Manual - Accounts payable

PeopleSoft Accounts Payable

DISTRICT WIDE APPLICATIONS

PeopleSoft Accounts Payable

PeopleSoft Training—Financials
October 2003

DWA Project PeopleSoft Accounts Payable

Table of Contents
Chapter 1—Vouchers ..................................................................................... 3
Introduction................................................................................................................................. 3
Terminology, Assumptions and Conventions ............................................................................. 8
Entering Control Groups............................................................................................................. 9
Demonstration – Enter Control Groups .................................................................................... 10
Entering Vouchers..................................................................................................................... 15
Deferred Processing .................................................................................................................. 15
Voucher Styles .......................................................................................................................... 15
Voucher Entry ........................................................................................................................... 16
Validation When Voucher is Saved .......................................................................................... 16
Non-Purchase Order Vouchers ................................................................................................. 17
Demonstration – Entering Non-Purchase Order Voucher......................................................... 18
Employee Expenses .................................................................................................................. 28
Demonstration – Entering Employee Pre-Paid Item ................................................................. 29
Purchase Order Vouchers – Option 1 – Copy PO..................................................................... 34
Demonstration – Purchase Order Vouchers – Copy PO ........................................................... 35
Purchase Order Vouchers—Option 2—Copy Worksheet Option............................................. 44
Demonstration—Purchase Order Voucher—Copy Worksheet................................................. 45
Adjustment Vouchers................................................................................................................ 55
Demonstration – Adjustment Voucher...................................................................................... 57
Withholding .............................................................................................................................. 61
Demonstration—Verifying Withholding .................................................................................. 61
Match/Approve Vouchers ......................................................................................................... 68
Demonstration—Matching........................................................................................................ 70
Budget Check Vouchers (Batch Process) ................................................................................. 77
Demonstration – Budget Check Batch Process......................................................................... 78
Budget Exception – Error Correction ....................................................................................... 80
Demonstration – Budget Exception Correction ........................................................................ 80
Voucher Inquiry ...................................................................................................................... 123
Using Customer Information to Access Vouchers and Payment Data.................................... 123
Voucher Inquiry Demonstration ............................................................................................. 126
Update Vouchers..................................................................................................................... 133

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

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

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

2


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

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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


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

eProcurement

Purchasing

Accounts Accounts
Payable 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


Integrating with General Ledger Applications
PeopleSoft Payables interfaces with PeopleSoft General Ledger by creating the accounting entries
that PeopleSoft General Ledger uses to create journal lines.

When you enter vouchers, you also enter information about how the voucher is charged, from an
accounting perspective. The posting of vouchers and payments creates balanced accounting
entries that are immediately available to the Journal Generator in the Payables Accounting Entry
table. You then run the Journal Generator COBOL process (FSPGJGEN) to create the journal
lines in PeopleSoft General Ledger.

PeopleSoft Payables automatically creates reversing accounting entries if you need to change any
information that has already been processed to the general ledger.

Accounts Payable Field Definitions Within PeopleSoft
The PeopleSoft Accounts Payable module maintains large amounts of information about the
disbursement cycle. Below is a list of the key fields used by PeopleSoft and an explanation of
each of them.

Field Definition
As of Date The last date for which a report or process includes data.
Business Unit An identification code that represents a high-level organization of
business information. You can use a business unit to define
regional or departmental units within a larger organization.
Description Free form text up to 30 characters.
Effective Date Date on which a table row becomes effective; the date that an
action begins. For example, if you want to close out a ledger on
June 30, the effective date for the ledger closing would be July 1.
This date also determines when you can view and change the
information. Pages or panels and batch processes that use the
information use the current row.
Gross Amount The full amount of the voucher, including merchandise and
service amounts (entered on the voucher line), freight, sales tax,
and inclusive VAT.
Invoice ID Typically, this is the invoice number or some other control number
from the 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.
Invoice Date The vendor's invoice date.
Location A vendor location is not a physical address. It is a default set of
rules, or attributes, which define how you conduct business with a
particular vendor. A 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.

