ESP FINANCIALS User Training

ESP FINANCIALS User Training ACCOUNTS PAYABLE BASICS PARTICIPANT GUIDE Date: 2/5/2012 Page 1 of 43

Accounts Payable Welcome to the Accounts Payable Basics Course! This course is designed to provide Accounts Payable functions within the ESP PeopleSoft Financial System. Exercise 1: Vendor Search... 3 Exercise 2: Get Employee/Student... 9 Exercise 3: Entering a Voucher with GST... 12 Exercise 4: GST Calculator... 18 Exercise 5: Entering a Voucher with No GST... 21 Exercise 6: Entering a Purchase Order Voucher... 23 Exercise 7: Voucher Approval... 28 Exercise 8: Voucher Register... 31 Exercise 9: Voucher Adjustments... 35 Exercise 10: Enquire on Payment Details for a Voucher... 38 Available Reports... 42 Available Inquiries... 43 Page 2 of 43

Exercise 1: Vendor Search Scenario You have received an invoice from Australian Broadcasting Commission and are about to enter it as a voucher in Accounts Payable. Does this vendor exist? What is the Vendor ID? Their ABN is quoted on the invoice as 52429278345. Step 1. To Search for a Vendor, Navigate to: Vendors, Vendor Information, Add/Update, Vendor The Vendor Search Page appears Note: The Short Vendor Name is no longer case sensitive. More options are available when searching for a Vendor, you can select things such as begins with, contains, =, etc. There is no need to use % anymore, just use contains. Page 3 of 43

Step 2. Use of a Vendor Short Name field: Enter or select the following: SetID: ANUID Short Vendor Name: contains (from the drop down list) & enter ABC (In many cases the short name will be the first 10 characters of the vendor name, in this case it is an abbreviation.) Correct data entry. Step 3. Click A list of vendors based on the search criteria displays below. Page 4 of 43

Step 4. Select Vendor: ABC-001 The Vendor Summary Page for the chosen vendor will display. Note: A Summary Panel is added which displays basic Vendor details including Vendor ID, Vendor Name details, Vendor Address details, and the system status of the Vendor. Step 5. Select Return to Vendor Search page. Step 6. Use of the ABN field: Enter or select the following: SetID: ANUID Australian Business Number: 52429278345 Click A list of vendors based on the search criteria displays below. Page 5 of 43

Step 7. Step 8. Select Vendor: ABC-001 The Vendor Summary Page for the chosen vendor will display. Select Return to Vendor Search page. Step 9. Use of the Name 1 Field: Enter or select the following: SetID: Name 1: Note: ANUID Select contains (drop down list) & enter Broadcasting. Enter a specific distinctive component of the Vendor Name. Correct data entry. Step 10. Click A list of vendors based on the search criteria displays below. Page 6 of 43

Step 11. Select Vendor: ABC-001 The Vendor Summary Page for the chosen vendor will display. Step 12. Review the data for the vendor, and ensure you have the correct vendor. Does this vendor need modification? Compare the vendor information to the information supplied on the invoice. Note: Correct details. Other Key Changes to Vendors Vendor bank account information is now displayed on the vendor. Vendors Vendor Information Add/Update Vendor Location Payables Vendor Bank Account Options ABN s are now validated. Page 7 of 43

Step 13. Try this exercise on your own: You have received an invoice from PeopleSoft Australia Pty Ltd, PeopleSoft House, 754 Pacific Highway Chatswood. ABN 96059975987. Can you find this vendor? What is the vendor number? Does the vendor need maintenance? End of Exercise. Page 8 of 43

Exercise 2: Get Employee/Student Scenario You have been asked to create a voucher for an employee, first thing is to get the employee details and create/update the vendor details. Step 1. To Navigate to Get Employee/Student: Vendors Vendor Information Get Employee/Student The Get Employee/Student page displays. F&BS Tips & Techniques Employee and Student vendors should be recreated using this process for every payment, to ensure the latest payment details are used. This process overwrites the existing details and sets the vendor status to "approved". Page 9 of 43

