PeopleSoft Accounts Payable

DISTRICT WIDE APPLICATIONS

PeopleSoft Accounts Payable

PeopleSoft Training—Financials
October 2003
DWA Project PeopleSoft Accounts Payable

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

Chapter 2—Payments ................................................................................... 87

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

Chapter 3—Reports .................................................................................... 111

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

Chapter 4—Support .................................................................................... 134

PeopleSoft PeopleBooks ......................................................................................................... 134
The Help Desk ........................................................................................................................ 134
DWA Website ......................................................................................................................... 134

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DWA Project PeopleSoft Accounts Payable

Chapter 1—Vouchers

Introduction

Accounts Payable Home Page

The Accounts Payable Home page provides payable users with a single easy access location for
the pages in the payables application as well as links to commonly used pages in other
applications. These pages can be found under “Pages in other Modules Home.”

Select Vouchers
Home Page

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Vouchers Home Page

Payables Control Hierarchy

In PeopleSoft Payables, business units sit on top of a default hierarchy, or Control Hierarchy, that
facilitates both voucher entry and payment processing. As you formulate your Payables structure,
consider the five informational components of the control hierarchy that are key to Payables:

Business Unit
Origin
Control Group
Vendor
Voucher

Default values entered at the business unit level default to the transaction level, unless you
override the defaults with values stored at an intermediate level, such as voucher origin, control
group, or vendor. This hierarchy provides increased flexibility and control at the points where you
need them to fit your business needs. For example, instead of a payables user entering the same
default values over and over again on vouchers, the system uses the control hierarchy to enter the
predetermined values automatically. The user can override these values on the voucher.

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Integration to other PeopleSoft Applications

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

eProcurement

Purchasing

Accounts Accounts
Payable Receivable

General Ledger

Integrating With PeopleSoft Purchasing

Payables interfaces directly with PeopleSoft Purchasing as follows:

The Copy PO/Recv (copy purchase order/receiver) functionality enables you to directly copy
purchase order and/or receiver information onto the voucher.

Voucher Build, the batch process that builds voucher record sets, can create vouchers records
from various sources in PeopleSoft Purchasing.

Voucher Build also builds voucher record sets for contracts, and is fully integrated with
PeopleSoft Purchasing.

Matching ensures that you are paying for what you ordered and received by comparing vouchers
with purchase orders and receiving documents.

The Document Status Inquiry functionality enables you to inquire and cross-reference related
documents across the procure-to-pay business cycle.

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Integrating with General Ledger Applications

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

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

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

Accounts Payable Field Definitions Within PeopleSoft

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

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

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Field Definition
Process Frequency Designates the appropriate processing frequency:
Once: Executes the request the next time the batch process runs.
After the batch process runs, the process frequency is
automatically set to Don't Run.
Always: Executes the request every time the batch process runs.
Don't Run: Ignores the request when the batch process runs.

Report ID The report identifier.

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

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Terminology, Assumptions and Conventions

Following are some terminology, assumptions and conventions used in this manual.

Terminology

Checks and Warrants. Checks and Warrants are different financial instruments, however. For
the purposed of this manual and PeopleSoft voucher and payment processing, they may be used
interchangeable.

Vendor Short Name = vendor sort name. The PeopleSoft “vendor short name” is equivalent to
“vendor sort name” the current SDUSD accounts Payable application.

Assumptions

Budget Checking. Budget Check is a batch process that will run twice a day. It will be
scheduled to run automatically first thing in the morning to check the vouchers entered the night
before. It will be run manually in the afternoon by AP lead to check all vouchers available at that
time.

Posting Vouchers to the General Ledger. When you post a voucher (or payment) in PeopleSoft,
this means posting the transaction to the general ledger. For regular voucher posting, PeopleSoft
creates a balanced accounting entry recording the expense and liability associated the invoice
entered.

The Voucher Posting process will run twice a day. The first run will occur at the beginning of the
day as a batch process. The second will be a manual process done in the afternoon by either the
AP Lead or the AP Supervisor. While individual control groups can be posted, SDCS will
generally post all control groups.

