PeopleSoft Accounts Payable

DISTRICT WIDE APPLICATIONS

PeopleSoft Accounts Payable
PeopleSoft Training—Financials October 2003

DWA Project

PeopleSoft Accounts Payable

Table of Contents
Chapter 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..................................................................................................................... 133

Chapter 2—Payments ................................................................................... 87
Overview of Pay Cycle ............................................................................................................. 87 Express Checks ......................................................................................................................... 88 Demonstration – Express Checks.............................................................................................. 89 Cancel/Stop Warrants ............................................................................................................. 105 Demonstration – Entering a Payment Cancellation ................................................................ 105

Chapter 3—Reports .................................................................................... 111
Reports .................................................................................................................................... 111 Demonstration—Running the B-Warrant Register Reports.................................................... 111

Chapter 4—Support .................................................................................... 134
PeopleSoft PeopleBooks ......................................................................................................... 134 The Help Desk ........................................................................................................................ 134 DWA Website ......................................................................................................................... 134

2

DWA Project

PeopleSoft Accounts Payable

Chapter 1—Vouchers
Introduction Accounts Payable Home Page The Accounts Payable Home page provides payable users with a single easy access location for the pages in the payables application as well as links to commonly used pages in other applications. These pages can be found under “Pages in other Modules Home.”

Select Vouchers Home Page

3

DWA Project
Vouchers Home Page

PeopleSoft Accounts Payable

Payables Control Hierarchy In PeopleSoft Payables, business units sit on top of a default hierarchy, or Control Hierarchy, that facilitates 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 Unit Origin Control Group Vendor Voucher Default values entered at the business unit level default to the transaction level, unless you override the defaults with values stored at an intermediate level, such as voucher origin, control group, or vendor. This hierarchy provides increased flexibility and control at the points where you need them to fit your business needs. For example, instead of a payables user entering the same default values over and over again on vouchers, the system uses the control hierarchy to enter the predetermined values automatically. The user can override these values on the voucher.

4

DWA Project

PeopleSoft Accounts Payable

Integration to other PeopleSoft Applications PeopleSoft Payables interfaces with other PS financial and distribution applications including General Ledger, Purchasing and Inventory.

eProcurement

Purchasing

Accounts Payable

Accounts Receivable

General Ledger

Integrating With PeopleSoft Purchasing Payables interfaces directly with PeopleSoft Purchasing as follows: The Copy PO/Recv (copy purchase order/receiver) functionality enables you to directly copy purchase order and/or receiver information onto the voucher. Voucher Build, the batch process that builds voucher record sets, can create vouchers records from various sources in PeopleSoft Purchasing. Voucher Build also builds voucher record sets for contracts, and is fully integrated with PeopleSoft Purchasing. Matching ensures that you are paying for what you ordered and received by comparing vouchers with purchase orders and receiving documents. The Document Status Inquiry functionality enables you to inquire and cross-reference related documents across the procure-to-pay business cycle.

5

DWA Project

PeopleSoft Accounts Payable

Integrating with General Ledger Applications PeopleSoft Payables interfaces with PeopleSoft General Ledger by creating the accounting entries that PeopleSoft General Ledger uses to create journal lines. When you enter vouchers, you also enter information about how the voucher is charged, from an accounting perspective. The posting of vouchers and payments creates balanced accounting entries that are immediately available to the Journal Generator in the Payables Accounting Entry table. You then run the Journal Generator COBOL process (FSPGJGEN) to create the journal lines in PeopleSoft General Ledger. PeopleSoft Payables automatically creates reversing accounting entries if you need to change any information that has already been processed to the general ledger. Accounts Payable Field Definitions Within PeopleSoft The PeopleSoft Accounts Payable module maintains large amounts of information about the disbursement cycle. Below is a list of the key fields used by PeopleSoft and an explanation of each of them. Field As of Date Business Unit Definition The last date for which a report or process includes data. 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. Free form text up to 30 characters. 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. The full amount of the voucher, including merchandise and service amounts (entered on the voucher line), freight, sales tax, and inclusive VAT. Typically, this is the invoice number or some other control number from the voucher's 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. The vendor's invoice date. 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 vendor's 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.

Description Effective Date

Gross Amount

Invoice ID

Invoice Date Location

6

DWA Project

PeopleSoft Accounts Payable

Field Process Frequency

Definition 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 Don't Run. Always: Executes the request every time the batch process runs. Don't Run: Ignores the request when the batch process runs. The report identifier. 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). For each voucher you can have multiple payments. For example, let's 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. This button takes you to the Process List page, where you can view the status of submitted process requests. 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. An identification code that identifies the run parameters for a report or process. The system identifier for the individual who generates a transaction. 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 company's structure and processing options. Free form text up to 15 characters. 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. The system identifier for the individual who generates a transaction. The system-assigned or user-defined identification number given to a vendor when it is created. The system-assigned or user-defined identification number given to a voucher when it is created.

Report ID Report Manager

Payment Count

Process Monitor Run

Run Control ID User ID SetID

Short Description Status

User ID Vendor ID Voucher ID

7

DWA Project

PeopleSoft Accounts Payable

Terminology, Assumptions and Conventions Following are some terminology, assumptions and conventions used in this manual. Terminology Checks and Warrants. Checks and Warrants are different financial instruments, however. For the purposed of this manual and PeopleSoft voucher and payment processing, they may be used interchangeable. Vendor Short Name = vendor sort name. The PeopleSoft “vendor short name” is equivalent to “vendor sort name” the current SDUSD accounts Payable application. Assumptions Budget Checking. Budget Check is a batch process that will run twice a day. It will be scheduled to run automatically first thing in the morning to check the vouchers entered the night before. It will be run manually in the afternoon by AP lead to check all vouchers available at that time. 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, PeopleSoft creates a balanced accounting entry recording the expense and liability associated the invoice entered. The Voucher Posting process will run twice a day. The first run will occur at the beginning of the day as a batch process. The second will be a manual process done in the afternoon by either the AP Lead or the AP Supervisor. While individual control groups can be posted, SDCS will generally post all control groups. Conventions Invoice Date. During invoice entry the invoice date that is entered into PeopleSoft should always be the date appearing on the vendor’s invoice. It no invoice date exits, then, the current date can be used as an alternative. Letter “t” in Date Field. PeopleSoft will interpret the letter “t” or “T” in date fields as today’s date 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 duplicate payment validation. For the exercises in this manual, please use your own three initials followed by a sequential three digit number in all invoice number fields. In the exercises, replace the XXX with your three initials.

8

DWA Project

PeopleSoft Accounts Payable

For example John J. Doe would number his invoices in exercise as follows: Invoice First invoice Second Invoice Number JJD001 JJD002

Entering Control Groups Control groups offer a method of entering vouchers in a batch format. It provides a level of control where you can set up default values to be applied to groups of vouchers. Control Groups can also be used as a means of distributing the voucher entry work load and validating the accuracy of data entry. SDUSD’s approach to voucher entry will be with the use of control groups. AP Tech’s will enter vouchers into PeopleSoft in batches or groups that have previously have been totaled by another co-worker. At the completion of voucher entry, PeopleSoft will validate that the total of vouchers entered against the batch total previously entered. Control Groups must be entered by a different Tech than the person that enters the corresponding vouchers. 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 business process 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 Group 1. 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 AP Tech) 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

DWA Project

PeopleSoft Accounts Payable

Demonstration – Enter Control Groups

Step 1 Navigation: Non-System Task The Accounting Clerk receives the invoices and distributes them to the appropriate AP Techs. Step 2 Navigation: Non-System Task Upon receipt of invoices from the Accounting Clerk, each AP Tech selects a group invoices (no more than 50), alphabetizes them and passes them to a second AP Tech. The second AP Tech creates the control group to provide appropriate segregation of duties. The maximum number of invoices per group will be (50) fifty. However, smaller groups may result as invoices will not intentionally be held to meet a minimum number for a control group. Step 3 Navigation: Non-System Task Each group of invoices is summed and counted to provide totals for the control group. This tape will be used for the creation and final verification of the control group to ensure it is in balance with the associated invoices. Step 4 Navigation: Accounts Payable Control Groups Group Information

AP Techs will create a new group and enter the count and total from the tape they created. They need to set up the control group and assign it to another AP Tech for data entry. Select Tab Add a New Value

10

DWA Project

PeopleSoft Accounts Payable

Select the ADD Button to create a new group using the PeopleSoft auto numbering feature. The following multi-tab panel opens to the Assignment tab.
Assignment

Field Name Gross Amt Nbr of Vouchers Assigned to

Information to Enter Enter the total amount from the tape created in the previous step. Enter the number of vouchers in the group. Click the Search icon to select an AP Tech and assign the control group.