Step 2. Enter the relevant User ID (U0100189) and click on Get Details. The Employee or Students personal details page displays. Note: Step 3. If the details are incorrect, contact the HR division or have the Employee correct through "Horus. If the student details are not correct they need to be corrected in the student system. Select EM if it is an employee payment. Select ST if it is a student payment. Do not select based upon payment method. Correct data entry. Step 4. Click on. The Employee/Student has now been set up as a Vendor. Step 5. Scenario: Other Examples: Try this exercise on your own: You have been asked to pay a reimbursement for Student U0100190. Create this student as a vendor. What payment will be used for this Student? Employee with Bank Account Details: U4040895 Student with Bank Account Details: U0100208 Page 10 of 43

Processing Withholding Tax Please note that all vouchers that are subject to Withholding Tax should now be processed by the Tax & Policy Unit within F&BS. For further details please refer to the tips and techniques document that can be found on the following URL: http://fbs.anu.edu.au/taxation/quick-reference-guide/payg/no-abn-withholding End of Exercise. Page 11 of 43

Exercise 3: Entering a Voucher with GST Scenario You have received a tax invoice from Bells Car Cleaning for $165.00, including $15.00 GST. This invoice is for Car Cleaning Services and is dated 1/11/2006. You must now enter a voucher in the Accounts Payable system for payment of this invoice. Step 1. To Navigate to Vouchers: Accounts Payable Vouchers Add/Update Regular Entry The Add Voucher page displays. Note: Voucher details are entered on the Voucher Add page, to populate on the voucher itself. (Including invoice no., invoice date and estimated number of invoice lines). ALL Vouchers (Regular, Purchase Order) are now added from one page. Page 12 of 43

Step 2. Enter the following values: Vendor ID: T25174 Invoice No: 456456301 456456312 (Depending on Training ID) Invoice Date: 26/3/2012 Gross Amount: 165.00 Entered VAT Amount: 15 Correct data entry. Page 13 of 43

Step 3. Click: The Invoice Information page displays. Page 14 of 43

Step 4. VAT Amount defaulted from previous page 15.00 Correct data entry. Page 15 of 43

Step 5. Scroll down to the Invoice lines. Enter or select the following Values: Description: Car Cleaning Services Account: 5328 Fund: R Department: 24510 Vat Code: GST Note: The line amount and Merchandise amount are GST exclusive values. Correct data entry. Note: Add a new line or new distribution using the plus icon, or alternatively, use ALT+7 from within the line or distribution. To delete a line or distribution, use the minus icon use ALT+8 from within the line or distribution., or alternatively, Page 16 of 43

Step 6. Click: to save the voucher. Voucher saves correctly. Note the voucher number. Note: After saving a voucher a new Summary Page appears which outlines information such as Approval, Matching, Budget Check and Posting Status etc. End of Exercise. Page 17 of 43

Exercise 4: GST Calculator Step 1. To Navigate to the GST Calculator: ANU Utilities GST Calculator Alternatively, the GST Calculator can be found on the Voucher Invoice Information Page. The GST Calculator is displayed. Page 18 of 43

Step 2. Given the GST Inclusive amount. Enter $82.50 into the GST Inclusive Amount field. Tab out of the field. Matching Output. Step 3. Given the GST Exclusive amount: Enter $56.80 into the GST Exclusive Amount field and tab out. GST Inclusive Amount: 62.48 GST Exclusive Amount: 56.80 GST Amount: 5.68 Step 4. Given the GST amount: Enter $4.85 into the GST Amount field and tab out. GST Inclusive Amount: 53.35 GST Exclusive Amount: 48.50 GST Amount: 4.85 Note: You can copy and paste from the GST Calculator to a voucher. Page 19 of 43

End of Exercise. Page 20 of 43

Exercise 5: Entering a Voucher with No GST Scenario You have received an invoice (number 4564578) from Ex-Government Furniture for $100.00, no GST. This invoice is for Office Chairs and is dated 1/11/2004. You must now enter a voucher in the Accounts Payable system for payment of this invoice. Step 1. Navigate to Vouchers: Accounts Payable Vouchers Add/Update Regular Entry Enter the following values: Vendor ID: T02889 Invoice No: 456457801 456457812 (Depending on Training ID) Invoice Date: Today s Date Gross Amount: 100.00 Correct data entry Step 2. Click: The Invoice Information page displays. Page 21 of 43