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Field Definition
Process Frequency Designates the appropriate processing frequency:
Once: Executes the request the next time the batch process runs.
After the batch process runs, the process frequency is
automatically set to 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 The report identifier.
Report Manager This button takes you to the Report List page, where you can view
report content, check the status of a report, and see content detail
messages (which show you a description of the report and the
distribution list).
Payment Count For each voucher you can have multiple payments. For example,
let's say you have one voucher for USD 1000.00 and you split the
payments into USD 600.00 and USD 400.00. The USD 600.00
would have a payment count of 1 and the USD 400.00 would have
a payment count of 2. Also, if the payment is cancelled and
reissued, the system assigns a payment count of 3, and so on.
Process Monitor This button takes you to the Process List page, where you can
view the status of submitted process requests.
Run This button takes you to the Process Scheduler request page,
where you can specify the location where a process or job runs
and the process output format.
Run Control ID An identification code that identifies the run parameters for a
report or process.
User ID The system identifier for the individual who generates a
transaction.
SetID An identification code that represents a set of control table
information or TableSets. A TableSet is a group of tables (records)
necessary to define your company's structure and processing
options.
Short Description Free form text up to 15 characters.
Status Indicates whether a row in a table is Active or Inactive. You
cannot display inactive rows on transaction pages or use them for
running batch processes. Inactivate rather than delete data you no
longer use in order to maintain an audit trail.
User ID The system identifier for the individual who generates a
transaction.
Vendor ID The system-assigned or user-defined identification number given
to a vendor when it is created.
Voucher ID The system-assigned or user-defined identification number given
to a voucher when it is created.

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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.

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For example John J. Doe would number his invoices in exercise as follows:

Invoice Number
First invoice JJD001
Second Invoice 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)

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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

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

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

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

Field Name Information to Enter
Gross Amt Enter the total amount from the tape created in the previous step.
Nbr of Vouchers Enter the number of vouchers in the group.
Assigned to Click the Search icon to select an AP Tech and assign the control group.

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Select Tab Accounting

Accounting

Field Name Information to Select
Posting Timing Select - Post Only when Group Balanced
Payment Timing Select - Pay Only when Group Balanced
Actions Select - Only Pay Verified Groups checkbox: Turn on group

The payment process only pays vouchers in this control group if they have been verified 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


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

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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 ______________

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Step 6

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


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


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


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

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


Select appropriate control group based on control group number in
Control Group ID
packet from step 1
To search for the Short
Vendor Name Optional - Click the Search icon
Invoice Number Optional - Enter invoice number from vendor’s invoice
Invoice Date Optional - Enter invoice date from invoice
Gross Amount of Invoice Optional - Leave at zero
Total Voucher Lines Optional - Enter number of voucher 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
Enter Immediate or and select from the list
Sales Tax icon Click the icon

19


Sales Tax Charges

Prorate Verify the check box is checked
Charge type SALETX

Click OK.

Voucher Header

Next, enter the Sales Tax and Total amount.

Sales Tax 7.75
Total 100.00

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: Below are Optional Entry fields. Enter only if applicable.

Misc Amt Any separate line amount except freight and sales tax. For example:
insurance.
Frght Amt Enter freight charges, if applicable.
Use Tax checkbox Check box, if applicable.

Voucher Detail – Invoice Lines

Description Enter Description
Quantity Enter Quantity
UOM Enter Unit of Measure or Click the Search icon
Unit Price Enter Unit Price

For Additional Invoice Lines click the button.

Voucher Detail – Distribution Lines

Department Enter 0003 or Click the Search icon
Resource Enter or 00000 or Click the Search icon
Budget Reference Enter or 00 or Click the Search icon
Account Enter or 4301 or Click the Search icon
Program Enter or 0000 or Click the Search icon
Class Enter or 0000 or Click the Search icon
Fund Enter or 01000 or Click the Search icon
Extended Enter or 0000 or Click the Search icon

For Additional Distribution Lines click the button.

For this example we do not need any additional lines.

21


Click the Payments tab.

Payments

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

Click the Invoice Information tab.

22


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


Step 3

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.


Select the Vouchers tab.
Vouchers

Click the Assignment link.

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Assignment

Status 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


Post Control Group

Select control group(s) to be posted Check Box Entry

Click SAVE.

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

26


Voucher Posting Request

Request ID Enter a request ID
Description Enter a description for the run control ID
Process Frequency Select Always Process from the list of valid values
Post Voucher Option Select Post All Units from the list of valid values
Click SAVE To save the request
Click Run To initiate the process

Process Scheduler Request

27


Server Name Select PSNT from the list of valid values
PS/AP Voucher Posting Turn on

Click OK.