Conventions

Invoice Date. During invoice entry the invoice date that is entered into PeopleSoft should always
be the date appearing on the vendor’s invoice. It no invoice date exits, then, the current date can
be used as an alternative.

Letter “t” in Date Field. PeopleSoft will interpret the letter “t” or “T” in date fields as today’s
date and replace it with the current date on a save or refresh operation.

Control Groups. SDUSD Control Groups will typically be comprised of 50 vouchers; however,
for the exercises in this manual, smaller control groups will be established.

Invoice Numbers. Unique invoice numbers are checked by PeopleSoft as part of its duplicate
payment validation. For the exercises in this manual, please use your own three initials followed
by a sequential three digit number in all invoice number fields. In the exercises, replace the XXX
with your three initials.

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

Invoice Number
First invoice JJD001
Second Invoice JJD002

Entering Control Groups

Control groups offer a method of entering vouchers in a batch format. It provides a level of
control where you can set up default values to be applied to groups of vouchers. Control Groups
can also be used as a means of distributing the voucher entry work load and validating the
accuracy of data entry.

SDUSD’s approach to voucher entry will be with the use of control groups. AP Tech’s will enter
vouchers into PeopleSoft in batches or groups that have previously have been totaled by another
co-worker. At the completion of voucher entry, PeopleSoft will validate that the total of vouchers
entered against the batch total previously entered.

Control Groups must be entered by a different Tech than the person that enters the corresponding
vouchers. All AP Techs will have authority to enter and assign Control Groups.

Control Groups will be used for internal audit purposes. They will replace the existing business
process of complete audits of two Techs after running the pay cycle.

AP Techs will only be allowed to enter vouchers assigned to Control Groups.

{ Steps for Entering a Control Group

1. Receive vendor invoices and distribute to AP Techs - (Performed by Accounting Clerk)

2. Select invoices, place in alphabetic order, and pass to another AP Tech - (Performed by AP
Tech)

3. Run a tape to sum and count the invoices - (Performed by AP Tech)

4. Create control group for invoices and assign to AP Tech - (Performed by AP Tech)

5. Complete Control Group Cover Sheet - (Performed by AP Tech)

6. Return invoices to AP Tech 1 for data entry - (Performed by AP Tech)

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Demonstration – Enter Control Groups

Step 1
Navigation: Non-System Task

The Accounting Clerk receives the invoices and distributes them to the appropriate AP Techs.

Step 2
Navigation: Non-System Task

Upon receipt of invoices from the Accounting Clerk, each AP Tech selects a group invoices (no
more than 50), alphabetizes them and passes them to a second AP Tech. The second AP Tech
creates the control group to provide appropriate segregation of duties.

The maximum number of invoices per group will be (50) fifty. However, smaller groups may
result as invoices will not intentionally be held to meet a minimum number for a control group.

Step 3
Navigation: Non-System Task

Each group of invoices is summed and counted to provide totals for the control group. This tape
will be used for the creation and final verification of the control group to ensure it is in balance
with the associated invoices.

Step 4
Navigation: Accounts Payable Æ Control Groups Æ Group Information

AP Techs will create a new group and enter the count and total from the tape they created. They
need to set up the control group and assign it to another AP Tech for data entry.

Select Tab Æ Add a New Value

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

Field Name Information to Enter

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

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Select Tab Æ Accounting

Accounting

Field Name Information to Select

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

y The payment process only pays vouchers in this control group if they have been verified on
the Group Information — Assignment page, regardless of whether the control group is in balance
or whether individual vouchers in the control group are ready to be paid.

Select the SAVE button.

Select the YES button.

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Accounting

Step 5
Complete Control Group Cover Sheet with the following information:

Control Group Number

Date Assigned
Assigned By
User Name
Vendor Names - Alpha Range

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Control Group Cover Sheet

San Diego City Schools

Accounts Payable Department
Control Group Cover Sheet

Control Group Number: _________

Date Assigned: ___________

Assigned By: ________________________

Signature, No Initials

User Name: __________________________

Signature, No Initials

Vendor Names: ________________through ______________

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Step 6
Navigation: Non-System Task

Upon assignment of the control group, the second AP Tech returns the invoices and tape to the
first AP Tech for data entry.

