Enterprise Payables 9 0 TRAIN

Enterprise Payables 9.0 Created on 2/4/2010 9:56:00 AM

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Training Guide Enterprise Payables 9.0

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Table of Contents Enterprise Payables 9.0 .................................................................................................1

Maintaining Vendors ............................................................................................................ 2 Searching for a Vendor ..................................................................................................................... 3 Creating Vendor Pay Groups ............................................................................................................ 6 Adding a Vendor ............................................................................................................................ 10 Adding a Vendor Conversation ....................................................................................................... 43 Deactivating Vendors ..................................................................................................................... 48

Entering Vouchers .............................................................................................................. 53 Understanding the Payables Control Hierarchy................................................................................ 54 Understanding Vouchers ................................................................................................................. 60 Entering Regular Vouchers ............................................................................................................. 71 Entering Template Vouchers ........................................................................................................... 77 Entering Adjustment Vouchers ....................................................................................................... 90 Entering Journal Vouchers .............................................................................................................. 96 Entering Reversal Vouchers .......................................................................................................... 102 Entering Single Payment Vouchers ............................................................................................... 108 Entering Prepaid Vouchers ........................................................................................................... 114 Entering Third Party Vouchers ...................................................................................................... 120 Entering a Quick Invoice .............................................................................................................. 126 Viewing Rejected Vouchers .......................................................................................................... 133 Viewing Voucher Status Summary................................................................................................ 137 Viewing Exchange Rate Details .................................................................................................... 145 Viewing Voucher Errors ............................................................................................................... 149 Entering Voucher Batch Request .................................................................................................. 154

Managing Vouchers .......................................................................................................... 162 Posting a Voucher ........................................................................................................................ 163 Approving a Voucher ................................................................................................................... 171 Unposting Vouchers ..................................................................................................................... 176 Marking a Voucher for Closure ..................................................................................................... 182 Deleting a Voucher ....................................................................................................................... 187 Correcting Voucher Errors ............................................................................................................ 191 Selecting Voucher Line Updating ................................................................................................. 196

Using Control Groups ....................................................................................................... 202 Creating Control Groups ............................................................................................................... 202 Enter Vouchers into a Control Group ............................................................................................ 210 Deleting Control Groups ............................................................................................................... 221

Establishing Recurring Voucher Contracts ..................................................................... 227 Creating Master Contracts ............................................................................................................ 227 Creating Recurring Voucher Contracts .......................................................................................... 231 Closing Voucher Contracts ........................................................................................................... 241

Processing Payments ......................................................................................................... 245 Selecting Vouchers for Payment ................................................................................................... 246 Creating Manual Payments ........................................................................................................... 257 Processing Escheated Payments .................................................................................................... 266 Running the Pay Cycle ................................................................................................................. 271 Using Express Checks .................................................................................................................. 276 Canceling a Payment .................................................................................................................... 284 Creating Drafts ............................................................................................................................. 289

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Enterprise Payables 9.0

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Batch Processing ................................................................................................................ 297 Running the Matching Process ...................................................................................................... 298 Posting Payments .......................................................................................................................... 307 Running the Budget Checking Request Process ............................................................................. 316

Inquiries ............................................................................................................................. 325 Reviewing Voucher Information .................................................................................................... 326 Reviewing Posted Accounting Entries ........................................................................................... 335 Using the Match Workbench ......................................................................................................... 340 Reviewing Journal Detail for a General Ledger Journal .................................................................. 351 Locating Documents from a Voucher ID........................................................................................ 358 Performing Payment Inquiries ....................................................................................................... 377 Reviewing Vendor Aging .............................................................................................................. 385 Reviewing Scheduled Payments on Hold ....................................................................................... 390 Reviewing Scheduled Payment Information ................................................................................... 394 Reviewing Current Vendor Balances ............................................................................................. 399

Running Financials and SCM Reports ............................................................................. 405 Running Financials and SCM Reports ........................................................................................... 405


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Enterprise Payables 9.0 Most companies receive vouchers from different places. You could receive vouchers in the form

of paper invoices or employee expenses. You could also receive vouchers electronically transmitted from a vendor or electronically transmitted to your payables system from another

internal system. An electronically transmitted voucher is received into your payables system in a

standard format. A voucher transmitted electronically goes through the same edit process, must have the same mandatory fields populated, and approvals as a voucher entered manually. Using

electronically transmitted vouchers; many organizations are able to quickly load and process

information in their payables system without the need for manual entry.

Default hierarchies exist throughout PeopleSoft Payables. Default hierarchies in PeopleSoft are

set up to reduce the amount of data entry required by the user. However, hierarchical defaults can

often be overridden by entering data on subpages.

Defaults are often set up at the business unit level. Occasionally, for whatever business reason,

some defaults can be set up at lower levels such as the vendor level or item level. When there are defaults set up at higher and lower levels, the lower level defaults prevail as the default value.

Many of these defaults can be overridden by navigating to a subpage.

Vouchers are records that are created for the processing of vendor invoices, employee expenses,

or adjustments. A voucher is also created for those items for which you must make payments, but

do not receive an invoice. Rent payments are a good example of a monthly payment for which

you would not normally receive a vendor invoice. Vouchers tie together the vendor, invoice date, invoice amount, line items, distribution (accounting) information, and any purchase orders or

receivers for individual vendor invoices.

In the course of paying obligations, businesses often make recurring payments. Items such as

rent, utilities, lease payments, and regular shipments are often made to the same vendors for

consistent amounts. As with all invoices, these regular invoices require vouchers for payment.

PeopleSoft lets you automate the creation of recurring vouchers. A recurring voucher contract is a template to create vouchers.

Vendors are one of the backbones of PeopleSoft Payables. The persons, companies, and even internal employees from whom a company buys or contract goods and services are called

vendors. PeopleSoft Payables focuses on the purchasing interaction and payment transactions

with vendors. Maintain Vendors provides a method of entering basic and specific vendor information such as mailing addresses, contacts, withholding detail, freight terms, payment terms,

vendor bank accounts, and routing instructions for electronic fund transfers. Using this

application, you can also perform various types of vendor inquiries regarding balances due,

voucher information, and payment information for vendors.

Entering vouchers is the first step of the payment process. Once a voucher is entered, additional

steps can be required before the voucher can be paid. Steps involved in managing vouchers include correcting errors, updating lines, posting, reevaluating currency, granting approvals, and

OpenItem accounting. In addition, you may need to delete, close, adjust, or unpost some

vouchers.

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The voucher batch request process performs all of the steps needed to create postable vouchers.

You must run the voucher batch request process using the EDI manager when you load

electronically transmitted vouchers into the PeopleSoft payables system. When the voucher batch request process is completed, any vouchers with errors are given a recycle status; the rest are

ready for posting.

Control groups let you quickly delete, approve, or post many vouchers at once. If you are going

to use control groups, they must be created before the voucher edit process is run.

To record the financial information associated with the processing of accounts payable, you must transfer information to a general ledger system. The Journal Generator is a process that

converts payables entries created in the Payables applications into general ledger journals in

PeopleSoft General Ledger. To use the journal generator, your general ledger must be set up to accept journals, and you must define the layout of those journals. Then, you must link the

Payables applications to the general ledger and run the journal generator to create the actual

journals.

In PeopleSoft, processing payments is handled using the Pay Cycle Manager. Most processes and

reports that affect processing payments can be run or accessed from the Pay Cycle Manager.

Upon completion of this module, you will be able to:

• Maintain vendor records.

• Enter different types of vouchers. • Manage vouchers.

• Use control groups.

• Work with Recurring Voucher Contracts. • Process payments.

• Perform batch processing.

• Perform inquiries.

• Run Financials and SCM Reports.

Maintaining Vendors

Vendors are one of the mainstays of PeopleSoft Payables. The people, companies, and even

internal employees from whom a company buys or contracts goods and services are called vendors. PeopleSoft Payables focuses on purchasing interaction and payment transactions with

vendors. Maintaining vendors provides a method of entering basic and specific vendor

information such as mailing addresses, contracts, withholding details, freight terms, payment terms, vendor bank accounts, and routing instructions for electronic fund transfers. Use

PeopleSoft Payables to perform various types of vendor inquires regarding balances due, voucher

information, and payment information for vendors.

Upon completion of this lesson, you will be able to:

• Search for details about an existing vendor.

• Create vendor pay groups. • Add a new vendor.

• Add vendor conversations.

• Deactivate vendors.


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Searching for a Vendor Within PeopleSoft Payables, all payees are considered vendors. Vendor profiles are created to

store all the information needed for a vendor, and to manage the vendor's and organization's

interests proactively.

Organizations decide what vendor information to provide. This information can be as simple as a

vendor name and address, or organization specific, such as payment terms and methods, as well as voucher processing defaults.

Consider this scenario: You need to search for vendor information and you only have the vendor

ID as a source of reference. Your goal is to find vendor information using the vendor ID.

Procedure

Step Action

1. Begin by navigating to the Summary page.

Click the vertical scrollbar.

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Step Action

2. Click the Accounts Payable link.


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Step Action

3. Click the Accounts Payable Center link.

4. Click the Vendors link.

5. Click the Vendor link.

Step Action

6. Click in the Vendor ID field.

7. Enter the desired information into the Vendor ID field. Enter "AUS0000001".

8. Click the Search button.

9. Use the Summary page to view summary information about a vendor, including

who created the vendor, when the record was last modified and by whom.

10. You have successfully searched for a vendor's information based on the vendor ID

and displayed the information.

End of Procedure.

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Creating Vendor Pay Groups You can assign each vendor in your system to a vendor pay group. Pay groups are optional selection criteria for payment cycles. When you create payments using pay cycle preferences, you

can elect to use vendor pay group criteria. You can then select the payment group by its code, and

the system creates payments to all vendors assigned to that group.

In this topic, you will create a vendor pay group.

Procedure

Step Action

1. Begin by navigating to the Vendor Pay Group page.



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Step Action


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Step Action


4. Click the Definitions link.

5. Click the Vendor Pay Group Codes link.

Step Action

6. Click the Add a New Value tab.


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Step Action

7. Click in the Pay Group Code field.

8. Enter the desired information into the Pay Group Code field. Enter "10".

9. Click the Add button.

10. Use the Vendor Pay Group page to set up pay groups for vendors.

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Step Action

11. Enter the desired information into the Short Description field. Enter "Util Vend".

12. Click in the Description field.

13. Enter the desired information into the Description field. Enter "Utility Vendors".

14. Click the Save button.

15. You have successfully created a new vendor pay group.

End of Procedure.

Adding a Vendor When organizations are preparing to enter a new vendor into the system, they first gather all the

information they need for the company with which they are doing business.

Vendor information includes:

• Status, class, and other basic business information that tells you what kind of vendor you are

entering. • Physical addresses for the vendor.

• Location information, including remit to and pricing locations.

• Procurement defaults that define your relationship with your vendor and tell the system how to handle voucher errors and approvals.

• Payment options that establish defaults for payment processing.


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Consider this scenario: Your company has a new vendor. Your goal is to enter the new vendor into the PeopleSoft Payables database.

Procedure

Step Action

1. Begin by navigating to the Identifying Information page.


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Step Action




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Step Action

4. Click the Vendors link.


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Step Action



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Step Action


8. Use the Identifying Information page to enter identifying information for a vendor,

including the vendor name and short name, classification, status, persistence, withholding and VAT eligibility, relationships with other vendors, duplicate invoice

checking settings, and additional identifying elements required for reporting to

government agencies.

Step Action

9. Use the Vendor Short Name field to enter a short name for the vendor is used for

easy identification.

Enter the desired information into the *Vendor Short Name field. Enter "Baxter".

10. Use the Vendor Name 1 field to enter the complete name of the vendor. You can

specify an alternate name for the same vendor in the Vendor Name 2 field. The

option to enter two names is provided to accommodate subsidiaries and divisions.

Click in the *Vendor Name 1 field.

11. Enter the desired information into the *Vendor Name 1 field. Enter "Baxter &

Stubbing".

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Step Action

12. Use the Status field to select the status of the vendor. The values available are:

Approved, Inactive, To Archive, and Unapproved.

The status of a new vendor defaults to Approved if you have authority to approve

vendors as defined in your procurement user preferences.

13. Use the Classification field to select a classification for a vendor. A vendor can be

classified as an attorney, an employee, a Human Resources Management System (HRMS) vendor, or a supplier. However, most vendors are suppliers.

14. Use the Persistence field to select a persistence designation. The persistence value

is dictated by the frequency of transactions the vendor will have with your company,

such as one-time, regular, permanent, and single payment.

Click the *Persistence list.

15. Click an entry in the list.

16. In this example, Baxter & Stubbing is not eligible for VAT.

Click the VAT Registration option.

17. Click the Expand All button.

18. The fields in the Vendor Relationships group box identify the vendor's relationship

to a corporate office.

19. Use the Create Bill-To Customer field to automatically create a bill to customer upon saving the vendor. The bill to customer is created with default information.

20. Use the Additional ID Numbers section to enter or select additional customer IDs

for both the vendor and vendor location. Additional ID types and numbers are used

to check for duplicate vendors.


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Step Action

21. Click the vertical scrollbar.

22. Use the Duplicate Invoice Settings section to define any options for this vendor that are different from what you define on the Payables Option page. On the

Payables Options page, you define these options for the business unit; here you

define them for the vendor.

23. Use the Duplicate Invoice Indicator field to set rules for duplicate invoicing at the vendor level. You can either let these options default from the control hierarchy by

selecting Default, or you can establish new rules by selecting Specify.

Values entered here override those entered at the business unit level on the Payables

Option page.

24. In the U.S., companies report information about the classification of vendors with

whom they do business to the government; they are also sometimes required to

report similar information to their customers. Vendors receive certain classifications of certification—for example, Small Business - Hispanic Woman Owned—from

various government sources.

Use the Government Classifications section to specify this information.

25. Use the Source field to enter the vendor's certification source.

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Step Action

26. Depending on your organization's reporting requirements, you can apply Standard

Industry Classification (SIC) codes as part of your vendor header or your vendor

location or both. Use the Standard Industry Codes section to do this.

You can supply multiple types of industry codes for the same vendor. You can also

supply multiple SIC codes for the same SIC type.


28. Use the Additional Reporting Elements section to enter vendor information required for Federal Procurement Data Systems reporting.

Step Action

29. Click the Address link.

30. Use the Address page to enter one or more addresses for the vendor. Vendors may

have different addresses for different procurement functions. For this reason, the

system enables organizations to enter several different addresses for each vendor location.


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Step Action

31. Enter the desired information into the Description field. Enter "Office".

32. Use the Effective Date field to specify the date from which the vendor's address is valid. If the vendor's address changes, you can add another row and enter the new

address with the new effective date.

33. Click in the Address 1 field.

34. Enter the desired information into the Address 1 field. Enter "342 Highway 36".

35. Click in the City field.

36. Enter the desired information into the City field. Enter "Minneapolis".

37. Click in the Postal field.

38. Enter the desired information into the Postal field. Enter "55134".

39. Click in the State field.

40. Enter the desired information into the State field. Enter "MN".

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Step Action

41. Use the Type field to specify the type of phone number you will enter. For example,

Business, Cellular, Home, or Fax.

Click the *Type list.



44. Click in the Prefix field.

45. Enter the desired information into the Prefix field. Enter "812".

46. Click in the Telephone field.

47. Enter the desired information into the Telephone field. Enter "6952387".

Step Action

48. Click the Contacts tab.


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Step Action

49. Use the Contacts page to enter information about the people whom you contact on a regular basis at the vendor site.

Step Action

50. Enter the desired information into the Description field. Enter "CEO".

51. Click the Type list.


53. Click in the Name field.

54. Enter the desired information into the Name field. Enter "Daisy Baxter".

55. Click in the Title field.

56. Enter the desired information into the Title field. Enter "President and CEO".

57. Click the Add Row button.

58. Enter the desired information into the Description field. Enter "Billing".

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Step Action

59. Click the Type list.


61. Click in the Name field.

62. Enter the desired information into the Name field. Enter "Marty Gonzales".

63. Click in the Title field.

64. Enter the desired information into the Title field. Enter "Accountant".

Step Action

65. Click the Location tab.

66. Use the Location page to record one or more vendor locations for invoicing,

remittance, and returns. A vendor location is a default set of rules, which define how

you conduct business with a vendor. A vendor's location comprises information such as procurement options, VAT options, payment options, withholding options, and

pay to bank account information.


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Step Action

67. Use the Location field to enter an identifier for this location. This field enables you to differentiate vendor locations, if you have more than one.

Enter the desired information into the *Location field. Enter "DIST CTR".


69. Enter the desired information into the Description field. Enter "Local".

70. Use the Effective Date field to specify the date from which a set of location options

are applicable to a vendor. A vendor may have different locations for different

procurement functions.

71. Click the Payables link.

72. Use the Payables Options page to define invoicing and remitting addresses,

payment options, matching and approval options, EFT options, self-billed invoice options, vendor bank account information, vendor type options, and (USA only)

HIPAA information.

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Step Action


74. The Remitting section contains the remit vendor ID, location, and address

information. If a vendor has multiple locations, you can change the default values to

point to different vendor locations.


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Step Action


76. Use the Additional Payables Options section to setup banking, payment, and draft processing information for the vendor location.

77. Use the Payment Control section to specify a pay group for the vendor location.

This enables you to assign vendors to a group and pay them all at once. You can set

up different pay cycles for different groups of vendors.

78. Use the Delay Days field to define delay days at the vendor location level. Select Specify, and then enter the number of delay days in the Discount or Net fields.

79. Use the Bank section to specify the bank, account type, and currency options for the

vendor.

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Step Action

80. Use the Bank Options field to select Default to use default values or Specify to

enter new bank option values.

Click the *Bank Options list.


82. Use the Bank field to specify a code for the vendor's bank.

Click in the Bank field.

83. Enter the desired information into the Bank field. Enter "USBNK".

84. Use the Account field to specify the type of account that the vendor has with the bank.

Click in the Account field.

85. Enter the desired information into the Account field. Enter "CHCK".


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Step Action

86. Use the Currency field to specify the currency in which payments are made to vendor.

Click in the Currency field.

87. When you click into the Currency field, the default currency code for the Bank is

displayed. This is the currency in which payments are made to the vendor.

88. Use the Draft Processing Control section to define a draft sight code for the draft

at the vendor location level.

89. Use the Draft Sight field to define a draft sight code for the draft at the vendor location level, select Specify, and then populate the draft sight code field.

90. Use the Draft Rounding field to define draft rounding options. Choose from:

• Do Not Use: Indicates that rounding should not be used for this vendor location.

• Specify: Select values for the vendor location for the fields in this group box.

• Use Pay Cycle Default: Draft rounding options for a draft are populated from the pay cycle selection criteria.

91. Use the Rounding Position field to indicate the position at which you want to round

the draft amount down. For example, if you only want to create drafts that are even

thousand dollar amounts, enter 4 to round at the fourth position (2, 000).

92. Use the Remaining Amount Action field to specify how you want to handle the remaining amount (that is, the amount that is not paid on the draft when you use

rounding). Options are:

• Alternate Pay Mthd (alternate pay method): Activates the Payment Method field, where you can indicate the format that you want to use to pay the remainder.

• Do Not Issue Draft: The draft is issued, but the remainder is not paid.

93. Use the Payment Method field to indicate the method of payment. The system

issues the remaining amount on the voucher by using the method that you enter here.

94. Use the Draft Optimize field if you are using a Japanese stamp tax. Select from these options:

• Do Not Use: Indicates that draft optimization should not be used for this vendor

location.

• Specify: Select values for the vendor location for the fields in this group box. • Use Pay Cycle Default: Draft optimization options for a draft are populated from

the pay cycle section criteria.

95. Use the Payment Method field to define payment methods at the vendor location

level.

Click the *Payment Method list.


97. Click the *Payment Method list.

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Step Action


99. Use the Layout Option field to specify a layout code. Some options are: Automatic Clearing House, Draft - Customer EFT, Electronic Funds Transfer (EFT), Giro -

EFT, or Wire Transfer.

For this example, you will use the default selection to use the layout defined at the bank account level.

100. If you select an option from the Layout Option field, then use the Layout field to

enter a layout code. Layout codes indicate whether the system settles them through

either the Pay Cycle Manager or Financial Gateway functionality. The system displays codes depending on the bank code, bank account, and payment method

defined on the Payments page.

When you click the Save button, the system validates layout codes against those

defined at the bank account level.

101. Use the Handling Options field to define payment handling at the vendor location

level. You would select Specify from the list, then populate the Handling field with

a handling code.

102. Use the Doc Type field to override the document sequencing options that default

through the control hierarchy and select new ones at the vendor location level.

The document type that you select appears by default on any vouchers for this vendor location.

103. Use the Holiday Processing Options section to establish holiday processing options

at the vendor location level.

104. Use the Holiday Processing field to select Default to use default values or Specify

to enter new values holiday processing options.

105. Use the Late Charges section to establish late charges at the vendor location level.

106. Use the Late Charges field to establish late charges at the vendor location level,

select Specify, and then populate the fields in this group box.

107. Use the Late Charge Option field to select Compute Charges, to have the system

calculate late charges, or select Not Applicable.

108. Use the Late Charge Code field to set the late charge code default to compute

changes at this level.


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Step Action


110. Use the Voucher Approval Flag section to apply voucher approval rules.

111. Use the Approval field to select one of these options: • Default: The system applies the voucher approval rule from the control hierarchy.

• Pre-Appr (pre-approved): Vouchers are automatically approved for this vendor as

they are entered into the system. • Specify: Activates the Bus Proc (business process) and Rule Set fields so that

you can specify voucher approval rules for this vendor location.

112. Use the Matching Options section to specify whether vouchers for a vendor need to

be matched with purchase orders or receivers for approval.

113. Use the Matching Option field to select Default to accept the default matching option already established in the control hierarchy, or select Specified to override

these options and select new ones at the vendor location level.