Step 3. Scroll down on page to Invoice lines. Enter the following Values: Description: Office Chairs Account: 5145 Fund: R Department: 24510 VAT Code: ZER (GST Free Supplies) Correct data entry. Step 4. Click: to save the voucher. Voucher saves correctly. Note the voucher number. Step 5. Scenario: Try this exercise on your own: You have been asked to purchase two items for your Business Unit, which you have done and now you are seeking reimbursement. Enter a voucher, using User ID U4040895 as the vendor, to seek reimbursement for $315.00. $150.00 is for basic foodstuffs (account 5890) and therefore has no GST. $165.00 is for computer software (account 5360) and includes $15.00 GST. Invoice Date: (today s date) Invoice number: 2411200301-2411200312 (depending on TrainID) Note: Employee vendors may be used for a specific payment where that payment is for reimbursement of costs incurred, including GST and the employee has provided the Tax Invoice. The GST paid can then be recovered from the ATO. Employee vendors no longer need to be modified to make a GST payment. End of Exercise. Page 22 of 43

Exercise 6: Entering a Purchase Order Voucher Scenario You have received an invoice, which specifies a purchase order number. You must now enter this invoice into Accounts Payable for payment. Step 1. Navigate to Vouchers: Accounts Payable Vouchers Add/Update Regular Entry Enter or select the following: Invoice Number: Invoice Date: ABC 01-12 (per training id) Today s date Step 2. Click: Correct data entry. Invoice Information page displays. From the Worksheet Copy Option above the Invoice Line, select PO Receipt and Click on. Result The Copy Worksheet Page displays. Note: No longer enter the Business Unit, PO ID on the Invoice Information Page, go straight to the Worksheet Copy then enter this information. Page 23 of 43

Step 3. Enter or select the following: PO Business Unit: F&BS PO Number: (refer training worksheet) Click: (Note: Click on the lookup icon to assist in finding any available values.) Result A list of delivered receipts for the Purchase Order are displayed. Step 4. Find your receipt for payment. Click the radio button to Select the Receipt Line. Note: (To select all Receipt Lines click.) A receipt line is selected. Page 24 of 43

Step 5. Click on The Purchase Order details are copied to the Voucher. Voucher Line is populated with Purchase Order details. Note On returning to page there are two new buttons are available for selection Override PO Pct and Allocate by Pct. Override PO Pct (override purchase order percentage) - Click this button to override the purchase order percentages. After clicking the button, the Percentage column becomes available for edit. The totals entered must equal 100. Once reallocated, click the Allocate by Pct (allocate by percentage) button to reallocate the expenses. Step 6. On the Invoice Information Page, enter the GST amount in the VAT field. When you Copy Selected lines it populates the Gross field with the GST Exclusive Amount. If the Purchase Order had GST applied change the Gross Amount to be the GST inclusive amount and enter the GST amount in the VAT field. Entered VAT: Enter the GST amount specified on the handout Correct Data Entry Page 25 of 43

Step 7. Scroll down on page to Invoice lines. Enter the following Values: VAT Code: GST (Australian GST Standard Rate) Step 8. Save the voucher. Voucher is saved and available for Matching. Note:. By selecting the hyperlink on Invoice Line to Purchase Order & Receiver Info, you can see the PO and Receipt source details. View Purchase Order and Receipt source details. Page 26 of 43

Note: Finalize Document option is available on the Invoice Information Page, above Print Invoice button, by selecting the Finalize Icon. Finalize Line option is available on the Invoice Lines, using the same icons. You can now Finalize all lines on a voucher in one step by selecting Finalize Document. For details refer to F&BS Tips and Techniques on the web. http://fbs.anu.edu.au/ documents/tips_and_techniques/accountspayable/2012_23_finalise_voucher_tip_tech.pdf End of Exercise. Page 27 of 43

Exercise 7: Voucher Approval Scenario A voucher for the transport of a dog now needs to be approved. Step 1. To Navigate to Voucher Approval: Accounts Payable Vouchers Approve Approve Voucher The Voucher Approval dialogue box is displayed. Step 2. Enter the following: Business Unit: Voucher ID: F&BS (Refer training handout) Click: The Voucher Approval page is displayed for this voucher. Page 28 of 43