Entering Vouchers
PeopleSoft Vouchers are the electronic equivalent of vendor invoices. They are the means of
paying for goods and services that can be initiated in any of the following ways:

SDCS District Purchase Order

Contract
Board Resolution
Board Line Item

This process flow covers the entire voucher lifecycle- including entering the voucher, verifying
control groups, budget checking, and posting.

The Budget Checking process will reduce expense site funds and reduce encumbrance balance in
real time; however, it does not affect the actual general ledger. Budget Checking will primarily
be done by a batch process run automatically two per day. It can, however, be done manually
when required.

Posting from Accounts Payable to the General Ledger (debiting expense, crediting liability) will
affect the general ledger accounts balances. Posting to the general ledger will be done in
summary by a batch process run automatically in the evenings. Budget checking must be done
prior to posting.

Deferred Processing
The Voucher component in PeopleSoft Payables utilizes deferred processing in order to speed up
the data-entry process. This means that the system does not validate the data for each field as you
Tab through a page. You can enter in all the data for your page without unnecessary trips to the
server for data validation. Entered data is validated when:

You navigate to another page in the component

Click the Save button
Click the Refresh button (access key: Alt+0)

If there are any errors in your data, you are notified at this time.

Voucher Styles
PeopleSoft contains several Voucher Styles which serve different purposes within accounts
payable processing. The three types of vouchers in use at SDCS are:

Regular Voucher—standard vouchers (this is the default setting) - used to enter PO vouchers and
vouchers that require matching to purchase orders and receiving documents.

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Adjustment Voucher—used to adjust existing vouchers or to relate two vouchers to each other.

Journal Voucher—used to adjust accounting entries for vouchers that have been posted and paid,
and whose payments have also been posted.

Voucher Entry
The search page that appears when you enter the voucher component enables you to add a new
voucher, or search for an existing one. If you are adding a new voucher, you can use the fields on
this page to pre-populate the new voucher and thus reduce the amount of prompting and editing
you need to do on the new voucher.

If you are searching for an existing voucher, go to the Find an Existing Value tab where you can
search for vouchers by voucher ID, invoice number, vendor short name, vendor ID, vendor name,
or voucher style.

(Use caution when copying information from one voucher to another to pre-populate fields.
Although time saving, you must verify that all information copied from the source document is
correct for the new voucher.)

Validation When Voucher is Saved

When you save vouchers, many edits and processes occur automatically. Any problems that
PeopleSoft Payables detects with a voucher are brought to your attention so that you can fix them
immediately.

The system performs a series of validation checks to ensure that you have completed all the fields
correctly. Some of the validations that occur are:

Duplicate invoice checking.

Verifying the existence of a vendor ID.

Verifying the existence of an invoice date and invoice ID.

Balancing header amounts against voucher line amounts for transaction amount.

Balancing voucher line amounts against distribution line amounts for transaction amount.

Ensuring that the user ID approving the voucher is the same as the user logged on.

Validating accounting distribution field values and combinations and error processing.

Where appropriate, validating the calculation and proration of non-merchandise charges such as
Sales and Use Tax, VAT, freight and miscellaneous charges.

Processing steps that occur when you save a voucher include:

Assigning a voucher ID for auto-numbered vouchers.

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Determining whether the status of the control group should be updated.

Calculating and prorating the discount amount, if any.

Prorating sales tax, use tax, and freight as applicable.

Determining payment net and discount due dates.

Determining the scheduled payment date.

Creating a payment record.

Performing withholding processing, as applicable.

Checking the voucher match override status for purchase order and voucher contracts. If the
match status is set to E (error), the system deletes any entries from the Match Override table.

Non-Purchase Order Vouchers

Enter a Non-PO Voucher from source documents, such as (direct pay items, consultant forms,
RFC/Athletic claims, employee expenses, etc.). Since PeopleSoft vouchers are the electronic
equivalent of vendor invoices, they are the means of paying for goods and services.

