set up default values to be applied to groups of vouchers. Control Groupscan also be used as a means of distributing the voucher entry work load and validating theaccuracy of data entry.SDUSD’s approach to voucher entry will be with the use of control groups. AP Tech’s will entervouchers into PeopleSoft in batches or groups that have previously have been totaled by anotherco-worker. At the completion of voucher entry, PeopleSoft will validate that the total of vouchersentered against the batch total previously entered.Control Groups must be entered by a different Tech than the person that enters the correspondingvouchers. All AP Techs will have authority to enter and assign Control Groups.Control Groups will be used for internal audit purposes. They will replace the existing businessprocess of complete audits of two Techs after running the pay cycle.AP Techs will only be allowed to enter vouchers assigned to Control Groups. Steps for Entering a Control Group1. Receive vendor invoices and distribute to AP Techs - (Performed by Accounting Clerk)2. Select invoices, place in alphabetic order, and pass to another AP Tech - (Performed by APTech)3. Run a tape to sum and count the invoices - (Performed by AP Tech)4. Create control group for invoices and assign to AP Tech - (Performed by AP Tech)5. Complete Control Group Cover Sheet - (Performed by AP Tech)6. Return invoices to AP Tech 1 for data entry - (Performed by AP Tech) 9
  • 10. DWA Project PeopleSoft Accounts PayableDemonstration – Enter Control GroupsStep 1Navigation: Non-System TaskThe Accounting Clerk receives the invoices and distributes them to the appropriate AP Techs.Step 2Navigation: Non-System TaskUpon receipt of invoices from the Accounting Clerk, each AP Tech selects a group invoices (nomore than 50), alphabetizes them and passes them to a second AP Tech. The second AP Techcreates the control group to provide appropriate segregation of duties.The maximum number of invoices per group will be (50) fifty. However, smaller groups mayresult as invoices will not intentionally be held to meet a minimum number for a control group.Step 3Navigation: Non-System TaskEach group of invoices is summed and counted to provide totals for the control group. This tapewill be used for the creation and final verification of the control group to ensure it is in balancewith the associated invoices.Step 4Navigation: Accounts Payable Control Groups Group InformationAP Techs will create a new group and enter the count and total from the tape they created. Theyneed to set up the control group and assign it to another AP Tech for data entry.Select Tab Add a New Value 10
  • 11. DWA Project PeopleSoft Accounts PayableSelect the ADD Button to create a new group using the PeopleSoft auto numbering feature. Thefollowing multi-tab panel opens to the Assignment tab.Assignment Field Name Information to Enter Gross Amt Enter the total amount from the tape created in the previous step. Nbr of Vouchers Enter the number of vouchers in the group. Assigned to Click the Search icon to select an AP Tech and assign the control group. 11
  • 12. DWA Project PeopleSoft Accounts PayableSelect Tab AccountingAccounting Field Name Information to Select Posting Timing Select - Post Only when Group Balanced Payment Timing Select - Pay Only when Group Balanced Actions Select - Only Pay Verified Groups checkbox: Turn on group The payment process only pays vouchers in this control group if they have been verified onthe Group Information — Assignment page, regardless of whether the control group is in balanceor whether individual vouchers in the control group are ready to be paid.Select the SAVE button.Select the YES button. 12
  • 13. DWA Project PeopleSoft Accounts PayableAccountingStep 5Complete Control Group Cover Sheet with the following information:Control Group NumberDate AssignedAssigned ByUser NameVendor Names - Alpha Range 13
  • 14. DWA Project PeopleSoft Accounts PayableControl Group Cover SheetSan Diego City SchoolsAccounts Payable DepartmentControl Group Cover SheetControl Group Number: _________Date Assigned: ___________Assigned By: ________________________Signature, No InitialsUser Name: __________________________Signature, No InitialsVendor Names: ________________through ______________ 14
  • 15. DWA Project PeopleSoft Accounts PayableStep 6Navigation: Non-System TaskUpon assignment of the control group, the second AP Tech returns the invoices and tape to thefirst AP Tech for data entry.Entering VouchersPeopleSoft Vouchers are the electronic equivalent of vendor invoices. They are the means ofpaying for goods and services that can be initiated in any of the following ways:SDCS District Purchase OrderContractBoard ResolutionBoard Line ItemThis process flow covers the entire voucher lifecycle- including entering the voucher, verifyingcontrol groups, budget checking, and posting.The Budget Checking process will reduce expense site funds and reduce encumbrance balance inreal time; however, it does not affect the actual general ledger. Budget Checking will primarilybe done by a batch process run automatically two per day. It can, however, be done manuallywhen required.Posting from Accounts Payable to the General Ledger (debiting expense, crediting liability) willaffect the general ledger accounts balances. Posting to the general ledger will be done insummary by a batch process run automatically in the evenings. Budget checking must be doneprior to posting.Deferred ProcessingThe Voucher component in PeopleSoft Payables utilizes deferred processing in order to speed upthe data-entry process. This means that the system does not validate the data for each field as youTab through a page. You can enter in all the data for your page without unnecessary trips to theserver for data validation. Entered data is validated when:You navigate to another page in the componentClick the Save buttonClick the Refresh button (access key: Alt+0)If there are any errors in your data, you are notified at this time.Voucher StylesPeopleSoft contains several Voucher Styles which serve different purposes within accountspayable processing. The three types of vouchers in use at SDCS are:Regular Voucher—standard vouchers (this is the default setting) - used to enter PO vouchers andvouchers that require matching to purchase orders and receiving documents. 15
  • 16. DWA Project PeopleSoft Accounts PayableAdjustment Voucher—used to adjust existing vouchers or to relate two vouchers to each other.Journal Voucher—used to adjust accounting entries for vouchers that have been posted and paid,and whose payments have also been posted.Voucher EntryThe search page that appears when you enter the voucher component enables you to add a newvoucher, or search for an existing one. If you are adding a new voucher, you can use the fields onthis page to pre-populate the new voucher and thus reduce the amount of prompting and editingyou need to do on the new voucher.If you are searching for an existing voucher, go to the Find an Existing Value tab where you cansearch for vouchers by voucher ID, invoice number, vendor short name, vendor ID, vendor name,or voucher style.(Use caution when copying information from one voucher to another to pre-populate fields.Although time saving, you must verify that all information copied from the source document iscorrect for the new voucher.)Validation When Voucher is SavedWhen you save vouchers, many edits and processes occur automatically. Any problems thatPeopleSoft Payables detects with a voucher are brought to your attention so that you can fix themimmediately.The system performs a series of validation checks to ensure that you have completed all the fieldscorrectly. Some of the validations that occur are:Duplicate invoice checking.Verifying the existence of a vendor ID.Verifying the existence of an invoice date and invoice ID.Balancing header amounts against voucher line amounts for transaction amount.Balancing voucher line amounts against distribution line amounts for transaction amount.Ensuring that the user ID approving the voucher is the same as the user logged on.Validating accounting distribution field values and combinations and error processing.Where appropriate, validating the calculation and proration of non-merchandise charges such asSales and Use Tax, VAT, freight and miscellaneous charges.Processing steps that occur when you save a voucher include:Assigning a voucher ID for auto-numbered vouchers. 16
  • 17. DWA Project PeopleSoft Accounts PayableDetermining whether the status of the control group should be updated.Calculating and prorating the discount amount, if any.Prorating sales tax, use tax, and freight as applicable.Determining payment net and discount due dates.Determining the scheduled payment date.Creating a payment record.Performing withholding processing, as applicable.Checking the voucher match override status for purchase order and voucher contracts. If thematch status is set to E (error), the system deletes any entries from the Match Override table.Non-Purchase Order VouchersEnter a Non-PO Voucher from source documents, such as (direct pay items, consultant forms,RFC/Athletic claims, employee expenses, etc.). Since PeopleSoft vouchers are the electronicequivalent of vendor invoices, they are the means of paying for goods and services. Steps for Entering a Non-Purchase Order voucherReceive bundled invoices, tapes, control group cover sheet, and control group IDs - (Performedby AP Staff)Complete PeopleSoft voucher form with appropriate vendor invoice data - (Performed by APStaff)Communicate control group completion - (Performed by AP Staff)Verify control groups - (Performed by AP Lead or Supervisor)Budget Check the vouchers - (Performed by AP Lead or Supervisor)Select control groups to post - (Performed by AP Lead or Supervisor)Post vouchers - (Performed by AP Lead or Supervisor)File invoices - (Performed by Accounting Clerk) 17
  • 18. DWA Project PeopleSoft Accounts PayableDemonstration – Entering Non-Purchase Order VoucherIn this example we will process a voucher from the Office Depot for $107.75, payableimmediately, for emergency plumbing repair and supply at Adams Elementary School. Itcontains a single line item of $100.00, tax of $7.75 and has no additional charges associated withit (e.g., freight, misc, etc.).Step 1Navigation: Non-System TaskReceive bundled invoices, tapes, control group cover sheet, control group cover sheet, and controlgroup IDs for control groups assigned by AP Techs within team.Step 2Navigation: Accounts Payable Vouchers Entry Regular EntryEnter header information pertaining to the voucher.Add a New Voucher 18