11

DWA Project

PeopleSoft Accounts Payable

Select Tab
Accounting

Accounting

Field Name Posting Timing Payment Timing Actions

Information to Select Select - Post Only when Group Balanced Select - Pay Only when Group Balanced Select - Only Pay Verified Groups checkbox: Turn on group

The payment process only pays vouchers in this control group if they have been verified on the Group Information — Assignment page, regardless of whether the control group is in balance or whether individual vouchers in the control group are ready to be paid. Select the SAVE button.

Select the YES button.

12

DWA Project
Accounting

PeopleSoft Accounts Payable

Step 5 Complete Control Group Cover Sheet with the following information: Control Group Number Date Assigned Assigned By User Name Vendor Names - Alpha Range

13

DWA Project

PeopleSoft Accounts Payable

Control Group Cover Sheet

San Diego City Schools Accounts Payable Department Control Group Cover Sheet

Control Group Number:

_________

Date Assigned: ___________ Assigned By: ________________________ Signature, No Initials

User Name: __________________________
Signature, No Initials

Vendor Names: ________________through ______________

14

DWA Project

PeopleSoft Accounts Payable

Step 6 Navigation: Non-System Task Upon assignment of the control group, the second AP Tech returns the invoices and tape to the first AP Tech for data entry. Entering Vouchers PeopleSoft Vouchers are the electronic equivalent of vendor invoices. They are the means of paying for goods and services that can be initiated in any of the following ways: SDCS District Purchase Order Contract Board Resolution Board Line Item This process flow covers the entire voucher lifecycle- including entering the voucher, verifying control groups, budget checking, and posting. The Budget Checking process will reduce expense site funds and reduce encumbrance balance in real time; however, it does not affect the actual general ledger. Budget Checking will primarily be done by a batch process run automatically two per day. It can, however, be done manually when required. Posting from Accounts Payable to the General Ledger (debiting expense, crediting liability) will affect the general ledger accounts balances. Posting to the general ledger will be done in summary by a batch process run automatically in the evenings. Budget checking must be done prior to posting. Deferred Processing The Voucher component in PeopleSoft Payables utilizes deferred processing in order to speed up the data-entry process. This means that the system does not validate the data for each field as you Tab through a page. You can enter in all the data for your page without unnecessary trips to the server for data validation. Entered data is validated when: You navigate to another page in the component Click the Save button Click the Refresh button (access key: Alt+0) If there are any errors in your data, you are notified at this time. Voucher Styles PeopleSoft contains several Voucher Styles which serve different purposes within accounts payable 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 and vouchers that require matching to purchase orders and receiving documents.

15

DWA Project

PeopleSoft Accounts Payable

Adjustment 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 Entry The search page that appears when you enter the voucher component enables you to add a new voucher, or search for an existing one. If you are adding a new voucher, you can use the fields on this page to pre-populate the new voucher and thus reduce the amount of prompting and editing you 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 can search 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 is correct for the new voucher.) Validation When Voucher is Saved When you save vouchers, many edits and processes occur automatically. Any problems that PeopleSoft Payables detects with a voucher are brought to your attention so that you can fix them immediately. The system performs a series of validation checks to ensure that you have completed all the fields correctly. 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 as Sales 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

DWA Project

PeopleSoft Accounts Payable

Determining 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 the match status is set to E (error), the system deletes any entries from the Match Override table. Non-Purchase Order Vouchers Enter 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 electronic equivalent of vendor invoices, they are the means of paying for goods and services. Steps for Entering a Non-Purchase Order voucher Receive bundled invoices, tapes, control group cover sheet, and control group IDs - (Performed by AP Staff) Complete PeopleSoft voucher form with appropriate vendor invoice data - (Performed by AP Staff) 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

DWA Project

PeopleSoft Accounts Payable

Demonstration – Entering Non-Purchase Order Voucher

In this example we will process a voucher from the Office Depot for $107.75, payable immediately, for emergency plumbing repair and supply at Adams Elementary School. It contains a single line item of $100.00, tax of $7.75 and has no additional charges associated with it (e.g., freight, misc, etc.). Step 1 Navigation: Non-System Task Receive bundled invoices, tapes, control group cover sheet, control group cover sheet, and control group IDs for control groups assigned by AP Techs within team. Step 2 Navigation: Accounts Payable Vouchers Entry Regular Entry

Enter header information pertaining to the voucher.
Add a New Voucher

18

DWA Project

PeopleSoft Accounts Payable

Field Name Control Group ID To search for the Short Vendor Name Invoice Number Invoice Date Gross Amount of Invoice Total Voucher Lines Click the ADD button.

Information to Enter Select appropriate control group based on control group number in packet from step 1 Optional - Click the Search icon Optional - Enter invoice number from vendor’s invoice Optional - Enter invoice date from invoice Optional - Leave at zero Optional - Enter number of voucher lines

Enter all relevant vendor invoice data into a PeopleSoft voucher. The completed voucher will contain vendor, item, and payment information as well as voucher processing details.
Voucher Header

Since this is payable immediately and contains sales tax, we must change the Pay Terms and then click the Sales Tax icon. Field Name Pay Terms Sales Tax icon Information to Enter Enter Immediate or Click the icon and select from the list

19

DWA Project
Sales Tax Charges

PeopleSoft Accounts Payable

Field Name Prorate Charge type Click OK.
Voucher Header

Information to Enter Verify the check box is checked SALETX

Next, enter the Sales Tax and Total amount. Field Name Sales Tax Total Information to Enter 7.75 100.00

20

DWA Project

PeopleSoft Accounts Payable

: Below are Optional Entry fields. Enter only if applicable. Field Name Misc Amt Frght Amt Use Tax checkbox Information to Enter Any separate line amount except freight and sales tax. For example: insurance. Enter freight charges, if applicable. Check box, if applicable.

Voucher Detail – Invoice Lines

Field Name Description Quantity UOM Unit Price

Information to Enter Enter Description Enter Quantity Enter Unit of Measure or Click the Search icon Enter Unit Price button.

For Additional Invoice Lines click the
Voucher Detail – Distribution Lines

Field Name Department Resource Budget Reference Account Program Class Fund Extended

Information to Enter Enter 0003 or Click the Search icon Enter or 00000 or Click the Search icon Enter or 00 or Click the Search icon Enter or 4301 or Click the Search icon Enter or 0000 or Click the Search icon Enter or 0000 or Click the Search icon Enter or 01000 or Click the Search icon Enter or 0000 or Click the Search icon button.

For Additional Distribution Lines click the

For this example we do not need any additional lines.

21

DWA Project

PeopleSoft Accounts Payable

Click the Payments tab.
Payments

Field Name Remit to vendor Location Address Bank Account Information Click Schedule Payment Scheduled Due Click the Invoice Information tab.

Information to Verify Verify Remit to Vendor Verify location Verify address Verify Bank Account information; specifically with regards to Food Service and Trust Fund payments. Calculates the Scheduled Due date based on the Payment Terms Verify system-calculated date or enter desired date.

22

DWA Project

PeopleSoft Accounts Payable

icon. This will Now, for this example let’s budget check this invoice by selecting the automatically 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

DWA Project

PeopleSoft Accounts Payable

Step 3 Navigation: Non-System Task Communicate control group completion is done by placing the completed, balanced control group in the lead person’s in box. Step 4 Once the control groups have been completed, they must be verified before they can be posted or paid. The verifier needs to check each voucher dollar amount against the amount on the tape to ensure 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 against the tape for accuracy. Navigation: Accounts Payable Select the Vouchers tab.
Vouchers

Control Groups

Group Information

Click the Assignment link.