{ Steps for Entering a Non-Purchase Order voucher

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

Complete PeopleSoft voucher form with appropriate vendor invoice data - (Performed by AP
Staff)

Communicate control group completion - (Performed by AP Staff)

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

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

Select control groups to post - (Performed by AP Lead or Supervisor)

Post vouchers - (Performed by AP Lead or Supervisor)

File invoices - (Performed by Accounting Clerk)

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Demonstration – Entering Non-Purchase Order Voucher

In this example we will process a voucher from the Office Depot for $107.75, payable
immediately, for emergency plumbing repair and supply at Adams Elementary School. It
contains a single line item of $100.00, tax of $7.75 and has no additional charges associated with
it (e.g., freight, misc, etc.).

Step 1
Navigation: Non-System Task

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

Step 2
Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular Entry

Enter header information pertaining to the voucher.

Add a New Voucher

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Field Name Information to Enter

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

Click the ADD button.

Enter all relevant vendor invoice data into a PeopleSoft voucher. The completed voucher will
contain vendor, item, and payment information as well as voucher processing details.

Voucher Header

Since this is payable immediately and contains sales tax, we must change the Pay Terms and then
click the Sales Tax icon.

Field Name Information to Enter

Pay Terms
Enter Immediate or and select from the list
Sales Tax icon Click the icon

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Sales Tax Charges

Field Name Information to Enter

Prorate Verify the check box is checked
Charge type SALETX

Click OK.

Voucher Header

Next, enter the Sales Tax and Total amount.

Field Name Information to Enter

Sales Tax 7.75
Total 100.00

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

Field Name Information to Enter

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

Voucher Detail – Invoice Lines

Field Name Information to Enter

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

For Additional Invoice Lines click the button.

Voucher Detail – Distribution Lines

Field Name Information to Enter

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

For Additional Distribution Lines click the button.

For this example we do not need any additional lines.

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Click the Payments tab.

Payments

Field Name Information to Verify

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

Click the Invoice Information tab.

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Now, for this example let’s budget check this invoice by selecting the icon. This will
automatically budget check this voucher based upon the account code used in the detail lines.

An updated Budget Status of Valid indicates this voucher has passed budget checking.

Click SAVE.

Click YES.

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Step 3
Navigation: Non-System Task

Communicate control group completion is done by placing the completed, balanced

control group in the lead person’s in box.

Step 4
Once the control groups have been completed, they must be verified before they can be posted or
paid. The verifier needs to check each voucher dollar amount against the amount on the tape to
ensure accurate data entry.

Each voucher entered for the control group will be listed under the Voucher Information section.
Using the tape accompanying the group of vouchers, verify the amount of each voucher against
the tape for accuracy.

Navigation: Accounts Payable Æ Control Groups Æ Group Information

Select the Vouchers tab.

Vouchers

Click the Assignment link.

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Assignment

Field Name Information to Enter

Status Select Verified from the list of valid values

Click SAVE.

Step 5
When control groups are balanced and verified, the majority of vouchers will be budget checked
using the budget checking process batch process scheduled within PeopleSoft, twice daily.

However, there may be times when you will want to budget check an individual vouchers on an
as needed basis, for example;

During an express pay transaction

After a correction to a voucher changing in dollar amount.

In these cases, budget checking can be done online during voucher entry using the budget
checking icon.

Step 6
Navigation: Accounts Payable Æ Control Groups Æ Post Control Group

Once the control groups are balanced, verified, and budget checked, the vouchers in the control
group are ready to be posted.

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Post Control Group

Field Name Information to Enter

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

Click SAVE.

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

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Voucher Posting Request

Field Name Information to Enter

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

Process Scheduler Request

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Field Name Information to Enter

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

Click OK.

Step 8
Navigation: Non-System Task

Accounting Clerks will file invoices each morning.

Employee Expenses
Until the Expense module is purchased and installed, SDUSD will use the Open Item accounting
functionality of Accounts Payable and General Ledger to account for employee travel and
conferences. Open Item accounting will be used for advance payments for airline travel, hotels,
and conference enrollments.

Using Open Item accounting is a temporary solution to employee expenses, as the Expense
module will be installed at a later date.

Checks will not be cut to employees, but to vendors.