Step 3. Check the Voucher details are correct, such as the GST, Pay Method and Handling, Scheduled Due Date and the Chartfield Information. Step 4. The voucher is correct. Click on the Approved radio button when you are satisfied the information is correct. Click: to save. Page 29 of 43

The Voucher is approved. Note: The vendor bank account details have been added to the approval page End of Exercise. F&BS Tips & Techniques If you have more than one Voucher to Approve, you can either Click on or ALT 3 Click on or ALT 4 To do this you will need to do a general search for the range of vouchers at the beginning rather than a search for a specific voucher. For further information about the new Voucher Approval screen refer to the F&BS Tip & Technique on Voucher Approval: http://fbs.anu.edu.au/ documents/tips_and_techniques/accountspayable/2012_18_voucherapproval.pdf Page 30 of 43

Exercise 8: Voucher Register Scenario You have completed the vouchers, which have all been approved. The following day a voucher register needs to be run and the supporting documentation attached, to be taken to F&BS. Step 1. Navigation: Accounts Payable Reports Vouchers Voucher Register Step 2. The Voucher Register Page is displayed. Search for an existing Run Control. If one doesn t exist then you need to add a run control for the first time running the report. Select tab. Enter the following as a run control ID: Page 31 of 43

Voucher_Register Now click on. Parameters panel is displayed. Step 3. Enter or Select the following: Business Unit: F&BS From Date: 01/11/2010 Thru Date: 01/11/2010 Origin: ONL Correct data entry. Note: Approved by field applies to both ONL and PC. Reports were modified so column information is consistent across ONL and PC. The sort order in the Voucher Register has changed so that it now sorts by Business Unit first, then Posting Date. Step 4. Click. Page 32 of 43

Process Scheduler Page Opens. Step 5. Ensure the following are selected: Report Description: Run Type: Run Format: Voucher Register by BU Web PDF Step 6. Select to submit the report. Report is submitted. Return to parameters page. Open the Process Monitor via the hyperlink to view the progress of the process. Refresh the page until you have a Run Status of success. Process runs to success. Step 7. Navigate back to Voucher Register and open the Report Manager from the hyperlink, or alternatively on a new page via Reporting Tools Report Manager. Click on the hyperlink to open your report. Page 33 of 43

You can print your report from Acrobat Viewer. Able to open your report for viewing and printing. Step 8. To run the report to output directly to printer: On the Process Scheduler: Ensure the following are selected: Run Type: Run Format: Output Destination: Printer RPT \\printer\t****** Note: If you don t know your ESP printer ID contact your Local IT Support. Output destination must be defined in the form \\Printer\ (ESP Printer ID) e.g. Select to submit the report. This report will output to your nominated printer. End of Exercise. Page 34 of 43

Exercise 9: Voucher Adjustments Voucher adjustments are required for entering credit notes, for correcting vouchers already processed, and to acquit advances. Scenario You have received a credit note from Bells Car Cleaning for $22.00, including $2.00 GST relating to the invoice you created in Exercise 3. Add a voucher for this credit note. Step 1. Navigate to Vouchers: Accounts Payable Vouchers Add/Update Regular Entry Enter the following information: Vendor ID: T25174 Invoice Date: Today s Date Invoice Number: 223401-22312 (depending on UserID) Gross Invoice Amount: -22 Correct data entry. Note: Adjustments are entered as regular vouchers. Page 35 of 43

Step 2. Click: Invoice Information page displays. Step 3. Enter the following information. Entered VAT: -2.00 Note: This can also be done on previous page Scroll to Invoice Lines and enter the following: Description: Credit for Car Cleaning Account: 5328 Fund: R Department: 24510 Correct data entry. Note: You can no longer enter a related voucher against the invoice lines. Add any related voucher details to the Voucher Comments field. For details on processing ESP Accounts Payable Treatment of Advances Refer to F&BS Tip and Techniques on the web. http://fbs.anu.edu.au/ documents/tips_and_techniques/accountspayable/2012_20_advances.pdf Page 36 of 43

