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ORACLE DATA SHEET

PEOPLESOFT ENTERPRISE
PAYABLES

Oracle’s PeopleSoft Enterprise Payables provides automated invoice


and payment processing to ensure timely and accurate payment for
goods and services. Best-practice business processes match
KEY FEATURES
purchase orders, receipts, and invoices and provide online approvals
• Support shared service
to identify exceptions and increase control over your disbursements.
centers
• Gain Efficiencies in Payables PeopleSoft Payables delivers built-in controls to help you meet
operation with sophisticated
matching rules to support any
regulatory requirements, enforces compliance, reduce risk, and
business implement due-diligence best practices reducing cycle times and
• Ensure adequate control over
accounts payable processes errors.
• Achieve best practices with
invoice and payment
processing Streamline Invoice Processing
• Simplify vendor relationship Improve productivity by automatically creating payment vouchers and setting up
management
matching and approval rules.
• Gain efficiencies with
automated invoice processing Streamline Vouchers Process
• Strengthen financial control
• Receive invoices electronically from many interfaces, such as XML, EDI,
and accuracy
• Reduce costs and improve procurement cards, and Evaluated Receipt Settlement. You can also load
the balance sheet with vouchers from spreadsheets using the Excel Spreadsheet Upload.
discount evaluation
• Measure performance and • Attach supporting documents at the voucher level.
make better decisions with
• Choose from a variety of manual voucher entry formats: adjustment vouchers,
robust inquiry and graphical
tools journal vouchers, third-party vouchers, prepaid vouchers, and voucher
• Expand global financial
templates.
operations with flexible
features to meet global • Enter credit adjustment vouchers that reference purchase orders.
requirements
• Increase visibility over • Create a reversal voucher rather than not posting, closing, and not matching a
accounting and controls with voucher.
check requisition, global
tolerances and offset • Create recurring PO vouchers for recurring purchases and vendor contracts.
accounting
• Meet complex and diverse • Use search criteria to include contract information such as contract ID, contract
statutory requirements line number, and so on, to enhance the user experience and reduce the back and
forth navigation between Payables and procurement applications.
• Reduce keystrokes and data entry time with Quick Invoice templates that
leverage session defaults. A Copy From feature enables you to find and copy
data from a source document.

• Access a Sales/Use Tax summary page to view tax details at a glance.

• Copy ChartField values from another distribution when entering multiple


distribution lines.

• Quickly access voucher document status via the voucher summary page.

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ORACLE DATA SHEET

• Access all documents that are related to a voucher: purchase orders, receipts,
payments, and any related vouchers.

• Use links on the Voucher Document Status inquiry and Payment Document
Status inquiry pages for visibility to related vouchers and canceled payments.

• Post vouchers in real time by using On-Demand Processing to initiate


matching, voucher post, ledger post, and asset update directly from the voucher
entry page.
• Schedule lights-out processing for groups of vouchers. You can kick off jobs
immediately or schedule them for later.
• Comply with Financial Systems Integration Office (FSIO) requirements for
financial transaction processing for the U.S. Federal Government.

Automate Matching and Approval Process


• Match vouchers, purchase orders, receipts, and inspection status for improved

control and accuracy (support two-three-four ways matching). Perform


summary level matching, where appropriate, for increased efficiency.
• Create user-defined matching rules and define global matching tolerances. Use
exact document matching or set up flexible rules to handle inexact matching or
amount only purchase order scenarios.

• Gain efficiencies in Payables operation with sophisticated matching rules to


support any business requirements.

• Use matching rules to automatically create debit memos that charge over-billed
invoice amounts back to your vendors. Notify vendors that adjustments were
made to their invoices by dispatching debit memo information via print, phone,
fax, email, or electronic data exchange.
• Automate the voucher approval process by using PeopleSoft Workflow.

• Use the Approval Framework for voucher processing and vendor approval,
supporting configurable rules, delegation and parallel approval streams to
support changing regulatory and organization policies.

Gain Efficiency with Error Correction


• Locate errors, identify discrepancies between payables and procurement

documents, and filter results by using extensive search criteria in the Match
Workbench. Go directly to the voucher lines in error and make corrections.