114. Use the Matching field to specify the match control that you want the system to use

during the Matching Application Engine process (AP_MATCH). This field is available for entry only if you select Specified in the Matching Option field.

You can override the match control on the purchase order or voucher levels.

115. Use the Receipt Only Match field to enable a receipt to be entered for a vendor

without a PO. Receipt-only matching approves vouchers for payment by comparing vouchers to receipts.

This option is available only if you have selected the Matching option.

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Step Action

116. Use the Match Delay Days field to select Default to accept the default number of

match delays days already established in the control hierarchy, or select Specified to

override these days and enter new ones at the vendor location level.

117. Use the ERS Invoice Date section to activate Evaluated Receipt Settlement (ERS) for this vendor location.

118. Use the Allow ERS field to select to activate ERS (Evaluated Receipt Settlement)

for this vendor location.

You can not select this check box if you select a matching option of specified and

select a matching rule.

119. Use the ERS Invoice Dt field to select an option to determines how the invoice date

is generated for an ERS voucher. Options include: • Default: This value appears by default from the control hierarchy.

• Frt Trms (freight terms): The system uses freight terms entered on a receipt, or

those appearing by default from a PO, to determine the ERS invoice date.

• Rcpt Dt (receipt date): The system uses the receipt date as the ERS invoice date.

120. Use the ERS Tax Type field to select an option to indicate how tax is calculated for ERS vouchers. Options include:

• Default: This value appears by default from the control hierarchy.

• No Taxes: No tax is calculated. • Sales Tax: The tax for ERS vouchers is accrued as sales tax.

• Use Tax: The tax for ERS vouchers is accrued as use tax.

• Value Added Tax: The tax for ERS vouchers is accrued as VAT.

121. Use the ERS SUT CD field to select one of these options: • Default: This value appears by default from the control hierarchy.

• Specify: Activates the ERS Sales Tax Cd (sales tax code Evaluated Receipt

Settlement) field, where you can specify which ERS sales tax code you want to use

for this location.


123. Use the Electronic File Options section to specify the electronic file option setup

for this vendor location.


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Step Action

124. Use the Prenotification Required field to send a test transaction to the bank for this vendor. The system includes a pre-note for this vendor location in the next pay cycle

that includes an Electronic Funds Transfer (EFT) payment for this vendor location's

default bank account.

Click the Prenotification Required option.

125. Use the Payment Format field to specify the format in which the vendor will be paid.

Click the Payment Format list.


127. Use the Confirm button to manually confirm a vendor location for EFT payment

and override any auto confirmation established in the control hierarchy.

Click the Confirm button.

128. Notice that the Status value in the Pre-Notification section changes to Confirmed.

129. The confirmation date is also displayed.

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Step Action

130. Use the Bank Charge Options section to define the person to whom the bank

transfer charge amount is charged to. The bank transfer charge process calculates the

charge amount based on the setup information entered in this section.

131. Use the Transfer Cost Code field to select from these options: • Payee: Determine whether the bank transfer charges are calculated by using the

Classified Charge Amount table, or a user-specified amount by selecting Table or

User in the Bank Charge Source field. • Payer: The bank transfer charge process is not activated. The bank transfer charge

is not considered during payment processing, and no accounting entry for the bank

transfer charge is generated.

Step Action


133. Use the Self-Billed Invoice (SBI) Options section to override the default SBI

document option at the vendor location level and define whether this is an SBI

vendor. You can also set the SBI approval options.

Self-Billed Invoices are required in Europe for vendors who utilize ERS. The

requirements dictate that you must inform your vendors of the VAT amount associated with the items that you buy from them. SBIs can contain Value Added

Tax (VAT) and Sales and Use Tax (SUT).

134. Use the Allow SBI field to enable SBI processing for this vendor location.


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Step Action

135. Use the SBI Approval Option field to select the approval status for SBIs generated for this vendor. Select from these options:

• Approved: The SBI process automatically sets the SBIs generated for this vendor

to approved status.

• Unapproved: SBIs generated for this vendor are set to unapproved status and require manual approval before they can be printed.

136. Use the SBI Numbering Option field to determine whether multiple vouchers can

be grouped under one SBI for the vendor, or if there should only be one voucher for

each SBI. Select from these options: • Default: This value appears by default from the control hierarchy established at

either the PeopleSoft Payables business unit or General Ledger business unit levels.

• Group Vouchers (Auto-Num): Allows the grouping of vouchers that satisfy a set of criteria onto a single SBI.

• Individual Vchr-Invoice Number: Keeps the vouchers separate. There is only one

voucher on each SBI, but the invoice number is used as the SBI number.

• Individual Voucher (Auto-Num): Keeps the vouchers separate. There is only one voucher on each SBI, and the SBI number is generated by the system.

137. Use the SBI Print Option field to select one of these options:

• Print Report Only: The system prints only the hard copy SBI.

• Print Report and Files: The system prints the hard copy of the SBI and also creates an electronic file that you can transmit to the vendor.

• Print SBI File Only: The system creates only the electronic file.

138. Use the Vendor Bank Accounts section to specify bank account details for the

vendor location.

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Step Action

139. Use the Descr field to specify a short description of this bank.

Click in the Descr field.

140. Enter the desired information into the Descr field. Enter "Baxter & Stubbing".

141. Click in the Bank Name field.

142. Enter the desired information into the Bank Name field. Enter "Morganstern

National Bank".

143. Click in the Branch Name field.

144. Enter the desired information into the Branch Name field. Enter "Downtown".

145. Click in the Bank ID Qualifier field.

146. Enter the desired information into the Bank ID Qualifier field. Enter "001".

147. Click in the Bank ID field.

148. Enter the desired information into the Bank ID field. Enter "172042886".

149. Click in the Bank Account Number field.

150. Enter the desired information into the Bank Account Number field. Enter

"444444444".

151. Click the Account Type list.


153. Use the DFI Qualifier field to enter a depository financial institution qualifier.

Click in the DFI Qualifier field.

154. Enter the desired information into the DFI Qualifier field. Enter "01".

155. Click in the DFI ID field.

156. Enter the desired information into the DFI ID field. Enter "121000358".

157. Use the Vendor Type Options section to specify options for the vendor location,

including the preferred language.


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Step Action


159. Use the HIPAA Information section to enter information required by the Health Insurance Portability and Accountability Act of 1996.

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is a set of regulations from the United States Department of Health and Human Services.

One of HIPAA's primary concerns is to restrict the use of individually identifiable

health information to protect the privacy of healthcare consumers. In addition to the

privacy rules, HIPAA includes regulations that establish national standards for the format and structure of electronic communications between covered entities.


161. Use the Debit Memo Options section to create a debit memo and specify options

and defaults.

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Step Action

162. Click the OK button.


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Step Action

163. Click the Procurement link.

164. Use the Procurement Options page to specify options for how a particular vendor location processes invoices and purchase orders.

The data that appears by default in these group boxes is passed from the Vendor

Information - Address and Vendor Information - Location pages. You can select a different address in the Ordering, Returning, and Ship From group boxes or a

different vendor location in the Pricing group box.

165. Use Address field to enter or select the vendor locations for procurement. A vendor

can have multiple locations. For the purpose of this exercise, use the default value.

166. Use Location field to enter or select the vendor locations for pricing.

167. Use Vendor field to enter or select the vendor locations where goods can be returned. For the purpose of this exercise use the default value.

168. Use Address field to enter or select the vendor locations where goods can be

returned.

Step Action


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Step Action


171. Use the Ship From section to select the address from which the vendor ships.

172. Use the Additional Procurement Options section to specify accounting, freight and payment terms, shipping method, and other procurement options.

If you want the procurement options on purchase orders and vouchers to default from higher in the procurement control hierarchy, leave the settings on Default. If

you want the transaction to inherit procurement options from the vendor location,

select Specify and enter the relevant information.

173. Use the Accounting Template field to specify the accounting template for the

vendor. The system uses the accounting templates to identify the offset accounts it needs to create balanced accounting entries during voucher posting.

174. Use the Freight Term Code field to specify the freight term for the vendor. The

freight terms determine the point at which liability for a shipment shifts from the

seller to the buyer. They also define the terms of payment for freight, such as when it is payable and by whom.

175. Use the Shipping Method field to determine the preferred shipping method at the

vendor location level.


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Step Action

176. Use the Payment Terms Flag field to identify the payment terms ID for the vendor. To override the payment terms ID default, select Specify and enter or select a value

in the payment terms ID field.

Click the *Payment Terms Flag list.


178. Click in the *Payment Terms ID field.

179. Enter the code for, Due Now.

Enter the desired information into the *Payment Terms ID field. Enter "00".

180. Use the Basis Dt Type field to define which date the system uses as the terms basis date for scheduling payments and determining early payment discounts.

181. Use the Currency Information Flag field to identify the currency and rate type for

the vendor.

182. Use the Buyer field to select a particular buyer to create POs for this vendor

location.

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Step Action

183. Use the Dispatch Methods section to specify dispatch methods for the vendor

location.

If you want the dispatch methods on purchase orders and vouchers to default from

higher in the procurement control hierarchy, leave the settings on Default. If you

want the transaction to inherit dispatch method options from the vendor location,

select Specify and enter the dispatch method.

184. Use the PO field to indicate the method of communication you use to send purchase

orders to the vendor for this location.

185. Use the RFQ field to indicate the method of communication you use to send

Request For Quotations (RFQs) to the vendor for this location.

186. Use the RTV field to indicate the method of communication you use to send Return To Vendor (RTV) adjustments to the vendor for this location.

187. Use the Contract field to specify the method of communication you use to send

contracts to the vendor for this location.

188. Use the Transmit Change Orders field to select a value from the to indicate

whether or not you want to have change orders transmitted to the selected vendor

location.

189. Use the Replenishment field to indicate the method of communication that you use

to send replenishment requests to the vendor (kanban POs).


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Step Action


191. Use the POA Settings section to define purchase order acknowledgement settings for the vendor location.

If you want the POA settings for purchase orders to default from the PeopleSoft

Purchasing business unit POA settings, leave the Default to PO BU Settings (default to purchasing business unit settings) value for the field.

If you want to override the purchasing business unit POA settings for this vendor and location, then select either POA NOT Required or POA Required values.

192. If you want the POA Tolerance Settings for purchase orders to default from the

PeopleSoft Purchasing business unit POA settings, leave the Use Tolerance at BU

Level (use tolerance at business unit level) value for the field.

If you want to override the purchasing business unit settings for this vendor and

location, then select Tolerances Specified here value.

193. Use the RTV Options section to establish RTV options for the vendor location.

If you want the RTV options on purchase orders and vouchers to default from higher

in the procurement control hierarchy, leave the settings on Default. If you want the

transaction to inherit RTV options from the vendor location, select Specify and enter the RTV option.

194. The RTV Debit Option field is used in conjunction with the RTV Adjustment

field to control the Voucher Build process.

195. Use the RTV Adjustment Option field to determine whether RTV debit memos are

to be generated automatically by the Voucher Build process.

196. Use the RTV Notification Method field to indicate how the vendor wants to be notified of an RTV.

197. Select the Accepts Procurement Card as payment method check box if this

vendor location can use a procurement card as a payment method when creating a

purchase order for that vendor location. For this example, do not select the check box.

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Step Action



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Step Action


200. Notice that the Vendor field changes from NEXT to a number generated by

PeopleSoft Payables when you save your information. The Short Vendor Name is

also displayed.

201. You have successfully added a vendor.

End of Procedure.

Adding a Vendor Conversation PeopleSoft Payables enables you to track ongoing discussions and conversations with vendor

contacts. You can log the details about invoice and payment issues you are trying to resolve as well as other vendor inquiries by using the Conversations page.

Consider this scenario: The CEO of one of your vendors met with the Purchasing department

manager of your company regarding a delay in shipment. This information has been entered in PeopleSoft Payables. Your goal is to record a new summary of the conversation between the

vendor and the Purchasing manager that took place during their last phone call.

Procedure

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Step Action

1. Begin by navigating to the Vendor Conversation page.


Step Action




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Step Action

4. Click the Maintain link.

5. Click the Conversations link.

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Step Action

6. Click in the Short Vendor Name field.

7. Enter the desired information into the Short Vendor Name field. Enter "Baxter-

001".


9. Use the Vendor Conversation page to track ongoing discussions and conversations with vendor contacts.


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Step Action

10. Enter the contact code for Daisy Baxter, the vendor's CEO.

Click in the Contact field.

11. Enter the desired information into the Contact field. Enter "1".

12. Use the Topic field to enter a topic title for this discussion.

Click in the Topic field.

13. Enter the desired information into the Topic field. Enter "Delay in shipment".

14. Use the Descr field to summarize the conversation. For this example, the text has been entered for you to save time.

15. Click in the Review Date field.

16. Enter the desired information into the Review Date field. Enter "01/24/2007".

17. Click in the Review Days field.

18. Enter the desired information into the Review Days field. Enter "2".

19. Click in the Next Review Date field.

20. Enter the desired information into the Next Review Date field. Enter "01/26/2007".

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Step Action


22. You have successfully added a vendor conversation.

End of Procedure.

Deactivating Vendors If an organization does not want to continue using the services of a vendor, they can deactivate the vendor account to ensure that users do not enter new vouchers for the vendor. There are two

ways to deactivate a vendor:

• Set the vendor status to Inactive on the Vendor Information page.

• Set the Persistence on the Vendor Information page to One-time. After you enter one voucher for the vendor, the status of the vendor automatically changes to inactive.

If a vendor is inactive, PeopleSoft Payables still posts any existing vouchers for the vendor. However, the system does not pay the vendor. Pay cycle does not pick up the payment and an

express check cannot be created for the payment.

Consider this scenario: Management at your company has decided to change one of its vendors.

You have been asked to deactivate the vendor to ensure that no new vouchers are entered for the

vendor.

Procedure


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Step Action

1. Begin by navigating to the Identifying Information page.


Step Action



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Step Action

4. Click the Add/Update link.



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Step Action


7. Enter the desired information into the Short Vendor Name field. Enter

"TANDEM-001".


9. The Summary page displays a summary of the vendor's information.

10. Notice that the current status of the vendor is Approved.

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Step Action

11. Click the Identifying Information tab.

12. Use the Identifying Information page to enter vendor information, such as vendor

status, class, and other basic business information.


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Step Action

13. Use the Status field to change the status of the vendor. In this exercise, you will deactivate the vendor by changing the status to Inactive.

Click the *Status list.




17. You have successfully deactivated a vendor.

End of Procedure.

Entering Vouchers

Vouchers are records that are created for the processing of vendor invoices, employee expenses, or adjustments. A voucher is also created for those items for which you must make payments, but

do not receive an invoice. Rent payments are a good example of a monthly payment for which

you would not normally receive a vendor invoice. Vouchers tie together the vendor, invoice date, invoice amount, line items, distribution (accounting) information, and any purchase orders or

receivers for individual vendor invoices.

This lesson provides an overview of voucher processing in PeopleSoft Payables and the voucher

life cycle. You will learn how to leverage the design of Payables to attain maximum flexibility for

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entering voucher information online, controlling payment schedule, creating voucher templates,

and entering third party vouchers while minimizing data entry.


• Describe the Payables control hierarchy.

• Define a voucher. • Enter a regular voucher.

• Create a template voucher.

• Enter an adjustment voucher.

• Enter an journal voucher. • Enter an reversal voucher.

• Enter a single payment voucher.

• Enter a prepaid voucher. • Enter a third party voucher.

• Enter a Quick invoice.

• View a rejected voucher. • View the Voucher Status Summary report.

• View exchange rate details.

• View voucher errors.

• Enter a voucher batch request.

Understanding the Payables Control Hierarchy In PeopleSoft Payables, business units are the highest level of a hierarchy of defaults, called the

control hierarchy, which facilitates both voucher entry and payment processing. Default hierarchies are set up to reduce the amount of data entry required by the user. Hierarchical

defaults set up at higher levels can be accepted or overridden by entering data.

The business unit level is the highest level at which a default can be set up. There may be other

lower level defaults set up at vendor level or the item level. When there are defaults set up at

higher and lower levels, the lower level defaults prevail as the default value. Further, any default value can be overridden during data entry by entering a valid value.

Procedure


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Step Action

1. The PeopleSoft Payables Control Hierarchy is composed of five levels: Business Unit, Origin, Control Group, Vendor, and Voucher. The hierarchy increases the ease

of data entry and allows users to set up defaults in the database. In PeopleSoft

Payables, business units are the highest level of a hierarchy of defaults, called the

control hierarchy, which facilitates both voucher entry and payment processing.

2. When default values are entered and processing rules are selected on the levels that govern this default hierarchy, the system initially validates the information and then

validates it again during transaction processing to verify it is using the correct values

assigned at the level designated by the user.

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Step Action

3. A PeopleSoft Payables business unit is an independent processing entity. Each

business unit acts as a separate area of control, representing the primary level at

which system tables can be controlled independently.

Depending on business requirements, users can set up business units to share core

control tables such as calendars, payment terms, and vendors. PeopleSoft’s TableSet processing handles this automatically, eliminating the need to maintain multiple sets

of data for each business unit.


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Step Action

4. Each transaction entered into PeopleSoft Payables must come from a valid origin, such as online or batch, that is defined on the Voucher Origin table. Organizations

must have at least one origin, and each user must be associated with an origin. You

can set up control values at the voucher origin level to override business unit

defaults and automatically appear at lower levels in the control hierarchy.

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Step Action

5. In PeopleSoft Payables, control groups are a means of grouping vouchers to

maintain tight control over them. Control groups also enable you to post several

groups of vouchers in one easy step. You might also use control groups to divide large numbers of vouchers among data entry clerks while retaining centralized

control over voucher processing. You could also use control groups to take

advantage of separate processing rules for vouchers from different vendors for different business units


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Step Action

6. Organizations can define a set of vendors for each business unit or share vendors across one or more business units. Vendors can have multiple addresses and

multiple locations. The free form address feature provides maximum flexibility for

entering even the most complex vendor address. Addresses are the physical

addresses of the vendor, whereas locations represent a unique way of doing business. It is at the location level that payment terms and banking information are

defined for the vendor. Vendors can be associated with other vendors in the system,

and if they are also using PeopleSoft Receivables, they can associate a Payables vendor with a Receivables customer for reporting purposes.

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Step Action

7. Vouchers are at the bottom of the hierarchy. Vouchers are unpaid invoices, prepaid

invoices, or adjustments entered into the system from voucher origins. They can

either be entered manually using the online pages or automatically using batch processes delivered with PeopleSoft Payables. Each voucher is assigned a unique

identifier either automatically or manually; the identifier provides a means for

tracking all invoices, adjustments, and payments through the system.

PeopleSoft Payables gives organizations maximum control over voucher processing,

enabling them to control voucher header information.

The system:

• Checks for duplicate invoices.

• Calculates and confirms taxes. • Converts the transaction currency to your base currency.

• Assigns default payment terms and payment dates.

8. In summary, the control hierarchy is composed of five levels: Business Unit, Origin,

Control Group, Vendor, and Voucher. The business unit level is the highest level at which a default can be set up. This facilitates both voucher entry and payment

processing.

End of Procedure.

Understanding Vouchers Vouchers are records that you create to process vendor invoices, employee expenses, or

adjustments. You can either enter a voucher manually or automatically through an Electronic


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Data Interchange (EDI). The purpose of creating a voucher is to track the invoice information in the PeopleSoft Payables system.

Vouchers tie together the vendor, invoice date, invoice amount, line items, distribution (accounting) information and any purchase orders or receivers for individual vendor invoices.

A voucher is created for each vendor invoice received. A voucher is also created for items that

you must pay for, but do not receive an invoice. Rent payments are a good example of a monthly payment for which you would not normally receive a vendor invoice.

Procedure

Step Action

1. The Voucher search page is where you begin creating vouchers in PeopleSoft

Payables. From this and subsequent pages, you can tie together the vendor, invoice number, invoice date, invoice amount, line items, distribution information, and any

purchase orders or receivers for individual vendor invoices.

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Step Action

2. Vouchers can contain hundreds or thousands of line items. Many of these large

vouchers are transmitted electronically. PeopleSoft allows you to select specific

lines, a range of lines, or just select lines in error. This makes it easier to update individual lines when necessary.


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Step Action

3. The voucher life cycle is the path that a voucher takes through the PeopleSoft Payables system. As the voucher moves through different stages, PeopleSoft

Payables tracks the status of the voucher at each stage.

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Step Action

4. Entering vouchers is the first step of the payment process. After a voucher is

entered, additional steps are required before the voucher can be paid. These steps

include voucher matching, voucher approval, and voucher posting. You may also need to update the vouchers in order to correct any errors, update lines, or re-

evaluate currency. In addition, you may need to delete, close, adjust, or unpost some

vouchers. The displayed graphic represents the voucher life cycle.


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Step Action

5. Vouchers have a different status for each of the different stages of their life cycle. The status indicates the location of the voucher in the voucher life cycle.

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Step Action

6. When a voucher is entered into the system, it has a status of Open. When the voucher is saved, the system validates your data entry based on rules set up in the

control hierarchy. If the validations are met, the voucher goes to the status of

Postable. However, if some validations are not successful, you will not be allowed to

save the voucher and the voucher will have a status of Reject. For other validations, you can save the voucher but the error must be corrected before the voucher can be

posted. This status is Recycle.

Step Action

7. If you are matching vouchers, the match status of the voucher is to be matched until the matching process is run. After the matching process is run and the voucher

successfully matched, the voucher match status is Matched.

If the matching process is not successful, the match status is rejected and the

voucher is not available for payment. In such a case, you can manually override the

matching process and the voucher will have a status of Manually Overridden.

The next time the matching process is run, the voucher is matched and the voucher

status changes to Matched. If the voucher status is Matched, it is available for

payment.


