PeopleSoft Accounts Payable DISTRICT WIDE APPLICATIONS. PeopleSoft Accounts Payable

Transcription

1 DISTRICT WIDE APPLICATIONS PeopleSoft Training Financials October 2003

2 Table of Contents Chapter 1 Vouchers... 3 Introduction... 3 Terminology, Assumptions and Conventions... 8 Entering Control Groups... 9 Demonstration Enter Control Groups Entering Vouchers Deferred Processing Voucher Styles Voucher Entry Validation When Voucher is Saved Non-Purchase Order Vouchers Demonstration Entering Non-Purchase Order Voucher Employee Expenses Demonstration Entering Employee Pre-Paid Item Purchase Order Vouchers Option 1 Copy PO Demonstration Purchase Order Vouchers Copy PO Purchase Order Vouchers Option 2 Copy Worksheet Option Demonstration Purchase Order Voucher Copy Worksheet Adjustment Vouchers Demonstration Adjustment Voucher Withholding Demonstration Verifying Withholding Match/Approve Vouchers Demonstration Matching Budget Check Vouchers (Batch Process) Demonstration Budget Check Batch Process Budget Exception Error Correction Demonstration Budget Exception Correction Voucher Inquiry Using Customer Information to Access Vouchers and Payment Data Voucher Inquiry Demonstration Update Vouchers Chapter 2 Payments Overview of Pay Cycle Express Checks Demonstration Express Checks Cancel/Stop Warrants Demonstration Entering a Payment Cancellation Chapter 3 Reports Reports Demonstration Running the B-Warrant Register Reports Chapter 4 Support PeopleSoft PeopleBooks The Help Desk DWA Website

3 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

4 Vouchers Home Page 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

5 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

6 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 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 Description Effective Date Gross Amount Invoice ID Invoice Date Location 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. 6

7 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. Report ID Report Manager Payment Count Process Monitor Run Run Control ID User ID SetID Short Description Status User ID Vendor ID Voucher ID 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 and you split the payments into USD and USD The USD would have a payment count of 1 and the USD 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. 7

8 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

9 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

10 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

11 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 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

12 Select Tab Accounting Accounting 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

13 Accounting 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

14 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

15 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

16 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

17 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

18 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

19 Control Group ID To search for the Short Vendor Name Invoice Number Invoice Date Gross Amount of Invoice Total Voucher Lines 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 Click the ADD button. 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. Pay Terms Sales Tax icon Information to Enter Enter Immediate or Click the icon and select from the list 19

20 Sales Tax Charges Prorate Charge type Information to Enter Verify the check box is checked SALETX Click OK. Voucher Header Next, enter the Sales Tax and Total amount. Information to Enter Sales Tax 7.75 Total

21 : Below are Optional Entry fields. Enter only if applicable. 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 Description Quantity UOM Unit Price Information to Enter Enter Description Enter Quantity Enter Unit of Measure or Click the Search icon Enter Unit Price For Additional Invoice Lines click the button. Voucher Detail Distribution Lines Department Resource Budget Reference Account Program Class Fund Extended Information to Enter Enter 0003 or Click the Search icon Enter or 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 or Click the Search icon Enter or 0000 or Click the Search icon For Additional Distribution Lines click the button. For this example we do not need any additional lines. 21

22 Click the Payments tab. Payments Remit to vendor Location Address Bank Account Information Click Schedule Payment Scheduled Due 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. Click the Invoice Information tab. 22

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

24 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 Control Groups Group Information Select the Vouchers tab. Vouchers Click the Assignment link. 24

25 Assignment Status Information to Enter Select Verified from the list of valid values Click SAVE. 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

26 Post Control Group Select control group(s) to be posted Information to Enter Check Box Entry Click SAVE. Step 7 Initiate the run control to perform the posting process. 26

27 Voucher Posting Request Request ID Description Process Frequency Post Voucher Option Click SAVE Click Run 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 Process Scheduler Request 27

28 Server Name PS/AP Voucher Posting Information to Enter Select PSNT from the list of valid values Turn on Click OK. Step 8 Navigation: Non-System Task 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

29 Demonstration Entering Employee Pre-Paid Item For this demonstration, we will process a pre-paid expense for Hotel of $ 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