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ORACLE DATA SHEET

Figure 1. Voucher Error Summary describes error message in detail, so that you can make
corrections

Figure 2. Voucher Summary

• Designate currency denomination of your bank accounts and use multiple


payment currencies from a single bank account.

• Update the withholding for selected voucher lines or all the vouchers for a
vendor when the withholding information for a vendor changes or if you have
incorrect data.

• Account for realized gains and losses on payment of vouchers.

• Revalue your payables periodically for financial reporting.

• Make mass changes to vouchers, including voucher close, un-post, delete, and
field replacement.

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ORACLE DATA SHEET

Figure 3. Voucher Mass Maintenance allows you to un-post, close, delete, or replace fields

on multiple vouchers at once

Integrate Business Processes


PeopleSoft Payables is integrated with our other applications to streamline
transaction processing, analysis, and reporting.
• Manage electronic payment processing via integration with PeopleSoft Cash
Management’s Financial Gateway feature.

• Distribute transactions at a detailed or summarized level from PeopleSoft


Payables to PeopleSoft General Ledger in real time or batch.

• Select the source of account field values on system-generated accounting


entries for account field inheritance.

• Create inter-unit (intercompany) transactions.

• Record intra-unit transactions, balancing on account fields other than


PeopleSoft General Ledger business units. Achieve intra-unit balancing
through inheritance or due-to/from balancing.

• Provide rapid drill down from accounting entries in PeopleSoft Payables to


PeopleSoft General Ledger journals.

• Enable netting of payable and receivable transactions.

• Identify procurement charges associated with asset acquisition, maintenance,


and retirement.

• Capture project costing data.

• Integrate with PeopleSoft Payroll for payment of payroll taxes and


garnishments.

• Send purchase price and exchange rate variance to PeopleSoft Cost

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ORACLE DATA SHEET

Management for analysis.

• Process vendor rebate claims using PeopleSoft Payables integration with


PeopleSoft Claims Management, PeopleSoft Purchasing, and PeopleSoft
Receivables.
• Improve business collaboration, supplier response capabilities and buyer
productivity by using PeopleSoft eSupplier Connection.

• Send landed cost data from vouchers, purchase orders, and receivers to
PeopleSoft Cost Management.

• Integrate with PeopleSoft Student Administration to generate tuition refund


checks.

• Send discount earned or lost information to PeopleSoft Asset Management.

• Support procurement card functionality in PeopleSoft Purchasing and


PeopleSoft Payables.

• Support mass cancellation or escheatment of payments.

Figure 4. The Accounts Payable home page provides easy access to all payables functions.

Automate Accounting and Controls


• Check requisitions and purchase orders against available budget by using

Commitment Control.

• Define acceptable tolerances between requisitions and purchase orders in


PeopleSoft Purchasing, and between purchase orders and vouchers in
PeopleSoft Payables.
• Track unlimited accounting distributions of line items.

• Create offset accounting entries automatically.

• Calculate and prorate sales or use tax and freight automatically.

• Calculate and track VAT and GST amounts.

Streamline Cash Management and Payment Processing


Manage cash and disbursements with streamlined payment processing.
• Track cash requirements in real time and define cash requirements time
horizons.

• Use discount evaluation to compare early payment discounts against potential

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ORACLE DATA SHEET

interest earnings.

• Process payments for vendors, procurement cards, employees, treasury


payments, and receivable refunds.

• Support check, wire transfer, electronic funds transfer, ACH, ACH pre-notes,
vendor and customer drafts, GIRO, and letters of credit.

• Make a prepayment to a vendor without an invoice and record manual


payments.

• Use Express Payments to create a payment on demand outside regular pay


cycles.

• Offset vendor credits against vendor charges even for unequal amounts.

• Calculate due dates and payment amounts automatically.

• Reschedule a payment by splitting it into installments.

• Create installment payments by using multiple payment terms.

• Change the pay-from bank account based on payment, pay cycle maximum or
other user-defined rules such as currency and payment method.

• Handle escheatments, stop payments, or cancel payments.

• Create positive payment files for your bank.

• Perform partial or final liquidation to return monies back into a budget.

• Un-post a partially or fully paid voucher.