24

DWA Project
Assignment

PeopleSoft Accounts Payable

Field Name Status Click SAVE.

Information to Enter Select Verified from the list of valid values

Step 5 When control groups are balanced and verified, the majority of vouchers will be budget checked using 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 an as needed basis, for example; During an express pay transaction After a correction to a voucher changing in dollar amount. In these cases, budget checking can be done online during voucher entry using the budget checking icon. Step 6 Navigation: Accounts Payable Control Groups Post Control Group

Once the control groups are balanced, verified, and budget checked, the vouchers in the control group are ready to be posted.

25

DWA Project
Post Control Group

PeopleSoft Accounts Payable

Field Name Select control group(s) to be posted Click SAVE.

Information to Enter Check Box Entry

Step 7 Initiate the run control to perform the posting process.

26

DWA Project

PeopleSoft Accounts Payable

Voucher Posting Request

Field Name Request ID Description Process Frequency Post Voucher Option Click SAVE Click Run
Process Scheduler Request

Information to Enter Enter a request ID Enter a description for the run control ID Select Always Process from the list of valid values Select Post All Units from the list of valid values To save the request To initiate the process

27

DWA Project

PeopleSoft Accounts Payable

Field Name Server Name PS/AP Voucher Posting Click OK. Step 8 Navigation: Non-System Task

Information to Enter Select PSNT from the list of valid values Turn on

Accounting Clerks will file invoices each morning. Employee Expenses Until the Expense module is purchased and installed, SDUSD will use the Open Item accounting functionality of Accounts Payable and General Ledger to account for employee travel and conferences. 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 Expense module 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 the correct 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, and conference 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 Expense accounting procedures require that open employee expenses are followed up to ensure all receipts are turned in and accounted for properly. Reviewing the expense status online allows the Accounts Payable Department to determine which employees still have receipts to turn in and what amounts are still outstanding. Steps for Entering an Employee Expense voucher Receive “Advanced Payments for Employee Travel/Conferences form.” - (Performed by AP Tech) Complete PeopleSoft voucher form with appropriate employee and vendor data - (Performed by AP Tech) Communicate control group completion - (Performed by AP Tech)

28

DWA Project

PeopleSoft Accounts Payable

Demonstration – Entering Employee Pre-Paid Item

For 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 Marriott hotel in Hollywood. Step 1 Navigation: Non-System Task Receive bundled invoices, tapes, control group cover sheet, and control group IDs for control groups assigned by AP Techs within team. Step 2 Navigation: Accounts Payable Vouchers Entry Regular Entry

Enter header information for the voucher.
Voucher

29

DWA Project

PeopleSoft Accounts Payable

Field Name Control Group ID To search for the Short Vendor Name Invoice Number Invoice Date Gross Amount of Invoice Total Voucher Lines Click the ADD button.
Invoice Information

Information to Enter Select appropriate control group Enter P Hagerty-001 or Click the Search icon to select from a list of vendors Enter invoice number from vendor’s invoice Enter invoice date from invoice Optional - Enter gross amount of invoice or leave at 0.00 Optional - Enter number of voucher lines

Click the Sales Tax icon.
Sales Tax Charge

30

DWA Project

PeopleSoft Accounts Payable

Field Name Charge Type Click OK.
Invoice Information

Information to Enter SALETX

Enter a short description of the expense. Field Name Sales Tax Total Description Quantity UOM Unit Price Extended Amount Information to Enter 31.00 431.00 Open Item - Description of Expense 1 EA Amount of Pre-Pay Amount of Pre-Pay

In the description field, include the words “Open Item” followed by a description of the prepaid 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 OpenItem Chartfield is activated within the Chartfield string. Enter the OpenItem key field for the employee in question. Use the Open Item field to record the employee incurring the expense. The employee MUST be set up as a vendor in order to be eligible for pre-paids. The actual account will be set up as an expense account that will be budget checked at the time of entry.

31

DWA Project

PeopleSoft Accounts Payable

Field Name Department Resource Budget Reference Account Program Class Fund Extended OpenItem

Information to Enter Enter 5526 or Click the Search icon Enter 00000 or Click the Search icon Enter 00 or Click the Search icon Enter 5200 or Click the Search icon Enter 0000 or Click the Search icon Enter 0000 or Click the Search icon Enter 01000 or Click the Search icon Enter 0000 or Click the Search icon Enter 0000000037 or Click the Search icon

Select the Payments tab.
Payments

Change the Remit to field from the Employee Vendor Record to the Vendor Record so the check will be sent directly to the Vendor.

32

DWA Project

PeopleSoft Accounts Payable

Field Name Remit to Handling

Information to Update / Verify Replace Employee Record with Vendor Record Verify Handling Code or select values including: FC - Facility GB - Go Backs OC Out of Country RG - Fold and Seal PU - Pick up SM - School Mail TR - Trust Funds for a list of valid

Note Handling code of PU for pickup of the warrants for travel paperwork submitted at the last possible moment. Proper use of the handling code will ensure that the warrants are available for pick up and will not be erroneously mailed. Field Name Location Address Bank Account Information Click SCHEDULE PAYMENTS.
Payments

Information to Verify / Update Verify Location Verify Address Verify Bank Account information

33

DWA Project

PeopleSoft Accounts Payable

Field Name Click Schedule Payment Scheduled Due Click SAVE. Step 3 Navigation: Non-System Task

Information to Verify Calculates the Scheduled Due Verify system-calculated date or enter desired date

Communicate control group completion by placing the completed groups into AP Lead/AP Supervisor inbox for verification. Now lets try The Voucher Entry – Employee Expenses Exercise in the exercise booklet. Purchase Order Vouchers – Option 1 – Copy PO If you want to copy all of the lines from a purchase order into the voucher, PeopleSoft provides a Copy Purchase Order function that will accomplish this easily. All that is required is that you enter the PO Unit and the Purchase Order number for the purchase order you want to copy, and the 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 Total Item Number Description Quantity Unit of Measure Unit Price Extended Amount Chartfield information: GL Unit Budget Date Department Resource Budget Reference Account Program Class Fund Extended This information is designed to speed entry of the voucher entry process. Values can be overridden if required for complete and accurate processing of the transaction.

34

DWA Project

PeopleSoft Accounts Payable

Steps for Entering a Purchase Order voucher 1. 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 PO

We will process a Purchase Order Voucher from Microwarehouse, Inc., MICROWRHSE-001, for 3 IBM Software Licenses for Micro Computers at a price of $100.00 each. The SDUSD account number for Microwarehouse, Inc., is 12345678. For the following exercise, this invoice is tax exempt. Step 1 Navigation: Non-System Task Receive bundled invoices, tapes, control group cover sheet, and control group ID’s for control groups assigned by AP Techs within team. Step 2 Navigation: Accounts Payable

Vouchers

Entry

Regular Entry

35

DWA Project

PeopleSoft Accounts Payable

Voucher

Enter vendor invoice data into a PeopleSoft voucher. The completed voucher will contain vendor, item, and payment information as well as voucher processing details. Gross Invoice Amount and Total Voucher Liner Items will be brought over from the purchase order. So, if the all lines in the voucher refer to the purchase order, PeopleSoft will copy these values for you. Field Name Control Group ID To search for the Short Vendor Name Invoice Number Invoice Date Gross Invoice Amount Total Voucher Liner Items Click ADD. Information to Enter Select control group Click the Search icon Enter invoice number from vendor’s invoice Enter invoice date from invoice Leave Default value if all voucher lines items refer to Purchase Order Leave Default value if all voucher lines items refer to Purchase Order

36

DWA Project

PeopleSoft Accounts Payable

There are two options in getting PO information into a voucher: 1) Copy PO and 2) Worksheet Copy Option. SDCS will use both options. The Copy PO option allows the user to copy the entire PO. The Worksheet Copy Option allows the user to copy a partial PO or to copy from a Receiver.
Invoice Information

Field Name PO Unit Purchase Order

Information to Enter Enter SDUSD Click the Search icon valid values and select the Purchase Order from the list of

Click COPY PO.