  • 19. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Select appropriate control group based on control group number in Control Group ID packet from step 1 To search for the Short Vendor Name Optional - Click the Search icon Invoice Number Optional - Enter invoice number from vendor’s invoice Invoice Date Optional - Enter invoice date from invoice Gross Amount of Invoice Optional - Leave at zero Total Voucher Lines Optional - Enter number of voucher linesClick the ADD button.Enter all relevant vendor invoice data into a PeopleSoft voucher. The completed voucher willcontain vendor, item, and payment information as well as voucher processing details.Voucher HeaderSince this is payable immediately and contains sales tax, we must change the Pay Terms and thenclick the Sales Tax icon. Field Name Information to Enter Pay Terms Enter Immediate or and select from the list Sales Tax icon Click the icon 19
  • 20. DWA Project PeopleSoft Accounts PayableSales Tax Charges Field Name Information to Enter Prorate Verify the check box is checked Charge type SALETXClick OK.Voucher HeaderNext, enter the Sales Tax and Total amount. Field Name Information to Enter Sales Tax 7.75 Total 100.00 20
  • 21. DWA Project PeopleSoft Accounts Payable : Below are Optional Entry fields. Enter only if applicable. Field Name Information to Enter Misc Amt Any separate line amount except freight and sales tax. For example: insurance. Frght Amt Enter freight charges, if applicable. Use Tax checkbox Check box, if applicable.Voucher Detail – Invoice Lines Field Name Information to Enter Description Enter Description Quantity Enter Quantity UOM Enter Unit of Measure or Click the Search icon Unit Price Enter Unit PriceFor Additional Invoice Lines click the button.Voucher Detail – Distribution Lines Field Name Information to Enter Department Enter 0003 or Click the Search icon Resource Enter or 00000 or Click the Search icon Budget Reference Enter or 00 or Click the Search icon Account Enter or 4301 or Click the Search icon Program Enter or 0000 or Click the Search icon Class Enter or 0000 or Click the Search icon Fund Enter or 01000 or Click the Search icon Extended Enter or 0000 or Click the Search iconFor Additional Distribution Lines click the button.For this example we do not need any additional lines. 21
  • 22. DWA Project PeopleSoft Accounts PayableClick the Payments tab.Payments Field Name Information to Verify Remit to vendor Verify Remit to Vendor Location Verify location Address Verify address Bank Account Information Verify Bank Account information; specifically with regards to Food Service and Trust Fund payments. Click Schedule Payment Calculates the Scheduled Due date based on the Payment Terms Scheduled Due Verify system-calculated date or enter desired date.Click the Invoice Information tab. 22
  • 23. DWA Project PeopleSoft Accounts PayableNow, for this example let’s budget check this invoice by selecting the icon. This willautomatically budget check this voucher based upon the account code used in the detail lines.An updated Budget Status of Valid indicates this voucher has passed budget checking.Click SAVE.Click YES. 23
  • 24. DWA Project PeopleSoft Accounts PayableStep 3Navigation: Non-System TaskCommunicate control group completion is done by placing the completed, balancedcontrol group in the lead person’s in box.Step 4Once the control groups have been completed, they must be verified before they can be posted orpaid. The verifier needs to check each voucher dollar amount against the amount on the tape toensure accurate data entry.Each voucher entered for the control group will be listed under the Voucher Information section.Using the tape accompanying the group of vouchers, verify the amount of each voucher againstthe tape for accuracy.Navigation: Accounts Payable Control Groups Group InformationSelect the Vouchers tab.VouchersClick the Assignment link. 24
  • 25. DWA Project PeopleSoft Accounts PayableAssignment Field Name Information to Enter Status Select Verified from the list of valid valuesClick SAVE.Step 5When control groups are balanced and verified, the majority of vouchers will be budget checkedusing the budget checking process batch process scheduled within PeopleSoft, twice daily.However, there may be times when you will want to budget check an individual vouchers on anas needed basis, for example;During an express pay transactionAfter a correction to a voucher changing in dollar amount.In these cases, budget checking can be done online during voucher entry using the budgetchecking icon.Step 6Navigation: Accounts Payable Control Groups Post Control GroupOnce the control groups are balanced, verified, and budget checked, the vouchers in the controlgroup are ready to be posted. 25
  • 26. DWA Project PeopleSoft Accounts PayablePost Control Group Field Name Information to Enter Select control group(s) to be posted Check Box EntryClick SAVE.Step 7Initiate the run control to perform the posting process. 26
  • 27. DWA Project PeopleSoft Accounts PayableVoucher Posting Request Field Name Information to Enter Request ID Enter a request ID Description Enter a description for the run control ID Process Frequency Select Always Process from the list of valid values Post Voucher Option Select Post All Units from the list of valid values Click SAVE To save the request Click Run To initiate the processProcess Scheduler Request 27
  • 28. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Server Name Select PSNT from the list of valid values PS/AP Voucher Posting Turn onClick OK.Step 8Navigation: Non-System TaskAccounting Clerks will file invoices each morning.Employee ExpensesUntil the Expense module is purchased and installed, SDUSD will use the Open Item accountingfunctionality of Accounts Payable and General Ledger to account for employee travel andconferences. Open Item accounting will be used for advance payments for airline travel, hotels,and conference enrollments.Using Open Item accounting is a temporary solution to employee expenses, as the Expensemodule will be installed at a later date.Checks will not be cut to employees, but to vendors.Receipts for Open Items will be entered through Journal Vouchers to move the expense to thecorrect Chartfield string rather than a Regular entry, which would result in a zero dollar warrant.The form which will be required to authorize an advance payment for airline travel, hotels, andconference enrollments will be the “Business & Travel Expense reimbursement Claim” form.Warrants processed from employee expense transactions will be sent directly to the vendor.An Open Item record is created for each employee who is traveling. Employee Expenseaccounting procedures require that open employee expenses are followed up to ensure all receiptsare turned in and accounted for properly.Reviewing the expense status online allows the Accounts Payable Department to determine whichemployees still have receipts to turn in and what amounts are still outstanding. Steps for Entering an Employee Expense voucherReceive “Advanced Payments for Employee Travel/Conferences form.” - (Performed by APTech)Complete PeopleSoft voucher form with appropriate employee and vendor data - (Performed byAP Tech)Communicate control group completion - (Performed by AP Tech) 28
  • 29. DWA Project PeopleSoft Accounts PayableDemonstration – Entering Employee Pre-Paid ItemFor this demonstration, we will process a pre-paid expense for Hotel of $ 400.00 and tax of$31.00 for employee P Haggerty, of the Budgeting Department, for hotel fees at the Marriotthotel in Hollywood.Step 1Navigation: Non-System TaskReceive bundled invoices, tapes, control group cover sheet, and control group IDs for controlgroups assigned by AP Techs within team.Step 2Navigation: Accounts Payable Vouchers Entry Regular EntryEnter header information for the voucher.Voucher 29
  • 30. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Control Group ID Select appropriate control group To search for the Short Vendor Name Enter P Hagerty-001 or Click the Search icon to select from a list of vendors Invoice Number Enter invoice number from vendor’s invoice Invoice Date Enter invoice date from invoice Gross Amount of Invoice Optional - Enter gross amount of invoice or leave at 0.00 Total Voucher Lines Optional - Enter number of voucher linesClick the ADD button.Invoice InformationClick the Sales Tax icon.Sales Tax Charge 30
  • 31. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Charge Type SALETXClick OK.Invoice InformationEnter a short description of the expense. Field Name Information to Enter Sales Tax 31.00 Total 431.00 Description Open Item - Description of Expense Quantity 1 UOM EA Unit Price Amount of Pre-Pay Extended Amount Amount of Pre-Pay In the description field, include the words “Open Item” followed by a description of the pre-paid expense. You only have approximately 30 spaces in the description field.Voucher Distribution Lines Use the Open Item Account, 5200, designated by SDCS. When entered, the OpenItemChartfield is activated within the Chartfield string. Enter the OpenItem key field for theemployee in question. Use the Open Item field to record the employee incurring the expense. The employee MUSTbe set up as a vendor in order to be eligible for pre-paids. The actual account will be set up as anexpense account that will be budget checked at the time of entry. 31
  • 32. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Department Enter 5526 or Click the Search icon Resource Enter 00000 or Click the Search icon Budget Reference Enter 00 or Click the Search icon Account Enter 5200 or Click the Search icon Program Enter 0000 or Click the Search icon Class Enter 0000 or Click the Search icon Fund Enter 01000 or Click the Search icon Extended Enter 0000 or Click the Search icon OpenItem Enter 0000000037 or Click the Search iconSelect the Payments tab.Payments Change the Remit to field from the Employee Vendor Record to the Vendor Record so thecheck will be sent directly to the Vendor. 32
  • 33. DWA Project PeopleSoft Accounts Payable Field Name Information to Update / Verify Remit to Replace Employee Record with Vendor Record Handling Verify Handling Code or select for a list of valid values including: FC - Facility GB - Go Backs OC Out of Country RG - Fold and Seal PU - Pick up SM - School Mail TR - Trust Funds Note Handling code of PU for pickup of the warrants for travel paperwork submitted at thelast possible moment. Proper use of the handling code will ensure that the warrants are availablefor pick up and will not be erroneously mailed. Field Name Information to Verify / Update Location Verify Location Address Verify Address Bank Account Information Verify Bank Account informationClick SCHEDULE PAYMENTS.Payments 33