30 Control Group ID Information to Enter Select appropriate control group To search for the Short Vendor Name Enter P Hagerty-001 or Click the Search icon a list of vendors to select from Invoice Number Enter invoice number from vendor s invoice Invoice Date Enter invoice date from invoice Gross Amount of Invoice Optional - Enter gross amount of invoice or leave at 0.00 Total Voucher Lines Optional - Enter number of voucher lines Click the ADD button. Invoice Information Click the Sales Tax icon. Sales Tax Charge 30

31 Charge Type Information to Enter SALETX Click OK. Invoice Information Enter a short description of the expense. Information to Enter Sales Tax Total Description Open Item - Description of Expense Quantity 1 UOM EA Unit Price Amount of Pre-Pay Extended Amount Amount of Pre-Pay In the description field, include the words Open Item followed by a description of the 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

32 Department Resource Budget Reference Account Program Class Fund Extended OpenItem Information to Enter Enter 5526 or Click the Search icon Enter 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 or Click the Search icon Enter 0000 or Click the Search icon Enter 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

33 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. Location Address Bank Account Information Information to Verify / Update Verify Location Verify Address Verify Bank Account information Click SCHEDULE PAYMENTS. Payments 33

34 Click Schedule Payment Scheduled Due Information to Verify Calculates the Scheduled Due Verify system-calculated date or enter desired date Click SAVE. Step 3 Navigation: Non-System Task 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

35 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 $ each. The SDUSD account number for Microwarehouse, Inc., is 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

36 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. Control Group ID To search for the Short Vendor Name Invoice Number Invoice Date Gross Invoice Amount Total Voucher Liner Items 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 Click ADD. 36

37 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 PO Unit Information to Enter Enter SDUSD Purchase Order Click the Search icon and select the Purchase Order from the list of valid values Click COPY PO. 37

38 Invoice Information 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 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 Distribution Lines Amount Quantity GL Unit Budget Date Department Resource Budget Reference Account 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

39 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

40 Invoice Information 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 SUT Apply Tax Code SUT Information to Change Change to Exempt Clears Out automatically 40

41 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

42 Payment Message Payment Message Information to Enter Enter SDUSD Account Number Click OK. Click SAVE. Click SCHEDULE PAYMENTS. 42

43 Payments Click SAVE. 43

44 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

45 Demonstration Purchase Order Voucher Copy Worksheet We received an Invoice from Nike, NIKE-001, (Vendor ID ) for $54.75, for five baseball bats at a unit price of $10.95 from Purchase Order # 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 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 Add a New Voucher 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

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

47 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. Total Extended Amount Worksheet Copy Option Information to Enter/Verify Verify Total as Will change this in future steps Review Extended Amount - Will change this in future steps Select PO Receipt from dropdown list PO Receipt Lookup PO Unit PO Information to Enter SDUSD Enter Value from Invoice Click SEARCH. 47

48 Receiver Search Select Quantity 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 Click COPY TO VOUCHER. 48

49 Invoice Information The voucher contains the Invoice and distribution line - copied from the PO Receipt. Information to Verify/Update Invoice Lines 1 of 1 Description Description of the item purchased Quantity Quantity from the purchase order receipt UOM UOM from the purchase order receipt Unit Price Unit Price from the purchase order receipt The Quantity and Amount in the detail line(s) need to be verified and updated for partial quantities. The total PO quantity and amount will be copied into the detail lines. Distribution Lines 49

50 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

51 Payments 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

52 Payment Messages Add the SDUSD Vendors Account Number onto the check stub by entering it into the Payments Messages link. Payment Message Information to Enter SDUSD Vendor Account Number Select OK. Click the SCHEDULE PAYMENTS button. 52

53 Payments 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

54 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

55 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

56 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

57 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 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

58 Voucher Voucher Style To search for a Control Group ID To search for a Short Vendor Name Invoice Number Invoice Date 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 Click ADD. 58

59 Invoice Information Load associated Voucher ID, to search click icon. Voucher ID Information to Enter Enter Related Voucher ID Invoice Information Click Copy to Voucher. 59

60 Invoice Information 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

61 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 is being paid $ for services rendered. Being an out of state vendor, he is subject to both state and federal 61