37

DWA Project
Invoice Information

PeopleSoft Accounts Payable

The Copy PO function automatically loads the following information into the voucher. Voucher Header Invoice Total Invoice Lines Item Description Quantity UOM Unit Price Extended Amount Distribution Lines Amount Quantity GL Unit Budget Date Department Resource Budget Reference Account Information Automatically Entered Entered from the Purchase Order Information Automatically Entered Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Calculated from the Purchase Order information Information Automatically Entered Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order

38

DWA Project

PeopleSoft Accounts Payable

Distribution Lines Program Class Fund Extended Project

Information Automatically Entered Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order Entered from the Purchase Order

Now to address the tax exempt status of this invoice we will need to change the tax status of this invoice.
Invoice Information

If the entire Invoice is tax exempt, select the SUI Exempt check Box.

39

DWA Project
Invoice Information

PeopleSoft Accounts Payable

Field Name SUT Exempt SUT Tax Amount

Information to Change Check Clears Out automatically

If select lines of the invoice are tax exempt; select the SUT/VAT/Intrastat hyperlink.
Voucher Line Tax Information

Field Name SUT Apply Tax Code SUT

Information to Change Change to Exempt Clears Out automatically

40

DWA Project

PeopleSoft Accounts Payable

Click OK. Select the Payments tab.
Payments

Add the SDUSD Vendors Account Number onto the check stub by entering it into the Payments Message panel. Select the Messages hyperlink.

41

DWA Project

PeopleSoft Accounts Payable

Payment Message

Field Name Payment Message Click OK. Click SAVE.

Information to Enter Enter SDUSD Account Number

Click SCHEDULE PAYMENTS.

42

DWA Project

PeopleSoft Accounts Payable

Payments

Click SAVE.

43

DWA Project

PeopleSoft Accounts Payable

Purchase Order Vouchers—Option 2—Copy Worksheet Option You 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 review individual source documents (Purchase Orders) to copy the following onto your voucher: select an individual line of a purchase order select a range, or multiple lines of a purchase order

Steps for Entering a Purchase Order voucher—Copy Worksheet Receive bundled invoices, tapes, control group cover sheet, and control group IDs - (Performed by 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

DWA Project

PeopleSoft Accounts Payable

Demonstration—Purchase Order Voucher—Copy Worksheet

We received an Invoice from Nike, NIKE-001, (Vendor ID 0000000047) for $54.75, for five baseball bats at a unit price of $10.95 from Purchase Order # 0000000033. The PO is for ten bats, but Nike shipped only half of them. This transaction is tax exempt. SDUSD vendor account number at Nike is 98765432. Step 1 Navigation: Non-System Task Receive bundled invoices, tapes, control group cover sheet and control group IDs for control groups assigned by AP Techs within team. Step 2 Navigation: Accounts Payable
Add a New Voucher

Vouchers

Entry

Regular Entry

Enter all relevant vendor invoice data into a PeopleSoft voucher. The completed voucher will contain vendor, item, and payment information as well as voucher processing details.
45

DWA Project

PeopleSoft Accounts Payable

Field Name Control Group ID To search for the Short Vendor Name Invoice Number Invoice Date Gross Invoice Amount Total Voucher Liner Items Click ADD.

Information to Enter Select appropriate control group number Click the Search icon Enter invoice number from vendor’s invoice Enter invoice date from invoice Leave Default value if all voucher lines items refer to Purchase Order Leave Default value if all voucher lines items refer to Purchase Order

Invoice Information—Copy from a Source Document

The Worksheet Copy Option allows the user should choose to copy a PO Receipt as a first choice. If PO Receipt is not a valid choice, then choose to copy a Purchase Order Only.

46

DWA Project

PeopleSoft Accounts Payable

The Worksheet Copy Option does not copy header information such as Payment Terms from PO onto the voucher. The default Payment Terms will be loaded and will need to be changed if different. Field Name Total Extended Amount Worksheet Copy Option Information to Enter/Verify Verify Total as 0.00 - Will change this in future steps Review Extended Amount - Will change this in future steps Select PO Receipt from dropdown list

PO Receipt Lookup

Field Name PO Unit PO Click SEARCH.

Information to Enter SDUSD Enter Value from Invoice

47

DWA Project

PeopleSoft Accounts Payable

Receiver Search

Field Name Select Quantity Click COPY TO VOUCHER.

Information to Enter Check the line item(s) that pertain to the Invoice or if All lines are needed, Click the Select All button Enter quantity received

48

DWA Project

PeopleSoft Accounts Payable

Invoice Information

The voucher contains the Invoice and distribution line - copied from the PO Receipt. Field Name Invoice Lines Description Quantity UOM Unit Price Information to Verify/Update 1 of 1 Description of the item purchased Quantity from the purchase order receipt UOM from the purchase order receipt Unit Price from the purchase order receipt

The Quantity and Amount in the detail line(s) need to be verified and updated for partial quantities. The total PO quantity and amount will be copied into the detail lines.
Distribution Lines

49

DWA Project

PeopleSoft Accounts Payable

Distribution Lines Amount Quantity GL Unit Budget Date Department Resource Budget Reference Account Program Class Fund Extended Project

Information Automatically Entered Verify - Entered from the purchase order receipt - May need to be changed Verify - Entered from the purchase order receipt - May need to be changed Verify - Entered from the purchase order receipt Verify - Entered from the purchase order receipt Verify - Entered from the purchase order receipt Entered from the purchase order receipt Entered from the purchase order receipt Entered from the purchase order receipt Entered from the purchase order receipt Entered from the purchase order receipt Entered from the purchase order receipt Entered from the purchase order receipt Entered from the purchase order receipt

Distribution Lines

Change Quantity to 5 and click REFRESH. Click the Payments Tab.

50

DWA Project

PeopleSoft Accounts Payable

Payments

Field Name Remit to vendor Location Address Bank Account Information

Information to Verify Verify Remit to vendor Verify location Verify address Verify Bank Account information; specifically with regards to Food Service and Trust Fund payments

Select the Messages hyperlink.

51

DWA Project

PeopleSoft Accounts Payable

Payment Messages

Add the SDUSD Vendors Account Number onto the check stub by entering it into the Payments – Messages link. Field Name Payment Message Select OK. Click the SCHEDULE PAYMENTS button. Information to Enter SDUSD Vendor Account Number

52

DWA Project

PeopleSoft Accounts Payable

Payments

Field Name Schedule Payment Button Scheduled Due

Information to Verify This will schedule this payment 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 Payment Terms. Verify system-calculated date. If date is not correct, enter desired date. Select SAVE. Step 3 Navigation: Non-System Task Communicate control group completion by placing the completed groups into AP Lead/AP Supervisor inbox for verification.

53

DWA Project

PeopleSoft Accounts Payable

Step 4 Navigation: Accounts Payable

Control Groups

Group Information

Once the control groups have been completed, they must be verified before they can be posted or paid. The verifier needs to check each voucher dollar amount against the amount on the tape to ensure 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 against the tape for accuracy. Step 5 Navigation: Accounts Payable

Batch Processes

Vouchers

Budget Check

Once the control groups are balanced and verified, the vouchers in the control group must be budget checked before they can be posted. Budget checking is a batch process, run once per day automatically and once per day manually by AP Lead after verifying the control batches. Step 6 Navigation: Accounts Payable

Control Groups

Post Control Group

Once the control groups are balanced, verified, and budget checked, the vouchers in the control group are ready to be posted. Step 7 Initiate the run control to perform the posting process. Navigation: Batch Process Voucher Voucher Posting Request

Step 8 Navigation: Non-System Task Accounting Clerks will file invoices each morning. Now lets work through the Voucher Entry – Purchase Order – Copy Worksheet exercise.