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Step Action

8. When you create a voucher, you can opt to pre-approve the voucher, which automatically sets the voucher approval status to Approved. However, if the voucher

is required to go through an approval process, the system automatically sets its status

to Pending at the time of creation. After the voucher is approved, the system sets the

approval status to Approved. If the voucher is not approved, the system sets the status to Denied. When the voucher's status is Approved, the voucher is available for

payment.

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Step Action

9. When a voucher has an entry status of Postable, it is available for posting. When a

voucher is unavailable for posting, the post status is Unposted. When you run the

posting process and post the voucher, the system assigns a post status of Posted. If you delete a voucher, the system assigns a post status of Deleted. When you close a

voucher, the system assigns a post status of Closed.

When you unpost a voucher, the status changes to Postable, which makes the

voucher available for editing and reposting.


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Step Action

10. The table below displays the payment status of a voucher under specific conditions.

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Step Action

11. Entering and maintaining voucher information involves many voucher styles. Each

voucher style addresses a different type of voucher or voucher maintenance.

For example, if a voucher needs to be matched to a standard voucher, the Regular

Voucher style should be used to enter the voucher.

Step Action

12. Within each voucher style, there are different pages and components. While some of these pages and components in each style are unique to that voucher, many of the

pages and component are the same.

The table below summarizes the purpose of each voucher style.

13. In summary, vouchers are records that are created to process vendor invoices,

employee expenses, or adjustments. Vouchers can be entered either manually or

automatically through an Electronic Data Interchange (EDI).

As the voucher moves through the Life Cycle, it has many different statuses. These

statuses control which options are available for a voucher including posting, paying,

and closing.

Some steps in the voucher life cycle are required, while others are optional. You can

use different voucher styles to meet your specific objective.

End of Procedure.


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Entering Regular Vouchers PeopleSoft Payables enables you to enter and view invoice information, such as invoice header

information, non-merchandise charges, and voucher line and distribution information. In addition,

you can view and override various accounting options for a voucher. It also enables you to change the payment schedule, schedule multiple payments, schedule direct payment to an

alternate vendor or a vendor location, record a manual payment, and create an express payment.

Consider this scenario: A vendor has sent you an invoice for a catering bill related to a recent

staff meeting. You need to create a voucher so that your company can pay the vendor for their

services.

Procedure

Step Action

1. Begin by navigating to the Invoice Information page.


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Step Action


3. Click the Vouchers link.


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Step Action

4. Click the Regular Entry link.

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Step Action


6. Enter the desired information into the Short Vendor Name field. Enter "MELS-

001".

7. Click in the Invoice Number field.

8. Enter the desired information into the Invoice Number field. Enter "MD-01".

9. Click in the Invoice Date field.

10. Enter the desired information into the Invoice Date field. Enter "01/24/2007".

11. Click in the Gross Invoice Amount field.

12. Enter the desired information into the Gross Invoice Amount field. Enter "500".


14. Use the Invoice Information page to enter invoice information, including invoice

header information, non-merchandise charges, and voucher line and distribution information.


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Step Action

15. Use the Pay Terms field to select the payment terms for this voucher. For this example, enter the code for Due Now as the payment term.

Click in the *Pay Terms field.

16. Enter the desired information into the *Pay Terms field. Enter "00".

17. Use the Distributed by field to determine the distribution method, either Amount or

Quantity. For this example, retain the default selection.


19. Enter the desired information into the Description field. Enter "Staff Lunch

Meeting".


21. Use the GL Unit field to enter or select the General Ledger business unit that will be

charged with the expense coded on the distribution line.

22. Use the Account field to allocate this charge to an account within your organization.

In this example, the charge is assigned to the Entertainment/Meal account.


23. Enter the desired information into the Account field. Enter "650040".

24. Click the Payments link.

25. Use the Payments page to change the payment schedule, schedule multiple

payments, schedule direct payment to an alternate vendor and vendor location,

record a manual payment, or create an express payment.

26. The Remit to field displays the vendor ID of the remit to vendor for the payment.

The system enables you to override the default choices for remit to vendor, location,

and address.

27. Use the Bank field to specify the bank from which the payment is issued. The

values for this field appears by default from the control hierarchy, but you may override these settings.

28. Use the Account field to specify the bank account from which the payment is

issued. The values for this field appears by default from the control hierarchy, but

you may override these settings.

29. Use the Method field to specify a payment method for the voucher

30. Use the Handling field to select a payment handling code. Each payment handling

code has a sort sequence related to it that determines the order in which it prints.

Checks are printed according to the sort sequence in ascending order: the lower the

sort sequence number, the higher the sort priority.

31. The Netting field displays the status for the netting auto selection process.

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Step Action


33. Use the Action field to specify the payment action. Choose from: Schedule, Record, Cancelled, Escheated or Prepaid. For this example, accept the default selection

34. Click the Voucher Attributes link.

35. Use the Voucher Attributes page to view and, if applicable, override the default

transaction currency processing, the match status, the voucher approval setting, voucher processing options, tax group, and accounting instructions. Where

applicable you can also pay unmatched vouchers and access SBI (Self Billing

Invoice), prepayment, and Letter of Credit information on this page

36. Use the Accounting Template field to identify the accounting entry template that is associated with this voucher. The accounting entry template controls the offset

accounts such as: sales tax, freight, and discount accounts.

37. The Status field displays the current matching status of the voucher. You can

change the match status, but what you can change varies depending on where the voucher is in the matching process.

38. Use the Source field to specify the source of the currency exchange rate.

39. Use the Approval field to set the approval status of the voucher.


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Step Action




43. Notice that the Voucher ID changes from NEXT to a number generated by the

system when you save your information.

44. You have successfully entered a regular voucher.

End of Procedure.

Entering Template Vouchers

If you receive multiple similar vouchers from a vendor, you can set up a template voucher to improve data entry efficiency. You can use a voucher for a particular vendor as a model for other

vouchers that you will enter in the future for that vendor by creating a template voucher. Creating

a template voucher saves you lots of keystrokes. A template voucher is never paid or posted. It is

a model for other vouchers. After you create and save the template voucher, it is available for use during the entry of other vouchers for the specific vendor.

Consider this scenario: Your company has contracted a vendor to provide electric utilities. Your first goal is to establish a voucher template for the vendor that will be used to process their

monthly payments. Your second goal is to use the template to create a voucher for paying your

monthly bill.

Procedure

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Step Action




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Step Action



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Step Action



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Step Action

5. Click the Voucher Style list.




"BAELECTRIC-001".


10. Enter the desired information into the Invoice Number field. Enter "BAYELEC-

01".






16. Use the Invoice Information page to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line and

distribution information.

17. The Pay Terms field displays the default payment terms. These terms are populated

from the Payables default hierarchy.

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Step Action

18. Click in the Template ID field.

19. Use the Template ID field to enter a descriptive title for your template so that you

can easily search and reference this template in the future.

Enter the desired information into the Template ID field. Enter "ELECTRIC".


21. Enter the desired information into the Description field. Enter "Monthly Electric

Template".


23. Use the Distributed by field to determine the distribution method: Amount or

Quantity.


25. Use the Description field in the Invoice Lines grid to enter a description of the

charges related to vouchers created using this template.

Enter the desired information into the Description field. Enter "Monthly Electric

Bill".

26. Use the GL Unit field to enter the General Ledger business unit that will be charged

with the expense coded on the distribution line.


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Step Action

27. Click in the Account field.


In this example, the charge for the electric bill is assigned to the Utilities account.

Enter the desired information into the Account field. Enter "642000".

29. Click in the Dept field.

30. Use the Dept field to allocate this charge to one or more departments within your

organization.

Enter the desired information into the Dept field. Enter "11000".

31. You need to add additional rows so that you can divide the utility expenses among

the three departments.

Click the Add Row button.

Step Action

32. Enter the desired information into the field. Enter "2".

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Step Action


Step Action

34. Click in the Amount field.

35. Since you are dividing the expense between three departments, you need to adjust the amount on first distribution line.

Enter the desired information into the Amount field. Enter "400".


37. Enter the desired information into the Amount field. Enter "250".


39. Enter the desired information into the Dept field. Enter "14000".




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Step Action




45. Next, save the voucher template and proceed to creating a new voucher by using the

voucher template.

Click the Save button.


47. Notice that the Voucher ID field changes from NEXT to a number generated by the


Step Action


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Step Action



"BAELECTRIC-001".



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Step Action

52. To better view the information on the page, collapse the navigation menu.

Click the Collapse button.

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Step Action

53. Use the Worksheet Copy Option field to select the template voucher.

Click the Worksheet Copy Option list.


55. Use the Voucher Template page to select a template to copy.

56. Use the Template ID field to enter or search for the ID you assigned to the voucher

template.


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Step Action

57. Click the Copy from template button.

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Step Action


59. Enter the desired information into the Invoice Number field. Enter "Electric-01".




63. Click the View All link.

64. Notice that the distribution lines from the template voucher are copied to your

current voucher.


66. Notice that the Voucher ID field changes from NEXT to a number generated by the


67. You have successfully created a template voucher and used it to create a new regular

voucher.

End of Procedure.

Entering Adjustment Vouchers There are many occasions where you need to make adjustments to vouchers: incorrect data entry, incorrect vendor invoice information, or failure of the vendor to provide the agreed-upon goods

or services.

If the voucher has not been posted, it is possible to correct these errors by modifying the original voucher. However, if the voucher is posted or you have a business need to keep the original

voucher intact, you can create voucher adjustments or journal adjustments. Voucher adjustments

are vouchers that are created with positive or negative amounts representing the adjustment, then "linked" to the voucher that required the adjustment. The result is updated vendor balances and

accounting entries when the adjustment vouchers are posted.

You can enter adjustment information manually, or you can copy into the adjustment voucher the

voucher that you want to adjust.

Consider this scenario: It has just been brought to your attention that one of your vendors over charged you for your company's staff lunch meeting. Your goal is to create an adjustment

voucher to correct the mistake.

Procedure


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Step Action


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Step Action



Step Action


8. Enter the desired information into the Short Vendor Name field. Enter "MELS-

001".


10. Enter the desired information into the Invoice Number field. Enter "MDADJUST-

01".




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Step Action


14. The Invoice Information page enables you to enter or view invoice information,

including invoice header information, non-merchandise charges, and voucher line and distribution information.

15. The Pay Terms field is populated with default payment terms. Some of the default

terms are: 30/60/90EM, Next Month, Net30, and EOM.

Step Action

16. Click in the Voucher ID field.

17. Enter the desired information into the Voucher ID field. Enter "00000109".

18. Click the Copy to Voucher button.

19. Click in the Total field.

20. Enter the desired information into the Total field. Enter "-150".

21. Use the Distributed by field to determine the distribution method: Amount or Quantity.

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Step Action


23. The Description field in the Invoice Lines grid enables you to enter a description of

the charges related to vouchers being entered. You need to change the existing description.

Enter the desired information into the Description field. Enter "Adjust for staff

lunch".

24. Click in the Extended Amount field.

25. Enter the amount that you want to adjust in the Extended Amount field. The total

of all amounts you enter on the distribution lines for a voucher line must equal the merchandise amount on the parent voucher line. You will receive an error message

if there is an imbalance.

Enter the desired information into the Extended Amount field. Enter "-150".



28. Use the Amount field to enter the actual amount that needs to be adjusted.

Enter the desired information into the Amount field. Enter "-150".




31. You have successfully entered a voucher adjustment. You can use this procedure to

correct erroneous information provided by the vendor or to complete any missing

entries in existing vouchers.

End of Procedure.

Entering Journal Vouchers It is not unusual for a business to post and pay a voucher and then discover that the voucher was

posted to the incorrect general ledger account. A journal voucher can be created to reverse the amount from one account and add it to another without unposting the voucher and payment. The

result is a journal voucher with zero balance.

Consider this scenario: A voucher has been posted for services from one of your vendors and was

paid. You discovered the wrong account was charged for the services. Your goal is to enter a

journal voucher and charge the correct account.

Procedure


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Step Action




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Step Action


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Step Action



Step Action



"Quickpace-001".





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Step Action

11. Enter the desired information into the Invoice Number field. Enter "QP Journal

Voucher 1".



14. You use journal vouchers to correct accounting entries that have already been posted

and paid. You do not change any of the amounts on a journal voucher.

Click in the Related Voucher field.

15. Use the Related Voucher field to enter the number of the voucher against which you need to create the journal voucher.

Enter the desired information into the Related Voucher field. Enter "00000077".

16. Use the GL Unit field to enter the General Ledger business unit that will be charged with the expense coded on the distribution line.


18. Use the Account field to allocate the charge of a voucher to an account within your

organization.


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Step Action



21. Notice that the Voucher ID field changes from NEXT to a number generated by

PeopleSoft Payables when you save your information.

22. You have successfully entered a journal voucher.

You use journal vouchers to correct accounting entries for vouchers that have already been posted and paid.

End of Procedure.

Entering Reversal Vouchers Reversal vouchers enable you to do several things, including letting users back out incorrect

vouchers and start over. Reversal vouchers also enable you to restore the encumbrance for actuals

and budgets and reduce the purchase order’s matched quantity or amount. When using

Commitment Control, a Reversal voucher must be used to re-instate encumbrances. Closing a voucher does not re-instate the encumbrance, but using Reversal vouchers does.

If using matching and a user options to restore the encumbrance and reduce the purchase order’s matched quantity or amount, the Matching process updates the purchase order and the receiver

match statuses to Partial.

For example, say a user inadvertently enters the wrong amount on the voucher, or reference the

wrong purchase order. Rather than unposting, unmatching, and closing the voucher, a user can

simply enter a Reversal voucher, and the system does the rest of the work for the user.

You can even enter a Reversal voucher for a voucher that has already been paid. However, the

system issues a warning message if the voucher the user wants to reverse

has been paid or partially paid and they attempt to reverse more than the unpaid balance.

Reversal Vouchers will correct all of the following for a single voucher:

• Copy the original voucher in with the signs reversed. • Restore encumbrance for actuals and budgets.

• Re-open associated Purchase Orders.

• Unmatch.

Consider this scenario: It has just been brought to your attention that a vendor of your company

has charged you the wrong price for a wiring job that you had contracted to them to do. You need

to create a Reversal Voucher to undo the earlier entry.

Procedure


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Step Action


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Step Action



Step Action

7. Click in the Vendor ID field.

8. Enter the desired information into the Vendor ID field. Enter "USA0000001".



including invoice header information, non-merchandise charges, and voucher line

and distribution information.


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Step Action

11. Enter the desired information into the Invoice Number field. Enter "BA

REVERSAL".



14. Next, specify the name of the voucher whose journal entry you want to reverse.

Click in the Voucher To Be Reversed field.

15. Enter the desired information into the Voucher To Be Reversed field. Enter

"APCLASS".

16. Click the Copy to Voucher button.

17. Use the Pay Terms field to select the payment terms for this invoice. These terms

are populated from the Payables default hierarchy. Examples are: 30/60/90EM, Due

Now, Net 30.


19. Notice that the amount on the distribution line of the original voucher has reversed.


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Step Action

21. You have successfully entered a Reversal Voucher. Use this procedure to back out

an incorrect voucher so that you can start over.

End of Procedure.

Entering Single Payment Vouchers The Single Payment voucher style is intended primarily for rebates and refunds. Organizations

can use the Single Payment vendor and voucher feature for payments such as refunds, rebates or

other one-time payments without having to create and store the vendor in the system. One vendor is set up to serve as the master vendor when processing single payment vouchers.

Users must set up a dummy vendor that will serve as a master when creating single payment vouchers. The dummy vendor does not contain any address information. All of the identifying

information is filled out on the single payment voucher.

Consider this scenario: You need to enter a voucher to claim the rebate you got while purchasing software. As this is not a recurring expense, you need to create a Single Payment voucher.

Procedure

Step Action

1. Begin by navigating to the Single Payment Vendor page.



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Step Action



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Step Action




8. Enter the desired information into the Short Vendor Name field. Enter "SINGLE-

001".


10. Use the Single Payment Vendor page to create a voucher for a payment to a one-time vendor, such as a rebate or refund recipient, without having to create and store

the vendor in the system.

Step Action

11. Enter the desired information into the Name field. Enter "Total Software

Solutions".

12. Click in the Address 1 field.

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Step Action

13. Enter the desired information into the Address 1 field. Enter "2165 Stanyan".

14. Click in the City field.

15. Enter the desired information into the City field. Enter "New York".

16. Click in the State field.

17. Enter the desired information into the State field. Enter "NY".

18. Click in the Postal field.

19. Enter the desired information into the Postal field. Enter "10003".

Step Action

20. Click the Invoice Information tab.


including invoice header information, non-merchandise charges, and voucher line



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Step Action

22. Enter the desired information into the Invoice Number field. Enter "SP Single".



25. Use the Pay Terms field to enter payment terms. Some of the default terms are:

30/60/90EM, Next Month, Net30, and EOM.

26. Click in the Total field.

27. Enter the desired information into the Total field. Enter "200".

28. Use the Distribute by field to select distribution method: Amount or Quantity.


30. Enter the desired information into the Description field. Enter "Software Rebate".


32. Enter the desired information into the Extended Amount field. Enter "200".



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Step Action


36. Use the GL Unit field to select General Ledger business unit that will be charged



38. You use the Account field to allocate the charge of an voucher to an account within your organization.



40. You have successfully entered invoice information and voucher line and distribution information for a Single Payment voucher.

End of Procedure.

Entering Prepaid Vouchers Down payments and prepayments are common practice worldwide. Most organizations, at one time or another must pay for goods or services before an invoice is received. For example, when a

company sets up a new customer account with a vendor, the vendor may require prepayment on

the first few orders before extending credit to the buyer.

The prepayment functionality in PeopleSoft Payables:

• Allows a payment to be made to a vendor without an invoice.

• Creates accounting entries for the prepayment. • Applies VAT and withholdings to the prepayment.

• Facilitates the application of the final voucher to the prepayment.

The prepayment voucher has all the attributes of a regular voucher, including document

sequencing, VAT, and withholding. The actual prepayment has all the attributes of a regular

payment with the exception of discounts and split payments.

Prepayment application can be performed in batch processing (part of voucher posting) or

manually using the Apply Vouchers to Prepayment page. You can apply multiple vouchers to

one prepayment, as well as one voucher to multiple prepayments.

The order in which you process prepayment application is flexible. You can enter and post a

regular voucher before you enter the prepaid voucher. When you run voucher posting, the two transactions are applied (assuming they meet the application criteria). Or, you can manually apply

the regular voucher to the prepaid voucher immediately after the prepaid voucher has been paid.

Consider this scenario: Your company requires a shipment from one of its vendors on a priority basis. Due to a prior agreement with the vendor, your company needs to send an advance

payment.

Procedure


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Step Action


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Step Action



Step Action


8. Enter the desired information into the Short Vendor Name field. Enter "BAXTER-

001".


10. Enter the desired information into the Invoice Number field. Enter "PV

BAXTER".




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Step Action




16. The Invoice Information page enables you to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line


17. Use the Pay Terms field to enter payment terms. When entering a prepaid voucher,

only single payment terms with no discount are allowed. The payment terms code appears by default from the Payables business unit. The payment term is validated

when you click the Refresh or the Save buttons.

18. Use the Distribute by field to select a distribution method: Amount or Quantity.




Step Action


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Step Action


23. You have successfully created a prepaid voucher.

End of Procedure.

Entering Third Party Vouchers PeopleSoft Payables supports third-party vouchers, which are invoices you receive that contain charges other than merchandise charges. There are no charges on these invoices for merchandise.

The merchandise is billed separately on another invoice.

Typically, these types of invoices occur for: • Freight charges.

• Miscellaneous charges, such as insurance.

• VAT-only invoices. • (IND) Customs duty (India only).

By using third-party vouchers for these types of invoices, you can link the charges on the invoices to a merchandise invoice and prorate them across the voucher lines of the merchandise invoice.

Linking these freight and miscellaneous charges to the merchandise invoice enables the system to

compute the landed cost for the merchandise.

Consider this scenario: Your vendor is shipping your company a consignment on a priority basis.

You need to create a Third Party Voucher for the vendor to pay for the freight charges.

Procedure


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Step Action


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Step Action



Step Action



001".


10. Enter the desired information into the Invoice Number field. Enter "TP

FREIGHT".




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Step Action




15. Use the Pay Terms field to enter the payment terms. Some of the default terms are:

30/60/90EM, Next Month, Net30, and EOM.

Step Action


17. Use the Distribute by field to enter a distribution method: Amount or Quantity.


19. Enter the desired information into the Description field. Enter "Freight Charges".


21. Enter the desired information into the Extended Amount field. Enter "2500".


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Step Action




25. Click in the Freight Amount field.

26. Enter the desired information into the Freight Amount field. Enter "2500".



29. You have successfully created a Third Party voucher for Baxter & Stubbing to pay for freight charges.

End of Procedure.

Entering a Quick Invoice The Quick Invoice Entry component enables you to enter minimal invoice information, such as the business unit, vendor ID, invoice ID, invoice date, and merchandise amount. The Voucher

Build process completes the other required fields for the voucher records using defaults from the

PeopleSoft Payables control hierarchy.

You can also use the Quick Invoice Entry component to copy purchase order and receiver

information to create vouchers—either by copying purchase orders and receivers directly to the quick invoice at the time of entry, or by specifying key field information for the Voucher Build

process to use in associating voucher lines with specific purchase order or receiver schedule lines.

You can set up session defaults that automatically populate voucher fields for an entire session,

and you can override those defaults for a particular voucher.

Consider this scenario: A vendor has sent out a repairman to install new wiring at one of your

production facilities. He leaves with you a bill. Your goal is to enter the bill into PeopleSoft Payables using the Quick Invoice data entry method.

Procedure


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Step Action

1. Begin by navigating to the Quick Invoice Entry page.


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Step Action

4. Click the Quick Invoice Entry link.

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Step Action



"BAELECTRIC-001".



9. Use the Quick Invoice Template field to choose whether to access the Quick

Invoice page using the Simple worksheet or the Complete worksheet. In this

example, you will use the Simple worksheet.