Receipts for Open Items will be entered through Journal Vouchers to move the expense to the
correct Chartfield string rather than a Regular entry, which would result in a zero dollar warrant.

The form which will be required to authorize an advance payment for airline travel, hotels, and
conference enrollments will be the “Business & Travel Expense reimbursement Claim” form.

Warrants processed from employee expense transactions will be sent directly to the vendor.

An Open Item record is created for each employee who is traveling. Employee Expense
accounting procedures require that open employee expenses are followed up to ensure all receipts
are turned in and accounted for properly.

Reviewing the expense status online allows the Accounts Payable Department to determine which
employees still have receipts to turn in and what amounts are still outstanding.

{ Steps for Entering an Employee Expense voucher

Receive “Advanced Payments for Employee Travel/Conferences form.” - (Performed by AP

Tech)

Complete PeopleSoft voucher form with appropriate employee and vendor data - (Performed by
AP Tech)

Communicate control group completion - (Performed by AP Tech)

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Demonstration – Entering Employee Pre-Paid Item

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

Step 1
Navigation: Non-System Task

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

Step 2
Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular Entry

Enter header information for the voucher.

Voucher

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Field Name Information to Enter

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

Click the ADD button.

Invoice Information

Click the Sales Tax icon.

Sales Tax Charge

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Field Name Information to Enter

Charge Type SALETX

Click OK.
Invoice Information

Enter a short description of the expense.

Field Name Information to Enter

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

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

0 Use the Open Item Account, 5200, designated by SDCS. When entered, the OpenItem
Chartfield is activated within the Chartfield string. Enter the OpenItem key field for the
employee in question.

0 Use the Open Item field to record the employee incurring the expense. The employee MUST
be set up as a vendor in order to be eligible for pre-paids. The actual account will be set up as an
expense account that will be budget checked at the time of entry.

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Field Name Information to Enter

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

Select the Payments tab.

Payments

0 Change the Remit to field from the Employee Vendor Record to the Vendor Record so the
check will be sent directly to the Vendor.

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Field Name Information to Update / Verify

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

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

Field Name Information to Verify / Update

Location Verify Location
Address Verify Address
Bank Account Information Verify Bank Account information

Click SCHEDULE PAYMENTS.

Payments

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Field Name Information to Verify

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

Click SAVE.

Step 3
Navigation: Non-System Task

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

Now lets try The Voucher Entry – Employee Expenses Exercise in the exercise booklet.

Purchase Order Vouchers – Option 1 – Copy PO

If you want to copy all of the lines from a purchase order into the voucher, PeopleSoft provides a
Copy Purchase Order function that will accomplish this easily. All that is required is that you
enter the PO Unit and the Purchase Order number for the purchase order you want to copy, and
the voucher related information will be loaded onto the voucher information screen automatically.

Purchase Order information that can be loaded onto the voucher includes:

Invoice Header Total

Item Number
Description
Quantity
Unit of Measure
Unit Price
Extended Amount
Chartfield information:
GL Unit
Budget Date
Department
Resource
Budget Reference
Account
Program
Class
Fund
Extended

This information is designed to speed entry of the voucher entry process. Values can be over-
ridden if required for complete and accurate processing of the transaction.

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{Steps for Entering a Purchase Order voucher

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

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

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

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

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

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

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

8. File Invoices - (Performed by Accounting Clerk)

Demonstration – Purchase Order Vouchers – Copy PO

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

Step 1
Navigation: Non-System Task

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

Step 2
Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular Entry

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Voucher

Enter vendor invoice data into a PeopleSoft voucher. The completed voucher will contain
vendor, item, and payment information as well as voucher processing details.

‡ Gross Invoice Amount and Total Voucher Liner Items will be brought over from the purchase
order. So, if the all lines in the voucher refer to the purchase order, PeopleSoft will copy these
values for you.

Field Name Information to Enter

Control Group ID Select control group
To search for the Short
Vendor Name Click the Search icon
Invoice Number Enter invoice number from vendor’s invoice
Invoice Date Enter invoice date from invoice
Gross Invoice Amount Leave Default value if all voucher lines items refer to Purchase
Order
Leave Default value if all voucher lines items refer to Purchase
Total Voucher Liner Items
Order

Click ADD.