54

DWA Project

PeopleSoft Accounts Payable

Adjustment Vouchers

Once you post a voucher to the general ledger, you can make only limited changes to it through the Regular Voucher entry process. Essentially you can only add a comment to the voucher; that does not impact the numbers on the voucher. Adjustment vouchers adjust the original dollar amount for any events that have occurred since the original was created and posted to the general ledger. They do not, however, change the distribution 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 one voucher to another. Examples of Adjustment Vouchers Let's 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 invoices together, enter the second invoice as an adjustment. You can also use Adjustment vouchers to enter credit adjustment vouchers that reference purchase orders. If you received a credit from vendors that is not reflected on Return to Vendor credits, you can use Adjustment vouchers to capture these credits. You can enter adjustment information manually, or you can copy the voucher that you want to adjust right into the Adjustment voucher. To change the numbers on a posted voucher, you must first unpost the voucher (unposting a voucher will be limited to AP Lead or Supervisor and only if errors were made entering the initial voucher). This action puts the voucher back into a postable state by reversing the accounting entries made when it was posted, thus making it as if it had never been posted. You can then change the necessary fields within the voucher. Adjustment Vouchers are created by selecting the Voucher Style—Adjustments on the Voucher search page. Then after entering the Voucher ID of the voucher you want to reverse in the Voucher ID field you click the Copy to Voucher button to copy the entire voucher. (As with regular vouchers, you can copy individual voucher lines by clicking the Copy from Worksheet link.) (Optional) If you are adjusting a voucher that references a purchase order, you can update the prior quantity and amount matched against the purchase order by selecting the Reverse Qty/Amt field on the Voucher Lookup Criteria page. You can also have the Budget Processor restore/liquidate the encumbrance budget by selecting the Adjust Matched Values on the Voucher Lookup Criteria page.

55

DWA Project

PeopleSoft Accounts Payable

Line items are entered as positive (debit memo) or negative (credit memo) adjustment lines. A positive 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 link voucher lines to the vouchers you are adjusting. The Related ID field is a reference field for tracking your adjustments; it is for informational purposes only. By entering the original invoice number 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 the Voucher 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 - (Performed by 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

DWA Project

PeopleSoft Accounts Payable

Demonstration – Adjustment Voucher

In this example, we receive a credit from the Internal Revenue Service (IRS-001) for $5.00 for overcharging us on a previous invoice, voucher number 0000000001. Process a credit memo for this amount and associate the previous voucher to it. Step 1 Navigation: Non-System Task Receive bundled invoices, tapes, control group cover sheet, and control group IDs for control groups assigned by AP Techs within team. Step 2 Navigation: Accounts Payable

Vouchers

Entry

Regular Entry

After reviewing the adjustments, the AP Techs will enter the Adjustments and link them to the original Voucher. These adjustments can be either debits (increases) or credits (decreases) in amount owed to vendors.

57

DWA Project
Voucher

PeopleSoft Accounts Payable

Field Name Voucher Style To search for a Control Group ID To search for a Short Vendor Name Invoice Number Invoice Date Click ADD.

Information to Enter Adjustments Click the Search icon Click the Search icon Obtain from vendor’s credit/debit memo Obtain from vendor’s credit/debit memo

58

DWA Project

PeopleSoft Accounts Payable

Invoice Information

Load associated Voucher ID, to search click icon. Field Name Voucher ID
Invoice Information

Information to Enter Enter Related Voucher ID

Click Copy to Voucher.

59

DWA Project
Invoice Information

PeopleSoft Accounts Payable

Field Name Total Invoice Lines - Extended Amount Distribution Line - Amount Refresh Total, Extended Amt, Amount

Information to Enter Make changes to Total to reflect the adjustment. Make changes to Extended Amount to reflect the adjustment. Make changes to Amount to reflect the adjustment. Click Refresh. Verify the Voucher Total is equivalent to the line Extended Amt and the Distribution Line Amount.

Click SAVE. Step 3 Once the control groups are balanced and verified, the vouchers in the control group must be budget checked by the AP Lead before they can be posted. Step 4 Navigation: Non-System Task Place completed groups into AP Lead/AP Supervisor inbox for verification.

60

DWA Project

PeopleSoft Accounts Payable

Step 5 Once the control groups have been completed, they must be verified before they can be posted or paid. The verifier needs to check each voucher dollar amount against the amount on the tape to ensure accurate data entry. Step 6 Once the control groups are balanced, verified, and budget checked, the vouchers in the control group are ready to be posted. Step 7 Initiate the run control to perform the posting process. Step 8 Navigation: Non-System Task Accounting Clerks will file invoices each morning.

Now let’s work through the Adjustment Vouchers Exercise in the exercise booklet.

Withholding Independent contractors (1099 contractors) may be subject to both State of California and federal government 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 being performed within PeopleSoft. Demonstration—Verifying Withholding

An out of state contractor, John Feieraband, vendor 0000000038 is being paid $1500.00 for services rendered. Being an out of state vendor, he is subject to both state and federal

61

DWA Project

PeopleSoft Accounts Payable

withholding requirements. When we enter this voucher, we will validate that withholding is set up for this vendor. Steps for Verifying Withholding Receive bundled invoices, tapes, control group cover sheet, and control group IDs - (Performed by AP Tech) Complete PeopleSoft voucher form with appropriate vendor invoice data - including verifying withholding 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 1 Navigation: Non-System Task Receive bundled invoices, tapes, control group cover sheet, control group cover sheet, and control group IDs for control groups assigned by AP Techs within team.

62

DWA Project

PeopleSoft Accounts Payable

Step 2 Navigation: Accounts Payable
Voucher

Vouchers

Entry

Regular Entry

Step 2.1 2.2 2.3 2.4 2.5

Field Name Control Group ID Short Vendor Name Invoice Number Invoice Date Gross Invoice Amount

Information to Enter Select control group. SLEE-001 XXXSLEE001 08/06/03 1500.00

Click ADD.

63

DWA Project
Invoice Information

PeopleSoft Accounts Payable

Step 2.6 2.7 2.8 2.9 2.10

Field Name Description Quantity UOM Unit Price Withholding

Information to Enter Describe Services 1 Unit of Measure Enter Unit Price (Based on Quantity) Click

64

DWA Project
Withholding

PeopleSoft Accounts Payable

Step 2.11 2.12 2.13

Entity CA IRS Back to Invoice

Information to Verify 1099 1099 Click

When you have competed verifying the withholding, click Back to Invoice hyperlink and complete Invoice. In the case of the Levy, a separate check will be generated for the amount of the levy made payable to the appropriate agency handling the payments. Complete the distribution account code.
Distribution Lines

Click SAVE.

65

DWA Project

PeopleSoft Accounts Payable

In the case of a multiple line voucher with lines subject to different withholdings or no withholdings, you must uncheck the applicable withholding entities in the Withholding Panel for the corresponding voucher distribution lines.

Withholding

Select the appropriate distribution line number and select / unselect the Applicable withholding entities.

Step 3 Navigation: Non-System Task Communicate control group completion is done by placing the completed, balanced control group in the lead person’s in box. Step 4 Once the control groups have been completed, they must be verified before they can be posted or paid. The verifier needs to check each voucher dollar amount against the amount on the tape to ensure accurate data entry. Step 5 Once the control groups are balanced and verified, the vouchers in the control group must be budget checked before they can be posted.

66

DWA Project

PeopleSoft Accounts Payable

Step 6 Once the control groups are balanced, verified, and budget checked, the vouchers in the control group are ready to be selected for posting.

Step 7 Initiate the run control to perform the posting process.

Step 8 Navigation: Non-System Task Accounting Clerks will file invoices each morning.

67

DWA Project

PeopleSoft Accounts Payable

Match/Approve Vouchers Overview of Three Way Matching Three way matching refers to the process of comparing price and quantity values found in three different business documents; Voucher, Purchase Order and Receiver prior to approving a voucher for payment. This process provides assurance that the products listed on a vendor invoice 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 the price and quantity of the goods ordered. This information is transferred onto the purchase order from the requisition. 2. When the goods are shipped to SDCS, the quantity received is entered into PeopleSoft by the receivers. 3. When the invoice is received a voucher is created and matched to the purchase order and receiving documents. Specifying Voucher Tolerances As 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 (upper amount) 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 the matching, meaning the numeric values will have to match exactly in order for the voucher to successfully pass the matching process. Special Request purchases will be the only transactions with tolerances greater than zero associated with them. If a match exception condition exists on the voucher, the system will automatically overrides the match exception if falls within the acceptable limits established within the match exception rules.

68

DWA Project

PeopleSoft Accounts Payable

Invoice

Voucher must have been approved before payment can be made. Otherwise, manual approval is necessary.
Voucher Entered Voucher Paid

Three choices if there are exceptions: Reject, Override, or To Be Matched.
Matched

Matching Process

Success?