Step 4. Click: to save. The voucher saves correctly. End of Exercise. Page 37 of 43

Exercise 10: Scenario Step 1. Enquire on Payment Details for a Voucher Check if voucher 00059993 for F&BS has been paid. Navigate to Vouchers: Accounts Payable Vouchers Add/Update Regular Entry Select Enter the following: Business Unit: F&BS Voucher ID: 00000059993 Click on, and select the voucher from the search list. The voucher opens to the summary page. Page 38 of 43

Step 2. Click the tab. The voucher payment details page displays. Step 3. Scroll down to the Schedule Payment section. Correct navigation. Note: If the Voucher has been paid, a payment number is recorded in the reference field. Payment Date is also recorded. This is the ESP Payment Reference ID, and is used for any further inquiry on the voucher payment. Page 39 of 43

Step 4. Perform a payment inquiry to find out if a cheque has been presented. Below the Schedule Payment section of the voucher, select the link. A Payment Inquiry page for this payment displays. Alternatively you can navigate to the Payment Inquiry via the menu: Accounts Payable Review Accounts Payable Info Payments - Payment Step 5. Scroll down to the Payment Inquiry Result. A presented cheque will display the following: Recon Status: Recon Page 40 of 43

Step 6. Select the Payment Reference ID link Voucher Payment Detail Inquiry page displays. The Payment Clear Date is the date the cheque was presented. End of Exercise. Page 41 of 43

Available Reports Voucher Reports Voucher reports can be found by navigating to: Accounts Payable Reports - Vouchers Voucher Register Report This Report is a list of all posted vouchers and is to be used by the Business Offices as a cover sheet for forwarding documentation pertaining to the vouchers listed to F&BS for filing. F&BS use this report (for all Business Units) to keep track of the vouchers they have received and filed from each Business Unit. The order of the Report is by Business Unit, then Posted date, and Voucher ID. With a new page occurring for each Business Unit or Cardholder depending on which voucher register they choose to run. Voucher Download This is a generalised download of voucher details that can be used for adhoc reporting. Unapproved Vouchers This Report can be used to identify any vouchers within the Business Unit that have an Approval Status of Pending or Denied up to the date selected on the submission page. The order of the report is by descending voucher number. Approved Vouchers This Report is a list of all vouchers for a Business Unit range approved with a voucher amount greater than the amount entered on the submission page. Vendor Reports ***** Vendor reports can be found by navigating to: Accounts Payable Reports Vendor Vendor Statement This report provides a listing of all vouchers and payments against a vendor. It can be used to satisfy a vendor enquiry on the status of payments expected or to reconcile against amounts owing to vendors. Unpaid but processed vouchers will appear separately from payments and their related vouchers. Page 42 of 43

Available Inquiries Voucher Inquiries Voucher inquiries can be found by navigating to: Accounts Payable Review Accounts Payable Info Vouchers Voucher Inquiry This Inquiry allows you to review detailed voucher information. New features include: additional search fields, sort options (you are able to resort information once retrieved by clicking on column headings) The voucher inquiry now returns a lot more information, including paid amounts, VAT amount, unpaid amount, ability to drill through to payments, voucher line details, all status values (posting, budget check, match, approval, close, etc). You are also able to download this inquiry to excel. Vendor Inquiries ***** Vendor inquiries can be found by navigating to: Accounts Payable Review Accounts Payable Info Vendor Current Balance (Vendor Balance) The Vendor Balance page provides you with a view into the status of all vouchers for a vendor that are currently scheduled for payment. View the vendor balance by business unit by clicking on the gross amount, this will give you a list of vouchers that makes up this figure. To view all vouchers that make up the total Vendor Balance click on the Short Vendor Name hyperlink (it does not matter which business unit it is next to) To drill down to the voucher inquiry, scroll across and click on the Voucher Inquiry button for the business unit you wish to inquire on Overdue Scheduled Payments The Overdue scheduled Payments inquiry enables you to view vouchers that are overdue for any given vendor. (This inquiry should be used in conjunction with the Vendor Balance as individual payments may be overdue as the overall vendor balance is in Credit). Page 43 of 43