Step 8

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)

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Demonstration – Entering Employee Pre-Paid Item

For this demonstration, we will process a pre-paid expense for Hotel of $ 400.00 and tax of
$31.00 for employee P Haggerty, of the Budgeting Department, for hotel fees at the Marriott
hotel in Hollywood.

Step 1

Receive bundled invoices, tapes, control group cover sheet, and control group IDs for control
groups assigned by AP Techs within team.

Step 2

Enter header information for the voucher.

Voucher

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Control Group ID Select appropriate control group
Vendor Name Enter P Hagerty-001 or Click the Search icon to select from
a list of vendors
Invoice Number Enter invoice number from vendor’s invoice
Invoice Date Enter invoice date from invoice
Gross Amount of Invoice Optional - Enter gross amount of invoice or leave at 0.00
Total Voucher Lines Optional - Enter number of voucher lines

Click the ADD button.

Invoice Information

Click the Sales Tax icon.

Sales Tax Charge

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Charge Type SALETX

Click OK.
Invoice Information

Enter a short description of the expense.

Sales Tax 31.00
Total 431.00
Description Open Item - Description of Expense
Quantity 1
UOM EA
Unit Price Amount of Pre-Pay
Extended Amount Amount of Pre-Pay

In the description field, include the words “Open Item” followed by a description of the pre-
paid expense. You only have approximately 30 spaces in the description field.
Voucher Distribution Lines

Use the Open Item Account, 5200, designated by SDCS. When entered, the 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


Department Enter 5526 or Click the Search icon
Resource Enter 00000 or Click the Search icon
Budget Reference Enter 00 or Click the Search icon
Account Enter 5200 or Click the Search icon
Program Enter 0000 or Click the Search icon
Class Enter 0000 or Click the Search icon
Fund Enter 01000 or Click the Search icon
Extended Enter 0000 or Click the Search icon
OpenItem Enter 0000000037 or Click the Search 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


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

Note Handling code of PU for pickup of the warrants for travel paperwork submitted at the
last possible moment. Proper use of the handling code will ensure that the warrants are available
for pick up and will not be erroneously mailed.

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

Click SCHEDULE PAYMENTS.

Payments

33


Click Schedule Payment Calculates the Scheduled Due
Scheduled Due Verify system-calculated date or enter desired date

Click SAVE.

Step 3

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 over-
ridden if required for complete and accurate processing of the transaction.

34


Steps for Entering a Purchase Order voucher

1. Receive bundled invoices, tapes, control group cover sheet, and control group IDs -
(Performed by AP Tech)

2. Complete PeopleSoft voucher form using Copy PO option - (Performed by AP Tech)

3. Communicate control group completion - (Performed by AP Tech)

4. Verify control groups - (Performed by AP Lead or Supervisor)

5. Budget Check the vouchers - (Performed by AP Lead or Supervisor)

6. Select control groups to post - (Performed by AP Lead / AP Tech)

7. Post vouchers - (Performed by AP Lead or Supervisor)

8. File Invoices - (Performed by Accounting Clerk)

Demonstration – Purchase Order Vouchers – Copy PO

We will process a Purchase Order Voucher from Microwarehouse, Inc., MICROWRHSE-001, for
3 IBM Software Licenses for Micro Computers at a price of $100.00 each. The SDUSD account
number for Microwarehouse, Inc., is 12345678. For the following exercise, this invoice is tax
exempt.

Step 1

Receive bundled invoices, tapes, control group cover sheet, and control group ID’s for control

Step 2

35


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 Select control group
Vendor Name Click the Search icon
Gross Invoice Amount Leave Default value if all voucher lines items refer to Purchase
Order
Leave Default value if all voucher lines items refer to Purchase
Total Voucher Liner Items
Order

Click ADD.

36


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 Enter SDUSD

Purchase Order Click the Search icon and select the Purchase Order from the list of
valid values

Click COPY PO.

37


Invoice Information

The Copy PO function automatically loads the following information into the voucher.