The simple worksheet requires minimal voucher data entry. You can only enter the

simple worksheet in update/display mode if you have not yet run the Voucher Build

process for the voucher.


11. Use the Quick Invoice page to enter and update invoice header, line, and

distribution information for the Voucher Build process to build into a voucher.


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Step Action

12. Click in the *Invoice Number field.

13. Enter the desired information into the *Invoice Number field. Enter "QI BAE 02".

14. Click in the *Invoice Date field.

15. Enter the desired information into the *Invoice Date field. Enter "01/26/2007".


17. Enter the desired information into the Description field. Enter "Facility Wiring".




21. Use the Payment Details page to enter and update specific payment information for

a quick invoice.

Step Action

22. Enter the desired information into the Gross Payment Amount field. Enter "500".

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Step Action

23. Click in the Scheduled Due field.

24. Use the Scheduled Due field to specify the scheduled pay date. This needs to be

done only if you want to specify the payment date instead of having it calculated from the payment terms.

Enter the desired information into the Scheduled Due field. Enter "02/06/2007".

25. Click in the Bank Code field.

26. Enter the desired information into the Bank Code field. Enter "USBNK".

27. Click in the Bank Account field.

28. Enter the desired information into the Bank Account field. Enter "CHCK".

29. Click in the Payment Handling field.

30. Use the Payment Handling field to select a payment handling method.

For this example, you will use the code for Regular Payments.

Enter the desired information into the Payment Handling field. Enter "RE".



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Step Action



34. You successfully entered a voucher using the Quick Invoice data entry method.

End of Procedure.

Viewing Rejected Vouchers Rejected vouchers are not paid and remain in an unpayable state until you delete or correct them.

Organizations can give users the authority to pay matched vouchers on the User Preferences page.

Pay cycle will then pick these vouchers up.

You can access the Voucher Approval page from your worklist, manually inspect the voucher

information, and either approve or reject a voucher for payment. Use the Rejected Vouchers page to view vouchers in the business unit that have been rejected.

In this exercise, you will view rejected vouchers.

Procedure

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Step Action

1. Begin by navigating to the Rejected Vouchers page.



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Step Action


3. Click the Review Accounts Payable Info link.


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Step Action

5. Click the Rejected Vouchers link.


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Step Action


7. Use the Rejected Vouchers page to view vouchers that have a status of rejected.

8. Notice the Approval Status of this voucher is Denied.

9. You have successfully viewed a rejected voucher.

End of Procedure.

Viewing Voucher Status Summary You use the Vendor Summary Listing report to provide a general detail overview of all vendors

with a specified common status in the system.

In this topic, you will view a list of all vendors in the system whose status is Approved.

Procedure

Step Action

1. Begin by navigating to the Vendor Summary Listing page.



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Step Action

3. Click the Reports link.


5. Click the Vendor Summary link.

6. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the

background, the system does not prompt you for additional values.


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Step Action

7. You can run this report by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the report may help you

remember it for future use.

Click the Add a New Value tab.

8. Enter the desired information into the Run Control ID field. Enter "VENDORS".


10. Use the Vendor Summary Listing page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when

the report is run.

11. Use the Vendor Status field to determine the vendor status for which you want to

generate the report. The available values are: Approved, Inactive, To Archive, or Unapproved.

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Step Action

12. Click the Run button.

13. Use the Process Scheduler Request page to enter or update parameters, such as

server name and report output format.


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Step Action

14. You must select a Server Name to identify the server on which the report will run. If you use the same Run Control ID for subsequent processes, the server name that

you last used will default in this field.

Click the Server Name list.

15. Click the PSNT list item.


17. Notice the Process Instance number appears. This number helps you identify the

process you have run when you check the status.

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Step Action

18. Click the Process Monitor link.

19. Use the Process List page to view the status of submitted report requests.

20. The current status of the report is Queued. The report is finished when the status is Success.


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Step Action

21. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

22. Click an entry in the Details column.

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Step Action

23. Click the View Log/Trace link.


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Step Action

24. Click the CRW APY3001-7406.PDF link.

25. The details of all vendors whose status is Approved are displayed.

26. You have successfully viewed the Vendor Summary Listing report.

End of Procedure.

Viewing Exchange Rate Details When companies operate in multiple countries, they often need to record and report accounting

information in the local currency, as well as the currency of the corporate headquarters, or base currency. Since the value of assets and liabilities increases or decreases relative to the base

currency when there are currency rate fluctuations, the assets and liabilities must be re-evaluated.

Revaluation occurs once every month, generally at month end, for vouchers that are unpaid.

Consider this scenario: Your base currency is the US Dollar and you receive an invoice in

Australian Dollars. The market exchange rate for the currencies has changed since you vouchered

the invoice a week ago. You need to track this currency revaluation by recording the change in the value of the invoice due to market rate fluctuations.

Procedure

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Step Action

1. Begin by navigating to the Market Rates page.


Step Action

2. Click the Set Up Financials/Supply Chain link.

3. Click the Common Definitions link.

4. Click the Market Rates link.


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Step Action

5. Click the Market Rates link.

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Step Action

6. Click in the From Currency Code field.

7. Use the From Currency Code field to enter or select the currency code of the

currency that has to be converted.

Enter the desired information into the From Currency Code field. Enter "AUD".

8. Click in the To Currency Code field.

9. Use the To Currency Code field to enter or select a currency code as the base currency.

Enter the desired information into the To Currency Code field. Enter "USD".

10. Click in the Rate Type field.

11. Use the Rate Type field to specify the type of conversion. Some of the available

options are: Average (AVG), Close Rate(CLOSE), Asked Rate (ASK), and Bid Rate

(BID).

Enter the desired information into the Rate Type field. Enter "ASK".


13. Use the Market Rates page to enter and maintain market rates.


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Step Action


15. Use the Rate field to enter the current exchange rate.

Click in the *Rate field.

16. In this example, the current market rate is $.75 US Dollars to $1 Australian Dollar.

Enter the desired information into the *Rate field. Enter ".77".


18. You have successfully recorded the currency revaluation due to market rate fluctuations.

End of Procedure.

Viewing Voucher Errors For some edits, you can choose less restrictive error handling and the voucher can be saved with

errors, but you cannot post or pay a voucher until errors are corrected. A voucher saved with

errors has a post status of Recycle. In order to correct a voucher error, you need to open the actual

voucher. A summary of all the voucher errors are displayed on the Error Summary page.

In this topic, you will view errors in a voucher for one of your vendors.

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Procedure

Step Action

1. Begin by navigating to the Error Summary page.



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Step Action



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Step Action



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Step Action

5. Click the Find an Existing Value tab.

Step Action


7. Enter the desired information into the Voucher ID field. Enter "POAP-TOL".


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Step Action

9. Click the Error Summary tab.

10. Use the Error Summary page to view any Voucher Build processing errors, matching errors, duplicate invoices, and out of balance and combination edit errors

on the voucher.

11. The Invoice Line Errors section lists any errors associated with the voucher.

12. You have successfully viewed voucher errors for and invoice.

End of Procedure.

Entering Voucher Batch Request PeopleSoft Payables provides the Voucher Build process to build vouchers in batch from various

source transactions, including transactions originating from third-party systems. The voucher

batch request process performs all of the steps needed to create postable vouchers. Vouchers that are flagged with errors during this process are assigned a status of Recycle.

You perform the following steps to conduct a voucher batch request: • Specify the run control ID for the batch process.

• Indicate the level at which you want to process vouchers.

• Update the status of the displayed process.

Consider this scenario: You are in the middle of your accounts payable cycle, and you need to

conduct a voucher batch request.

Procedure


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Step Action

1. Begin by navigating to the Voucher Build Request page.


Training Guide


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Step Action


3. Click the Batch Processes link.


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Step Action

4. Click the Voucher Build link.

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Step Action

5. You can run this report by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the report may help you



Step Action

6. A Run Control ID is an identifier that, when paired with your User ID, uniquely

identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "VOUCHBLD".


8. Use the Voucher Build page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is

run.


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Step Action

9. Use the Request ID field to enter the ID for this process request.

Enter the desired information into the *Request ID field. Enter "VBUILD".

10. Next, indicate the level at which you want to process vouchers. You can process

vouchers at many different levels. Depending on the option you select, different

fields become available for entry in the Selection Parameters grid.

Click the *Process Option list.


12. Use the Voucher Sources field to select the status of the sources that you want to

process.

Click the *Voucher Sources list.


14. Click in the Business Unit field.

15. Enter the desired information into the Business Unit field. Enter "US001".

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Step Action

16. Use the Voucher Build Interfaces field to select a source from which to create

vouchers.

Click the *Voucher Build Interfaces list.




server name and process output format.

Step Action

20. You must select a Server Name to identify the server on which the report will run.

If you use the same Run Control ID for subsequent processes, the server name that





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Step Action




Step Action

24. Next, proceed to the Process List page to monitor the process requests you've

submitted.

Click the Process Monitor link.

25. Use the Process List page to view the status of submitted process requests.

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Step Action

26. The current status of the process is Queued. The process is finished when the status

is Success. Continue to click the Refresh button until the status is Success.


27. You have successfully run the voucher batch request process.

End of Procedure.

Managing Vouchers Entering vouchers is the first step of the payment process. Once a voucher is entered, additional

steps may be required before the voucher can be paid. Steps involved in managing vouchers

include correcting errors, updating lines, posting, re-evaluating currency, granting approvals, and open item accounting. In addition, you may need to delete, close, adjust, or unpost some

vouchers. This lesson covers the concepts involved in managing vouchers.


• Post a voucher.

• Approve a voucher.

• Unpost a voucher. • Mark a voucher for closure.

• Delete a voucher.

• Correct voucher errors. • Perform selective voucher line updating.


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Posting a Voucher In most cases, businesses want to integrate their Payables system with their General Ledger

system. This integration allows for automatic journal generation using the journal generator,

thereby eliminating the need for manual journal entries for Payables transactions. When the voucher posting process is run, vendor account balances are updated and the corresponding

financial information are stored on tables until the journal generator is used to create a journal

entry.

Posting vouchers in PeopleSoft Payables updates vendor account balances and creates balanced

accounting entries for all distribution lines entered for vouchers. Posting also updates vendor

account balances and creates accounting entries for using tax expense and liability, sales tax expense and liability, withholding, freight, and VAT. After these accounting entries are

generated, they are available for General Ledger journal generation.

In order to post in PeopleSoft Payables, you must first define a voucher posting request. You

must then run the posting process using the Process Scheduler and evaluate the posting results.

Once a voucher has been posted, you cannot change any fields that would have an impact on

accounting entries. The only information that can be changed on a voucher after posting is descriptive information such as invoice number, item number, item description, exchange rate,

and comments. If you want to make changes to accounting information, you can unpost the

voucher, close the voucher, create an adjusting voucher, or create a journal voucher.

In this topic, your goal is to post all vouchers for a business unit.

Procedure

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Step Action

1. Begin by navigating to the Voucher Posting Request page.


Step Action





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Step Action

5. Click the Voucher Posting link.




Training Guide


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Step Action

7. You can run this process by searching for an existing Run Control ID or you can add

a new value. Creating a Run Control ID that is relevant to the process may help you




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Step Action

8. Enter the desired information into the Run Control ID field. Enter "VPOST".


10. Use the Voucher Posting Request page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when the process is run.

Training Guide


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Step Action

11. The system uses a Request ID to track each posting request.

Enter the desired information into the *Request ID field. Enter "VCHRPOST".

12. Click in the *Description field.

13. Next, enter a description for this request.

Enter the desired information into the *Description field. Enter "Voucher Posting".

14. Use the Process Frequency field to determine the process frequency. Selecting Process Once executes the request the next time the batch process runs and then

automatically sets the process frequency to Don't Run. Always Process executes the

request every time the batch process runs, and Don't Run ignores the request when the batch process runs.

Click the *Process Frequency list.



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Step Action

16. Use the Post Voucher Option field to select posting options. For each value that you select, different fields are available for entry in the grid at the bottom of the

page. Regardless of which value you select, the system posts only those vouchers

that are eligible to post.

Click the *Post Voucher Option list.


18. Use the Prepayment Application Method field to indicate which vendor the system should use when applying prepaid vouchers to regular vouchers.






Training Guide


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Step Action

23. You must select a Server Name to identify the server on which the process will run.






26. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status.

Step Action

27. Next, proceed to the Process List page to check the process status of your request.




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Step Action

29. The current status of the process is Processing. The process is finished when the status is Success. Continue to click the Refresh button until the status is Success.


30. Notice the status is now Success.

31. You have successfully run the Voucher Posting Process.

End of Procedure.

Approving a Voucher

After a voucher is edited online or through the batch edit process, it must be approved before it can be paid. PeopleSoft allows for three different approval methods: workflow, pre-approval, and

manual approval. Approvals can be simple if a voucher is pre-approved, or they can be quite

complex if a voucher is required to go through a complete workflow process with rule sets.

You must review the voucher header, line, and accounting charge information before determining

the appropriate approval action. If your organization has a single approver, you may want to

approve vouchers by accessing the Voucher Approval component directly. If your organization has multiple levels of approval, you probably want to use PeopleSoft Workflow.

Consider this scenario: A voucher for office supplies has already been entered into the database. You now need to approve the voucher so that the vendor can be paid. Your goal is to review and

approve the voucher in PeopleSoft Payables.

Procedure

Training Guide


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Step Action

1. Begin by navigating to the Approval page.



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Step Action



Training Guide


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Step Action

4. Click the Approve Voucher link.


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Step Action




8. Use the Approval page to view and modify the approval status of selected vouchers.

9. The Approval Information group box displays the current approval status of the

voucher: Pending, Approved, or Denied.

Before you approve a voucher, you can also view voucher line and distribution line

information on the Line Information page and the Charge Information page. In

case you want to reject the voucher, change the approval status to Denied.

Step Action

10. Click the Approved option.

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Step Action

11. If you do not have authorization to approve the voucher, you will receive an error

message when you click the Save button.


12. You have reviewed and approved the selected voucher. The voucher is now

approved and ready for the payment process.

End of Procedure.

Unposting Vouchers After a voucher has been posted, you can no longer modify any information on that voucher that

would affect financial information. Vouchers that have already been posted have limited fields that can be modified. If you want to make changes to accounting information, you can unpost the

voucher, close the voucher, create an adjusting voucher, or create a journal voucher.

Unposting a voucher creates accounting entries that reverse the accounting entries created when

the voucher was posted. PeopleSoft does not remove the original accounting entries; it creates

reversing entries, thereby creating an audit trail in the general ledger. If any payments for the

voucher have been posted, they are unposted as well, without automatically voiding or canceling the payment.

If the original voucher's status is posted but not paid or scheduled for payment, simply unpost the voucher, make necessary changes and, repost the voucher.

If the original voucher is fully paid or partially paid, unposting the voucher also unposts the check without automatically canceling the check. If the check is not manually canceled, then the general

ledger is out of sync with payables as the check has a status of paid but the accounting entry has

been reversed in the general ledger.

After a voucher is posted, only its non-accounting information can be modified. If you require to

make a change to accounting information for a posted voucher, you can unpost the voucher, close

the voucher, create an adjusting voucher, or create a journal voucher.

Following are certain points that need to be considered before you unpost a voucher:

• You can unpost a voucher only after it has been posted.

• You should have the error correction request or authorization to unpost vouchers. • The payment status of a voucher (unpaid, paid, partially paid, marked for payment) has no effect

on the availability of a voucher for unposting. If you unpost a voucher after it has been paid, the

payment is also unposted but the check is not voided.

Consider this scenario: During month-end close, your Controller discovered that a voucher from a

vendor is incorrect. Your goal is to unpost the voucher in PeopleSoft Payables.

Procedure


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Step Action

1. Begin by navigating to the Unpost Voucher page.


Training Guide


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Step Action




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Step Action

4. Click the UnPost Voucher link.

Training Guide


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Step Action




8. Use the UnPost Voucher page to specify the accounting date and reversal accounting date information for a voucher.

Step Action

9. Specify the accounting date to override the original accounting date of the voucher.

Enter the desired information into the *Accounting Date field. Enter "01/27/2007".

10. Click the Unpost button.


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Step Action


Training Guide


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Step Action

12. A pop up window appears notifying you that the voucher has been unposted.

Click the OK button.

13. You have successfully unposted a voucher. By doing so, you have reversed

accounting entries for vouchers that were created when the voucher was originally

posted.

End of Procedure.

Marking a Voucher for Closure You close vouchers when you want the remaining liability to be "written off" the vendor balance

and the voucher to be considered complete. For example, say you have items in dispute and you and the vendor have agreed that you will not make a payment on these items. You can then close

the voucher to credit the expense accounts and debit the liability accounts for the portion of the

voucher that remains unpaid.

To close a voucher, the voucher must be:

• Unmatched.

• Posted. • Not selected for payment.

• Not fully paid.

Consider this scenario: One of your vendors has written off the rest of the payment for a delayed

shipment. You now need to mark the voucher for closure.

Procedure


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Step Action

1. Begin by navigating to the Close Voucher page.


Training Guide


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Step Action




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Step Action

4. Click the Close Voucher link.

Training Guide


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Step Action




8. Use the Close Voucher page to mark a voucher for closure by the Voucher Posting process. You can close vouchers associated with POs or not associated with POs.

Step Action

9. Use the Mark Voucher for Closure check box to indicate that this voucher is to be closed with the next posting run for this business unit. After you mark a voucher for

closure and save the voucher, you need to run voucher posting to create the

accounting entries to relieve the liability.

Click the Mark Voucher for Closure option.



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Step Action

11. You have successfully marked a voucher for closer. After you mark a voucher for closure and save the voucher, you need to run voucher posting to create the

accounting entries to relieve the liability.

End of Procedure.

Deleting a Voucher When deleting vouchers, PeopleSoft Payables enables you to select only those vouchers that are

eligible for deletion. The vouchers should not ever have been posted or selected for payment, nor

can any portion of the vouchers ever have been paid.

When a voucher is deleted, it is no longer available for viewing, processing, or for use by any

users on the system. However, the record of the voucher still exists as an audit trail. If the

voucher was entered as a manual payment, the payment remains and can be applied to other vouchers for the vendor. You can view details for the voucher on the Voucher Details page,

within the same page group, before saving the information on the Delete Voucher page.

Note that once you delete a voucher, you cannot retrieve it or undo the deletion. The data rows

that are associated with the voucher remain in the tables so that you cannot reuse the voucher

number. Also, if you delete a voucher that was entered as a manual payment, the payment is not

deleted; it remains in the system and can be applied to other vouchers.

In this topic, you will delete a voucher.

Procedure

Training Guide


Page 188

Step Action

1. Begin by navigating to the Delete Voucher page.


Step Action




Page 189

Step Action

4. Click the Delete Voucher link.

Training Guide


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Step Action




8. Use the Delete Voucher page to delete one voucher or several vouchers at the same time.

Step Action

9. Click the Delete button.


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Step Action

10. A warning appears asking you to confirm that you want to delete the voucher.


11. You have successfully deleted a voucher.

End of Procedure.

Correcting Voucher Errors The Voucher Maintenance Search component enables you to search for unpaid and unposted vouchers by a variety of criteria. When the component retrieves the vouchers that meet your

criteria, you can link directly from the search results grid to the Voucher Maintenance component

for the voucher you want. On that component, you can use various search tools to identify the voucher header, line, distribution, and scheduled payment information you want to modify, as

well as view error summaries for the whole voucher.

If you know the voucher you want to modify, you can skip the Voucher Maintenance Search

component and go directly to the Voucher Maintenance component to perform the modification.

You can also use the search page for the Voucher component to find vouchers in recycle status

and correct errors on a voucher; the advantage of the Voucher Maintenance component is that it enables you to view only the voucher lines, distribution lines, or scheduled payments that have

the errors you want to update or the field values you want to modify. It also allows you to add

voucher or distribution lines without opening the entire voucher. For vouchers with multiple voucher lines and distribution lines, this can save time.

Training Guide


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The Voucher Maintenance component displays the following types of voucher errors:

• Matching errors.

• ChartField and combination edit errors. • Out of balance errors.

• Duplicate invoice errors.

Consider this scenario: While entering vouchers for a vendor you have found that the gross

amount of one of the vouchers was entered incorrectly. Your goal is to correct the voucher

information.

Procedure

Step Action

1. Begin by navigating to the Invoice Header page.



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Step Action



Training Guide


Page 194

Step Action

4. Click the Voucher Maintenance link.


Page 195

Step Action





Step Action

9. Click the Invoice Header tab.

10. Use the Invoice Header page to view and modify voucher header information.

11. The Pay Terms field is populated with default payment terms. Some of the default

terms are: 30/60/90EM, Next Month, Net30, and EOM.

Training Guide


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Step Action

12. Click in the Gross Amt field.

13. Use the Gross Amt field to enter the full amount of the voucher, including

merchandise and service amounts, freight, sales tax, and inclusive VAT.

Enter the desired information into the Gross Amt field. Enter "1265".


15. You have successfully corrected a voucher error.

End of Procedure.

Selecting Voucher Line Updating Voucher Maintenance is a component that allows users to find voucher lines requiring

modifications without calling up the entire voucher. The advantage of Voucher Maintenance is

that it enables you to view only the voucher lines, distribution lines, or scheduled payments that have the errors you want to update or the field values you want to modify. It also allows you to

add voucher or distribution lines without opening the entire voucher. For vouchers with multiple

voucher lines and distribution lines, this can save time.

You use the Invoice Lines page to enter your search criteria and click the associated Go button to

display the voucher lines you want to modify. The voucher lines appear in the Correct Invoice

Lines section.


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In this topic, you will update the department code in the voucher line.

Procedure

Step Action

1. Begin by navigating to the Invoice Lines page.


Training Guide


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Step Action




Page 199

Step Action

4. Click the Voucher Maintenance link.

Training Guide


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Step Action





Step Action

9. Click the Invoice Lines tab.

10. Use the Invoice Lines page to search for voucher lines by various criteria and

modify, add, and delete voucher line information, along with distribution line information for the voucher lines you call up.