  • 34. DWA Project PeopleSoft Accounts Payable Field Name Information to Verify Click Schedule Payment Calculates the Scheduled Due Scheduled Due Verify system-calculated date or enter desired dateClick SAVE.Step 3Navigation: Non-System TaskCommunicate control group completion by placing the completed groups into AP Lead/APSupervisor inbox for verification.Now lets try The Voucher Entry – Employee Expenses Exercise in the exercise booklet.Purchase Order Vouchers – Option 1 – Copy POIf you want to copy all of the lines from a purchase order into the voucher, PeopleSoft provides aCopy Purchase Order function that will accomplish this easily. All that is required is that youenter the PO Unit and the Purchase Order number for the purchase order you want to copy, andthe voucher related information will be loaded onto the voucher information screen automatically.Purchase Order information that can be loaded onto the voucher includes:Invoice Header TotalItem NumberDescriptionQuantityUnit of MeasureUnit PriceExtended AmountChartfield information:GL UnitBudget DateDepartmentResourceBudget ReferenceAccountProgramClassFundExtendedThis information is designed to speed entry of the voucher entry process. Values can be over-ridden if required for complete and accurate processing of the transaction. 34
  • 35. DWA Project PeopleSoft Accounts Payable Steps for Entering a Purchase Order voucher1. Receive bundled invoices, tapes, control group cover sheet, and control group IDs -(Performed by AP Tech)2. Complete PeopleSoft voucher form using Copy PO option - (Performed by AP Tech)3. Communicate control group completion - (Performed by AP Tech)4. Verify control groups - (Performed by AP Lead or Supervisor)5. Budget Check the vouchers - (Performed by AP Lead or Supervisor)6. Select control groups to post - (Performed by AP Lead / AP Tech)7. Post vouchers - (Performed by AP Lead or Supervisor)8. File Invoices - (Performed by Accounting Clerk)Demonstration – Purchase Order Vouchers – Copy POWe will process a Purchase Order Voucher from Microwarehouse, Inc., MICROWRHSE-001, for3 IBM Software Licenses for Micro Computers at a price of $100.00 each. The SDUSD accountnumber for Microwarehouse, Inc., is 12345678. For the following exercise, this invoice is taxexempt.Step 1Navigation: Non-System TaskReceive bundled invoices, tapes, control group cover sheet, and control group ID’s for controlgroups assigned by AP Techs within team.Step 2Navigation: Accounts Payable Vouchers Entry Regular Entry 35
  • 36. DWA Project PeopleSoft Accounts PayableVoucherEnter vendor invoice data into a PeopleSoft voucher. The completed voucher will containvendor, item, and payment information as well as voucher processing details. Gross Invoice Amount and Total Voucher Liner Items will be brought over from the purchaseorder. So, if the all lines in the voucher refer to the purchase order, PeopleSoft will copy thesevalues for you. Field Name Information to Enter Control Group ID Select control group To search for the Short Vendor Name Click the Search icon Invoice Number Enter invoice number from vendor’s invoice Invoice Date Enter invoice date from invoice Gross Invoice Amount Leave Default value if all voucher lines items refer to Purchase Order Leave Default value if all voucher lines items refer to Purchase Total Voucher Liner Items OrderClick ADD. 36
  • 37. DWA Project PeopleSoft Accounts PayableThere are two options in getting PO information into a voucher: 1) Copy PO and 2) WorksheetCopy Option. SDCS will use both options. The Copy PO option allows the user to copy theentire PO. The Worksheet Copy Option allows the user to copy a partial PO or to copy from aReceiver.Invoice Information Field Name Information to Enter PO Unit Enter SDUSD Purchase Order Click the Search icon and select the Purchase Order from the list of valid valuesClick COPY PO. 37
  • 38. DWA Project PeopleSoft Accounts PayableInvoice InformationThe Copy PO function automatically loads the following information into the voucher. Voucher Header Information Automatically Entered Invoice Total Entered from the Purchase Order Invoice Lines Information Automatically Entered Item Entered from the Purchase Order Description Entered from the Purchase Order Quantity Entered from the Purchase Order UOM Entered from the Purchase Order Unit Price Entered from the Purchase Order Extended Amount Calculated from the Purchase Order information Distribution Lines Information Automatically Entered Amount Entered from the Purchase Order Quantity Entered from the Purchase Order GL Unit Entered from the Purchase Order Budget Date Entered from the Purchase Order Department Entered from the Purchase Order Resource Entered from the Purchase Order Budget Reference Entered from the Purchase Order Account Entered from the Purchase Order 38
  • 39. DWA Project PeopleSoft Accounts Payable Distribution Lines Information Automatically Entered Program Entered from the Purchase Order Class Entered from the Purchase Order Fund Entered from the Purchase Order Extended Entered from the Purchase Order Project Entered from the Purchase OrderNow to address the tax exempt status of this invoice we will need to change the tax status of thisinvoice.Invoice InformationIf the entire Invoice is tax exempt, select the SUI Exempt check Box. 39
  • 40. DWA Project PeopleSoft Accounts PayableInvoice Information Field Name Information to Change SUT Exempt Check SUT Tax Amount Clears Out automaticallyIf select lines of the invoice are tax exempt; select the SUT/VAT/Intrastat hyperlink.Voucher Line Tax Information Field Name Information to Change SUT Apply Change to Exempt Tax Code SUT Clears Out automatically 40
  • 41. DWA Project PeopleSoft Accounts PayableClick OK.Select the Payments tab.Payments Add the SDUSD Vendors Account Number onto the check stub by entering it into thePayments Message panel.Select the Messages hyperlink. 41
  • 42. DWA Project PeopleSoft Accounts PayablePayment Message Field Name Information to Enter Payment Message Enter SDUSD Account NumberClick OK.Click SAVE.Click SCHEDULE PAYMENTS. 42
  • 43. DWA Project PeopleSoft Accounts PayablePaymentsClick SAVE. 43
  • 44. DWA Project PeopleSoft Accounts PayablePurchase Order Vouchers—Option 2—Copy Worksheet OptionYou can copy specific information from a worksheet and add to the voucher.The Worksheet Copy Option on the Invoice Information tab allows you to search for and reviewindividual source documents (Purchase Orders) to copy the following onto your voucher:select an individual line of a purchase orderselect a range, or multiple lines of a purchase order Steps for Entering a Purchase Order voucher—Copy WorksheetReceive bundled invoices, tapes, control group cover sheet, and control group IDs - (Performedby AP Staff)Complete PeopleSoft voucher form using Copy Worksheet Option - (Performed by AP Staff)Communicate control group completion - (Performed by AP Staff)Verify control groups - (Performed by AP Lead)Budget Check the vouchers - (Performed by AP Lead)Select control groups to post - (Performed by AP Lead)Post vouchers - (Performed by AP Lead)File invoices - (Performed by AP Staff) 44
  • 45. DWA Project PeopleSoft Accounts PayableDemonstration—Purchase Order Voucher—Copy WorksheetWe received an Invoice from Nike, NIKE-001, (Vendor ID 0000000047) for $54.75, for fivebaseball bats at a unit price of $10.95 from Purchase Order # 0000000033. The PO is for tenbats, but Nike shipped only half of them. This transaction is tax exempt.SDUSD vendor account number at Nike is 98765432.Step 1Navigation: Non-System TaskReceive bundled invoices, tapes, control group cover sheet and control group IDs for controlgroups assigned by AP Techs within team.Step 2Navigation: Accounts Payable Vouchers Entry Regular EntryAdd a New VoucherEnter all relevant vendor invoice data into a PeopleSoft voucher. The completed voucher willcontain vendor, item, and payment information as well as voucher processing details. 45
  • 46. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Control Group ID Select appropriate control group number To search for the Short Vendor Name Click the Search icon Invoice Number Enter invoice number from vendor’s invoice Invoice Date Enter invoice date from invoice Gross Invoice Leave Default value if all voucher lines items refer to Purchase Order Amount Total Voucher Liner Leave Default value if all voucher lines items refer to Purchase Order ItemsClick ADD.Invoice Information—Copy from a Source Document The Worksheet Copy Option allows the user should choose to copy a PO Receipt as a firstchoice. If PO Receipt is not a valid choice, then choose to copy a Purchase Order Only. 46
  • 47. DWA Project PeopleSoft Accounts Payable The Worksheet Copy Option does not copy header information such as Payment Terms fromPO onto the voucher. The default Payment Terms will be loaded and will need to be changed ifdifferent. Field Name Information to Enter/Verify Total Verify Total as 0.00 - Will change this in future steps Extended Amount Review Extended Amount - Will change this in future steps Worksheet Copy Option Select PO Receipt from dropdown listPO Receipt Lookup Field Name Information to Enter PO Unit SDUSD PO Enter Value from InvoiceClick SEARCH. 47
  • 48. DWA Project PeopleSoft Accounts PayableReceiver Search Field Name Information to Enter Select Check the line item(s) that pertain to the Invoice or if All lines are needed, Click the Select All button Quantity Enter quantity receivedClick COPY TO VOUCHER. 48
  • 49. DWA Project PeopleSoft Accounts PayableInvoice Information The voucher contains the Invoice and distribution line - copied from the PO Receipt. Field Name Information to Verify/Update Invoice Lines 1 of 1 Description Description of the item purchased Quantity Quantity from the purchase order receipt UOM UOM from the purchase order receipt Unit Price Unit Price from the purchase order receipt The Quantity and Amount in the detail line(s) need to be verified and updated for partialquantities. The total PO quantity and amount will be copied into the detail lines.Distribution Lines 49
  • 50. DWA Project PeopleSoft Accounts Payable Distribution Lines Information Automatically Entered Amount Verify - Entered from the purchase order receipt - May need to be changed Quantity Verify - Entered from the purchase order receipt - May need to be changed GL Unit Verify - Entered from the purchase order receipt Budget Date Verify - Entered from the purchase order receipt Department Verify - Entered from the purchase order receipt Resource Entered from the purchase order receipt Budget Reference Entered from the purchase order receipt Account Entered from the purchase order receipt Program Entered from the purchase order receipt Class Entered from the purchase order receipt Fund Entered from the purchase order receipt Extended Entered from the purchase order receipt Project Entered from the purchase order receiptDistribution LinesChange Quantity to 5 and click REFRESH.Click the Payments Tab. 50