Voucher Header Information Automatically Entered
Invoice Total Entered from the Purchase Order
Invoice Lines Information Automatically Entered
Item Entered from the Purchase Order
Description Entered from the Purchase Order
Quantity Entered from the Purchase Order
UOM Entered from the Purchase Order
Unit Price Entered from the Purchase Order
Extended Amount Calculated from the Purchase Order information

Distribution Lines Information Automatically Entered
Amount Entered from the Purchase Order
Quantity Entered from the Purchase Order
GL Unit Entered from the Purchase Order
Budget Date Entered from the Purchase Order
Department Entered from the Purchase Order
Resource Entered from the Purchase Order
Budget Reference Entered from the Purchase Order
Account Entered from the Purchase Order

38


Program Entered from the Purchase Order
Class Entered from the Purchase Order
Fund Entered from the Purchase Order
Extended Entered from the Purchase Order
Project Entered from the Purchase 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


Invoice Information

Field Name Information to Change
SUT Exempt Check
SUT Tax Amount Clears Out automatically

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

Voucher Line Tax Information

Field Name Information to Change
SUT Apply Change to Exempt
Tax Code SUT Clears Out automatically

40


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


Payment Message

Payment Message Enter SDUSD Account Number

Click OK.

Click SAVE.

Click SCHEDULE PAYMENTS.

42


Payments

Click SAVE.

43


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

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


Demonstration—Purchase Order Voucher—Copy Worksheet

We received an Invoice from Nike, NIKE-001, (Vendor ID 0000000047) for $54.75, for five
baseball bats at a unit price of $10.95 from Purchase Order # 0000000033. The PO is for ten
bats, but Nike shipped only half of them. This transaction is tax exempt.

SDUSD vendor account number at Nike is 98765432.

Step 1

Receive bundled invoices, tapes, control group cover sheet and control group IDs for control

Step 2

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


Control Group ID Select appropriate control group number
To search for the
Short Vendor Name Click the Search icon
Gross Invoice Leave Default value if all voucher lines items refer to Purchase Order
Amount
Total Voucher Liner Leave Default value if all voucher lines items refer to Purchase Order
Items

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


The Worksheet Copy Option does not copy header information such as Payment Terms from
PO onto the voucher. The default Payment Terms will be loaded and will need to be changed if
different.

Field Name Information to Enter/Verify
Total Verify Total as 0.00 - Will change this in future steps
Extended Amount Review Extended Amount - Will change this in future steps
Worksheet Copy Option Select PO Receipt from dropdown list

PO Receipt Lookup

PO Unit SDUSD
PO Enter Value from Invoice

Click SEARCH.

47


Receiver Search

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

Click COPY TO VOUCHER.

48


Invoice Information

The voucher contains the Invoice and distribution line - copied from the PO Receipt.

Field Name Information to Verify/Update
Invoice Lines 1 of 1
Description Description of the item purchased
Quantity Quantity from the purchase order receipt
UOM UOM from the purchase order receipt
Unit Price Unit Price from the purchase order receipt

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

Distribution Lines

49


Amount Verify - Entered from the purchase order receipt - May need to be
changed
Quantity Verify - Entered from the purchase order receipt - May need to be
changed
GL Unit Verify - Entered from the purchase order receipt
Budget Date Verify - Entered from the purchase order receipt
Department Verify - Entered from the purchase order receipt
Resource Entered from the purchase order receipt
Budget Reference Entered from the purchase order receipt
Account Entered from the purchase order receipt
Program Entered from the purchase order receipt
Class Entered from the purchase order receipt
Fund Entered from the purchase order receipt
Extended Entered from the purchase order receipt
Project Entered from the purchase order receipt

Distribution Lines

Change Quantity to 5 and click REFRESH.

Click the Payments Tab.

50


Payments

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

Select the Messages hyperlink.

51


Payment Messages

Add the SDUSD Vendors Account Number onto the check stub by entering it into the
Payments – Messages link.

Payment Message SDUSD Vendor Account Number

Select OK.

Click the SCHEDULE PAYMENTS button.

52


Payments

Schedule Payment Button This will schedule this payment
Scheduled Due Calculates the Scheduled Due date based on the Payment
Terms
Verify system-calculated date or enter desired date

The Schedule Payments button calculates the Scheduled Due date based on the Payment
Terms.

Verify system-calculated date. If date is not correct, enter desired date.

Select SAVE.

Step 3

Communicate control group completion by placing the completed groups into AP Lead/AP
Supervisor inbox for verification.

53


Step 4


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


Step 7

Navigation: Batch Process Voucher Voucher Posting Request

Step 8


Now lets work through the Voucher Entry – Purchase Order – Copy Worksheet exercise.

54


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


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


Demonstration – Adjustment Voucher

In this example, we receive a credit from the Internal Revenue Service (IRS-001) for $5.00 for
overcharging us on a previous invoice, voucher number 0000000001. Process a credit memo for
this amount and associate the previous voucher to it.