Page 201

Step Action

11. Click in the Invoice line field.

12. Use the Invoice Line field to enter the invoice line as your search criteria.

Enter the desired information into the Invoice line field. Enter "1".

13. Click the Go button.


15. Use the Distributed by field to enter the distribution method: Quantity or Amount.

16. Notice the voucher line appears in the Correct Distribution Lines section.

17. You need to add a department code.

Click in the Department field.

18. Enter the desired information into the Department field. Enter "15000".


20. You have successfully searched for a specific line in a voucher and updated it.

End of Procedure.

Training Guide


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Using Control Groups

Control groups allow you to batch vouchers together for processing. You can use control groups for a variety of reasons. Control groups have options, which allow for control over the processing

of the vouchers within a batch. You can choose control options that require a balanced control

group before any of the vouchers within that group are paid or posted, or you can choose controls

that allow individual vouchers within the group to be posted or paid at any time without the control group balancing.

Upon completion of this lesson, you will be able to: • Create control groups.

• Enter vouchers into a control group.

• Delete control groups.

Creating Control Groups Control groups are an optional mechanism for checking on the accuracy of voucher entry.

Control groups can be used in a variety of ways. They can be used as the next level in the control hierarchy (after Business Units and Origins) to establish separate processing rules for groups of

vouchers. For example, you can use control groups for applying a unique set of ChartField editing

rules to one group of vouchers within a particular business unit. If these vouchers are assigned to

the same control group, they can be processed differently from the other vouchers for that business unit.

You use control groups to enhance control over when specified groups of vouchers should be posted or paid. The options in the control group pages enable organizations to determine whether

or not vouchers need be balanced and/or verified before they can be posted or paid.

In this topic, you will create a control group and assign it to a user and a business unit. You will also run a tape for the invoices you enter, reserve voucher numbers, and post the group.

Procedure


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Step Action

1. Begin by navigating to the Assignment page.

Click the Vertical scrollbar.

Training Guide


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Step Action



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Step Action

3. Click the Group Information link.

Step Action


Training Guide


Page 206

Step Action


6. Use the Assignment page to record control group totals and assign groups to

specific operator IDs.


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Step Action

7. Select the Run a Tape check box to obtain a running gross amount total and have the system count the number of vouchers.

To run the total offline, clear this check box and enter the totals in the Gross Amt

(gross amount) and Nbr of Vouchers (number of vouchers) fields.

Click the Run a Tape option.

8. Notice that the Adding Tape group box appears after the Run a Tape check box is

selected.



11. The Gross Amount Difference field displays the amount by which the control and

actual totals differ.




Training Guide


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Step Action

15. Use the Status field to specify the status of the control group.

Click the Unit list.


17. Use the Assigned to field to enter the user ID of the user to which this control group

is assigned to. You can assign multiple control groups to one user simultaneously.

Click in the Assigned to field.

18. Enter the desired information into the Assigned to field. Enter "VP1".

19. Use the Assigned field to override the system-recorded date and time by entering a new date and time before saving the control group. If you enter a due time before

saving, the system accepts it and does not override it.

20. Use the Due field to override the system-specified due date by entering a new date

and time before saving the control group. If you enter a due time before saving, the system accepts it and does not overwrite it.

21. Enter the date and time the voucher group was completed in the Completed field.

You can use this information for user performance analysis.

22. Use the Reserve Voucher Numbers field to reserve the next autonumber available

for the business unit. When you save the page, the system uses the number of vouchers in the Control Totals group box to reserve an equal number of voucher

numbers.

Click the Reserve Voucher Numbers option.


Page 209

Step Action

23. Click the Accounting tab.

24. Use the Accounting page to record accounting, posting, and payment options for the control group.

25. The options in the Accounting Date group box are the same as those defined in the

Payables Options component. In the Payables Options component, you define these

options for the business unit; here, you define them for the control group.

26. Use the Accounting Entry Template group box to specify the accounting template to use with the control group. You can either accept the default template or use the

Specify field to use a different template.

27. Use the Posting Timing group box to determine when to allow accounting entries to

be generated for the vouchers that comprise a control group. You can either post vouchers as soon as each one is completed or post the group of vouchers once the

entire group is balanced.

28. Use the options in the Actions group box to specify whether vouchers in the control

group as a whole can be posted or paid.

The Post Group check box must be selected in order for the control group to post.

29. Click the Vouchering Options tab.

30. Use the Vouchering Options page to establish approval option, currency, and

balancing for vouchers. You can also establish matching options, document

sequencing, ChartField editing, and duplicate-invoice checking at the control group level.

31. Click the Vouchers tab.

Training Guide


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Step Action

32. Use the Vouchers page to review vouchers and change control totals.

33. Click the Tax Options tab.

34. Use the Tax Options page to set sales and use tax and VAT processing options at

the control group level.

Step Action


36. Notice that the Group field changes from NEXT to a number generated by PeopleSoft Payables when you save your information.

37.

End of Procedure.

Enter Vouchers into a Control Group With control groups, you can assign a group of vouchers to a specific operator for processing. By

doing this, you can more easily control and verify the vouchers. You can also use control groups

to specify different processing rules for a group of vouchers.

Consider this scenario: You have purchased office supplies from a vendor and you need to enter

vouchers for the transaction. Company policy mandates that vouchers need to be assigned control

groups before being entered. You have already created a control group. Your goal is to enter the


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vouchers, run a tape within the control group, and assign the control group in PeopleSoft Payables.

Procedure

Step Action



Training Guide


Page 212

Step Action




Page 213

Step Action


Training Guide


Page 214

Step Action


6. Enter the desired information into the Short Vendor Name field. Enter "FRIDAY-

001".


8. Enter the desired information into the Invoice Number field. Enter "OFFICE1".






14. Use the Invoice Information page to enter or view invoice information, including

invoice header information, non-merchandise charges, and voucher line and distribution information.


Page 215

Step Action


16. Use the Distribute by field to select a distribution method: Quantity or Amount.


18. Enter the desired information into the Description field. Enter "Office Supplies 1".

19. Notice the Extended Amount field displays the merchandise amount for the

voucher line. The total of all amounts you enter on the distribution lines for a

voucher line must equal the merchandise amount on the parent voucher line. You will receive an error message if there is an imbalance.

20. Use the GL Unit field to enter a General Ledger business unit that will be charged





24. Use the Tax Exempt Flag field to set all voucher lines that are designated as sales

or use tax to Exempt. Selecting the check box also disables the Sales Tax or Use Tax

fields from the voucher line.

Click the Tax Exempt Flag option.



27. Click the horizontal scrollbar.

28. Now, add the next voucher.

Click the Add button.

Training Guide


Page 216

Step Action


30. Enter the desired information into the Short Vendor Name field. Enter "FRIDAY-

001".


32. Enter the desired information into the Invoice Number field. Enter "OFFICE2".







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Step Action


39. Enter the desired information into the Description field. Enter "Office Supplies 2".




43. Click the Tax Exempt Flag option.

44. To save you time, the third voucher for $1245.00 will be entered for you.


45. Once the third voucher is entered, the control group balances. A message appears

asking if you want to activate the control group.

Training Guide


Page 218

Step Action

46. Click the Yes button.


Page 219

Step Action

47. Click the Control Groups link.

Step Action

48. Click the Group Information button.

Training Guide


Page 220

Step Action

49. Click in the Control Group ID field.

50. You will now access the control group 000000001 and enter a status of Verified.

Enter the desired information into the Control Group ID field. Enter

"0000000001".


52. Use the Assignment page to record control group totals and assign groups to

specific operator IDs.


Page 221

Step Action

53. Click the Unit list.



56. You have successfully entered vouchers into a control group and changed the status

of the control group to Verified.

End of Procedure.

Deleting Control Groups Control groups enable you to easily verify your data entry. After you have created a control

group, assigned it to an employee, and entered the vouchers, you can review the data in PeopleSoft. During a review of the groups, you may see an error in one of the groups, in which

case, you can delete the group.

Use the Delete Control Group page to delete group IDs. Two likely reasons for deleting a control group could be your organization no longer wants to track the control group, or a control

group was inadvertently entered.

In this topic, you will delete a control group and all of its associated vouchers.

Procedure

Training Guide


Page 222

Step Action

1. Begin by navigating to the Delete Control Group page.



Page 223

Step Action


Training Guide


Page 224

Step Action

3. Click the Delete Control Group link.

Step Action

4. Click in the Control Group ID field.

5. Enter the desired information into the Control Group ID field. Enter

"0000000001".


7. Use the Delete Control Group page to delete a control group and any or all

vouchers assigned to that control group. You can delete only those vouchers within a

control group that have not been posted or have not had any payments applied to them.


Page 225

Step Action

8. Expand the Vouchers grid so you can view all the vouchers in this control group.

Click the View All link.

9. Use the Delete Control Group Record field to delete the control group from the database and remove the control group ID from each of the vouchers listed on this

page. You can reuse a deleted control group ID if you enter it manually when you

create a new control group. However, the system will not auto-assign a control group number that has already been used, even if you have deleted it.

Click the Delete Control Group Record option.

10. Click the Delete button.

Training Guide


Page 226

Step Action



Page 227

Step Action


13. You have successfully deleted a control group. To summarize, you can delete

control group IDs that you no longer want to track as a group after they are entered

or if you entered a control group inadvertently. You can also delete all or individual

vouchers within a control group.

End of Procedure.

Establishing Recurring Voucher Contracts

In the course of paying obligations, businesses often make recurring payments. You can save time by creating recurring voucher contracts for vouchers that are prepaid repeatedly. Items such as

rent, utilities, lease payments, and regular shipments are often made to the same vendors for

consistent amounts

As with all invoices, these regular invoices require vouchers for payment. PeopleSoft lets you

automate the creation of recurring vouchers. A recurring voucher contract is a template to create

vouchers. In this lesson, you will learn how to establish recurring voucher contracts.


• Create master contracts.

• Create recurring voucher contracts. • Close voucher contracts.

Creating Master Contracts You can create a voucher contracts by establishing a base voucher as a model and setting a recurring payment schedule for it. The model contract voucher is then exploded into its recurring

components. These individual vouchers are loaded into the system using the batch load and edit

processes, which approves them for payment if they are correct. The recurring vouchers created by the model are treated like any other voucher in the system.

Typically, recurring vouchers are associated with recurring payments that deviate only in date and invoice number. Another common reason for using recurring vouchers is for items that an

organization does not receive an invoice for. For example, rent is a typical recurring payment for

which an organization does not receive an invoice.

Master contracts provide a method for grouping sets of recurring vouchers for a particular vendor

for reporting purposes. For example, a vendor may supply you with items that you use for several

different product lines. You can generate queries and reports based on vouchers for product lines using the Master Contract IDs as a criteria field.

In this topic, you will record a master contract for a vendor.

Procedure

Training Guide


Page 228

Step Action

1. Begin by navigating to the Master Contract page.

Click the Purchasing link.


Page 229

Step Action

2. Click the Manage Master Contracts link.

Training Guide


Page 230

Step Action


4. Use the Master Contract page to create a master contract for a vendor.

Step Action

5. Click in the *Vendor field.

6. Use the Vendor field to select the vendor you will be creating the master contract

for.

Enter the desired information into the *Vendor field. Enter "FRIDAY".


8. Enter a description for the master contract in the Description field. You can see this

description when you run reports on master contracts for specific vendors.

Enter the desired information into the Description field. Enter "Office supplies and

services".



Page 231

Step Action

10. You have successfully created a master contract for the vendor.

End of Procedure.

Creating Recurring Voucher Contracts With recurring voucher contracts, you must specify the vendor, voucher line, and distribution

items for a recurring voucher. You must also define the contract information, including the start date, an optional end date, voucher schedules, AP Business Unit, and gross amounts. If desired,

you can also define withholding, discount, and VAT information. Each vendor can have one or

more voucher contracts.

After you save a voucher contract, you can expand it into a recurring voucher. You can then load

the expanded voucher into a table for viewing, validating, and editing. These are vouchers that are

now available for payment, adjustment, and posting.

Suppose a business pays $35,000 rent each month. You can either manually enter the voucher

each month or set up a recurring voucher contract that automatically creates a voucher each month for the entire year. The created recurring vouchers are ready to be loaded into the system.

After they are loaded, the system automatically approves and marks each voucher for payment at

the appropriate time based on the vendor's terms. You can edit each voucher individually.

Consider this scenario: You have already entered a master contract for a vendor and you now

need to schedule a recurring voucher.

Procedure

Training Guide


Page 232

Step Action

1. Begin by navigating to the Contract page.


Step Action

2. Click the Add/Update Contracts link.


Page 233

Step Action

3. Click the Contract Process Option list.



6. Use the Contract page to create a base voucher.

Training Guide


Page 234

Step Action

7. Use the Vendor field to select the vendor for the contract.

Click in the *Vendor ID field.

8. Enter the desired information into the *Vendor ID field. Enter "FRIDAY".


10. Enter the desired information into the Description field. Enter "Office Supplies".

11. Use the Master Contract ID field to enter an ID number that will uniquely identify the master contract. You can use the Master Contract ID to generate queries and

reports based on vouchers for product lines.

Click in the Master Contract ID field.

12. Enter the desired information into the Master Contract ID field. Enter

"0000000005".


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Step Action

13. Use the Maximum Amount field to enter a value which specifies the total amount this contract should not exceed. The total released amount of all lines plus the

amount released for open items must not exceed this amount. This value is

expressed in the contract header currency.

Click in the Maximum Amount field.

14. Enter the desired information into the Maximum Amount field. Enter "9000".

15. Use the Invoice Number field to enter an invoice number that will be associated

with every voucher in this contract. The invoice number must not be more than 12 characters. For voucher contracts, the system adds an ID extension consisting of a

hyphen and 1 to 3 digits to uniquely identify the vouchers.

Click in the Invoice Number field.

16. Enter the desired information into the Invoice Number field. Enter "Friday's".

17. Use the AP Business Unit field to enter the PeopleSoft Payables voucher contract

business unit for the vouchers. Only lines with distributions defined on the Voucher

Distribution Information page that match this business unit can be released.

Click in the AP Business Unit field.

18. Enter the desired information into the AP Business Unit field. Enter "US001".

19. Use the Payment Terms ID field to enter or select the payment terms expected for

the vouchers corresponding to any purchase orders or vouchers generated from this

contract.

Click in the Payment Terms ID field.

20. Use the Basic Dt Type field to determine what date is used to calculate the voucher due date and discount due date, if applicable. This is a voucher-related field used in

combination with payment terms.

Click the Basis Dt Type list.


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Step Action

22. Use the Gross Amount field to enter the gross amount for the contract. This is

required for voucher contracts and only applicable to voucher and general contracts.

The sum of all contract line amounts, plus miscellaneous charges and voucher contract charges (freight, sales tax, and VAT amount) must equal the gross amount.

Click in the Gross Amount field.

23. Enter the desired information into the Gross Amount field. Enter "1500".



26. Enter the desired information into the Description field. Enter "Office Supplies".

27. Click in the Merchandise Amt field.

28. Enter the desired information into the Merchandise Amt field. Enter "1500".

29. Click the Voucher Distrib button.

30. You use the Voucher Distribution Information page to set up one or more

distribution lines for each contract line, based on the AP business unit. When you

release a contract line to a voucher, the system copies distribution lines to the voucher line.


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Step Action





Step Action



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Step Action

36. Click the Create Releases tab.

37. Use the Create Releases page to generate a schedule for the series of purchase orders or vouchers, and create the releases of the purchase orders or vouchers.

38. Use the Interval field to set the interval at which a purchase order or voucher should

be created for this contract. Valid values include Annually, Monthly, Weekly, and

Daily.

39. If you select the intervals of weekly or monthly, use the On The field to enter or select the day of the month or week on which the purchase order or voucher should

be created.

40. Use the Every field to define whether the purchase order or voucher should be

created every one year, day, week, or month, or every two, or three, or four, and so on, years, months, weeks, or days.


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Step Action

41. Use the Times field to set the number of releases.

Click the Times option.

42. Click in the Times field.


44. Click the Populate button.


46. Notice that the Release Template section displays the six releases you scheduled.

47. Click the Stage button to stage qualifying purchase orders or vouchers. A release can be staged for approved contracts only.

Click the Stage button.

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Step Action



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Step Action


50. You have successfully created a recurring voucher contract.

End of Procedure.

Closing Voucher Contracts

You can close voucher contracts on the Contract Header page, by changing the voucher contract status to Closed and saving the record. You cannot set the status to Closed or Canceled if there

are open lines or staged releases against the contract.

After closing a voucher contract, if you change the contract's status back to Open, the POs that

reference the contract are not available for modification until the contract is approved again. This

is necessary to maintain data integrity.

When vouchers exist for a contract and the contract is closed, all vouchers eligible for closure are

also closed. Eligible vouchers include those that have not been posted, paid, matched, or budget

checked.

If you later reopen the contract, you can create releases for these vouchers again. In this case,a

new voucher ID is assigned.

In this topic, you will close the voucher contract you recently created for a vendor.

Procedure

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Step Action

1. Begin by navigating to the Contract page.



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Step Action

2. Click the Add/Update Contracts link.

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Step Action

3. Click the Find an Existing Value tab.

Step Action


5. Enter the desired information into the Short Vendor Name field. Enter "FRIDAY".


7. Use the Contract page to update the voucher status.


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Step Action

8. Use the Status field to update the status of the current voucher contract.

Click the *Status list.




12. You have successfully closed a voucher contract.

End of Procedure.

Processing Payments

In PeopleSoft Payables, processing payments is handled using the Pay Cycle Manager. Most

processes and reports that affect processing payments can be run or accessed from the Pay Cycle Manager. This lesson covers various concepts related to processing payments.

The payment process routine should satisfy your business needs, but there may be times when you need additional options. If you need to print a check immediately, for example, you cannot

wait for the next pay cycle to run. In this case, PeopleSoft Payables provides additional payment

options.


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• Select vouchers for payment.

• Create manual payments.

• Process escheated payments. • Run the Pay Cycle.

• Use express checks.

• Cancel payments. • Create drafts.

Selecting Vouchers for Payment

Pay cycles select vouchers that share similar characteristics for payment. Because you can have multiple pay cycles defined, you can process payments for different groups of vouchers.

For example, you can process each business unit on a different day of the month. The pay cycle can be set up as a template that is used to select vouchers for payment based on the information

contained in each template. During the normal course of business, you create weekly and monthly

check runs.

In this topic, you will enter the payment selection criteria for a pay cycle.

Procedure

Step Action

1. Begin by navigating to the Dates page.



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Step Action



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Step Action

4. Click the Payment Selection Criteria link.


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Step Action


Step Action

6. Enter the desired information into the Pay Cycle field. Enter "CPC07".


8. Use the Dates page to record pay cycle, alert, and discount dates

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Step Action

9. Use the Pay From Date field to enter or select the beginning date of the pay cycle.

The system compares this date to the scheduled pay date for the voucher payment

schedule.

If the scheduled pay date is equal to or greater than the pay from date, the voucher

payment schedule can be paid in the current pay cycle if the schedule meets the other payment selection criteria.

Click in the Pay From Date field.

10. Enter the desired information into the Pay From Date field. Enter "01/01/2007".

11. Use the Pay Through Date field to enter or select the ending date of the pay cycle.

The system compares this date to the scheduled pay date for the voucher payment

schedule.

If the scheduled pay date is on or before the pay through date, the voucher payment

schedule can be paid in the current pay cycle if the schedule meets the other

payment selection criteria.

Click in the Pay Through Date field.

12. Enter the desired information into the Pay Through Date field. Enter "02/01/2007".


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Step Action

13. Use the Payment Date field to enter or select a date to be compared against the voucher scheduled pay date. The system tags all payments created in the pay cycle

with this date and prints it on checks or shows it on other payment methods. It can

differ from the pay through date. For the purpose of this exercise you will use the

default date.

14. Use the Next Pay Through Date field to enter or select the end date for the next pay cycle payment period.

Click in the *Next Pay Through Date field.

15. Enter the desired information into the *Next Pay Through Date field. Enter

"03/01/2007".

Step Action

16. Use the Next Payment Date field to enter or select the payment date for the next

scheduled pay cycle.

Click in the Next Payment Date: field.

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Step Action

17. Enter the desired information into the *Next Payment Date field. Enter

"03/01/2007".

18. Use the Accounting Date field to determine the fiscal year and period to which the

payment accounting entries are posted.

There are three options for the date that the system uses as the accounting date for

the payments created in the pay cycle: Current, Payment, and Specific. For the purpose of this exercise, you will use the default value.

19. Use the Withholding Date field to enter the date that determines the reporting

period in which a withholding amount is reported for a vendor.

There are three options for the date that the system uses as the withholding date for withholdings associated with payments created in the pay cycle: Current, Payment,

and Specific. For this example, use the default selection.

20. Select the Use Holiday Calendar option to use both business days and holidays to

determine valid discount and payment dates. If you select this option, you must specify an appropriate holiday business calendar.

Click the Use Standard Week option.

21. Use the Use Holiday Calendar field to enter the holiday business calendar code.

Click in the Use Holiday Calendar field.


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Step Action

22. Enter the desired information into the Use Holiday Calendar field. Enter "01".

Step Action

23. Click the Preferences tab.

24. Use the Preferences page to set general options for the pay cycle.

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Step Action

25. Use the Include Lost Discount field to process scheduled payments automatically if

you earn a discount for the payment in the current pay cycle but might lose it if the

payment is processed in the next pay cycle, as indicated by the next pay through date and the next payment date specified on the Dates page.

Click the Include Lost Discount option.

26. Select a value from the Approval field to identify whether approvals are necessary,

and if so, by whom: user or certifier. For the purpose of the current exercise, use the

default selection.