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There are two options in getting PO information into a voucher: 1) Copy PO and 2) Worksheet
Copy Option. SDCS will use both options. The Copy PO option allows the user to copy the
entire PO. The Worksheet Copy Option allows the user to copy a partial PO or to copy from a
Receiver.

Invoice Information

Field Name Information to Enter

PO Unit Enter SDUSD

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

Click COPY PO.

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Invoice Information

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

Voucher Header Information Automatically Entered

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

Distribution Lines Information Automatically Entered

Amount Entered from the Purchase Order
Quantity Entered from the Purchase Order
GL Unit Entered from the Purchase Order
Budget Date Entered from the Purchase Order
Department Entered from the Purchase Order
Resource Entered from the Purchase Order
Budget Reference Entered from the Purchase Order
Account Entered from the Purchase Order

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Distribution Lines Information Automatically Entered

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

Now to address the tax exempt status of this invoice we will need to change the tax status of this
invoice.

Invoice Information

If the entire Invoice is tax exempt, select the SUI Exempt check Box.

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Invoice Information

Field Name Information to Change

SUT Exempt Check
SUT Tax Amount Clears Out automatically

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

Voucher Line Tax Information

Field Name Information to Change

SUT Apply Change to Exempt
Tax Code SUT Clears Out automatically

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Click OK.

Select the Payments tab.

Payments

y Add the SDUSD Vendors Account Number onto the check stub by entering it into the
Payments Message panel.

Select the Messages hyperlink.

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Payment Message

Field Name Information to Enter

Payment Message Enter SDUSD Account Number

Click OK.

Click SAVE.

Click SCHEDULE PAYMENTS.

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Payments

Click SAVE.

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Purchase Order Vouchers—Option 2—Copy Worksheet Option

You can copy specific information from a worksheet and add to the voucher.

The Worksheet Copy Option on the Invoice Information tab allows you to search for and review
individual source documents (Purchase Orders) to copy the following onto your voucher:

select an individual line of a purchase order

select a range, or multiple lines of a purchase order

{ Steps for Entering a Purchase Order voucher—Copy Worksheet

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

Complete PeopleSoft voucher form using Copy Worksheet Option - (Performed by AP Staff)

Communicate control group completion - (Performed by AP Staff)

Verify control groups - (Performed by AP Lead)

Budget Check the vouchers - (Performed by AP Lead)

Select control groups to post - (Performed by AP Lead)

Post vouchers - (Performed by AP Lead)

File invoices - (Performed by AP Staff)

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Demonstration—Purchase Order Voucher—Copy Worksheet

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

SDUSD vendor account number at Nike is 98765432.

Step 1
Navigation: Non-System Task

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

Step 2
Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular Entry

Add a New Voucher

Enter all relevant vendor invoice data into a PeopleSoft voucher. The completed voucher will
contain vendor, item, and payment information as well as voucher processing details.

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Field Name Information to Enter

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

Click ADD.

Invoice Information—Copy from a Source Document

‡ The Worksheet Copy Option allows the user should choose to copy a PO Receipt as a first
choice. If PO Receipt is not a valid choice, then choose to copy a Purchase Order Only.

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

Field Name Information to Enter/Verify

Total Verify Total as 0.00 - Will change this in future steps
Extended Amount Review Extended Amount - Will change this in future steps
Worksheet Copy Option Select PO Receipt from dropdown list

PO Receipt Lookup

Field Name Information to Enter

PO Unit SDUSD
PO Enter Value from Invoice

Click SEARCH.

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Receiver Search

Field Name Information to Enter

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

Click COPY TO VOUCHER.

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Invoice Information

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

Field Name Information to Verify/Update

Invoice Lines 1 of 1
Description Description of the item purchased
Quantity Quantity from the purchase order receipt
UOM UOM from the purchase order receipt
Unit Price Unit Price from the purchase order receipt

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

Distribution Lines

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Distribution Lines Information Automatically Entered

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

Distribution Lines

Change Quantity to 5 and click REFRESH.

Click the Payments Tab.

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Payments

Field Name Information to Verify

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

Select the Messages hyperlink.