• Withhold taxes on manual drafts and payments.

• Use the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
820 format for payments that must comply with HIPAA.

• Archive vouchers and payments to remove them from production transaction


tables, but keep them online in history tables for queries and reporting.

• Determine which transaction status should be accrued and how the accounting
entries are created using the Accrual functionality. Accrual documents that
affect encumbrance and expense budgets are budget checked, and balances are
reflected against the Commitment Control ledgers.
• View the accounting entries created by the process within the sources and
correct before they are sent to PeopleSoft General Ledger.

Simplify Vendor Maintenance


Maintain good vendor relations and control over your cash flow with visibility into
vendor activity.
• Track vendors easily with streamlined, collapsible pages.

• Create true one-time payments to a vendor (for example, refunds) without


cluttering your vendor table.

• Check for duplicate vendors automatically at the time of entry or with advanced

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search capabilities to identify similar fields (such as Tax ID or bank account


number).

• Maintain multiple vendor locations, each with their own set of processing
options.

• Maintain withholding vendors and create withholding reports.

• Identify VAT- and GST-applicable vendors to help manage your transaction


tax reporting requirements.

• Review vendor status and audit trail information, for example, when it was last
modified.

• Automatically inactivate and archive vendors that have had no activity in the
prior fiscal year.

• Collect and analyze vendor statistics.

• Track changes made to the Vendor Short Name, Vendor Name, the time and
date the changes were made and the individual who made the changes to the
Vendor record through Vendor history. Record future date and name changes
of the vendor, reducing the intensive work required to create suppliers,
recording the vendor history, and reducing erroneous payments.
• Send via email a remittance advice to the suppliers, streamlining the
reconciliation process and reducing its cost through automation.

• Check independently for duplicate vendors at the field option value level for
both active and inactive vendors, reducing the creation of supplier and the risk
associated with it.

Maximize Performance with Flexible Inquiry and Reporting


Measure performance and make better decisions with advanced reporting tools.
• Analyze payables performance with robust inquiry and graphical analysis tools.

• Choose from extensive accounting, control, and balancing reports.

• Choose among several standard inquiry panels or develop your own.

• Track interest, miscellaneous, and government payments by using 1099-INT,


1099-MISC, and 1099-G reports, respectively.

• Streamline the withholding processes with one single run control place to run
the 1099 reports.

• Verify journal entry integrity by using a subsystem reconciliation report that


compares PeopleSoft Payables records with PeopleSoft General Ledger account
balances.

Grow Globally
Meet your unique business process and global requirements.
• Set up an unlimited number of business units independent of PeopleSoft
General Ledger business units.

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ORACLE DATA SHEET

KEY BENEFITS • Define unlimited standard offset accounts.

• Audit and report on changes to control table settings.

• Establish validation criteria for different voucher entry sources.


PEOPLESOFT
ENTERPRISE PAYABLES • Define levels of access and authorization to specific payables operator IDs as
HELPS YOU TO: well as entire security classes.
• Maximize Productivity with
• Use tax tables to store current and historic tax rates. Stay current on frequently
Automated Invoice
Processing changing tax rates and rules through Payables integration with Vertex and
• Lower Costs in Taxware.
Transaction Processing
and Reporting • Maintain currency codes, rate types, and exchange rates by using tables
• Grow Globally
common to our applications.

RELATED PRODUCTS Oracle’s PeopleSoft Enterprise Financial Management Solutions


• PeopleSoft eSettlements
Oracle’s PeopleSoft Enterprise Payables is part of an integrated family of financial
• PeopleSoft Receivables
accounting and analytic applications. These solutions provide flexible, best practice
• PeopleSoft Expenses

• PeopleSoft General
business processes and greater insight into performance – helping organizations
Ledger worldwide to transform finance into a strategic advantage.
• PeopleSoft Cash
Management
• PeopleSoft Deal
Management
• PeopleSoft Billing

RELATED SERVICES

The following services are


available from Oracle
Support Services:
• Update Subscription
Services
• Product Support Services
• OnlineDBA

Contact Us
For more information about PeopleSoft Enterprise General Ledger, please visit
oracle.com or call +1.800.ORACLE1 to speak to an Oracle representative.

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