27. The Netting Option field enables you to include the AR/AP netting close process in this pay cycle. Netting offsets accounts receivable and accounts payable transactions

when an organization has both a customer and vendor relationship with a company.

For the purpose of this exercise, use the default option.

28. Use the Step Group field to enter or select which group of steps to use for this pay

cycle.

29. Use the Date Limit field to determine the date limit criteria. The available options

are the Pay Cycle Selection Dates and No Date Limit.

If you select Pay Cycle Selection Dates, the system limits the search for credit vouchers to the pay cycle dates. If you select No Date Limit, the system applies all

outstanding credit vouchers, regardless of date. For this example, use the default

selection.


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Step Action

30. Click the Source / BU tab.

31. Use the Source/BU page to define the pay cycle by source transaction and business unit.

32. Use the Source Transactions field to define the types of payments processed in a

pay cycle. For the purpose of this exercise, use the default value and verify that the

Process check box is selected.

33. You can select multiple business units in the Business Unit section. For example, your regular pay cycle can include all business units.

Select the Process check box for each business unit that you want to include during

the pay cycle to narrow the selection criteria. Only vouchers for the business units that you specify are included in the pay cycle. For the purpose of this exercise, use

the default value.

34. Click the Bank / Method tab.

35. Use the Bank/Method page to select bank and payment methods.

36. Use the SetID field to enter or select the SetID for the vendor's account. For the purpose of the current exercise, use the default option.

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Step Action

37. Use the Bank field to enter or select the vendor's bank that receives the payment.

Click in the *Bank field.

38. Enter the desired information into the *Bank field. Enter "USBNK".

39. Use the Account field to enter or select the type of bank account the vendor has with

the bank.

Click in the *Account field.

40. Enter the desired information into the *Account field. Enter "CHCK".

41. Use the Payment Method field to specify a payment method. You can specify the

payment method to be processed during the pay cycle by selecting the Process check box next to the appropriate payment method.





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Step Action





49. You have successfully selected vouchers for payment processing.

End of Procedure.

Creating Manual Payments

You enter manual payments to write a check to take advantage of a special discount or a situation that requires immediate payment. Often, the check is written before the voucher is

created. If a voucher is created, PeopleSoft Payables enables you to apply the manual check

payment to one or more vouchers and assign a check number from a separate range than that used

for pay cycle processing.

Consider this scenario: Eagle Insurance Company has five outstanding vouchers that need to be

paid. You enter a manual payment to cover these outstanding vouchers. You must enter voucher information for a manual payment before the payment can be posted.

Procedure

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Step Action

1. Begin by navigating to the Manual Pay Selection page.



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Step Action



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Step Action

4. Click the Create Manual Payment link.


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Step Action






10. Use the Manual Pay Selection page to enter criteria to build the manual payment worksheet.

11. Use the fields in the Enter Selection group box to enter the setID, remit vendor ID,

and vendor location for the vendor to whom you remit the manual payment. When

you build the worksheet, the system returns eligible scheduled payments with the same vendor information.

Step Action

12. Click in the *Remit Vendor field.

13. Enter the desired information into the *Remit Vendor field. Enter "USA0000005".

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Step Action

14. Use the Payment Currency field to enter a currency for the manual payment.

Click in the *Payment Currency field.

15. Enter the desired information into the *Payment Currency field. Enter "USD".

16. Select the Match Currency check box if you want the system to return scheduled

payments with the same payment currency. If you do not select this option, the

system returns all eligible scheduled payments for the remit vendor, regardless of their payment currency and converts them to the selected vendor's currency.

17. Select the Withholding Calculated check box if you want the manual payment

worksheet functionality to only return those vouchers for the remit vendor that have

had withholding calculated (meaning, those vouchers for which withholding has been calculated at voucher posting time and have been posted).

If this check box is not selected, all vouchers for the remit vendor are available on

the manual payment worksheet excluding all paid payment schedules and vouchers that are set to have withholding calculated at voucher posting and have not yet been

posted.

18. Use the fields in the Optional Criteria group box to limit the vouchers that the

system returns. For example, you can limit the search to vouchers with the same pay to bank or to vouchers with specific scheduled pay dates.

19. Use the Build Worksheet button to create a temporary worksheet for the manual

draft payment, based on the remit vendor, vendor location, and payment currency

that you specified.

Click the Build Worksheet button.

20. Notice that the Worksheet ID field now displays an ID instead of the value, NEXT.


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Step Action

21. Click the Apply Voucher tab.

22. Use the Apply Voucher page to apply scheduled vouchers to the manual payment.

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Step Action

23. Next, select the first five voucher IDs.

Click the Select option.

24. To save you time, the remaining four vouchers have been selected for you.

25. Click the Refresh button.

26. Notice that the totals are displayed at the bottom of the page. You now need to enter

this total in the Man Pay Worksheet page.

Step Action

27. Click the Man Pay Worksheet tab.

28. Use the Man Pay Worksheet to enter manual payment information.


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Step Action

29. Use the Amount field to enter the total manual payment amount.

Click in the Amount field.

30. Enter the desired information into the Amount field. Enter "15422.15".


32. Notice that the Balance is now zero.


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Step Action


35. You have successfully entered a manual payment.

End of Procedure.

Processing Escheated Payments Occasionally, an organization issues a check to a vendor, but the vendor does not deposit it. Perhaps the vendor goes out of business. Whatever the reason, the check becomes stale-dated.

When users identify a check as stale dated, it is informational only. When users decide to escheat a stale-dated check, they must return to the Payment Escheatment page and select Escheated

instead of Stale Dated Payment.

Payables enables you to reclassify the stale-dated check to an escheat liability account by debiting cash and crediting escheatment liability. When users escheat payments, they enter an escheatment

date. The system uses the date to control the accounting date for the escheatment entry.

Payment posting treats an escheated payment like a voided payment except that there is no option

to close or restate the voucher liability.

When you escheat a payment, you then select options to run the just the Payment Posting Application Engine process (AP_PSTPYMNT), or both the Payment Posting Application Engine

process and Journal Generator Application Engine process (FS_JGEN).


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Consider this scenario: You processed a check to a vendor, but the check was never cashed because the company went out of business. Escheat this payment and void the liability in

PeopleSoft.

Procedure

Step Action

1. Begin by navigating to the Payment Escheated page.


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Step Action




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Step Action

4. Click the Escheat Payment link.

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Step Action

5. Enter the desired information into the Bank SetID field. Enter "SHARE".


7. Enter the desired information into the Bank Code field. Enter "AUBNK".



10. Click in the Payment Reference field.

11. Enter the desired information into the Payment Reference field. Enter "118939".

12. Click the Payment Method list.



15. The Payment Escheatment page enables you to escheat payments.


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Step Action

16. Use the Escheated field to cause the current system date to change into date escheated.

Click the Escheated option.

17. Use the Stale Dated Payment field to cause today's date to change into stale date.

18. Use the Undo Escheatment field to remove the escheatment classification.


20. Enter the desired information into the Description field. Enter "Company went out

of business".


22. You have successfully processed an escheated payment.

End of Procedure.

Running the Pay Cycle The Pay Cycle is the focal point of PeopleSoft Payables. From the Pay Cycle Manager page,

you process each of the steps necessary to turn bank account, vendor, voucher, and business unit

information into actual payments. Use Pay Cycle Manager to create, view, and send payments to a printer or a file, and create ACH files, drafts, EFT files, wire transfer reports, and positive

payment files.

The Pay Cycle Manager integrates much of the data entered into Payables. This payment data is

used to create the negotiable documents, and also provides information for reports. Many of the

activities of Payables lead to or come from the Pay Cycle Manager.

Consider this scenario: You have already selected vouchers for payment. It's now time to process

your weekly check run. Your goal is to use the Pay Cycle Manager to create the actual payments

for the specified period.

Procedure

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Step Action

1. Begin by navigating to the Pay Cycle Manager page.



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Step Action



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Step Action

4. Click the Pay Cycle Manager link.


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Step Action

5. Enter the desired information into the Pay Cycle field. Enter "CPC07".


7. Use the Pay Cycle Manager page to create payments, view them, and send them to

a printer or file.

8. Notice that each row contains a Process button, a Server field, and a display-only

description of an available pay cycle process. Some processes are available only if you are creating certain types of payments. For example, Draft Staging is only

available if you are processing draft payments.

9. Start the pay cycle by clicking the Process button for either Payment Selection or

Payment Selection & Creation. The Pay Cycle Manager searches for all banks and

payment methods defined for the pay cycle. Each type of output is placed in a row in the Pay Cycle Results grid after Payment Creation process has completed. You can

enter an Output Destination for each row or accept the Output Destination that

defaults from the User Preferences.

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Step Action

10. Use the Server field to select a server on which to run the pay cycle process.

Click the Server list.


12. Click the Server list.


14. Click the Process button.

15. Notice that the pay cycle Status has changed to Running.


17. Notice that the pay cycle status has changed to Approved. This indicates that the pay

cycle has run successfully.

18. You have successfully run a Pay Cycle.

End of Procedure.

Using Express Checks Occasionally, you may want to pay a voucher outside of the normal pay cycle. This may happen

if a vendor demands payment early or special arrangements are made with a vendor to pay a voucher outside the normal pay cycle.

Consider this scenario: You have just received a past due invoice, however, you have already finished a major check run and do not plan to process checks for two more weeks. Knowing that

this invoice is past due, you use the PeopleSoft Payable's Express Check feature to process the

invoice.

Procedure


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Step Action



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Step Action




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Step Action


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Step Action



001".


8. Enter the desired information into the Invoice Number field. Enter "BAXTER-15".








15. Use the Pay Terms field to override the default payment terms for this vendor.

Some of the default terms are: 30/60/90EM, Next Month, Net30, and EOM.

16. Use the Distribute by field to select a distribution method: Amount or Quantity.


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Step Action


18. Use the GL Unit field to enter or select the General Ledger business unit that will be charged with the expense coded on the distribution line.




21. Use the Department field to link this charge to a department within your

organization.

Click in the Dept field.



24. Use the Payments page to change the payment schedule, schedule multiple

payments, schedule direct payment to an alternate vendor and vendor location,

record a manual payment, and create an express payment.

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Step Action

25. The Remit to, Location, and Address fields display the appropriate remit to vendor

for the payment based on the remit to vendor established for the vendor on the

Invoice Information page. This value defaults from values established at the vendor location level. Whereas in most cases you remit directly to the vendor that sent you

the voucher, the system enables you to override the default choices.

26. Use the Bank field to specify the code of the bank from which the payment is

issued.

27. Use the Account field to specify the bank account from which the payment is issued.

28. Use the Method field to specify the payment method.

29. The Handling field displays the payment handling code, which appears by default

from the PeopleSoft Payables control hierarchy. Each payment handling code has a

sort sequence related to it that determines the order in which it prints. Checks are printed according to the sort sequence in ascending order: the lower the sort

sequence number, the higher the sort priority.

30. The Netting field displays the status for the netting auto selection process.

Step Action



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Step Action

32. Select the Separate Payment check box if you do not want this payment to be grouped with other payments for the remit to vendor.

Click the Separate Payment option.

33. Click the Express Payment link.

34. Use the Express Payment page to create a payment for one or multiple vouchers for one specific vendor.

Step Action

35. Use the Server field to identify the server on which the process will run.

Click the Server list.


37. Click the Create Payment button.

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Step Action

38. Use the Express Payment Manager - Pay Cycle page to review and process

express payments. You can only review express payments being processed from the

Express Payment Manager.

39. Notice that the current status of the request is Running.

Step Action

40. Continue to click the Refresh button until the status is Approved.


41. You have successfully processed an Express Check.

End of Procedure.

Canceling a Payment You may want to stop a payment that has been mailed or void a check that has not been sent.

After you receive confirmation from the bank that the payment has been stopped, you must

reconcile the appropriate accounts. Be aware that you cannot undo a canceled payment once posting occurs.

Consider this scenario: You processed a check for a vendor, but the check was never cashed.

Cancel this payment and void the liability in PeopleSoft.

Procedure


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Step Action

1. Begin by navigating to the Cancel Payment page.


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Step Action




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Step Action

4. Click the Payment Cancellation link.

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Step Action





9. Click in the Payment Reference field.

10. Enter the desired information into the Payment Reference field. Enter "000002".

11. Click the Payment Method list.




15. Use the Cancel Payment page to cancel payments, reverse a cancellation, or view

previously canceled payments.

16. Use the Date Cancelled field to enter the payment cancellation date if different than the current system date.

17. Use the options available in the Payment Status section to change the payment

status. Note that after posting, you cannot undo the cancellation.

18. Use the options available in the Cancel Action section to specify if vouchers can be

reopened after cancellation.


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Step Action

19. Select the Do Not Reissue/Close Liability option to cancel the payment and close any liabilities associated with it.

Click the Do Not Reissue/Close Liability option.


21. Enter the desired information into the Description field. Enter "Check was never

cashed".


23. You have successfully cancelled a payment.

End of Procedure.

Creating Drafts In vendor-initiated drafts, the vendor initiates the payment and draws a draft against your

company's bank account with a future due date. On the designated date, your company assumes

that the draft amount has been withdrawn from the account.

There are two kinds of vendor-initiated drafts: Unapproved and Pre-approved.

If the draft is unapproved, the vendor must send a draft to your company for approval. If the draft

is pre-approved, the vendor sends only a non-negotiable draft as information.

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Vendor-initiated drafts can be sent for one or more invoices, which may or may not accompany

the draft. If your company does not receive an invoice along with the draft, it means that the

vouchers might have been entered some time before the draft is ever received. In this case, upon receiving the draft, you have to associate the draft payment to the appropriate vouchers. If your

company receives an invoice along with the draft, you enter the voucher and select the Vendor

Draft payment method. When you receive the draft or draft notice, enter it as you would a manual payment with Draft as the payment method. You can then apply the draft to the appropriate

vouchers.

In this topic, you will remit a manual payment to your to one of your vendors.

Procedure

Step Action

1. Begin by navigating to the Manual Draft Creation page.



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Step Action



4. Click the Drafts link.

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Step Action

5. Click the Create Manual Draft link.


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Step Action


7. Enter the desired information into the Bank Code field. Enter "JPBNK".




11. Use the Manual Draft Creation page to manually create customer-initiated or

vendor-initiated drafts.

12. Use the Remit SetID field to enter the setID for the vendor to whom you remit the manual payment. When you build the worksheet, the system returns eligible

scheduled payments with the same vendor information.

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Step Action

13. Use the Remit Vendor field to enter the remit vendor ID for the vendor to whom

you remit the manual payment. When you build the worksheet, the system returns

eligible scheduled payments with the same vendor information.

Click in the *Remit Vendor field.

14. Enter the desired information into the *Remit Vendor field. Enter "JPN0000001".

15. Use the Vendor Location field to enter the vendor location for the vendor to whom you remit the manual payment. When you build the worksheet, the system returns

eligible scheduled payments with the same vendor information.

16. Use the Payment Currency field to specify the payment currency for the draft

payment.

Click in the *Payment Currency field.

17. Enter the desired information into the *Payment Currency field. Enter "JPY".

18. Click the Build button.

19. Use the Manual Draft Entry page to review drafts you created on the Manual

Draft Creation page.


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Step Action

20. Use the Payment Amount field to enter the amount of the draft payment. The system displays the currency in which the draft payment is paid.

Click in the Payment Amount field.

21. Enter the desired information into the Payment Amount field. Enter "1282401".

22. Click in the Draft Drawee field.

23. Enter the desired information into the Draft Drawee field. Enter "Golden Gate

Labs".

Step Action

24. Click the Manual Draft Apply tab.

25. Use the Manual Draft Apply page to apply vouchers to manual drafts.

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Step Action

26. Click the Select option.



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Step Action


29. You have successfully created a draft for your vendor. By using this process, you

can set up payments for future dates that automatically debit your bank account and credit your vendor's bank account for payment of invoices. The vendor balance is

updated during the payment posting process according to the payment terms.

End of Procedure.

Batch Processing Use the Voucher Build process to build vouchers in batch from various source transactions,

including transactions originating from third-party systems.

The Voucher Build process comprises two sub processes:

• Pre-edit

• Voucher Edit

The pre-edit subprocess builds skeleton voucher record sets from limited information that you

enter online using the Quick Invoice Entry component or that it retrieves from other sources.

Once the pre-edit subprocess builds voucher record sets successfully, it calls the voucher edit subprocess to complete these record sets.

By using the Matching process to compare vouchers with purchase orders and receiving documents you can ensure that you pay for only the goods and services that you order and

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receive. To record the financial information associated with the processing of accounts payable,

you must transfer information to a general ledger system.


• Run the Matching process.

• Post payments. • Perform budget checking requests.

Running the Matching Process

By using the Matching process to compare vouchers with purchase orders and receiving documents, you can ensure that you pay for only the goods and services that you order and

receive. To run the Matching process, you must have installed PeopleSoft Payables and

PeopleSoft Purchasing. The system automatically performs the required matching based on the document characteristics. Users simply select STANDARD as the match control ID; the system

handles all of the comparison. Use the Matching Exceptions workflow, provided with PeopleSoft

Payables, to route match exceptions to specified users. PeopleSoft eSettlements also uses the

Matching process to compare invoices with purchase orders and receipts.

Vouchers with matching exceptions are flagged with an exception status, and each match rule

exception for the voucher is logged in a voucher match exception log table that can be viewed on the Match Manager page.

Based on the Exception Route selected for each exception on the Match Rules page, the

appropriate user will also receive notification of the match exception using Workflow.

Once the matching process is run and the voucher successfully matched, the voucher match status

is Matched. If the matching process is not successful, then the match status will be rejected. When a voucher match status is Rejected, the voucher is not available for payment. If a voucher

match status is Rejected, you can choose to manually override the matching process and the

voucher will have a status of manually overridden.

Once a voucher has a status of Manually Overridden, the next time the matching process is run

the voucher is matched and the voucher status changes to Matched. Only then is it available for

payment.

In this topic, you will run the Matching process for an entire business unit.

Procedure


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Step Action

1. Begin by navigating to the Match Request page.


Training Guide


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Step Action




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Step Action

4. Click the Matching link.

5. A Run Control ID is an identifier that, when paired with your User ID, uniquely

identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

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Step Action

6. You can run this process by searching for an existing Run Control ID or you can

add a new value. Creating a Run Control ID that is relevant to the process may help

you remember it for future use.



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Step Action

7. Enter the desired information into the Run Control ID field. Enter "MATCHING".


9. Use the Match Request page to page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when the process is run.

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Step Action

10. Click in the *Description field.

11. Enter the desired information into the *Description field. Enter "Matching

Process".

12. Use the Process Frequency field to specify how often the system processes a request



14. For each option you select from the Option field, different fields appear on the page

for you to complete.

Click the *Options list.


16. Click in the *Business Unit field.

17. Enter the desired information into the *Business Unit field. Enter "US001".


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Step Action




Step Action

20. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that







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Step Action



26. The current status of the process is Processing. The process is finished when the status is Success.


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Step Action




29. You have successfully run the Matching Process.

End of Procedure.

Posting Payments In most cases, businesses want to integrate their Payables system with their General Ledger

system. This integration allows for automatic journal generation using the journal generator. This eliminates the need for manual journal entries for Payables transactions. When the voucher

payment posting process is run, vendor account balances are updated and the corresponding

financial information is stored in tables until the journal generator is used to create a journal entry.

Posting payments in PeopleSoft Payables updates vendor account balances and creates balanced

accounting entries for all payment-related transactions. Payment-related transactions include manual payments, ACH payments, drafts, electronic funds transfers, system created payments,

and system canceled payments. After these accounting entries are generated, they are available

for General Ledger journal generation.

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In order to post in PeopleSoft Payables, you must first define and verify a payment posting

request, then you must run the posting process using the Process Scheduler. Finally, you must

evaluate the posting results.

A payment can be canceled after it has been posted. You can record void payments and stop

payments. When a check is voided, PeopleSoft Payables automatically reconciles the voided payment. A stop payment request is normally submitted to your bank when the check is not in

your control and then the stop payment is recorded in the system. When a stop payment is placed

on a check in the system, you will need to receive confirmation from your bank before you

reconcile the payment. After posting a void check or stop payment check, you cannot undo the cancellation.

The process of posting payables payment transactions in PeopleSoft updates vendor account balances and creates balanced accounting entries that can be transferred to a General Ledger

system.

In this topic, you will post the payment requests for all vendors in your company.

Procedure

Step Action

1. Begin by navigating to the Payment Posting Request page.



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Step Action



Training Guide


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Step Action

4. Click the Payment Posting link.





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Step Action

6. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you



Training Guide


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Step Action

7. Enter the desired information into the Run Control ID field. Enter "PAYPOST".


9. Use the Payment Posting Request page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when

the process is run.


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Step Action

10. Click in the Request ID field.

11. Enter the desired information into the Request ID field. Enter "PayPost".


13. Enter the desired information into the Description field. Enter "AP Payment

Posting".

14. Use the Process Frequency field to specify how often the system processes a request.



16. For each option you select from the Post Payment Options field, different entry

fields appear for you to complete. The available options are: Post All Banks, Post Bank Account, Post Payment, and Post Payment Method. For the purpose of this

exercise, you will use the default option.


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Step Action



Step Action










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Step Action



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Step Action

25. The current status of the process is Processing. The process is finished when the

status is Success. Continue to click the Refresh button until the status is Success.


26. Notice the run status is now Success.

27. You have successfully posted the payment request, which updates vendor account

balances and creates balanced accounting entries for all payment-related transactions.

End of Procedure.

Running the Budget Checking Request Process In PeopleSoft Payables, budget checking occurs at voucher creation, deletion, closing, and posting. You can also perform budget checking after the payment posting process to check

exchange rate realized gains or losses and earned or lost discounts. You can run budget checking

for a single voucher during voucher entry or for many vouchers using a batch process.

When you enable Commitment Control for Payables, you cannot pass a voucher to the general

ledger until it has been budget-checked and posted. And you cannot post a voucher if it is over budget (although you can give certain users the security clearance to override budget-checking

for over-budget vouchers).