  • 51. DWA Project PeopleSoft Accounts PayablePayments Field Name Information to Verify Remit to vendor Verify Remit to vendor Location Verify location Address Verify address Bank Account Information Verify Bank Account information; specifically with regards to Food Service and Trust Fund paymentsSelect the Messages hyperlink. 51
  • 52. DWA Project PeopleSoft Accounts PayablePayment Messages Add the SDUSD Vendors Account Number onto the check stub by entering it into thePayments – Messages link. Field Name Information to Enter Payment Message SDUSD Vendor Account NumberSelect OK.Click the SCHEDULE PAYMENTS button. 52
  • 53. DWA Project PeopleSoft Accounts PayablePayments Field Name Information to Verify Schedule Payment Button This will schedule this payment Scheduled Due Calculates the Scheduled Due date based on the Payment Terms Verify system-calculated date or enter desired date The Schedule Payments button calculates the Scheduled Due date based on the PaymentTerms. Verify system-calculated date. If date is not correct, enter desired date.Select SAVE.Step 3Navigation: Non-System TaskCommunicate control group completion by placing the completed groups into AP Lead/APSupervisor inbox for verification. 53
  • 54. DWA Project PeopleSoft Accounts PayableStep 4Navigation: Accounts Payable Control Groups Group InformationOnce the control groups have been completed, they must be verified before they can be posted orpaid. The verifier needs to check each voucher dollar amount against the amount on the tape toensure accurate data entry.Each voucher entered for the control group will be listed under the Voucher Information section.Using the tape accompanying the group of vouchers, verify the amount of each voucher againstthe tape for accuracy.Step 5Navigation: Accounts Payable Batch Processes Vouchers Budget CheckOnce the control groups are balanced and verified, the vouchers in the control group must bebudget checked before they can be posted. Budget checking is a batch process, run once per day automatically and once per day manuallyby AP Lead after verifying the control batches.Step 6Navigation: Accounts Payable Control Groups Post Control GroupOnce the control groups are balanced, verified, and budget checked, the vouchers in the controlgroup are ready to be posted.Step 7Initiate the run control to perform the posting process.Navigation: Batch Process Voucher Voucher Posting RequestStep 8Navigation: Non-System TaskAccounting Clerks will file invoices each morning.Now lets work through the Voucher Entry – Purchase Order – Copy Worksheet exercise. 54
  • 55. DWA Project PeopleSoft Accounts PayableAdjustment VouchersOnce you post a voucher to the general ledger, you can make only limited changes to it throughthe Regular Voucher entry process. Essentially you can only add a comment to the voucher; thatdoes not impact the numbers on the voucher.Adjustment vouchers adjust the original dollar amount for any events that have occurred since theoriginal was created and posted to the general ledger. They do not, however, change thedistribution from the original voucher; this is done through the use of a journal voucher.Adjustment vouchers are typically used for credit memos, debit memos, or for relating onevoucher to another.Examples of Adjustment VouchersLets say you ordered food for your company meeting but did not receive all that you ordered.You can make an adjustment for the missing items using an adjustment voucher.If you are being billed in two parts for a major purchase, and you need to tie the two invoicestogether, enter the second invoice as an adjustment.You can also use Adjustment vouchers to enter credit adjustment vouchers that referencepurchase orders. If you received a credit from vendors that is not reflected on Return to Vendorcredits, you can use Adjustment vouchers to capture these credits. You can enter adjustment information manually, or you can copy the voucher that you want toadjust right into the Adjustment voucher. To change the numbers on a posted voucher, you must first unpost the voucher (unposting avoucher will be limited to AP Lead or Supervisor and only if errors were made entering the initialvoucher). This action puts the voucher back into a postable state by reversing the accountingentries made when it was posted, thus making it as if it had never been posted. You can thenchange the necessary fields within the voucher.Adjustment Vouchers are created by selecting the Voucher Style—Adjustments on the Vouchersearch page. Then after entering the Voucher ID of the voucher you want to reverse in theVoucher ID field you click the Copy to Voucher button to copy the entire voucher. (As withregular vouchers, you can copy individual voucher lines by clicking the Copy from Worksheetlink.)(Optional) If you are adjusting a voucher that references a purchase order, you can update theprior quantity and amount matched against the purchase order by selecting the Reverse Qty/Amtfield on the Voucher Lookup Criteria page. You can also have the Budget Processorrestore/liquidate the encumbrance budget by selecting the Adjust Matched Values on the VoucherLookup Criteria page. 55
  • 56. DWA Project PeopleSoft Accounts PayableLine items are entered as positive (debit memo) or negative (credit memo) adjustment lines. Apositive amount will increase the voucher and a negative amount will decrease it.The system populates the Related Voucher field on the Invoice Line with a voucher ID to linkvoucher lines to the vouchers you are adjusting. The Related ID field is a reference field fortracking your adjustments; it is for informational purposes only. By entering the original invoicenumber from the first voucher, the debit/credit memo will reference the vendor’s original invoice.You can access additional information for your adjustments on the remaining pages in theVoucher component. These pages are the same as those for regular voucher entry. Steps for Entering Adjustment Vouchers:1. Receive vendor invoices, tape, control group cover sheet and control group ID - (Performedby AP Tech)2. Enter Adjustment Vouchers into PeopleSoft - (Performed by AP Tech)3. Communicate control group completion - (Performed by AP Tech)4. Verify control groups - (Performed by AP Lead or Supervisor)5. Select control groups to post - (Performed by AP Lead or Supervisor)6. Post vouchers - (Performed by AP Lead or Supervisor)7. File invoices- (Performed by Accounting Clerk) 56
  • 57. DWA Project PeopleSoft Accounts PayableDemonstration – Adjustment VoucherIn this example, we receive a credit from the Internal Revenue Service (IRS-001) for $5.00 forovercharging us on a previous invoice, voucher number 0000000001. Process a credit memo forthis amount and associate the previous voucher to it.Step 1Navigation: Non-System TaskReceive bundled invoices, tapes, control group cover sheet, and control group IDs for controlgroups assigned by AP Techs within team.Step 2Navigation: Accounts Payable Vouchers Entry Regular EntryAfter reviewing the adjustments, the AP Techs will enter the Adjustments and link them to theoriginal Voucher. These adjustments can be either debits (increases) or credits (decreases) inamount owed to vendors. 57
  • 58. DWA Project PeopleSoft Accounts PayableVoucher Field Name Information to Enter Voucher Style Adjustments To search for a Control Group ID Click the Search icon To search for a Short Vendor Name Click the Search icon Invoice Number Obtain from vendor’s credit/debit memo Invoice Date Obtain from vendor’s credit/debit memoClick ADD. 58
  • 59. DWA Project PeopleSoft Accounts PayableInvoice InformationLoad associated Voucher ID, to search click icon. Field Name Information to Enter Voucher ID Enter Related Voucher IDInvoice InformationClick Copy to Voucher. 59
  • 60. DWA Project PeopleSoft Accounts PayableInvoice Information Field Name Information to Enter Total Make changes to Total to reflect the adjustment. Invoice Lines - Extended Amount Make changes to Extended Amount to reflect the adjustment. Distribution Line - Amount Make changes to Amount to reflect the adjustment. Refresh Click Refresh. Total, Extended Amt, Amount Verify the Voucher Total is equivalent to the line Extended Amt and the Distribution Line Amount.Click SAVE.Step 3Once the control groups are balanced and verified, the vouchers in the control group must bebudget checked by the AP Lead before they can be posted.Step 4Navigation: Non-System TaskPlace completed groups into AP Lead/AP Supervisor inbox for verification. 60
  • 61. DWA Project PeopleSoft Accounts PayableStep 5Once the control groups have been completed, they must be verified before they can be posted orpaid. The verifier needs to check each voucher dollar amount against the amount on the tape toensure accurate data entry.Step 6Once the control groups are balanced, verified, and budget checked, the vouchers in the controlgroup are ready to be posted.Step 7Initiate the run control to perform the posting process.Step 8Navigation: Non-System TaskAccounting Clerks will file invoices each morning.Now let’s work through the Adjustment Vouchers Exercise in the exercise booklet.WithholdingIndependent contractors (1099 contractors) may be subject to both State of California and federalgovernment withholding rules.These requirements will be set up within the Vendor records established for these contractors,however, it will be the responsibility of the AP clerks to verify that withholding is beingperformed within PeopleSoft.Demonstration—Verifying WithholdingAn out of state contractor, John Feieraband, vendor 0000000038 is being paid $1500.00 forservices rendered. Being an out of state vendor, he is subject to both state and federal 61
  • 62. DWA Project PeopleSoft Accounts Payablewithholding requirements. When we enter this voucher, we will validate that withholding is setup for this vendor. Steps for Verifying WithholdingReceive bundled invoices, tapes, control group cover sheet, and control group IDs - (Performedby AP Tech)Complete PeopleSoft voucher form with appropriate vendor invoice data - including verifyingwithholding information. - (Performed by AP Tech)Communicate control group completion - (Performed by AP Tech)Verify control groups - (Performed by AP Lead or Supervisor)Budget Check the vouchers - (Performed by AP Lead or Supervisor)Select control groups to post - (Performed by AP Lead or Supervisor)Post vouchers - (Performed by AP Lead or Supervisor)File invoices - (Performed by Accounting Clerk)Step 1Navigation: Non-System TaskReceive bundled invoices, tapes, control group cover sheet, control group cover sheet, and controlgroup IDs for control groups assigned by AP Techs within team. 62
  • 63. DWA Project PeopleSoft Accounts PayableStep 2Navigation: Accounts Payable Vouchers Entry Regular EntryVoucher Step Field Name Information to Enter 2.1 Control Group ID Select control group. 2.2 Short Vendor Name SLEE-001 2.3 Invoice Number XXXSLEE001 2.4 Invoice Date 08/06/03 2.5 Gross Invoice Amount 1500.00Click ADD. 63