62 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

63 Step 2 Navigation: Accounts Payable Vouchers Entry Regular Entry Voucher Step Information to Enter 2.1 Control Group ID Select control group. 2.2 Short Vendor Name SLEE Invoice Number XXXSLEE Invoice Date 08/06/ Gross Invoice Amount Click ADD. 63

64 Invoice Information Step Information to Enter 2.6 Description Describe Services 2.7 Quantity UOM Unit of Measure 2.9 Unit Price Enter Unit Price (Based on Quantity) 2.10 Withholding Click 64

65 Withholding Step Entity Information to Verify 2.11 CA IRS Back to Invoice 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

66 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

67 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

68 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

69 Invoice Voucher must have been approved before payment can be made. Otherwise, manual approval is necessary. Voucher Entered Voucher Paid Matched Three choices if there are exceptions: Reject, Override, or To Be 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

70 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 The invoice number is APP092, the voucher ID is 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

71 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 Voucher Style From / To Invoice Match Status Buyer 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 71

72 Range Fields From / To Vendor Name From / To Vendor ID Vendor Location Voucher Date Type From Date / To Date 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. 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

73 Match Exception Voucher / Purchase Order Match exceptions between Voucher and Purchase Order. 73

74 Match Manager Search Click the RECEIPTS icon. Match Exception Voucher / Receipt Match exceptions between Voucher and the Receipt. 74

75 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

76 Match Exception Override 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. 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

77 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 , the vendor is Office Depot, vendor ID and the amount of the voucher is $ The full account string being used is: Chartfield Original Value Correct Value Department Resource Budget Account Program Class Fund

78 Demonstration Budget Check Batch Process Navigation: Accounts Payable Batch Processes Vouchers Budget Check Find an Existing Value Select BudgetCheck.

79 Budget Check Process Frequency Description Transaction Type Unit Option Voucher ID Option Click SAVE 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 Click RUN. Process Scheduler Request 79

80 Server Name Comm. Cntrl. Budget Processor Information to Enter Select PSNT from the list of valid values Select Check Box Click OK. 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

81 AP Voucher Exceptions Business Unit Voucher ID Information to Enter SDUSD Enter voucher ID or Search Click SEARCH. Voucher Exceptions Click the to see related Budget that was used in this transaction. 81

82 Select Link Click to see the exception. Exception Details Click to see the financial chartfield charges in this transaction. 82

83 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

84 Navigation: Accounts Payable Voucher Entry Regular Entry Find an Existing Value

85 Invoice Information Replace the invalid account string with the correct one. Chartfield Invalid Value Valid Value Department Click SAVE. Select the Budget Check Icon. 85

86 Invoice Information The voucher passes budget checking with the new chartfield values. Click SAVE. 86

87 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.

88 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

89 Demonstration Express Checks Let s print an express check for $ It is for a book that was delivered to the main office which cost $ 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 $ 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.

90 Assignment Gross Amt Nbr of Vouchers Assigned to Information to Enter Enter the amount of the Express Pay amount Enter one Click the Search icon to select an AP Tech Select Tab Accounting Tab 90

91 Accounting 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

92 Step 3 Enter Voucher Navigation: Accounts Payable Vouchers Entry Regular Entry Enter header information for the voucher. Voucher Control Group ID Short Vendor Name Invoice Number Invoice Date Gross Invoice Amount Voucher Lines 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 Click the ADD button. 92

93 Invoice Information Click the Sales Tax icon. Sales Tax Charges Prorate Charge type Information to Enter Verify the check box is checked SALETX 93

94 Invoice Information Description Chart Fields Budget Check 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

95 Class Fund Extended Project Budget Reference 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 SAVE. 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 Budget Check Information to Enter Budget check the voucher Click the Payments Tab. 95

96 Voucher - Payments Pay Terms: Scheduled Due: Information to Validate Immediate Current Date Click SAVE. Step 4 Validate Control Group Navigation: Accounts Payable Control Groups Group Information Find an Existing Value The Control Group must be verified before express check can be run AP Manager / Supervisor 96

97 Group Information Click SEARCH. Control Group - Assignment Click the Vouchers tab. 97

98 Control Group - Vouchers Verify the Control Group and click the Assignment tab. Control Group - Assignment 98

99 Status Information to Enter Verified Click SAVE. 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 Vouchers Entry Regular Entry Find an Existing Value Voucher - Search Click SEARCH. 99