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The Budget process checks vouchers and voucher accounting lines against all control budgets they are subject to, updates the Commitment Control ledger, and updates the budget-checking

status of the transactions.

You can budget-check individual vouchers when you create them online or you can budget-check

multiple vouchers and voucher accounting lines in batch mode. The online version of Budget

Processor performs exactly the same tasks as the batch version. Batch mode, being more efficient,

is recommended, and is required if users are budget-checking voucher accounting lines.

In this topic, you will run a budget check process for calculating discounts for a business unit.

Procedure

Step Action

1. Begin by navigating to the Budget Check page.


Training Guide


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Step Action





Page 319

Step Action

5. Click the Budget Check link.




Training Guide


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Step Action

7. You can run this process by searching for an existing Run Control ID or you can add

a new value. Creating a Run Control ID that is relevant to the process may help you




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Step Action

8. Enter the desired information into the Run Control ID field. Enter "BC1".


10. Use the Budget Check page to enter the request parameters. These parameters will

be used to define the processing rules and data to be included when the process is run.

Training Guide


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Step Action

11. Use the Process Frequency field to specify the number of times the process will

run.



13. Enter a description for the process in the Description field.

Click in the *Description field.

14. Enter the desired information into the *Description field. Enter "Budget Check".

15. Use the Transaction Type field to select the type of source transaction on which you want to run the Budget Processor process. The available options are: AP ACCT

LN, AP ACCTDSE, AP VCHR NP, and AP VOUCHER.

Click in the *Transaction Type field.

16. Enter the desired information into the *Transaction Type field. Enter

"AP_ACCTDSE".


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Step Action

17. Use the Field Name field to specify the criteria for selecting vouchers on which to run the Budget Processor process. The list of available fields depends on the

transaction type selected and whether you process all business units.

Click the Field Name list.


19. Use the Value Type field to specify whether the Budget Processor process reviews a

range of values or a single value.

20. Depending on your selection in the Value Type field, use the From/To field to either specify the first value of a range or a single value.

Click in the From/To field.

21. Enter the desired information into the From/To field. Enter "US001".




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Step Action







27. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status.

Step Action



30. The current status of the process is Processing. The process is finished when the

status is Success.


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Step Action




33. You have successfully run a budget check process.

End of Procedure.

Inquiries

In this lesson, you will learn about the various inquiries available with PeopleSoft Payables.

These inquiries provide valuable information in the managing of your vendors, vouchers, and payments.

Upon completion of this lesson, you will be able to: • Review voucher information.

• Review posted accounting entry information.

• Use the Match Workbench component.

• Review journal detail information for a general ledger journal. • Locate documents from a voucher ID.

• Perform a payment inquiry.

• Review vendor aging information. • Review scheduled payment on hold information.

• Review scheduled payment information.

• Review current vendor balance information.

Training Guide


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Reviewing Voucher Information Payables provides numerous inquiry pages and reports that enable you to access your voucher, payment, and vendor information how and when you need it. The inquiry pages in particular can

be very useful when your customers call and want you to track down information for them.

Use voucher information to access payment details. For example, 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 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 Payment Detail page to access detail on the payment itself (such as

bank, payment date, payment amount, currency, and payment status).

• Drill down to the Voucher Detail Lines Display page to view invoice and distribution line

level detail for the vouchers (such as General Ledger business unit, ChartFields, and line amounts).

You can continue to drill down from the inquiry pages to view more detailed information.

In this topic, you will specify criteria to view detailed information for a set of vouchers.

Procedure


Page 327

Step Action

1. Begin by navigating to the Voucher Inquiry page.


Step Action




Training Guide


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Step Action

5. Click the Voucher link.

6. Use the Voucher Inquiry page to search for and review the status of a voucher and

any payment information.

7. Use the From Business Unit and To Business Unit fields to enter a business unit or

a range of business units to be used in your search. A business unit is required.

If you search on a range of business units, you cannot search on either a Voucher

ID or an Invoice Id.

8. Use the Short Name fields to enter a vendor short name or range of vendor short names to be used in your search. Once a name is entered in the From Vendor Short

Name field, the To Vendor Short Name field is populated and available for entry.

9. Use the Vendor ID fields to enter a vendor ID or range of vendor IDs to be used in

your 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 Vendor ID field and leave the To Vendor ID field blank.

10. If you search for a range of vendor short names you cannot search on a Vendor

Location in the same search.


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Step Action

11. In this example, you want to search for vouchers that relate to invoices for a specific date range.

Click in the Invoice Date field.


13. Click in the To Invoice field.

14. Enter the desired information into the To Invoice field. Enter "05/31/2005".


16. Use the Amount Rule field to enter an amount rule type. In this example, you want

to search for vouchers with a specific dollar amount.

Click the *Amount Rule list.




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Step Action

20. Click in the Currency field.

21. Enter the desired information into the Currency field. Enter "USD".

22. Use the Voucher Style field to search for a specific voucher style. Options include:

specific voucher styles, all vouchers, and all vouchers except prepaid and single pay vouchers.

In this example, use the default selection.

23. Use the Post Status field to search for a specific post status. Options include: Not Applied, Posted, or Unposted.


24. Use the Approval Status field to search for a specific approval status. Options include: Approved, Denied, or Unapproved.


25. Use the Voucher Balance field to search for a specific voucher balance option. Options include: Balance Remains, or No Balance Remains.

In this example, you want to view vouchers that have no balance remaining.

Click the Voucher Balance list.


27. Click the Collapse section button.


29. Use the Sort Criteria section to change the sort criteria and the display order. The

results are sorted by default based on Voucher ID in ascending order.

30. Use the Sort By field to choose the column of data to sort by.

31. Use the Sort Asc/Desc: field to display search results in ascending or descending order.

32. Click the Expand section button.

33. Use the Display Currency Criteria section to select currency display options.

34. Use the Currency field to enter the type of currency in which you want your data to

display.

This field is populated from the operator preferences but you can edit it. The system

converts all of the payments shown to this currency.


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Step Action

35. Use the Rate Type field to enter a rate type to convert the amounts that use the exchange rate for the type of currency you selected.

36. Use the Show Display Currency field to convert all amounts to one consistent

currency type for display purposes.

37. Use the Convert button to activate the search on the payments that match your

selection criteria and to convert the display, if you chose to.


39. Use the Late Interest Analysis section to calculate late interest charges for overdue

vouchers.

40. Use the Payment Date field to enter a “what-if” payment date. It defaults to the

current system date.

41. Use the Calculate button to calculate late interest charges for overdue vouchers.

42. Click the Accounting Entries button to access the Voucher Accounting Entries

page in a separate window, where you can view detailed information about a

voucher's associated accounting entries while still reviewing the voucher inquiry

search results.

Click the Acctg Entries button.

Training Guide


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Step Action

43. View the voucher accounting information.

Click the Close button.

Step Action

44. Click the Payment Information button to access the Payment Details page, where

you can view more detailed information about a voucher payment.

Click the Payment Info button.


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Step Action

45. View the voucher payment details.

Click the Back To Voucher Inquiry link.

Training Guide


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Step Action


47. Click the Amounts tab.

48. Use the Amounts tab to view the various amounts and charges of the voucher.

49. Click the More Details tab.

50. Use the More Details tab to view the various statuses of the voucher and the dates

associated with the voucher

51. Click the Detail Lines button to access the Voucher Details page, where you can view line and distribution line detail for the voucher.

Click the Detail Lines button.


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Step Action

52. Review the voucher detail information.


53. You have successfully reviewed voucher information.

End of Procedure.

Reviewing Posted Accounting Entries You use the Voucher Accounting Entries page to review the results of the Voucher Posting Application Engine process (AP_PSTVCHR).

In this topic, you will review voucher information for a specific invoice number.

Procedure

Training Guide


Page 336

Step Action

1. Begin by navigating to the Voucher Accounting Entries page.



Page 337

Step Action



Training Guide


Page 338

Step Action

4. Click the Accounting Entries link.


Page 339

Step Action


6. Use the Voucher Accounting Entries search page to search for voucher

information based on business unit, and voucher ID or invoice number. Results will display for vouchers run through the Voucher Posting Application Engine process.

7. Use the Business Unit field to enter or select the business unit for the voucher

whose accounting entries you want to review.

For this example, retain the default value.

8. You must select a Voucher ID or an Invoice Number for the system to return data.

For this example, you will enter an Invoice Number.

Enter the desired information into the Invoice Number field. Enter "PV

BAXTER".

9. If you have not enabled entry events, Standard is selected for you in the Accounting

Line View Option drop-down list and is the only available value.

If you have enabled entry events, select one of the following values:

• Standard: The system displays nonentry event accounting entries.

• Supplemental: The system displays only entry event accounting entries. • View Both: The system displays both entry event and nonentry event accounting

entries.

10. Select the Show Foreign Currency check box to display the foreign currency of the

transaction lines in addition to the monetary amount.


12. Each posting process appears on its own view in the Accounting Information

region. The different views appear as view 1 of 2, view 2 of 2, and so on.

13. The Posting Process field displays the posting process for the specific entry.

In this example, the first row displays accrual information.

14. To see the payment, cancel, or closure definitions, click the View All button or

scroll through the views.

15. In this example, you will scroll through each of the views.

Click the Next Row button.

16. The second row displays payments information.

Training Guide


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Step Action

17. On the Main Information tab, the Monetary Amount DR column displays the

monetary amount debit associated with the General Ledger business unit of the

accounting entry. This field appears only if the Display Debit/Credit Amounts in

Subsystems check box is selected on the User Preferences - Overall Preferences

page.

18. The Monetary Amount CR column displays the monetary amount credit associated

with the General Ledger business unit of the accounting entry. This field appears only if the Display Debit/Credit Amounts in Subsystems check box is selected on

the User Preferences - Overall Preferences page.

19. The Currency Code column displays the currency associated with the General

Ledger business unit of the accounting entry.

20. The Ledger column displays the general ledger and General Ledger business unit to which this accounting entry has been charged.

21. Click the Chartfields tab.

22. The Tax Authority column displays the tax authority code charged for the use tax

liability lines.

23. The Account column displays the account and other ChartFields to which this accounting entry has been charged.

24. Click the Journal tab.

25. The Journal ID, Line, and Journal Date columns display the general ledger journal ID, line number, and journal date assigned by the Journal Generator process for this

accounting entry. If these fields are blank, then this accounting entry has not been

journal generated.

26. The Doc Type column displays the document type, document sequence number, and document sequence date for this accounting entry.

27. The Budget Date column displays the date that the Budget Processor process uses

to determine which budget period to verify.

28. The Budget Status column displays the budget status for this accounting entry.

Possible values include: • Not Checked: This accounting entry has not been budget checked.

• Valid: This accounting entry passed budget checking.

• Error: The system detected an error while running the Budget Processor process on

this accounting entry.

29. The Primary column indicates whether this is the primary ledger.

30. You have successfully reviewed posted accounting entries.

End of Procedure.

Using the Match Workbench

The Match Workbench component is comprised of various associated pages that enable you to query match information, override exceptions, correct errors, create debit memos, put vouchers


Page 341

on a match hold, and initiate the Matching process on demand. Configure the Match Workbench according to your business requirements:

• Specify what match actions are allowed on the Match Workbench on the Match Rule Type

page. • Define the workbench details for each match rule on the Match Rules - Workbench page.

• Define the match rule processing order on the Match Rule Control page which is the order

match rules are displayed on the Match Workbench.

• Create personalized search parameters that you can use to query match information.

In this topic, you will use the Match Workbench page to search for and review matched

vouchers.

Procedure

Step Action

1. Begin by navigating to the Match Workbench page.


Training Guide


Page 342

Step Action





Page 343

Step Action

5. Click the Match Workbench link.

6. Use the Match Workbench page to view a list of vouchers and match information, according to specified search criteria. This page and the pages accessible from it

enable you to override exceptions, correct errors, create debit memos, put vouchers

on a match hold, initiate the Matching process, undo matched vouchers, and send

notifications.

Training Guide


Page 344

Step Action


8. Enter the desired information into the field. Enter "US001".

9. Use the Match Status field to select a match status to include only vouchers with

that status in the search results. Match statuses include: Manually Overridden, Match Dispute, Match Exceptions Exist, Matched, Overridden - Credit Note, and To

Be Matched.

The search results appear in different formats depending on the match status you

select.

Click the Match Status list.


11. Click the Personalize Search link to access search fields that you can select for

display on the Match Workbench page. Warnings appear if you select fields that have other field dependencies that have not been selected. You can save your search

criteria and use it again by selecting it from the saved search list.




Page 345

Step Action

14. The Search Results grid displays voucher information for selected vouchers that have gone through the Matching process.

15. Select the Undo Match check box to mark the voucher to be unmatched. This

option appears only for Matched vouchers.

When you select the check box to undo a matched voucher, the system verifies whether the voucher is available to be unmatched. If the voucher is not available to

undo a match, an error message appears. Because the verification occurs when you

select the check box, you may need to wait a few seconds before proceeding. Undoing a matched voucher resets all statuses on the voucher, receiver, and

purchase order.

16. The Match column displays the match status of the voucher. Match statuses include:

• Manually Overridden: You manually assign this status on the Match Exception

Workbench Details page to indicate that the match exception has been overridden.

Click the link to access the Match Overridden Workbench Details page.

• Match Dispute: You manually assign the Match Dispute status to vouchers on the

Match Exception Workbench Details page. No further match processing is done on these vouchers until you change the match status. Click the link to access the

Match Exception Workbench Details page.

• Match Exceptions Exist: Exceptions occurred when applying the match rules to the voucher. Click the link to access the Match Exception Workbench Details page.

• Matched: The voucher is successfully matched. Click the link to access the

Matched Vouchers page. • Overridden - Credit Note: You manually assign this status on the Match

Exception Workbench Details page to indicate that the voucher has been matched

with a credit memo adjustment voucher. Click the link to access the Match

Overridden Workbench Details page. • To Be Matched: Vouchers have not gone through the Matching process or

vouchers have been unmatched.

17. Click a Matched link for a match type of Auto - Matched to view match

information for associated vouchers, purchase orders, and receipts. You can initiate the Matching process to undo a matched voucher.

Click the Match Status link.

18. Use the Matched Vouchers page to review voucher matching information.

Training Guide


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Step Action

19. Click the Close button.


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Step Action

20. Click a Matched link for a match type of Matched with Override, Matched with

Debit Memo, or Matched with Credit Note to view match override information for

associated vouchers, purchase orders, and receipts.

Click the Match Status link.

21. Use the Match Overridden Workbench Details page to review overridden workbench details.

Step Action


23. The Match Type column displays further details of the match status. Match types include: Auto - Matched, Matched with Debit Memo, Matched with Override,

Matched with Credit Note.

Training Guide


Page 348

Step Action

24. Click the Vouchers link to access the Voucher component.

Click the Voucher Inquiry link.

25. Use the Summary page to review the voucher information.


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Step Action


Training Guide


Page 350

Step Action

27. Click the View Related Links button.

Step Action

28. A list of related links are displayed. Click any of them to view more related information.

Click the Cancel button.


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Step Action

29. Click the More Details tab.

30. Use the More Details tab to review the detailed information.

31. You have successfully used the Match Workbench page to review voucher

information.

End of Procedure.

Reviewing Journal Detail for a General Ledger Journal Use the Drill to Source page to review the journal detail for a general ledger journal. You can

view the journal information by journal line.

In this topic, you will review journal detail information for a specific General Ledger journal.

Procedure

Training Guide


Page 352

Step Action

1. Begin by navigating to the Drill to Source page.



Page 353

Step Action




Training Guide


Page 354

Step Action

5. Click the Journal Drill Down link.


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Step Action

6. Click in the Journal ID field.

7. Enter the desired information into the Journal ID field. Enter "AP00000040".


9. Click the Search Results table.

10. Use the Drill to Source page to review the journal detail for a general ledger

journal. You can view the journal information by journal line.

Step Action

11. Click the GL Journal link.

12. Review the entire journal entry to which this line belongs.

Training Guide


Page 356

Step Action

13. Click the Back button.

14. The Voucher Information tab displays the voucher ID and description of the

voucher with which this journal line is associated.


Page 357

Step Action

15. Click the Voucher ID link.

16. View the accounting details on the Voucher Accounting Entries page.

Training Guide


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Step Action


18. You have successfully reviewed journal details for a general ledger journal.

End of Procedure.

Locating Documents from a Voucher ID With both Payables and Purchasing installed, you can inquire and cross-reference related

documents across the procure-to-pay business cycle, to tie all documents together for the same

transaction flow. You have quick access to requisitions, purchase orders, receivers, and vouchers/payments associated with the requested voucher or payment ID. You can also see such

things as post status, budget check status, match status, and gross amount.

In this topic, you will review related documents by using a voucher ID.

Procedure


Page 359

Step Action

1. Begin by navigating to the Voucher Document Status page.


Training Guide


Page 360

Step Action




Page 361

Step Action

4. Click the Document Status link.

Training Guide


Page 362

Step Action




8. The Voucher Document Status page displays all the documents associated with the voucher ID entered on the search page.

Step Action

9. Click the Voucher ID link to view the Voucher Inquiry page in a separate browser.

Click the 00000098 link.

10. Use the Voucher Inquiry page to search for and review information about

vouchers.


Page 363

Step Action

11. Scroll down to view all the voucher information.


Training Guide


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Step Action



Page 365

Step Action

13. Click the link in the Match Status field to access one of the Match Workbench

pages in a separate browser. Either the Matched link or the Match Workbench link

will be displayed. The inquiry you access is dependent on the voucher's match status. This link is only active for vouchers that require matching.

Click the Matched link.

14. Use the Matched Vouchers page to view match information for associated

vouchers, purchase orders, and receipts.

Step Action

15. Scroll to view all the information.


Training Guide


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Step Action



Page 367

Step Action

17. Click the DOC ID link to go to the inquiry page for that document in a separate

browser. You access an inquiry page related to the document type you select. For

example, for a PO, you access the PO Inquiry page. For a receipt, you access the Receiver Inquiry page.

Click the Doc ID link.

18. Use the Purchase Order page to view purchase order information.

Step Action

19. Scroll to view all the purchase order information.


Training Guide


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Step Action



Page 369

Step Action

21. Next, view the receipt information.

Click the DOC ID link.

22. Use the Receipts page to view detailed receipt information.

Step Action

23. Scroll to view all the receipt information.

Click the horizontal scrollbar.

Training Guide


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Step Action



Page 371

Step Action

25. Next, view the voucher information.

Click the DOC ID link.

Step Action

26. Scroll to view the voucher details.


Training Guide


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Step Action



Page 373

Step Action

28. Click the Go To Document Status Inquiry button.

29. Use the Document Status page to view document status. This page contains links to related documents.

Step Action

30. View the document status information.


Training Guide


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Step Action

31. The Related Info tab appears only if the transaction was posted or if the related

vouchers require matching. Use this tab to view additional information.

Click the Related Info tab.


Page 375

Step Action

32. Click the Match Workbench link to access one of the Match Workbench pages in a separate browser. This link is only active for related vouchers that require

matching. The inquiry you access is dependent on the related voucher's match status.

Click the Match Workbench link.

33. Use the Match Overridden Workbench Details page to view match override

information.

34. Scroll to view all the details.


Training Guide


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Step Action



Page 377

Step Action

36. Click the Accounting Entries link to access the Voucher Accounting Entries page

in a separate browser. Payment accounting entries are based on vouchers. This link

appears if the transaction was posted.

Click the Go To Accounting Entries link.

37. Use the Voucher Accounting Entries page to view voucher accounting information.

Step Action

38. View the voucher information.


39. You have successfully located documents related to a voucher.

End of Procedure.

Performing Payment Inquiries PeopleSoft Payables enables you to perform a payment inquiry. This helps you search on

payments by using search criteria and to create a list of detailed information about the payments.

Payment information details can be viewed only after payments have been made and posted.

Training Guide


Page 378

In this topic, you will view the detailed information of the payment. You can create a search

criteria on the Payment Inquiry search page.

Procedure

Step Action

1. Begin by navigating to the Payment Inquiry page.



Page 379

Step Action




Training Guide


Page 380

Step Action

5. Click the Payment link.

6. Use the Payment Inquiry page to search on payments using specific search criteria

to create a list of detailed payment information or display a chart of payments by

date.

7. Use the Amount Rule field to enter an amount rule to search by comparing to a particular amount. Options include: Any, Equal to, Greater than, Greater than or

equal to, Less than, Less than or equal to.

Search criteria in the Amount Rule field is compared to a value that you enter in the

Amount field.



Page 381

Step Action

8. Click in the Reference field.

9. Enter the desired information into the Reference field. Enter "000001".

10. Use the Payment Date fields to enter a payment date to search for a payment that

was issued on a particular date or in a range of dates. If you select the Show Chart

option at the bottom of this page, these are required fields.


11. Use the Payment Status field to specify a payment status. Options are: Alignment,

Deleted, Escheated, Overflow, Paid, Pre-Note, Replaced, Same Ref (same reference), Stale, Stop, Undo, Void.


12. Use the Settlement By field to select a settlement method of Gateway or Pay Cycle.


13. Use the Settlement Status field select a settlement status. Options are: Canceled,

Error, Hold, Loaded, None, Paid, Received, or Send.


Training Guide


Page 382

Step Action

14. Use the Show Chart field to display a summary of payments by amount and

currency chart. The paid amount can only be displayed in one currency, which is the

payment currency. Clicking a bar on the chart displays the list of payments that are represented on the chart.

This option requires you to specify a date range in the From Date and To Date

fields. The dates cannot span more than 31 days.

15. If you selected the Show Chart option, use the Chart Type field to select the kind

of chart you want to display. The options are: Bar Chart, Horizontal Bar, Horizontal

Stacked Bar, Percentage Stacked Bar, and Stacked Bar. After the chart is displayed,

you can change this option and click the Search button to display the new chart type.