  • 64. DWA Project PeopleSoft Accounts PayableInvoice Information Step Field Name Information to Enter 2.6 Description Describe Services 2.7 Quantity 1 2.8 UOM Unit of Measure 2.9 Unit Price Enter Unit Price (Based on Quantity) 2.10 Withholding Click 64
  • 65. DWA Project PeopleSoft Accounts PayableWithholding Step Entity Information to Verify 2.11 CA 1099 2.12 IRS 1099 2.13 Back to Invoice ClickWhen you have competed verifying the withholding, click Back to Invoice hyperlink andcomplete Invoice. In the case of the Levy, a separate check will be generated for the amount of the levy madepayable to the appropriate agency handling the payments.Complete the distribution account code.Distribution LinesClick SAVE. 65
  • 66. DWA Project PeopleSoft Accounts Payable In the case of a multiple line voucher with lines subject to different withholdings or nowithholdings, you must uncheck the applicable withholding entities in the Withholding Panel forthe corresponding voucher distribution lines.Withholding Select the appropriate distribution line number and select / unselect the Applicablewithholding entities.Step 3Navigation: Non-System TaskCommunicate control group completion is done by placing the completed, balancedcontrol group in the lead person’s in box.Step 4Once the control groups have been completed, they must be verified before they can be posted orpaid. The verifier needs to check each voucher dollar amount against the amount on the tape toensure accurate data entry.Step 5Once the control groups are balanced and verified, the vouchers in the control group must bebudget checked before they can be posted. 66
  • 67. DWA Project PeopleSoft Accounts PayableStep 6Once the control groups are balanced, verified, and budget checked, the vouchers in the controlgroup are ready to be selected for posting.Step 7Initiate the run control to perform the posting process.Step 8Navigation: Non-System TaskAccounting Clerks will file invoices each morning. 67
  • 68. DWA Project PeopleSoft Accounts PayableMatch/Approve VouchersOverview of Three Way MatchingThree way matching refers to the process of comparing price and quantity values found in threedifferent business documents; Voucher, Purchase Order and Receiver prior to approving avoucher for payment. This process provides assurance that the products listed on a vendorinvoice were requested and received at the appropriate price and in the appropriate quantity.The components of three way matching are:1. Goods are ordered via purchasing or eProcurement function. The requisition identifies theprice and quantity of the goods ordered. This information is transferred onto the purchase orderfrom the requisition.2. When the goods are shipped to SDCS, the quantity received is entered into PeopleSoft by thereceivers.3. When the invoice is received a voucher is created and matched to the purchase order andreceiving documents.Specifying Voucher TolerancesAs part of the matching process, tolerances are set up which dictate what variances (or tolerances)are acceptable and can be passed through by the accounts payable system.Specific tolerances include:Monetary Tolerances—Specify the Lower Amt (lower amount) and/or Upper Amt (upperamount) for the tolerance.Percentage Tolerances—Specify the Lower % and/or Upper %.Minimum Amount—Minimum Amount (minimum amount) for the tolerance.SDCS vouchers associated with contracts will have a tolerance of zero set up within thematching, meaning the numeric values will have to match exactly in order for the voucher tosuccessfully pass the matching process. Special Request purchases will be the only transactionswith tolerances greater than zero associated with them.If a match exception condition exists on the voucher, the system will automatically overrides thematch exception if falls within the acceptable limits established within the match exception rules. 68
  • 69. DWA Project PeopleSoft Accounts PayableInvoice Voucher must have been approved before payment can be made. Otherwise, manual approval is necessary.VoucherEntered Voucher Paid Three choices if there are exceptions: Reject, Override, or To Be Matched. MatchedMatching Process Match Success? Remains in an unpayable state Exceptions until deleted or corrected. Reject? Not Paid Voucher Override? Flagged for Payment Voucher will be made payable next time matching runs Correct Errors Match Exceptions Detail Match Exceptions Detail 69
  • 70. DWA Project PeopleSoft Accounts PayableThe Matching ProcessPrior to posting and paying PO Vouchers, the Matching process must be run. This processmatches POs, Receivers, and Vouchers in PeopleSoft according to match rules and tolerances setup in advance. As all PO vouchers will be received upon, three way matching will be used for allmatching.The matching process will run automatically each day. However, there are occasions when it willbe necessary to run matching manually, such as Express Payments. Also, match errors will needto be investigated, corrected, and run manually. This document provides the steps to run theMatching process manually, investigate matching errors, and correct them. Steps for Matching VouchersRun Matching Process - (Performed by AP Lead or Supervisor)Review Match Results - (Performed by AP Lead or Supervisor)Correct Match Errors - (Performed by AP Lead or Supervisor)Workflow to Purchasing - (Performed by AP Lead or Supervisor)Demonstration—MatchingFor this example, we have one voucher with match exceptions from Apple Computer, IncAPPLE-001, vendor ID 0000000029. The invoice number is APP092, the voucher ID is00000005 and the invoice date is 8/6/03.The voucher has two exceptions; the first that the terms were changed when the voucher wasentered and do not match the terms on the PO and the Voucher line invoiced total quantity is notequal to the sum of all receiver accepted quantities that are associated with this voucher line.Step 1Completed Purchase Order Vouchers are required in order to run matching. This process can notbe run with Non Purchase Order Vouchers. 70
  • 71. DWA Project PeopleSoft Accounts PayableStep 2After running the matching process, review the results to verify all the vouchers matchedsuccessfully. Vouchers with errors need to identified and researched to determine the source ofthe error.Accounts Payable Review Vouchers Match ManagerMatch Manager Search Range Fields Range Data Required From / To Business Unit A business unit is required for your search and SDUSD will default in for your search. From / To Voucher ID To search on one voucher ID, enter that voucher ID in both the From Voucher ID field and the To Voucher ID field. To search on a range of voucher IDs, enter the first voucher ID of your range in the From field and enter the last voucher ID of your range in the To field. Voucher Style From / To Invoice To search on one invoice number, enter that invoice number in both the From Invoice field and the To Invoice field. To search on a range of invoice numbers, enter the first invoice number of your range in the From field and enter the last invoice number of your range in the To field. Match Status Select a Match Status from the drop down box: All Exceptions Matched Overridden Ready Rejected Buyer Enter a Buyer or use the search icon 71
  • 72. DWA Project PeopleSoft Accounts Payable Range Fields Range Data Required From / To Vendor Name To search on a range of vendor names, enter the first vendor name of your range in the From field and enter the last vendor name of your range in the To field. From / To Vendor ID To search on a range of vendor IDs, enter the first vendor ID of your range in the From field and enter the last vendor name of your range in the To field. Vendor Location Enter a Buyer or use the search icon. Voucher Date Type Select from the drop down list: Accounting Due Entered Invoice From Date / To Date Enter From and To Date based on Voucher Date Type.Complete all or some of the values depending on your search requirements. Use the varioussearch criteria to limit the search for specific Vouchers.Click SEARCH to display a list of Vouchers.Match Manager SearchThis will display a list of Vouchers with Match exceptions based on the criteria you entered. Vouchers without an icon under this heading have no match exceptions to review.Click the PURCHASE ORDER ICON. 72
  • 73. DWA Project PeopleSoft Accounts PayableMatch Exception Voucher / Purchase OrderMatch exceptions between Voucher and Purchase Order. 73
  • 74. DWA Project PeopleSoft Accounts PayableMatch Manager SearchClick the RECEIPTS icon.Match Exception Voucher / ReceiptMatch exceptions between Voucher and the Receipt. 74
  • 75. DWA Project PeopleSoft Accounts PayableStep 3All efforts should be made to correct the errors but the need will arise to override those that cannot be corrected. Overriding match errors is only to be done by Accounts Payable Lead orSupervisor.It is possible to override the match exceptions within PeopleSoft if you have the appropriatepermission associated with your logon ID. Match exceptions on a Voucher must be taken care of before the voucher can be paid.Match Manager SearchClick the Information icon under the Exceptions Log heading to view exception descriptions forthe individual Vouchers.Click the EXCEPTIONS LOG icon. 75
  • 76. DWA Project PeopleSoft Accounts PayableMatch Exception OverrideThe Match Exceptions scroll area provides a description of each Match Rule that has beenviolated by this voucher.If the match violation is related to having charged the wrong account, the expense account can bechanged within the Accounts Payable department. Field Name Information to Enter Match Status Select Overridden radio button APPLY ClickOnce the exception is corrected, run Match Request again to change the Voucher status.Step 4 If the match error has to do with a discrepancy on the purchase order or receiving document,Contact the Purchasing Department to have the appropriate document(s) adjusted. 76
  • 77. Budget Check Vouchers (Batch Process)Budget checking will be done primarily in batch mode at two pre-established time intervalsduring each day. However, this batch process can be run in an on-demand basis.In our example we have a voucher which will fail budget check because there is no budgetassigned to the department number being used, so it fails budget check. The voucher is 00000007,the vendor is Office Depot, vendor ID 000000006 and the amount of the voucher is $800.00. Thefull account string being used is: Chartfield Original Value Correct Value Department 0334 0003 Resource 00000 00000 Budget 00 00 Account 4301 4301 Program 0000 0000 Class 0000 0000 Fund 01000 01000
  • 78. Demonstration – Budget Check Batch ProcessNavigation: Accounts Payable Batch Processes Vouchers Budget CheckFind an Existing ValueSelect BudgetCheck.