Match Exceptions

Remains in an unpayable state until deleted or corrected.

Reject?

Not Paid

Override?

Voucher Flagged for Payment

Voucher will be made payable next time matching runs Correct Errors

Match Exceptions Detail

Match Exceptions Detail

69

DWA Project

PeopleSoft Accounts Payable

The Matching Process Prior to posting and paying PO Vouchers, the Matching process must be run. This process matches POs, Receivers, and Vouchers in PeopleSoft according to match rules and tolerances set up in advance. As all PO vouchers will be received upon, three way matching will be used for all matching. The matching process will run automatically each day. However, there are occasions when it will be necessary to run matching manually, such as Express Payments. Also, match errors will need to be investigated, corrected, and run manually. This document provides the steps to run the Matching process manually, investigate matching errors, and correct them. Steps for Matching Vouchers Run 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—Matching

For this example, we have one voucher with match exceptions from Apple Computer, Inc APPLE-001, vendor ID 0000000029. The invoice number is APP092, the voucher ID is 00000005 and the invoice date is 8/6/03. The voucher has two exceptions; the first that the terms were changed when the voucher was entered and do not match the terms on the PO and the Voucher line invoiced total quantity is not equal to the sum of all receiver accepted quantities that are associated with this voucher line. Step 1 Completed Purchase Order Vouchers are required in order to run matching. This process can not be run with Non Purchase Order Vouchers.

70

DWA Project

PeopleSoft Accounts Payable

Step 2 After running the matching process, review the results to verify all the vouchers matched successfully. Vouchers with errors need to identified and researched to determine the source of the error. Accounts Payable Review Vouchers Match Manager

Match Manager Search

Range Fields From / To Business Unit From / To Voucher ID

Range Data Required A business unit is required for your search and SDUSD will default in for your search. 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. 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. Select a Match Status from the drop down box: All Exceptions Matched Overridden Ready Rejected Enter a Buyer or use the search icon

Voucher Style From / To Invoice

Match Status

Buyer

71

DWA Project

PeopleSoft Accounts Payable

Range Fields From / To Vendor Name

Range Data Required 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. 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. Enter a Buyer or use the search icon. Select from the drop down list: Accounting Due Entered Invoice Enter From and To Date based on Voucher Date Type.

From / To Vendor ID

Vendor Location Voucher Date Type

From Date / To Date

Complete all or some of the values depending on your search requirements. Use the various search criteria to limit the search for specific Vouchers. Click SEARCH to display a list of Vouchers.
Match Manager Search

This 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

DWA Project

PeopleSoft Accounts Payable

Match Exception Voucher / Purchase Order

Match exceptions between Voucher and Purchase Order.

73

DWA Project

PeopleSoft Accounts Payable

Match Manager Search

Click the RECEIPTS icon.
Match Exception Voucher / Receipt

Match exceptions between Voucher and the Receipt.

74

DWA Project

PeopleSoft Accounts Payable

Step 3 All efforts should be made to correct the errors but the need will arise to override those that can not be corrected. Overriding match errors is only to be done by Accounts Payable Lead or Supervisor. It is possible to override the match exceptions within PeopleSoft if you have the appropriate permission associated with your logon ID. Match exceptions on a Voucher must be taken care of before the voucher can be paid.
Match Manager Search

Click the Information icon under the Exceptions Log heading to view exception descriptions for the individual Vouchers. Click the EXCEPTIONS LOG icon.

75

DWA Project
Match Exception Override

PeopleSoft Accounts Payable

The Match Exceptions scroll area provides a description of each Match Rule that has been violated by this voucher. If the match violation is related to having charged the wrong account, the expense account can be changed within the Accounts Payable department. Field Name Match Status APPLY Information to Enter Select Overridden radio button Click

Once 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

Budget Check Vouchers (Batch Process) Budget checking will be done primarily in batch mode at two pre-established time intervals during 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 budget assigned 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. The full account string being used is: Chartfield Department Resource Budget Account Program Class Fund Original Value 0334 00000 00 4301 0000 0000 01000 Correct Value 0003 00000 00 4301 0000 0000 01000

Demonstration – Budget Check Batch Process

Navigation: Accounts Payable
Find an Existing Value

Batch Processes

Vouchers

Budget Check

Select BudgetCheck.

DWA Project
Budget Check

PeopleSoft Accounts Payable

Field Name Process Frequency Description Transaction Type Unit Option Voucher ID Option Click SAVE Click RUN.
Process Scheduler Request

Information to Verify / Enter Select Always Process from the list of valid values Budget Check Vouchers Click the Search icon and select AP_VOUCHER Select All from the list of valid values Select All from the list of valid values To save the run control

79

DWA Project

PeopleSoft Accounts Payable

Field Name Server Name Comm. Cntrl. Budget Processor Click OK.

Information to Enter Select PSNT from the list of valid values Select Check Box

Budget Exception – Error Correction Budget exceptions arise when the commitment control process cannot create an expense against the Chartfield values on a voucher. There are several possible reasons for this. The most likely reasons 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 available spending authority to create the pre-encumbrance. Some exceptions will require the requester to make the necessary corrections on the requisition while 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 Correction

Step 1 Commitment Control

Review Budget Check Exceptions

Voucher

After the Budget Check process has completed, review and correct the vouchers with budget exceptions. This process will fail for vouchers with invalid chartfield strings or Chartfield strings with insufficient budget for the voucher. In that event, the chartfields must be corrected, the budget adjusted, the voucher cancelled, or the voucher overridden. If the status is valid, no work is required. Review all distributions on the Voucher for budget errors.

80

DWA Project
AP Voucher Exceptions

PeopleSoft Accounts Payable

Field Name Business Unit Voucher ID Click SEARCH.
Voucher Exceptions

Information to Enter SDUSD Enter voucher ID or Search

Click the

to see related Budget that was used in this transaction.

81

DWA Project
Select Link

PeopleSoft Accounts Payable

Click

to see the exception.

Exception Details

Click

to see the financial chartfield charges in this transaction.

82

DWA Project

PeopleSoft Accounts Payable

Payables Voucher Line Drilldown

When completed with review. Click OK. Click OK. Step 2 After 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 Vouchers due to the manual entry of the chartfield string. For the Voucher’s budget status to be valid, each distribution must be valid. Therefore, it is important to verify each distribution line of the Voucher. If the exception cannot be resolved after review by the AP Lead/AP Supervisor, the Budget Analyst should be contacted.

83

Navigation: Accounts Payable
Find an Existing Value

Voucher

Entry

Regular Entry

DWA Project
Invoice Information

PeopleSoft Accounts Payable

Replace the invalid account string with the correct one. Chartfield Department Click SAVE. Select the Budget Check Icon . Invalid Value 0334 Valid Value 0003

85

DWA Project

PeopleSoft Accounts Payable

Invoice Information

The voucher passes budget checking with the new chartfield values. Click SAVE.

86

Chapter 2—Payments
Overview of Pay Cycle

Payment Selection

Discount Alert Selection Exceptions

Withholding Alert

Print Trial Register

Payment Creation

Print Checks

EFT Format

ACH Format

Print Advices

Payment Confirmation

Format Positive Payment

ACH Check EFT Wire Draft GIRO Letter of Credit

Produce Positive Payment File

Complete

Within PeopleSoft, Pay Cycles are established to pay groups of vouchers that share certain characteristics. They will be set up by the Accounts Payable Lead or Supervisor.