Step 1

Receive bundled invoices, tapes, control group cover sheet, and control group IDs for control

Step 2

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


Voucher

Voucher Style Adjustments
To search for a Control Group ID Click the Search icon
To search for a Short Vendor Name Click the Search icon
Invoice Number Obtain from vendor’s credit/debit memo
Invoice Date Obtain from vendor’s credit/debit memo

Click ADD.

58


Invoice Information

Load associated Voucher ID, to search click icon.

Voucher ID Enter Related Voucher ID

Invoice Information

Click Copy to Voucher.

59


Invoice Information

Total Make changes to Total to reflect the adjustment.

Invoice Lines - Extended Amount Make changes to Extended Amount to reflect the
adjustment.
Distribution Line - Amount Make changes to Amount to reflect the adjustment.
Refresh Click Refresh.
Total, Extended Amt, Amount Verify the Voucher Total is equivalent to the line Extended
Amt and the Distribution Line Amount.

Click SAVE.

Step 3
budget checked by the AP Lead before they can be posted.

Step 4

Place completed groups into AP Lead/AP Supervisor inbox for verification.

60


Step 5

Step 6

Step 7

Step 8


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

Withholding
Independent contractors (1099 contractors) may be subject to both State of California and federal
government withholding rules.

These requirements will be set up within the Vendor records established for these contractors,
however, it will be the responsibility of the AP clerks to verify that withholding is being
performed within PeopleSoft.

Demonstration—Verifying Withholding

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

61


withholding requirements. When we enter this voucher, we will validate that withholding is set
up for this vendor.

Steps for Verifying Withholding

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

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


Step 2

Voucher

Step Field Name Information to Enter
2.1 Control Group ID Select control group.
2.2 Short Vendor Name SLEE-001
2.3 Invoice Number XXXSLEE001
2.4 Invoice Date 08/06/03
2.5 Gross Invoice Amount 1500.00

Click ADD.

63


Invoice Information

Step Field Name Information to Enter
2.6 Description Describe Services
2.7 Quantity 1
2.8 UOM Unit of Measure
2.9 Unit Price Enter Unit Price (Based on Quantity)
2.10 Withholding Click

64


Withholding

Step Entity Information to Verify
2.11 CA 1099
2.12 IRS 1099
2.13 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


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

Communicate control group completion is done by placing the completed, balanced
control group in the lead person’s in box.

Step 4

Step 5
budget checked before they can be posted.

66


Step 6
group are ready to be selected for posting.

Step 7

Step 8


67


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


Invoice

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

Voucher
Entered
Voucher Paid

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

Matching
Process Match
Success? Remains in an unpayable state
Exceptions
until deleted or corrected.

Reject? Not Paid

Voucher
Override? Flagged for
Payment

Voucher will be made payable
next time matching runs

Correct
Errors

Match
Exceptions
Detail
Match
Exceptions
Detail

69


The Matching Process
Prior to posting and paying PO Vouchers, the Matching process must be run. This process
matches POs, Receivers, and Vouchers in PeopleSoft according to match rules and tolerances set
up in advance. As all PO vouchers will be received upon, three way matching will be used for all
matching.

The matching process will run automatically each day. However, there are occasions when it will
be necessary to run matching manually, such as Express Payments. Also, match errors will need
to be investigated, corrected, and run manually. This document provides the steps to run the
Matching process manually, investigate matching errors, and correct them.

Steps for Matching Vouchers

Run Matching Process - (Performed by AP Lead or Supervisor)

Review Match Results - (Performed by AP Lead or Supervisor)

Correct Match Errors - (Performed by AP Lead or Supervisor)

Workflow to Purchasing - (Performed by AP Lead or Supervisor)

Demonstration—Matching

For this example, we have one voucher with match exceptions from Apple Computer, Inc
APPLE-001, vendor ID 0000000029. The invoice number is APP092, the voucher ID is
00000005 and the invoice date is 8/6/03.

The voucher has two exceptions; the first that the terms were changed when the voucher was
entered and do not match the terms on the PO and the Voucher line invoiced total quantity is not
equal to the sum of all receiver accepted quantities that are associated with this voucher line.

Step 1
Completed Purchase Order Vouchers are required in order to run matching. This process can not
be run with Non Purchase Order Vouchers.