  • 79. DWA Project PeopleSoft Accounts PayableBudget Check Field Name Information to Verify / Enter Process Frequency Select Always Process from the list of valid values Description Budget Check Vouchers Transaction Type Click the Search icon and select AP_VOUCHER Unit Option Select All from the list of valid values Voucher ID Option Select All from the list of valid values Click SAVE To save the run controlClick RUN.Process Scheduler Request 79
  • 80. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Server Name Select PSNT from the list of valid values Comm. Cntrl. Budget Processor Select Check BoxClick OK.Budget Exception – Error CorrectionBudget exceptions arise when the commitment control process cannot create an expense againstthe Chartfield values on a voucher. There are several possible reasons for this. The most likelyreasons are:No Budget Exists – the Chartfields reference a budget that has not yet been established.Insufficient Funds – the Chartfields reference a budget that does not have enough availablespending authority to create the pre-encumbrance.Some exceptions will require the requester to make the necessary corrections on the requisitionwhile other exceptions will require the attention of a Budget Analyst. There are two steps for Budget Exception – Error Correction:1 – Review the budget checking error - (Performed by AP Lead or Supervisor)2 – Edit voucher data to correct the exception - (Performed by AP Lead or Supervisor)Demonstration – Budget Exception CorrectionStep 1Commitment Control Review Budget Check Exceptions VoucherAfter the Budget Check process has completed, review and correct the vouchers with budgetexceptions. This process will fail for vouchers with invalid chartfield strings or Chartfield stringswith insufficient budget for the voucher. In that event, the chartfields must be corrected, thebudget adjusted, the voucher cancelled, or the voucher overridden. If the status is valid, no workis required.Review all distributions on the Voucher for budget errors. 80
  • 81. DWA Project PeopleSoft Accounts PayableAP Voucher Exceptions Field Name Information to Enter Business Unit SDUSD Voucher ID Enter voucher ID or SearchClick SEARCH.Voucher ExceptionsClick the to see related Budget that was used in this transaction. 81
  • 82. DWA Project PeopleSoft Accounts PayableSelect LinkClick to see the exception.Exception DetailsClick to see the financial chartfield charges in this transaction. 82
  • 83. DWA Project PeopleSoft Accounts PayablePayables Voucher Line DrilldownWhen completed with review.Click OK.Click OK.Step 2After the voucher’s budget checking error has been researched, the error needs to be corrected.Budget errors resulting from invalid account codes will be more prevalent on Non-PO Vouchersdue to the manual entry of the chartfield string.For the Voucher’s budget status to be valid, each distribution must be valid. Therefore, it isimportant to verify each distribution line of the Voucher.If the exception cannot be resolved after review by the AP Lead/AP Supervisor, the BudgetAnalyst should be contacted. 83
  • 84. Navigation: Accounts Payable Voucher Entry Regular EntryFind an Existing Value
  • 85. DWA Project PeopleSoft Accounts PayableInvoice InformationReplace the invalid account string with the correct one. Chartfield Invalid Value Valid Value Department 0334 0003Click SAVE.Select the Budget Check Icon . 85
  • 86. DWA Project PeopleSoft Accounts PayableInvoice InformationThe voucher passes budget checking with the new chartfield values.Click SAVE. 86
  • 87. Chapter 2—PaymentsOverview of Pay Cycle Payment Selection Discount Alert Selection Exceptions Withholding Alert Print Trial Payment Creation Register Print Checks EFT Format ACH Format Print Advices ACH Payment Check Confirmation EFT Wire Draft GIRO Letter of Credit Format Positive Payment Produce Positive Payment File CompleteWithin PeopleSoft, Pay Cycles are established to pay groups of vouchers that share certaincharacteristics. They will be set up by the Accounts Payable Lead or Supervisor.
  • 88. DWA Project PeopleSoft Accounts PayableOnce set up, it can be used over and over again, with the same criteria to select payments, simplyby updating the date selection information. When the Pay Cycle is run, individual voucherattributes are used to determine whether a voucher within the cycle will be selected for paymentor by passed for the cycle. A Pay Cycle acts as a payment selection criteria template.For example, you might want to create two types of pay cycles: one for regular vendors, the otherfor employees set up as vendors. In this case, you could set up a separate pay cycle for the twotypes of vendors—regular vendors and employees. PeopleSoft Payables will create payments foronly vendors specified in the pay cycle. You can also select payments based on bank information,vendor pay groups, or payment method.The Pay Cycles used at SDCS will already have been set up. The information that we enter intoPeopleSoft relating to our customer invoices will be critical in determining when, how, or if eachinvoice gets paid.Express ChecksExpress Payments are used for special or urgent payments. They are run outside of the normalpay cycles for specific Vouchers or Vendors on an as needed basis. The conditions necessary forthe use of express check are as follows:The voucher is identified for Express PayThe Pay Cycle Pay Cycle Manager and Express Check functions are restricted to AccountsPayable Lead and SupervisorSteps to create an Express CheckCheck out warrant stock and MICR cartridge - (Performed by AP Lead or Supervisor)Run Create a Control group - (Performed by AP Tech)Enter Voucher - (Performed by AP Tech)Validate Control Group - (Performed by AP Lead or Supervisor)Run Express Payment (Change printer set-up to HP 8100) - - (Performed by AP Lead orSupervisor)Deliver warrant to Requestor - (Performed by AP Tech) 88
  • 89. Demonstration – Express ChecksLet’s print an express check for $107.75. It is for a book that was delivered to the main officewhich cost $100.00 and has tax of $7.75 on it.Step 1 – Check out warrant stock and MICR cartridgeFiscal Control maintains the warrant inventory. Prior to running the Express Payment process,check out the appropriate number of warrants and the MICR toner cartridge. Set up the printerwith the MICR cartridge and put the warrant stock in the correct feeder tray.Step 2 – Run Create a Control groupNavigation: Accounts Payable Control Groups Group Information Add a New ValueAn AP Tech will create a new group with a count of one, a total of $107.75 and assign it toanother AP Tech for data entry.Print and complete a Control Group Cover Sheet:Write down the control group number on itSign itRecord date on itGroup InformationSelect the ADD button.