100 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

101 Payment Click the Express Payment link. 101

102 Express Payment 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. Options of Payment To pay all outstanding vouchers for vendor Click CREATE PAYMENT to create payment. 102

103 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

104 Server Output Destination Print Checks Output Destination Print Advices 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

105 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

106 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 Bank SetID Payment Reference: Bank Code: Bank Account: 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 Click SEARCH. 106

107 Cancel a Payment Date Cancelled Information to Enter Enter Cancelled date or accept default If not delivered to Vendor, select options from table below. Action Required Payment Status Cancel Action Void and re-issue the payment now Void and re-issue the payment at a later date Void check and close pay liability 107

108 If previously delivered to Vendor, select options from table below. Action Required Payment Status Cancel Action Stop Payment and re-issue the payment now Stop Payment and re-issue the payment at a later date Stop Payment check and close pay liability To reverse a previous Void or Stop transaction in PeopleSoft, select options from table below. Action Required Payment Status Cancel Action Undo Cancel and re-issue the payment now Undo Cancel and re-issue the payment at a later date Undo Cancel check and close pay liability 108

109 Cancel a Payment 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

110 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

111 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 Reports Payments B-Warrant Register/Summary Add a New Value Let s set up n new Run Control ID. B-Warrant Register/Summary Report Run Control ID Information to Enter WarrantReport 111

112 Voucher Register Pay Cycle SAVE RUN Information to Enter Load pay cycle for the report Click Click Process Scheduler Request 112

113 Server Name AP B-Warrant Register Report & Sum OK Information to Enter PSNT Check Click Parameters Process Monitor Information to Enter Select hyperlink 113

114 Process List The initial run status will be Queued, then Posting and finally Success. REFRESH Information to Enter Click Process List SDAPPAY Information to Enter Click 114

115 Process Detail Information to Enter SDAP238 Success Click 115

116 Process Detail Information to Enter SDAP238 Success Click View Log/Trace 116

117 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

118 View Log/Trace RETURN Information to Enter Click 118

119 Process Detail OK Information to Enter Click 119

120 Process List Now let s look at the detailed version of this same report. Information to Enter SDAP 239 Success Click 120

121 Process Detail View Log/Trace Information to Enter Click 121

122 View Log/Trace SDAP239_1800.HTM Information to Enter Click Accounts Payable B-Warrant Register - Summary Report 122

123 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 From / To Business Unit From / To Voucher ID From / To Invoice 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. 123

124 Search Post Status Approval Status Voucher Balance From / To Vendor Short Name From / To Vendor ID Voucher Date Type 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. 124

125 Search 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, Voucher Detail Drilldown Review detail lines from vouchers by selecting the icon. Payment Detail Drilldown Review additional payments information by selecting the icon. Payment Schedule Drilldown Review payment schedule by selecting the icon. Sorting Sorting the displayed Results 125

126 Voucher Inquiry Demonstration Value Searches Navigation: Accounts Payable Review Vouchers Voucher Inquiry 126

127 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 Voucher Style Information to Enter All Vouchers Click SEARCH to generate your search results. 127

128 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 Voucher Style Posted Status Information to Enter Regular Posted 128

129 Voucher Inquiry - Search Results Click RESET CRITERIA. Voucher Inquiry 129

130 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 From Vendor Short Name To Vendor Short Name Information to Enter IRS-001 IRS-001 Click SEARCH. 130

131 Voucher Inquiry The Voucher Inquiry screen returns the vouchers which fall within the specified range. Voucher Detail Drilldown By selecting the icon, you can drill down into the detail lines of the voucher in question. Voucher Detail Lines By selecting the icon, you can drill down into the detail lines of the payment in question. 131

132 Sorting Voucher Inquiry Sort Criteria Information to Enter Sort By To sort your results, select the field you want to sort by : Approval Status Business Unit Invoice Date Invoice Number Short Vendor Name Vendor ID Voucher ID Voucher Style Sort Asc/Desc Select a sort order: Ascending Descending. Click the SORT key. 132

133 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

134 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) 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 This provides a standard format for submitting your request for a problem ticket. Help Desk tickets will no longer be issued from an 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 134