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Payment Messages

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

Field Name Information to Enter

Payment Message SDUSD Vendor Account Number

Select OK.

Click the SCHEDULE PAYMENTS button.

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Payments

Field Name Information to Verify

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

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

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

Select SAVE.

Step 3
Navigation: Non-System Task

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

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Step 4
Navigation: Accounts Payable Æ Control Groups Æ Group Information

Once the control groups have been completed, they must be verified before they can be posted or
paid. The verifier needs to check each voucher dollar amount against the amount on the tape to
ensure accurate data entry.

Each voucher entered for the control group will be listed under the Voucher Information section.
Using the tape accompanying the group of vouchers, verify the amount of each voucher against
the tape for accuracy.

Step 5
Navigation: Accounts Payable Æ Batch Processes Æ Vouchers Æ Budget Check

Once the control groups are balanced and verified, the vouchers in the control group must be
budget checked before they can be posted.

‡ Budget checking is a batch process, run once per day automatically and once per day manually
by AP Lead after verifying the control batches.

Step 6
Navigation: Accounts Payable Æ Control Groups Æ Post Control Group

Once the control groups are balanced, verified, and budget checked, the vouchers in the control
group are ready to be posted.

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

Navigation: Batch Process Æ Voucher Æ Voucher Posting Request

Step 8
Navigation: Non-System Task

Accounting Clerks will file invoices each morning.

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

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Adjustment Vouchers

Once you post a voucher to the general ledger, you can make only limited changes to it through
the Regular Voucher entry process. Essentially you can only add a comment to the voucher; that
does not impact the numbers on the voucher.

Adjustment vouchers adjust the original dollar amount for any events that have occurred since the
original was created and posted to the general ledger. They do not, however, change the
distribution from the original voucher; this is done through the use of a journal voucher.

Adjustment vouchers are typically used for credit memos, debit memos, or for relating one
voucher to another.

Examples of Adjustment Vouchers

Let's say you ordered food for your company meeting but did not receive all that you ordered.
You can make an adjustment for the missing items using an adjustment voucher.

If you are being billed in two parts for a major purchase, and you need to tie the two invoices
together, enter the second invoice as an adjustment.

You can also use Adjustment vouchers to enter credit adjustment vouchers that reference
purchase orders. If you received a credit from vendors that is not reflected on Return to Vendor
credits, you can use Adjustment vouchers to capture these credits.

y You can enter adjustment information manually, or you can copy the voucher that you want to
adjust right into the Adjustment voucher.

0 To change the numbers on a posted voucher, you must first unpost the voucher (unposting a
voucher will be limited to AP Lead or Supervisor and only if errors were made entering the initial
voucher). This action puts the voucher back into a postable state by reversing the accounting
entries made when it was posted, thus making it as if it had never been posted. You can then
change the necessary fields within the voucher.

Adjustment Vouchers are created by selecting the Voucher Style—Adjustments on the Voucher
search page. Then after entering the Voucher ID of the voucher you want to reverse in the
Voucher ID field you click the Copy to Voucher button to copy the entire voucher. (As with
regular vouchers, you can copy individual voucher lines by clicking the Copy from Worksheet
link.)

(Optional) If you are adjusting a voucher that references a purchase order, you can update the
prior quantity and amount matched against the purchase order by selecting the Reverse Qty/Amt
field on the Voucher Lookup Criteria page. You can also have the Budget Processor
restore/liquidate the encumbrance budget by selecting the Adjust Matched Values on the Voucher
Lookup Criteria page.

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Line items are entered as positive (debit memo) or negative (credit memo) adjustment lines. A
positive amount will increase the voucher and a negative amount will decrease it.

The system populates the Related Voucher field on the Invoice Line with a voucher ID to link
voucher lines to the vouchers you are adjusting. The Related ID field is a reference field for
tracking your adjustments; it is for informational purposes only. By entering the original invoice
number from the first voucher, the debit/credit memo will reference the vendor’s original invoice.

You can access additional information for your adjustments on the remaining pages in the
Voucher component. These pages are the same as those for regular voucher entry.