70


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 Range Data Required
From / To Business Unit A business unit is required for your search and SDUSD will
default in for your search.
From / To Voucher ID To search on one voucher ID, enter that voucher ID in both the
From Voucher ID field and the To Voucher ID field.
To search on a range of voucher IDs, enter the first voucher ID
of your range in the From field and enter the last voucher ID of
your range in the To field.
Voucher Style
From / To Invoice To search on one invoice number, enter that invoice number in
both the From Invoice field and the To Invoice field.
To search on a range of invoice numbers, enter the first invoice
number of your range in the From field and enter the last invoice
number of your range in the To field.
Match Status Select a Match Status from the drop down box:
All
Exceptions
Matched
Overridden
Ready
Rejected

Buyer Enter a Buyer or use the search icon

71


Range Fields Range Data Required
From / To Vendor Name To search on a range of vendor names, enter the first vendor
name of your range in the From field and enter the last vendor
name of your range in the To field.
From / To Vendor ID To search on a range of vendor IDs, enter the first vendor ID of
your range in the From field and enter the last vendor name of
your range in the To field.
Vendor Location Enter a Buyer or use the search icon.

Voucher Date Type Select from the drop down list:
Accounting
Due
Entered
Invoice
From Date / To Date Enter From and To Date based on Voucher Date Type.

Complete all or some of the values depending on your search requirements. Use the various
search criteria to limit the search for specific Vouchers.

Click SEARCH to display a list of Vouchers.


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


Match Exception Voucher / Purchase Order

Match exceptions between Voucher and Purchase Order.

73



Click the RECEIPTS icon.

Match Exception Voucher / Receipt

Match exceptions between Voucher and the Receipt.

74


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.


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

Click the EXCEPTIONS LOG icon.

75


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 Select Overridden radio button
APPLY Click

Once the exception is corrected, run Match Request again to change the Voucher status.

Step 4
If the match error has to do with a discrepancy on the purchase order or receiving document,
Contact the Purchasing Department to have the appropriate document(s) adjusted.

76

Budget Check Vouchers (Batch Process)
Budget checking will be done primarily in batch mode at two pre-established time intervals
during each day. However, this batch process can be run in an on-demand basis.

In our example we have a voucher which will fail budget check because there is no budget
assigned to the department number being used, so it fails budget check. The voucher is 00000007,
the vendor is Office Depot, vendor ID 000000006 and the amount of the voucher is $800.00. The
full account string being used is:

Chartfield Original Value Correct Value
Department 0334 0003
Resource 00000 00000
Budget 00 00
Account 4301 4301
Program 0000 0000
Class 0000 0000
Fund 01000 01000

Demonstration – Budget Check Batch Process

Navigation: Accounts Payable Batch Processes Vouchers Budget Check

Find an Existing Value

Select BudgetCheck.


Budget Check

Field Name Information to Verify / Enter
Process Frequency Select Always Process from the list of valid values
Description Budget Check Vouchers
Transaction Type Click the Search icon and select AP_VOUCHER
Unit Option Select All from the list of valid values
Voucher ID Option Select All from the list of valid values
Click SAVE To save the run control

Click RUN.

Process Scheduler Request

79


Server Name Select PSNT from the list of valid values
Comm. Cntrl. Budget Processor 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


AP Voucher Exceptions

Business Unit SDUSD
Voucher ID Enter voucher ID or Search

Click SEARCH.

Voucher Exceptions

Click the to see related Budget that was used in this transaction.

81


Select Link

Click to see the exception.

Exception Details

Click to see the financial chartfield charges in this transaction.

82


Payables Voucher Line Drilldown

When completed with review.

Click OK.

Click OK.

Step 2
After the voucher’s budget checking error has been researched, the error needs to be corrected.
Budget errors resulting from invalid account codes will be more prevalent on Non-PO Vouchers
due to the manual entry of the chartfield string.

For the Voucher’s budget status to be valid, each distribution must be valid. Therefore, it is
important to verify each distribution line of the Voucher.

If the exception cannot be resolved after review by the AP Lead/AP Supervisor, the Budget
Analyst should be contacted.

83

Navigation: Accounts Payable Voucher Entry Regular Entry

Find an Existing Value


Invoice Information

Replace the invalid account string with the correct one.

Chartfield Invalid Value Valid Value
Department 0334 0003

Click SAVE.

Select the Budget Check Icon .

85


Invoice Information

The voucher passes budget checking with the new chartfield values.

Click SAVE.

86

Manual - Accounts payable

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