DWA Project

PeopleSoft Accounts Payable

Once set up, it can be used over and over again, with the same criteria to select payments, simply by updating the date selection information. When the Pay Cycle is run, individual voucher attributes are used to determine whether a voucher within the cycle will be selected for payment or 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 other for employees set up as vendors. In this case, you could set up a separate pay cycle for the two types of vendors—regular vendors and employees. PeopleSoft Payables will create payments for only 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 into PeopleSoft relating to our customer invoices will be critical in determining when, how, or if each invoice gets paid. Express Checks Express Payments are used for special or urgent payments. They are run outside of the normal pay cycles for specific Vouchers or Vendors on an as needed basis. The conditions necessary for the use of express check are as follows: The voucher is identified for Express Pay The Pay Cycle Pay Cycle Manager and Express Check functions are restricted to Accounts Payable Lead and Supervisor Steps to create an Express Check Check 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 or Supervisor) Deliver warrant to Requestor - (Performed by AP Tech)

88

Demonstration – Express Checks

Let’s print an express check for $107.75. It is for a book that was delivered to the main office which cost $100.00 and has tax of $7.75 on it. Step 1 – Check out warrant stock and MICR cartridge Fiscal 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 printer with the MICR cartridge and put the warrant stock in the correct feeder tray. Step 2 – Run Create a Control group Navigation: Accounts Payable Control Groups

Group Information

Add a New Value

An AP Tech will create a new group with a count of one, a total of $107.75 and assign it to another AP Tech for data entry. Print and complete a Control Group Cover Sheet: Write down the control group number on it Sign it Record date on it
Group Information

Select the ADD button.

DWA Project
Assignment

PeopleSoft Accounts Payable

Field Name Gross Amt Nbr of Vouchers Assigned to Select Tab

Information to Enter Enter the amount of the Express Pay amount Enter one Click the Search icon to select an AP Tech

Accounting Tab

90

DWA Project

PeopleSoft Accounts Payable

Accounting

Field Name Posting Timing Payment Timing Actions

Information to Enter Select Post Only when Group Balanced Select Pay Only when Group Balanced Verify Only Pay Verified Groups checkbox turned on.

Select the SAVE button.

Select the YES button. Write down Group Number ______________________

91

DWA Project

PeopleSoft Accounts Payable

Step 3 – Enter Voucher Navigation: Accounts Payable

Vouchers

Entry

Regular Entry

Enter header information for the voucher.
Voucher

Field Name Control Group ID Short Vendor Name Invoice Number Invoice Date Gross Invoice Amount Voucher Lines Click the ADD button.

Information to Enter Select the control group entered for this Express Check Enter MERRIAM-001 or Click the Search icon Enter invoice number from vendor’s invoice Enter date from the Invoice Enter Express Pay invoice amount Enter one voucher line

92

DWA Project

PeopleSoft Accounts Payable

Invoice Information

Click the Sales Tax icon.

Sales Tax Charges

Field Name Prorate Charge type

Information to Enter Verify the check box is checked SALETX

93

DWA Project

PeopleSoft Accounts Payable

Invoice Information

Field Name Description Chart Fields Budget Check Field Name Pay Terms Total Item Number Description Quantity UOM Unit Price Department Resource Account Program

Information to Enter Enter Description Enter general ledger account Budget check the voucher Information to Enter Select Immediate Verify amount Leave Blank or Enter Item number if inventory item Enter Description Enter Quantity Enter Unit of Measure or Click the Search icon Enter Unit Price Enter or Click the Search icon Enter or Click the Search icon Enter or Click the Search icon Enter or Click the Search icon

94

DWA Project

PeopleSoft Accounts Payable

Class Fund Extended Project Budget Reference Click SAVE.

Enter or Click the Search icon Enter or Click the Search icon Enter or Click the Search icon Enter or Click the Search icon Enter or Click the Search icon

Click YES.
Invoice Information

Next we need to budget check the voucher. Since we want it dome immediately, we will use the icon and budget check it on the spot Field Name Budget Check Information to Enter Budget check the voucher

Click the Payments Tab.

95

DWA Project

PeopleSoft Accounts Payable

Voucher - Payments

Field Name Pay Terms: Scheduled Due: Click SAVE.

Information to Validate Immediate Current Date

Step 4 – Validate Control Group Navigation: Accounts Payable Control Groups Value

Group Information

Find an Existing

The Control Group must be verified before express check can be run AP Manager / Supervisor

96

DWA Project

PeopleSoft Accounts Payable

Group Information

Click SEARCH.

Control Group - Assignment

Click the Vouchers tab.

97

DWA Project

PeopleSoft Accounts Payable

Control Group - Vouchers

Verify the Control Group and click the Assignment tab.
Control Group - Assignment

98

DWA Project

PeopleSoft Accounts Payable

Field Name Status Click SAVE.

Information to Enter Verified

Step 5 – Run Express Payment Express Payment is initiated from the Payments tab of the Voucher. Prior to initiating the Express Payment, the Voucher must be budget checked. Also, the Voucher may need to be matched. Navigation: Accounts Payable
Voucher - Search

Vouchers

Entry

Regular Entry

Find an Existing Value

Click SEARCH.

99

DWA Project

PeopleSoft Accounts Payable

An informational message appears informing you that the control group has been verified and that you 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

DWA Project

PeopleSoft Accounts Payable

Payment

Click the Express Payment link.

101

DWA Project

PeopleSoft Accounts Payable

Express Payment

Field Name Bank Account Pay Method Vendor Address Server

Information to Validate Bank Bank Account Check Payee Vendor Address PSNT

Options within Express Payment – You have the option to include all outstanding vouchers for the vendor. Field Name Options of Payment To pay all outstanding vouchers for vendor

Click CREATE PAYMENT to create payment.

102

DWA Project

PeopleSoft Accounts Payable

Pay Cycle – Express Payment

This 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 to Approved. At this time, the payment has been processed and the warrant or check is now ready to print.
Pay Cycle – Express Payment

103

DWA Project

PeopleSoft Accounts Payable

Field Name Server Output Destination Print Checks Output Destination Print Advices Field Name Output Type

Information to Enter Select server from dropdown Enter IP address for check printing Enter IP address for advice printing Information to Validate Printer

Click PROCESS on the Print Checks line under the Pay Cycle Results scroll area.
Pay Cycle – Express Payment

Click 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 the warrant was not printed correctly, it can be recreated by clicking the Recreate button. Step 6 – Deliver Warrant to Requestor Once the process is complete and the warrant or check is printed, deliver it to the person who requested it.

104

DWA Project

PeopleSoft Accounts Payable

Cancel/Stop Warrants A payment can be cancelled if the warrant has not been mailed or delivered to the vendor. Once the payment has already left the premises, the payment must be stopped. The Stop Process also involves contacting the bank to ensure the payment is correctly handled. Additionally, within this process we must determine if the payment will be re-scheduled or not. District Accounts Payable and Food Services Accounting Accounts Payable may be handled differently. Contact the Accounts Payable Lead or Supervisor if you have any questions. Steps for Entering a Payment Cancellation 1 – 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 Cancellation

Step 1 – Determine need to void/stop payment Navigation: Non-System Task The determination that a payment should be stopped can come from several sources. For example, 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 payment Navigation: Accounts Payable

Payments

Cancel/Void Payments

Payment Cancellation

Once it has been identified, we must determine whether the payment needs to be voided or stopped. Voids are used for payments that have not been mailed or delivered to the vendor.

105

DWA Project

PeopleSoft Accounts Payable

Stop Payment is used if the payment has been mailed or delivered. If so, you must contact the bank 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 Bank SetID Payment Reference: Bank Code: Bank Account: Click SEARCH.

Information to Enter SDUSD or click the Search icon Enter Check/Warrant Number Optional - Enter Bank Code or click the Search icon Optional - Enter Bank Account or click the Search icon

106

DWA Project
Cancel a Payment

PeopleSoft Accounts Payable

Field Name Date Cancelled

Information to Enter Enter Cancelled date or accept default

If not delivered to Vendor, select options from table below. Action Required Void and re-issue the payment now Payment Status Cancel Action

Void and re-issue the payment at a later date

Void check and close pay liability

107

DWA Project

PeopleSoft Accounts Payable

If previously delivered to Vendor, select options from table below. Action Required Stop Payment and re-issue the payment now Payment Status Cancel Action

Stop Payment and re-issue the payment at a later date

Stop Payment check and close pay liability

To reverse a previous Void or Stop transaction in PeopleSoft, select options from table below. Action Required Undo Cancel and re-issue the payment now Payment Status Cancel Action

Undo Cancel and re-issue the payment at a later date

Undo Cancel check and close pay liability

108

DWA Project
Cancel a Payment

PeopleSoft Accounts Payable

Click 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 bank Navigation: Non-System Task If the payment has been mailed or delivered to the vendor, the bank or financial institution must be contacted to place a stop payment on the warrant or check.