  • 90. DWA Project PeopleSoft Accounts PayableAssignment Field Name Information to Enter Gross Amt Enter the amount of the Express Pay amount Nbr of Vouchers Enter one Assigned to Click the Search icon to select an AP TechSelect Tab Accounting Tab 90
  • 91. DWA Project PeopleSoft Accounts PayableAccounting Field Name Information to Enter Posting Timing Select Post Only when Group Balanced Payment Timing Select Pay Only when Group Balanced Actions Verify Only Pay Verified Groups checkbox turned on.Select the SAVE button.Select the YES button.Write down Group Number ______________________ 91
  • 92. DWA Project PeopleSoft Accounts PayableStep 3 – Enter VoucherNavigation: Accounts Payable Vouchers Entry Regular EntryEnter header information for the voucher.Voucher Field Name Information to Enter Control Group ID Select the control group entered for this Express Check Short Vendor Name Enter MERRIAM-001 or Click the Search icon Invoice Number Enter invoice number from vendor’s invoice Invoice Date Enter date from the Invoice Gross Invoice Enter Express Pay invoice amount Amount Voucher Lines Enter one voucher lineClick the ADD button. 92
  • 93. DWA Project PeopleSoft Accounts PayableInvoice InformationClick the Sales Tax icon.Sales Tax Charges Field Name Information to Enter Prorate Verify the check box is checked Charge type SALETX 93
  • 94. DWA Project PeopleSoft Accounts PayableInvoice Information Field Name Information to Enter Description Enter Description Chart Fields Enter general ledger account Budget Check Budget check the voucher Field Name Information to Enter Pay Terms Select Immediate Total Verify amount Item Number Leave Blank or Enter Item number if inventory item Description Enter Description Quantity Enter Quantity UOM Enter Unit of Measure or Click the Search icon Unit Price Enter Unit Price Department Enter or Click the Search icon Resource Enter or Click the Search icon Account Enter or Click the Search icon Program Enter or Click the Search icon 94
  • 95. DWA Project PeopleSoft Accounts Payable Class Enter or Click the Search icon Fund Enter or Click the Search icon Extended Enter or Click the Search icon Project Enter or Click the Search icon Budget Reference Enter or Click the Search iconClick SAVE.Click YES.Invoice InformationNext we need to budget check the voucher. Since we want it dome immediately, we will use theicon and budget check it on the spot Field Name Information to Enter Budget Check Budget check the voucherClick the Payments Tab. 95
  • 96. DWA Project PeopleSoft Accounts PayableVoucher - Payments Field Name Information to Validate Pay Terms: Immediate Scheduled Due: Current DateClick SAVE.Step 4 – Validate Control GroupNavigation: Accounts Payable Control Groups Group Information Find an ExistingValue The Control Group must be verified before express check can be run AP Manager / Supervisor 96
  • 97. DWA Project PeopleSoft Accounts PayableGroup InformationClick SEARCH.Control Group - AssignmentClick the Vouchers tab. 97
  • 98. DWA Project PeopleSoft Accounts PayableControl Group - VouchersVerify the Control Group and click the Assignment tab.Control Group - Assignment 98
  • 99. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Status VerifiedClick SAVE.Step 5 – Run Express PaymentExpress Payment is initiated from the Payments tab of the Voucher. Prior to initiating theExpress Payment, the Voucher must be budget checked. Also, the Voucher may need to bematched.Navigation: Accounts Payable Vouchers Entry Regular Entry Find an Existing ValueVoucher - SearchClick SEARCH. 99
  • 100. DWA Project PeopleSoft Accounts PayableAn informational message appears informing you that the control group has been verified and thatyou can not modify the voucher.Click OK.Select PAYMENTS tab.Voucher - Payments Notice the fields are grayed out on this voucher. They can not be changed. 100
  • 101. DWA Project PeopleSoft Accounts PayablePaymentClick the Express Payment link. 101
  • 102. DWA Project PeopleSoft Accounts PayableExpress Payment Field Name Information to Validate Bank Bank Account Bank Account Pay Method Check Vendor Payee Address Vendor Address Server PSNT Options within Express Payment – You have the option to include all outstanding vouchers forthe vendor. Field Name Options of Payment To pay all outstanding vouchers for vendorClick CREATE PAYMENT to create payment. 102
  • 103. DWA Project PeopleSoft Accounts PayablePay Cycle – Express PaymentThis page shows the status of the Express Payment - Pay Status at bottom of the screen as it runs.Periodically click the Refresh button to update the job status. When completed, it will change toApproved.At this time, the payment has been processed and the warrant or check is now ready to print.Pay Cycle – Express Payment 103
  • 104. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Server Select server from dropdown Output Destination Enter IP address for check printing Print Checks Output Destination Enter IP address for advice printing Print Advices Field Name Information to Validate Output Type PrinterClick PROCESS on the Print Checks line under the Pay Cycle Results scroll area.Pay Cycle – Express PaymentClick Process on the Print Advices line under the Pay Cycle Results scroll area.This page indicates the Express Payment process has completed successfully. In the event thewarrant was not printed correctly, it can be recreated by clicking the Recreate button.Step 6 – Deliver Warrant to RequestorOnce the process is complete and the warrant or check is printed, deliver it to the person whorequested it. 104
  • 105. DWA Project PeopleSoft Accounts PayableCancel/Stop WarrantsA payment can be cancelled if the warrant has not been mailed or delivered to the vendor. Oncethe payment has already left the premises, the payment must be stopped. The Stop Process also involves contacting the bank to ensure the payment is correctlyhandled. Additionally, within this process we must determine if the payment will be re-scheduled ornot. District Accounts Payable and Food Services Accounting Accounts Payable may be handleddifferently. Contact the Accounts Payable Lead or Supervisor if you have any questions. Steps for Entering a Payment Cancellation1 – Determine need to void/stop payment - (Performed by AP Lead or Supervisor)2 – Cancel/stop payment - (Performed by AP Lead or Supervisor)3 – Call the bank - (Performed by AP Lead or Supervisor)4 – Reschedule payment - (Performed by AP Lead or Supervisor)Demonstration – Entering a Payment CancellationStep 1 – Determine need to void/stop paymentNavigation: Non-System TaskThe determination that a payment should be stopped can come from several sources. Forexample, the vendor may request a payment is stopped when it realizes the warrant has been lost.Or, in the discovery of a fraudulent claim, the payment should be stopped.Step 2 – Cancel/stop paymentNavigation: Accounts Payable Payments Cancel/Void Payments Payment CancellationOnce it has been identified, we must determine whether the payment needs to be voided orstopped. Voids are used for payments that have not been mailed or delivered to the vendor. 105
  • 106. DWA Project PeopleSoft Accounts PayableStop Payment is used if the payment has been mailed or delivered. If so, you must contact thebank or the County of San Diego first to see if the check or warrant has been cashed.If it has not, you may proceed with the cancel/stop.If it has, order a copy of the front and back to show the vendor.Payment Cancellation Field Name Information to Enter Bank SetID SDUSD or click the Search icon Payment Reference: Enter Check/Warrant Number Bank Code: Optional - Enter Bank Code or click the Search icon Bank Account: Optional - Enter Bank Account or click the Search iconClick SEARCH. 106
  • 107. DWA Project PeopleSoft Accounts PayableCancel a Payment Field Name Information to Enter Date Cancelled Enter Cancelled date or accept defaultIf not delivered to Vendor, select options from table below. Action Required Payment Status Cancel Action Void and re-issue the payment now Void and re-issue the payment at a later date Void check and close pay liability 107
  • 108. DWA Project PeopleSoft Accounts PayableIf previously delivered to Vendor, select options from table below. Action Required Payment Status Cancel Action Stop Payment and re-issue the payment now Stop Payment and re-issue the payment at a later date Stop Payment check and close pay liabilityTo reverse a previous Void or Stop transaction in PeopleSoft, select options from table below. Action Required Payment Status Cancel Action Undo Cancel and re-issue the payment now Undo Cancel and re-issue the payment at a later date Undo Cancel check and close pay liability 108
  • 109. DWA Project PeopleSoft Accounts PayableCancel a PaymentClick SAVE.Next we need to post the Payment Cancellation. Next we need to post the payment cancellation prior to re-printing the check.Step 3 – Call the bankNavigation: Non-System TaskIf the payment has been mailed or delivered to the vendor, the bank or financial institution mustbe contacted to place a stop payment on the warrant or check.Step 4 – Reschedule paymentNavigation: Accounts Payable Vouchers Entry Regular Entry Find an Existing ValueVouchers processed with a Cancel Action of ‘Re-Open Voucher(s)/Re-Issue’ must have thepayment rescheduled. To reschedule a payment follow the navigation below. 109
  • 110. DWA Project PeopleSoft Accounts PayableInvoice InformationTo reschedule the payment, navigate to the Payments tab on the Voucher and change theScheduled Due to the desired date.Click SAVE. 110
  • 111. DWA Project PeopleSoft Accounts PayableChapter 3—ReportsReportsPeriodically you may want to run the B-Warrant Register/Summary Report, to review warrants.Following is a step by step demonstration for running this report.Demonstration—Running the B-Warrant Register ReportsNavigation: Accounts Payable Reports Payments B-Warrant Register/Summary Add aNew ValueLet’s set up n new Run Control ID.B-Warrant Register/Summary Report Field Name Information to Enter Run Control ID WarrantReport 111
  • 112. DWA Project PeopleSoft Accounts PayableVoucher Register Field Name Information to Enter Pay Cycle Load pay cycle for the report SAVE Click RUN ClickProcess Scheduler Request 112
  • 113. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter Server Name PSNT AP B-Warrant Register Report & Sum Check OK ClickParameters Field Name Information to Enter Process Monitor Select hyperlink 113
  • 114. DWA Project PeopleSoft Accounts PayableProcess ListThe initial run status will be Queued, then Posting and finally Success. Field Name Information to Enter REFRESH ClickProcess List Field Name Information to Enter SDAPPAY Click 114
  • 115. DWA Project PeopleSoft Accounts PayableProcess Detail Field Name Information to Enter 1799 - SDAP238 Success Click 115
  • 116. DWA Project PeopleSoft Accounts PayableProcess Detail Field Name Information to Enter 1799 - SDAP238 Success ClickView Log/Trace 116
  • 117. DWA Project PeopleSoft Accounts Payable Field Name Information to Enter SDAP238_1799.HTM ClickAccounts Payable B-Warrant Register - Detail Report At this point you can view the report on line or print it out. When done with the report, closethe window and return to the View/Trace Log panel. 117
  • 118. DWA Project PeopleSoft Accounts PayableView Log/Trace Field Name Information to Enter RETURN Click 118
  • 119. DWA Project PeopleSoft Accounts PayableProcess Detail Field Name Information to Enter OK Click 119