17. Scroll down to view the results.


18. Use the Sort Criteria section to change the default sort order. Select whether the

data is to be sorted in descending order.

By default, the results are sorted by account and payment reference ID.

19. Use the 2nd sort: field to select a second field for a more detailed sort within your

first sort. Available choices are the same as for the first sort.

20. The results of the search are displayed in the Payment Inquiry Results grid.

21. The Payment Details tab displays information regarding the payment method,

amount, currency, date, and status. In addition, it displays the creation date and reconciliation status.

22. Click the Payment Reference ID link.

23. Use the Vouchers For a Payment page to view more detailed information about a payment voucher.

24. Click the Voucher ID link to access the Voucher Inquiry page, where you can

view details for this voucher.


Page 383

Step Action

25. Click the Back To Payment Inquiry link.

Training Guide


Page 384

Step Action


27. Click the Additional Info tab.

28. The Additional Info tab lists the post status, cancel status, pay cycle, and bank

information associated with the payment.

29. Click the Vendor Details tab.

30. The Vendor Details tab lists the vendor name and address associated with the

payment.

31. Click the Financial Gateway tab.

32. The Financial Gateway tab lists summary information for payments settled through

the Financial Gateway.

33. Click the Payment Information link.

34. Use the Review Payment Details page to review settlement detail information.


Page 385

Step Action

35. Scroll to view more information.


36. Click the Return button.

37. You have successfully performed a payment inquiry. This procedure helps you search for payments by using search criteria to create a list of detailed information

about payments.

End of Procedure.

Reviewing Vendor Aging Use the Vendor Aging page to review the aging of different payments for a vendor or group of

vendors.

In this topic, you will review payment aging information for a specific business unit.

Procedure

Training Guide


Page 386

Step Action

1. Begin by navigating to the Vendor Aging page.


Step Action




Page 387

Step Action

4. Click the Aging link.

5. Use the Vendor Aging page to review the aging of different payments for a vendor

or group of vendors.

6. The current system date appears by default in the As of Date field.

7. Enter the search criteria for your inquiry. You can use any combination of the setID,

business unit, currency, and vendor ID number or vendor name fields.

You can search by single vendor ID, single vendor name, or a range of these values.

8. Use the Amount Rule field to select an amount rule to search by. For this example,

use the default selection.

Training Guide


Page 388

Step Action


10. Use the Display Currency Criteria section to select currency display options. You

can convert the currency that appears in the results region to one common currency. You can enter your display currency criteria either before or after you click the

Search button.

11. Use the Currency Code to select the currency you want to display. This field is

automatically populated from the operator preferences, but you can edit it. The system converts all of the payments shown to this currency.

12. Use the Rate Type field to enter a rate type to convert the amounts that use the

exchange rate for the type of currency that you selected.

13. Select the Show Display Currency check box to view additional information about

the converted amounts.

14. If you have already generated your search, click the Convert button to convert the display of your results. The Convert button displays the converted currencies; it

does not convert them.

15. Your inquiry results are broken down into these Status categories: Approved

Voucher, Unapproved Voucher, Negative Voucher, Hold Payment, Prepaid Voucher, and Draft Issued.

16. The Prepaid Voucher row displays unapplied amounts of paid prepayment

vouchers.


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Step Action

17. If your search retrieves no data for a status category, the results region of the page displays 0.00 in each amount field.

18. For payments that fall into more than one category, such as an unapproved negative

voucher, the following hierarchy applies:

1. Hold payments.

2. Negative vouchers. 3. Unapproved or approved vouchers.

In this hierarchy, 1 is the highest priority. For example, a negative voucher has a higher priority than an unapproved voucher, so a negative, unapproved voucher

appears in the Negative Voucher column.

19. Totals in the Past Due: Over 60d column refer to items that are more than 60 days

past their scheduled date or maturity date.

20. Totals in the Past Due: 60 to 31d column refer to items that are 31 days or more (up to 60 days) past their scheduled date or maturity date.

21. Totals in the Past Due: 30 to 1d column refer to items that are 1 to 30 days past

their scheduled date or maturity date.

22. Totals in the Schedule / Maturity Date: 0-30d column refer to items that are at

their scheduled or maturity date or that have up to 30 days until their scheduled date or maturity date.

23. Totals in the Schedule / Maturity Date: 31-60d column refer to items with 31 to 60

days before their scheduled date or maturity date.

24. Totals in the Schedule / Maturity Date: Over 60d column refer to items with more

than 60 days before their scheduled date or maturity date.

25. The Total column displays the total of all columns for each line.

Click the link in any cell containing your results to access the Vendor Schedule

Payment Inquiry page, to view details for that value.

Click the Total link.

Training Guide


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Step Action


27. View the details.

28. You have successfully reviewed vendor aging information for a business unit.

End of Procedure.

Reviewing Scheduled Payments on Hold Payables includes several inquiry pages and reports that enable you to examine the detail

associated with your payments. The inquiry pages are just a starting point. Use the Scheduled

Payments on Hold page to view vouchers that are scheduled for payment, yet are on hold.

In this topic, you will review a scheduled payment on hold for a specific vendor.

Procedure


Page 391

Step Action

1. Begin by navigating to the Scheduled Payments on Hold page.


Training Guide


Page 392

Step Action





Page 393

Step Action

5. Click the Scheduled Payments on Hold link.

Training Guide


Page 394

Step Action



"QUICKPACE-001".


9. The Scheduled Payments on Hold page displays vouchers that are on hold, on hold for withholding, pending approval, or denied approval.

10. The Vouchers field displays the number of vouchers on hold for this vendor.

11. The Scheduled Payment field displays the ID of the payment that is on hold and

whether full or partial payment will be made.

12. The Scheduled to Pay field displays the date that the payment is scheduled to be

paid. This could be the Due Date, the Discount Due Date, or a more current date, if the voucher was entered after both of these dates.

13. The Approval Status field displays the current approval status of the voucher.

14. The Hold Reason field displays the reason why the payment was not made and the

voucher kept on hold. Notice that the current voucher was kept on hold because the

invoice amount was in dispute.

15. You have successfully reviewed a scheduled payment on hold for a vendor.

End of Procedure.

Reviewing Scheduled Payment Information Use the Scheduled Payment Inquiry page to view the scheduled payments details.

In this topic, you will view payment details for a specific business unit.

Procedure


Page 395

Step Action

1. Begin by navigating to the Scheduled Payment Inquiry page.


Training Guide


Page 396

Step Action





Page 397

Step Action

5. Click the Scheduled Payment link.

6. Use the Scheduled Payment Inquiry page to review scheduled payments details.

7. Enter the search criteria for your inquiry. There are some dependencies among search fields:

• You cannot search by both vendor ID and vendor short name.

• You must enter a vendor setID to search by vendor. • You must enter a remit vendor setID to search by remit vendor.

• You must enter a bank setID to search by bank and bank account.

8. All other fields can be used to search in any combination. Many fields enable you to

search by single value or range of values.

Most fields in this region are similar to those discussed for the Voucher Inquiry

page.

Training Guide


Page 398

Step Action




12. Use the Display Currency Criteria section to convert the currency that appears in

the results region to one common currency. You can enter your display currency

criteria either before or after you click the Search button.

13. Use the Currency field to enter the currency code of the type of currency that you want your data to be displayed in. This field is automatically populated from the

operator preferences, but you can edit it. The system converts all of the payments

shown to this currency.

14. Use the Rate Type field to enter the rate type to convert the amounts by using the exchange rate for the type of currency that you selected.

15. Use the Show Display Currency field to view additional information about the

converted amounts.


17. If you have already generated your search, click the Convert button to convert the

display of your results. The Convert button displays the converted currencies; it does not convert them.


Page 399

Step Action

18. Use the Sort Criteria section to sort your results. Select the field that you want to sort by, and select whether you want your inquiry sorted in descending order. Click

the Sort button to generate the sort.


20. The results appear in the Schedule Payment Listing grid.

21. Click the Voucher ID link to access the Voucher Inquiry page, where you can

view more detailed information about the payments that make up this voucher.

Click the Voucher ID link.

Step Action


23. Review the information.

24. You have successfully reviewed scheduled payment information.

End of Procedure.

Reviewing Current Vendor Balances Use the Vendor Current Balances page to review the current payables balance for a vendor or

group of vendors.

Training Guide


Page 400

In this topic, you will view vendor balance information for a specific business unit.

Procedure

Step Action

1. Begin by navigating to the Vendor Current Balances page.



Page 401

Step Action




Training Guide


Page 402

Step Action

5. Click the Current Balance link.

6. Use the Vendor Current Balances page to review vendor balance information.

7. Enter the search criteria for your inquiry. You can use any combination of the setID,

business unit, currency, and vendor ID or vendor short name fields. You cannot

search by both vendor ID and vendor short name. If you do not search by business unit, you must search by vendor ID or vendor short name. You can search by single

vendor ID, single vendor name, or a range of these values.


Page 403

Step Action

8. Click the Collapse section button.

9. Use the Sort Criteria section to sort your results.

Select the field that you want to sort by, and select whether you want your inquiry sorted in ascending or descending order. Click the Sort Display button to generate

the sort.


11. Use the Display Currency Criteria section to convert the currency that appears in the results region to one common currency. You can enter your display currency

criteria either before or after you click the Search button.

12. Use the Currency field to enter the currency code for the currency in which you

want your data to be displayed. This field is automatically populated from the operator preferences, but you can edit it. The system converts all of the payments

shown to this currency.

13. Use the Rate Type field to enter a rate type to convert the amounts by using the

exchange rate for the type of currency that you selected.

14. Use the Show Display Currency field to view additional information about the converted amounts.

Training Guide


Page 404

Step Action

15. If you have already generated your search, click the Convert button to convert the

display of your results. The Convert button displays the converted currencies; it

does not convert them.


17. Once you complete your inquiry, the results appear in the Vendor Current

Balances grid.

Click the Short Vendor Name or Gross Amount link to open the Scheduled

Payment Inquiry page, for a breakdown of details for this vendor that is

independent of the selected business unit and transaction currency.

18. Click the Vendor Short Name link.

Step Action


20. Review the remaining scheduled payment information.

21. You have successfully reviewed current vendor balance information.

End of Procedure.


Page 405

Running Financials and SCM Reports Process Scheduler's primary role is to support the PeopleSoft application environment. It is used

to run PeopleSoft processes, including programs, batch programs, reports, and so on.

More specific examples of processes include running reports, posting journal entries, loading

benefit enrollment forms, and calculating payroll deductions. All of these are performed behind

the scenes of your online system.

There are several advantages to using Process Scheduler to run reports. This lesson focuses only

on running reports and not on any other types of processes. Because a report is a type of process,

these two terms may be used interchangeably, depending upon the context in which they are used.

Process Scheduler Advantages:

• System Efficiency: Data-centric processes can run close to the database on high-powered servers. Non-data-centric processes can run anywhere.

• Low Administration Overhead: User accounts on servers are unnecessary. Users don't need to

know additional passwords to run processes.

• End-User Productivity: Users don't need to know the syntax of running a report or any process for that matter. Workstations remain available for other tasks while a process runs in the

background on a server.

Process Scheduler enables you to run processes one at a time, per your request. For example, you

may want to run a report that generates a list of employees hired last month. If it fits your needs,

you can also schedule a recurring report to run at specified times, such as every Friday at 6:00 p.m.

Process Scheduler enables you to run reports easily and efficiently, without interruption to your

workstation. A report may be running at the same moment you are reconciling financial data in a spreadsheet or entering personnel data into a database -- whatever the case may be for your

particular position. In short, you can continue your daily work routine while Process Scheduler

takes care of running your reports.


• Run a report using Process Scheduler. • Monitor a report using Process Monitor.

• Manage a report using Report Manager.

Running Financials and SCM Reports Using Process Scheduler, running a report is a simple process. Before beginning, it is important

to understand a few basic Process Scheduler terms.

• Process Request: A single "run request," such as an SQR or Crystal report. • Run Control ID: A unique ID, associating each operator with his or her own run control table

entries.

• Process Instance: A unique number that identifies each process request. This value is automatically incremented and assigned to each requested process when the process is submitted

to run.

Training Guide


Page 406

In this topic, assume your company is performing its year end closing. The process of year end

closing closes the profit and loss (P/L) accounts to retained earnings and generates the balance

forward amounts. As part of this process, you have been asked to run the Closing Trial Balance report which lists summary information of all entries on the ledger by account type. Your goal is

to run the Closing Trial Balance report.

Procedure

Step Action

1. Begin by navigating to the Closing Trial Balance page.



Page 407

Step Action

2. Click the General Ledger link.

3. Click the Close Ledgers link.

Training Guide


Page 408

Step Action

4. Click the Closing Trial Balance link.

5. Notice that there is a blank Run Control ID field. A Run Control ID is an identifier

that, when paired with your User ID, uniquely identifies the process you are running.

The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you

for additional values.


Page 409

Step Action

6. You can run this report by searching for an existing Run Control ID or you can add a new value, thus creating your own Run Control ID. The advantage of creating your

own is that you can create one that makes sense to you, and one that you will most

likely remember and be able to use again and again.

For example, you can create a Run Control ID that is the same as your name so you

can easily identify and remember it.


Training Guide


Page 410

Step Action

7. By creating your own Run Control ID, you will be able to save it and all assigned

parameters so that you can easily access this report again in the future.

For this example, you will create a new Run Control ID called "RUN_CLSTB".

Enter the desired information into the Run Control ID field. Enter "RUN_CLSTB".


9. Use the Closing Trial Balance page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when

the report is run. The parameters will vary depending on which report you are

running. For example, other reports might have fields where you specify the SetID, Employee ID, or Department values before running the report.

10. For this report, you must define the Unit, Ledger, and Fiscal Year fields.

For this example, use the default selections for the Unit and Ledger fields.


Page 411

Step Action

11. Next, specify the fiscal year for which you will run the report.

Click in the Fiscal Year field.

12. Enter the desired information into the Fiscal Year field. Enter "2006".

13. The parameters are set for this report.

Click the Run button.

14. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.

Training Guide


Page 412

Step Action






17. Use the Run Date field to specify the date you want the process to run. This gives

you the ability to set a report to run on a future date.

18. Use the Recurrence field to specify the recurring time intervals for a process

request to run. For instance, if you need to run a process every week day at 5 pm that resolves all the transactions managed by your web site, you could select the run

recurrence definition of M-F at 5 pm to schedule this process to run at the

appropriate time.

19. Use the Run Time field to specify the time you want the process to run. This gives

you the ability to set a report to run at a future time.

20. Use the Reset to Current Date/Time button to sets the Run Date and Run Time to the present date and time.

21. Use the Time Zone field to select the time zone in which the process will run. For

example, you might be in Eastern Standard Time (EST) and schedule a process to

run in Pacific Standard Time (PST).


Page 413

Step Action

22. The Description field helps to uniquely identify a process. You should be familiar enough with the processes that you run as part of your daily tasks to identify them

by this description.

23. The Process Name field displays the name of the process as it appears in the

definition.

24. The Process Type field displays the type of process, such as SQR, Crystal, and so

on.

25. Use the Type field to select the type of output you want to generate for this job.

Your four choices are File, Printer, Email, or Web.

File: This enables you to write the output to a file that will appear in the Output Destination.

Printer: You can enter a custom printer location if you have the appropriate security access.

Email: You can enter the destination information to send to a particular email recipient(s). Note that Email is available only for SQR, PS/nVision, and Crystal.

Web: Sends all output of the process to the report repository, including log and trace

files.

26. Use the Format field to define the output format for the report. The values are

dependent upon the Process Type you have chosen. For example, the default format

for Crystal and PS/nVision is HTML.


28. The report is now running. Notice that your report has been assigned a Process

Instance number. It is a good idea to make a note of the Process Instance number for future tracking.

Training Guide


Page 414

Step Action

29. Now that you have used Process Scheduler to run your report, you next will use

Process Monitor to monitor the status of your report. You use Process Monitor to:

• Check the status of your submitted process requests. • Cancel process requests that have been initiated or are currently processing.

• Hold process requests that are queued, and queue process requests you have put on

hold.


30. Process Monitor supplies you with two pages, the Process List page and the Server

List page. Use the Process List page to view the status of submitted report/process

requests.

31. You use the fields in the View Process Request For section to display specific

processes based on the criteria entered in these fields.

32. Use the User ID field to view the processes submitted by a user ID. Usually, you view your own user ID.

Leave this field blank to view all of the processes that you are authorized to view.

33. Use the Type field to view by a process type, such as Application Engine, Crystal, COBOL, SQR, or Application Engine processes.

34. Use the Last fields to specify an interval of time by which to limit the process

requests that appear in the list. Enter a custom numerical value in the field, and then

select a unit type: Days, Hours, or Minutes.


Page 415

Step Action

35. Use the Server field to view processes that are run on a particular server.

36. Use the Name field to view all processes for a specific process name.

37. Use the Instance fields to display results based on the process instance number. This number is automatically generated when a process is requested.

38. Use the Run Status field to view processes by status, such as Completed or Error.

39. Use the Distribution Status field to view processes by distribution status, such as

Generated, Posted, or Not Posted.

40. The Process List itemizes all the requested processes for the user, in this example

VP1.

Step Action

41. You can get details about a particular process request by clicking the Details link in

the Details column. This opens the Process Detail page where you can view such

details as request parameters and message logs.

Click the Details link.

42. Most of the items on the Process Detail page are display-only; however, you can

use some controls to manipulate the program run, as needed.

Training Guide


Page 416

Step Action

43. The Process group box contains general information to help you identify the process

request. This is a display-only group, showing basic descriptive information about

this process.

44. The Run group box shows specific run information, such as the run control ID and the run location. If the process runs on the server, the server name appears in the

Server field and any run recurrence that you have selected appears in the

Recurrence field.

45. The Update Process group box displays the actions you can take for this field depend upon your user authorizations and the current status of the request. If you are

authorized, you have the following options for your request: Hold, Queue, Cancel,

Delete, or Restart.

46. The Actions group box contains links to other pages that provide additional details about the process parameters.

47. Click the Parameters link to view additional information about the process

parameters, such as runtime definition variables, the path and program used to run

the process, the location of the completed output, and additional information about

the process status.

48. Click the Message Log link to view messages that are inserted into the message log by the program that is running.

49. The Batch Timings link is only available for process requests with a process type of

Application Engine.

The Batch Timings report contains a set of statistics that system administrators can

use to tune the system to gain better performance. This report relates specifically to

PeopleSoft Application Engine program performance.

50. When you click the View Log/Trace link, a new browser window opens, displaying links that enable you to view the message log and trace file in a browser.

The View Log/Trace link appears on the Process Monitor Detail page when at least one of the following conditions is met:

• The output destination for the process request is Web, and the report and log files

were successfully posted to the Report Repository by the Distribution Agent.

• The process has a run status of Success. • The process request ran from a PeopleSoft Process Scheduler Server Agent that

was set up using the Server Definition page with a distribution node.


Page 417

Step Action

51. Return to the Process List page.


52. Knowing the run status of your job helps you to see where it is in the queue or

identify a problem if the process has an error.

The status of your report is Success, meaning that your report has finished running.

If the status is not Success, you can click the Refresh button to update the status.

Training Guide


Page 418

Step Action

53. Now that your report has finished running, you are ready to use Report Manager to

view your report.

Click the Go back to Closing Trial Bal link.


Page 419

Step Action

54. Report Manager is like your own personal "in box" of reports and process output. It provides a secured means to view report content, check the posting status of your

output, and see content detail messages.

Click the Report Manager link.

55. The List page displays the reports from multiple databases to which you have

access. Unlike the Administration page, the List page lists reports when both of the following events occur. First, the Distribution Agent has successfully posted the

report to the report repository. Once the report has posted, the Distribution Agent

publishes a message to have an entry added to the report folder table for the new

report. Second, the local message node has subscribed to the message that was sent by the Distribution Agent by adding an entry for the report in the report folder table.

56. The Explorer page displays a hierarchical view of folders and reports. Unlike the

Administration page, the Explorer page lists reports when both of the following

events occur. First, the Distribution Agent has successfully posted the report to the report repository. Once the report has posted, the Distribution Agent publishes a

message to have an entry added to the report folder table for the new report. Second,

the local message node has subscribed to the message that was sent by the Distribution Agent by adding an entry for the report in the report folder table.

57. You use the Administration page to view the report, view details about the report,

and delete unwanted reports from the system. New reports that have been scheduled

or are in the process of being posted to the report repository are viewed only through the Administration page.

Training Guide


Page 420

Step Action

58. You use the Archives page to view reports that have been archived.

Step Action

59. For this example, you need to go to the Administration page to view the report.

Click the Administration tab.

60. The reports are listed in the Report List section of the page. You can sort this list by

using the fields in the View Reports For section of the page.

61. The Closing Trial Balance Report with the instance number 7295 is at the top of

the list, and the status is Posted.

62. In Report Manager, there are several status possibilities. Knowing what they mean

will help you to understand the progress of your job without having to check the

Process Monitor.


Page 421

Step Action

63. Because the status of your report is Posted, you may now view your report. Notice the Details link on the right side of your screen.

Click the Details link.

Training Guide


Page 422

Step Action

64. Click the GLS1003_7295.PDF link.

65. A second browser window is opened that displays the report.

Review the report. If you wish, you can also print this report by using the browser's

print button.


Page 423

Step Action

66. Return to the Report Detail page.


Training Guide


Page 424

Step Action

67. Return to the Administration page.


68. If you are authorized to delete a report, the Select check box will be active. This

enables you to select the report and then click the Delete button to remove the report from the list.

Note that you must be assigned the ReportDistAdmin (Report Manager administrator) or ReportSuperUser (super user) role in PeopleSoft Security to be

able to delete a report in Report Manager.

69. You successfully requested a report, viewed the status using Process Monitor, and

viewed the report using Report Manager.

End of Procedure.

Enterprise Payables 9 0 TRAIN

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