Step 4 – Reschedule payment Navigation: Accounts Payable

Vouchers

Entry

Regular Entry

Find an Existing Value

Vouchers processed with a Cancel Action of ‘Re-Open Voucher(s)/Re-Issue’ must have the payment rescheduled. To reschedule a payment follow the navigation below.

109

DWA Project

PeopleSoft Accounts Payable

Invoice Information

To reschedule the payment, navigate to the Payments tab on the Voucher and change the Scheduled Due to the desired date. Click SAVE.

110

DWA Project

PeopleSoft Accounts Payable

Chapter 3—Reports
Reports Periodically 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 Reports

Navigation: Accounts Payable New Value

Reports

Payments

B-Warrant Register/Summary

Add a

Let’s set up n new Run Control ID.
B-Warrant Register/Summary Report

Field Name Run Control ID

Information to Enter WarrantReport

111

DWA Project

PeopleSoft Accounts Payable

Voucher Register

Field Name Pay Cycle SAVE RUN
Process Scheduler Request

Information to Enter Load pay cycle for the report Click Click

112

DWA Project

PeopleSoft Accounts Payable

Field Name Server Name AP B-Warrant Register Report & Sum OK
Parameters

Information to Enter PSNT Check Click

Field Name Process Monitor

Information to Enter Select hyperlink

113

DWA Project

PeopleSoft Accounts Payable

Process List

The initial run status will be Queued, then Posting and finally Success. Field Name REFRESH Process List Information to Enter Click

Field Name SDAPPAY

Information to Enter Click

114

DWA Project
Process Detail

PeopleSoft Accounts Payable

Field Name 1799 - SDAP238 Success

Information to Enter Click

115

DWA Project

PeopleSoft Accounts Payable

Process Detail

Field Name 1799 - SDAP238 Success
View Log/Trace

Information to Enter Click

116

DWA Project

PeopleSoft Accounts Payable

Field Name SDAP238_1799.HTM

Information to Enter Click

Accounts 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, close the window and return to the View/Trace Log panel.

117

DWA Project

PeopleSoft Accounts Payable

View Log/Trace

Field Name RETURN

Information to Enter Click

118

DWA Project
Process Detail

PeopleSoft Accounts Payable

Field Name OK

Information to Enter Click

119

DWA Project
Process List

PeopleSoft Accounts Payable

Now let’s look at the detailed version of this same report. Field Name 1800 - SDAP 239 Success Information to Enter Click

120

DWA Project

PeopleSoft Accounts Payable

Process Detail

Field Name View Log/Trace

Information to Enter Click

121

DWA Project

PeopleSoft Accounts Payable

View Log/Trace

Field Name SDAP239_1800.HTM

Information to Enter Click

Accounts Payable B-Warrant Register - Summary Report

122

DWA Project

PeopleSoft Accounts Payable

Voucher Inquiry PeopleSoft Payables provides inquiry pages and reports that enable you to access your voucher information quickly and easily. The voucher inquiry page can be used to look up information when a customer calls and wants you to research information for them about an invoice or payment. Using Customer Information to Access Vouchers and Payment Data What if a vendor calls looking for an outstanding invoice? The vendor won't have any of the information that has become part of the voucher (such as Voucher ID), but only raw data as it appears 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 details for 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 for the 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 as bank, payment date, payment amount and currency). Drill down to the Payment Inquiry page to see a listing of transactions that were included as part of the payment (such as transaction number, date, paid amount and currency). Search Values Below is a table of the search field values which can be used individually or in combination when searching for a single voucher or a group of vouchers. Search Field Name From / To Business Unit From / To Voucher ID Criteria for Entry A business unit is required for your search and SDUSD will default in for your search. 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. 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.

From / To Invoice

123

DWA Project

PeopleSoft Accounts Payable

Search Field Name Post Status

Criteria for Entry 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 Search for vouchers that have the following approval status: Approved Denied Unapproved 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. Once a name is entered in the From Vendor Short Name field, the 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. 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. 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.

Approval Status

Voucher Balance

From / To Vendor Short Name

From / To Vendor ID

Voucher Date Type

124

DWA Project

PeopleSoft Accounts Payable

Search Field Name Amount Rule / Voucher Gross Amount

Criteria for Entry To search on a particular voucher amount, specify how you are 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 Drilldowns Value 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 date January 1, 2003 to June 30, 2003. Voucher Detail Drilldown – Review detail lines from vouchers by selecting the icon. icon.

Payment Detail Drilldown – Review additional payments information by selecting the Payment Schedule Drilldown – Review payment schedule by selecting the Sorting – Sorting the displayed Results icon.

125

DWA Project

PeopleSoft Accounts Payable

Voucher Inquiry Demonstration

Value Searches Navigation: Accounts Payable

Review

Vouchers

Voucher Inquiry

126

DWA Project

PeopleSoft Accounts Payable

Value Fields Voucher Style

Post Status

Approval Status

Voucher Balance

Data Required Select Voucher Style from the drop down list Journal Adjustment Regular Select Post Status from the drop down list Posted Not Posted Payment Not Applied Select Approval Status from the drop down list Approved Denied Unapproved Select Voucher Balance from the drop down list Balance Remains No Balance Remains

Voucher Inquiry

Field Name Voucher Style

Information to Enter All Vouchers

Click SEARCH to generate your search results.

127

DWA Project

PeopleSoft Accounts Payable

Voucher Inquiry - Search Results

Review 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" appears in the lower-left corner of the page.
Voucher Inquiry

Field Name Voucher Style Posted Status

Information to Enter Regular Posted

128

DWA Project

PeopleSoft Accounts Payable

Voucher Inquiry - Search Results

Click RESET CRITERIA.
Voucher Inquiry

129

DWA Project

PeopleSoft Accounts Payable

Search Ranges Range Fields Voucher ID Invoice Vendor ID Vendor Short Name Voucher Date Range Data Required Enter beginning and ending Voucher ID or Click the Search icon Enter beginning and ending Invoice Number or Click the Search icon Enter beginning and ending Vendor ID or Click the Search icon Enter beginning and ending Vendor Short Name or Click the Search icon 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 sure to 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 From Vendor Short Name To Vendor Short Name Click SEARCH.

Information to Enter IRS-001 IRS-001

130

DWA Project
Voucher Inquiry

PeopleSoft Accounts Payable

The Voucher Inquiry screen returns the vouchers which fall within the specified range. Voucher Detail Drilldown By selecting the
Voucher Detail Lines

icon, you can drill down into the detail lines of the voucher in question.

By selecting the

icon, you can drill down into the detail lines of the payment in question.

131

DWA Project

PeopleSoft Accounts Payable

Sorting
Voucher Inquiry

Sort Criteria Field Name Sort By Information to Enter 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 Select a sort order: Ascending Descending.

Sort Asc/Desc

Click the SORT key.

132

DWA Project

PeopleSoft Accounts Payable

Update Vouchers There are several ways to update vouchers within PeopleSoft depending on the status of the document. Unposted Voucher. Can be retrieved and within the Regular Voucher Entry panel. Once opened, most information on the voucher can be changed. Navigation: Accounts Payable Vouchers Entry Regular Entry

Posted 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 or Supervisor.)

133

DWA Project

PeopleSoft Accounts Payable

Chapter 4—Support
PeopleSoft PeopleBooks The PeopleBooks is online documentation delivered with the business applications purchased from 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 given field. 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. It is located under the navigation header. The Help Desk The goal of the San Diego City Schools Help Desk is to provide customers with a single point of contact for computer hardware, software, and district application problem reporting. The Help Desk will solve, document and or relay problems to appropriate support personnel to provide an efficient and effective resolution. To enhance our support process, we request that all school sites designate a contact person to call 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 affects multiple 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 system outages and status updates throughout the outage. You should also try to re-establish connections with systems that are experiencing outages at regular intervals. The Help Desk also provides assistance for NON-EMERGENCY issues via a web request form located at http://www.sandi.net/hdemail/. This provides a standard format for submitting your request 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 Website Remember that you can access training materials and job aids on the DWA website at www.sandi.net/dwa.

134

Sign up to vote on this title
UsefulNot useful