  • 120. DWA Project PeopleSoft Accounts PayableProcess ListNow let’s look at the detailed version of this same report. Field Name Information to Enter 1800 - SDAP 239 Success Click 120
  • 121. DWA Project PeopleSoft Accounts PayableProcess Detail Field Name Information to Enter View Log/Trace Click 121
  • 122. DWA Project PeopleSoft Accounts PayableView Log/Trace Field Name Information to Enter SDAP239_1800.HTM ClickAccounts Payable B-Warrant Register - Summary Report 122
  • 123. DWA Project PeopleSoft Accounts PayableVoucher InquiryPeopleSoft Payables provides inquiry pages and reports that enable you to access your voucherinformation quickly and easily. The voucher inquiry page can be used to look up informationwhen a customer calls and wants you to research information for them about an invoice orpayment.Using Customer Information to Access Vouchers and Payment DataWhat if a vendor calls looking for an outstanding invoice? The vendor wont have any of theinformation that has become part of the voucher (such as Voucher ID), but only raw data as itappears on their invoice. How do you find the information they are requesting? In this instance,you would:Use the Voucher Inquiry page to search for vouchers by vendor and vendor invoice number.Drill down to the Vendor Schedule Payment Inquiry page to view the scheduled payment detailsfor the vouchers (such as payment method, scheduled pay date, and approval status).Drill down to the Voucher Inquiry Lines page to view invoice and distribution line level detail forthe vouchers (such as General Ledger business unit, Chartfields, and line amounts).Drill down to the Voucher Payment Detail page to access detail on the payment itself (such asbank, payment date, payment amount and currency).Drill down to the Payment Inquiry page to see a listing of transactions that were included as partof the payment (such as transaction number, date, paid amount and currency).Search ValuesBelow is a table of the search field values which can be used individually or in combination whensearching for a single voucher or a group of vouchers. Search Field Name Criteria for Entry From / To Business Unit A business unit is required for your search and SDUSD will default in for your search. From / To Voucher ID To search on one voucher ID, enter that voucher ID in both the From Voucher ID field and the To Voucher ID field. To search on a range of voucher IDs, enter the first voucher ID of your range in the From field and enter the last voucher ID of your range in the To field. From / To Invoice To search on one invoice number, enter that invoice number in both the From Invoice field and the To Invoice field. To search on a range of invoice numbers, enter the first invoice number of your range in the From field and enter the last invoice number of your range in the To field. 123
  • 124. DWA Project PeopleSoft Accounts Payable Search Field Name Criteria for Entry Post Status Search for vouchers with the following post status: Payment not Applied: Payments that are not applied Posted: Payments that are posted to the General Ledger Unposted: Payments that are unposted Approval Status Search for vouchers that have the following approval status: Approved Denied Unapproved Voucher Balance Search by voucher balance. Select from the following: Balance Remains: Vouchers with an unpaid remaining balance. No Balance Remains: Vouchers that are paid with no remaining outstanding balance. From / To Vendor Short Once a name is entered in the From Vendor Short Name field, the Name To Vendor Short Name field is populated and available for entry. To search on a range of vendor names, enter the first vendor name of your range in the From field and enter the last vendor name of your range in the To field. Once you enter a name in the From Vendor Short Name field, both vendor ID fields are populated but are unavailable for entry. If you search for a range of vendor short names you cannot search on a Vendor Location in the same search. From / To Vendor ID Once a number is entered in the From Vendor ID field, the To Vendor ID is populated and available for entry. To search on a range of vendor ID numbers, use both fields. To search on one vendor ID number, use the From field and leave the To field blank. Once you enter a name in the From Vendor ID field, the vendor name fields are not populated but are unavailable for entry. If you search for a range of vendor IDs, you cannot search on a Vendor Location in the same search. Voucher Date Type You can search for vouchers by: Accounting Date Due Date Entered Date Invoice Date Once you select the Voucher Date Type, use the From Date and To Date fields to search on a range of dates. 124
  • 125. DWA Project PeopleSoft Accounts Payable Search Field Name Criteria for Entry Amount Rule / To search on a particular voucher amount, specify how you are Voucher Gross Amount comparing your search to that amount. Options are as follows: Any: Select if you are not using the gross amount as part of your search criteria. Equal to: Select to search for an amount that is equal to the amount you specify. Greater than: Select to search for an amount that is greater than the amount you specify. Greater than or equal to: Select to search for an amount that is greater than or equal to the amount you specify. Less than: Select to search for an amount that is greater than or equal to the amount you specify. Less than or equal to: Select to search for an amount that is less than or equal to the amount you specify. Enter the voucher amount once you have specified a particular Amount Rule.Information Searches and DrilldownsValue Searches – Enter a specific Value or Click the Search icon to load it from PeopleSoft.Range Searches – Where you enter the beginning and ending values in a range, e.g., from dateJanuary 1, 2003 to June 30, 2003.Voucher Detail Drilldown – Review detail lines from vouchers by selecting the icon.Payment Detail Drilldown – Review additional payments information by selecting the icon.Payment Schedule Drilldown – Review payment schedule by selecting the icon.Sorting – Sorting the displayed Results 125
  • 126. DWA Project PeopleSoft Accounts PayableVoucher Inquiry DemonstrationValue SearchesNavigation: Accounts Payable Review Vouchers Voucher Inquiry 126
  • 127. DWA Project PeopleSoft Accounts PayableValue Fields Data RequiredVoucher Style Select Voucher Style from the drop down list Journal Adjustment RegularPost Status Select Post Status from the drop down list Posted Not Posted Payment Not AppliedApproval Status Select Approval Status from the drop down list Approved Denied UnapprovedVoucher Balance Select Voucher Balance from the drop down list Balance Remains No Balance RemainsVoucher Inquiry Field Name Information to Enter Voucher Style All VouchersClick SEARCH to generate your search results. 127
  • 128. DWA Project PeopleSoft Accounts PayableVoucher Inquiry - Search ResultsReview the results - To clear all of your search criteria choices and go back to the default choices.Click RESET CRITERIA If no data that matches your search criteria is found, the message "No vouchers found" appearsin the lower-left corner of the page.Voucher Inquiry Field Name Information to Enter Voucher Style Regular Posted Status Posted 128
  • 129. DWA Project PeopleSoft Accounts PayableVoucher Inquiry - Search ResultsClick RESET CRITERIA.Voucher Inquiry 129
  • 130. DWA Project PeopleSoft Accounts PayableSearch Ranges Range Fields Range Data Required Voucher ID Enter beginning and ending Voucher ID or Click the Search icon Invoice Enter beginning and ending Invoice Number or Click the Search icon Vendor ID Enter beginning and ending Vendor ID or Click the Search icon Vendor Short Name Enter beginning and ending Vendor Short Name or Click the Search icon Voucher Date Enter beginning and ending Voucher Date or Click the Search icon When you edit the From Date field, the To Date field does not automatically change. Be sureto look at both dates to prevent receiving no results for your inquiry.Let’s look for all voucher types for a single vendor, The Internal Revenue Service, IRS-001.Voucher Inquiry Field Name Information to Enter From Vendor Short Name IRS-001 To Vendor Short Name IRS-001Click SEARCH. 130
  • 131. DWA Project PeopleSoft Accounts PayableVoucher InquiryThe Voucher Inquiry screen returns the vouchers which fall within the specified range.Voucher Detail Drilldown By selecting the icon, you can drill down into the detail lines of the voucher in question.Voucher Detail Lines By selecting the icon, you can drill down into the detail lines of the payment in question. 131
  • 132. DWA Project PeopleSoft Accounts PayableSortingVoucher InquirySort Criteria Field Name Information to Enter Sort By To sort your results, select the field you want to sort by : Approval Status Business Unit Invoice Date Invoice Number Short Vendor Name Vendor ID Voucher ID Voucher Style Sort Asc/Desc Select a sort order: Ascending Descending.Click the SORT key. 132
  • 133. DWA Project PeopleSoft Accounts PayableUpdate VouchersThere are several ways to update vouchers within PeopleSoft depending on the status of thedocument.Unposted Voucher. Can be retrieved and within the Regular Voucher Entry panel. Onceopened, most information on the voucher can be changed.Navigation: Accounts Payable Vouchers Entry Regular EntryPosted Voucher. Can be modified in the following ways:Voucher Adjustment can be processed to modify dollar amounts to the voucher.Unpost the voucher, modify it, and re-post it. (Unposting a voucher will be limited to AP Lead orSupervisor.) 133
  • 134. DWA Project PeopleSoft Accounts PayableChapter 4—SupportPeopleSoft PeopleBooksThe PeopleBooks is online documentation delivered with the business applications purchasedfrom PeopleSoft. It is a research tool that will give you generic information about how to setup,operate and maintain the PeopleSoft applications.PeopleBooks will not give you SDCS specific information such as what value to use for a givenfield. Rather, it will explain to you the purpose of a page and the explanation of the field.You can access PeopleBooks by clicking the Help link from any page in the PeopleSoft Portal. Itis located under the navigation header.The Help DeskThe goal of the San Diego City Schools Help Desk is to provide customers with a single point ofcontact for computer hardware, software, and district application problem reporting. The HelpDesk will solve, document and or relay problems to appropriate support personnel to provide anefficient and effective resolution.To enhance our support process, we request that all school sites designate a contact person tocall the Help Desk to report problems affecting either individual workstations or the entire site.By having a single site designee call in, it helps keep the phone lines open when an outage affectsmultiple users at one site. Site Technicians perform this function at secondary schools.Please note that the Help Desk greeting (619) 725-7500 will be changed daily to reflect systemoutages and status updates throughout the outage. You should also try to re-establish connectionswith systems that are experiencing outages at regular intervals.The Help Desk also provides assistance for NON-EMERGENCY issues via a web request formlocated at http://www.sandi.net/hdemail/. This provides a standard format for submitting yourrequest for a problem ticket. Help Desk tickets will no longer be issued from an email request.Please take the time to review your entries to the web page prior to submitting your request.DWA WebsiteRemember that you can access training materials and job aids on the DWA website atwww.sandi.net/dwa. 134