{ Steps for Entering Adjustment Vouchers:

1. Receive vendor invoices, tape, control group cover sheet and control group ID - (Performed
by AP Tech)

2. Enter Adjustment Vouchers into PeopleSoft - (Performed by AP Tech)

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

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

5. Select control groups to post - (Performed by AP Lead or Supervisor)

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

7. File invoices- (Performed by Accounting Clerk)

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Demonstration – Adjustment Voucher

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

Step 1
Navigation: Non-System Task

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

Step 2
Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular Entry

After reviewing the adjustments, the AP Techs will enter the Adjustments and link them to the
original Voucher. These adjustments can be either debits (increases) or credits (decreases) in
amount owed to vendors.

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Voucher

Field Name Information to Enter

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

Click ADD.

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Invoice Information

Load associated Voucher ID, to search click icon.

Field Name Information to Enter

Voucher ID Enter Related Voucher ID

Invoice Information

Click Copy to Voucher.

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Invoice Information

Field Name Information to Enter

Total Make changes to Total to reflect the adjustment.

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

Click SAVE.

Step 3
Once the control groups are balanced and verified, the vouchers in the control group must be
budget checked by the AP Lead before they can be posted.

Step 4
Navigation: Non-System Task

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

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Step 5
Once the control groups have been completed, they must be verified before they can be posted or
paid. The verifier needs to check each voucher dollar amount against the amount on the tape to
ensure accurate data entry.

Step 6
Once the control groups are balanced, verified, and budget checked, the vouchers in the control
group are ready to be posted.

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

Step 8
Navigation: Non-System Task

Accounting Clerks will file invoices each morning.

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

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

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

Demonstration—Verifying Withholding

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

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

{ Steps for Verifying Withholding

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

Complete PeopleSoft voucher form with appropriate vendor invoice data - including verifying
withholding information. - (Performed by AP Tech)

Communicate control group completion - (Performed by AP Tech)

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

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

Select control groups to post - (Performed by AP Lead or Supervisor)

Post vouchers - (Performed by AP Lead or Supervisor)

File invoices - (Performed by Accounting Clerk)

Step 1
Navigation: Non-System Task

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

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Step 2
Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular Entry

Voucher

Step Field Name Information to Enter

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

Click ADD.

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Invoice Information

Step Field Name Information to Enter

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

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Withholding

Step Entity Information to Verify

2.11 CA 1099
2.12 IRS 1099
2.13 Back to Invoice Click

When you have competed verifying the withholding, click Back to Invoice hyperlink and
complete Invoice.

‡ In the case of the Levy, a separate check will be generated for the amount of the levy made
payable to the appropriate agency handling the payments.

Complete the distribution account code.

Distribution Lines

Click SAVE.

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y In the case of a multiple line voucher with lines subject to different withholdings or no
withholdings, you must uncheck the applicable withholding entities in the Withholding Panel for
the corresponding voucher distribution lines.

Withholding

‡ Select the appropriate distribution line number and select / unselect the Applicable
withholding entities.

Step 3
Navigation: Non-System Task

Communicate control group completion is done by placing the completed, balanced

control group in the lead person’s in box.

Step 4
Once the control groups have been completed, they must be verified before they can be posted or
paid. The verifier needs to check each voucher dollar amount against the amount on the tape to
ensure accurate data entry.

Step 5
Once the control groups are balanced and verified, the vouchers in the control group must be
budget checked before they can be posted.

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Step 6
Once the control groups are balanced, verified, and budget checked, the vouchers in the control
group are ready to be selected for posting.

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

Step 8
Navigation: Non-System Task

Accounting Clerks will file invoices each morning.

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Match/Approve Vouchers

Overview of Three Way Matching

Three way matching refers to the process of comparing price and quantity values found in three
different business documents; Voucher, Purchase Order and Receiver prior to approving a
voucher for payment. This process provides assurance that the products listed on a vendor
invoice were requested and received at the appropriate price and in the appropriate quantity.

The components of three way matching are:

1. Goods are ordered via purchasing or eProcurement function. The requisition identifies the
price and quantity of the goods ordered. This information is transferred onto the purchase order
from the requisition.

2. When the goods are shipped to SDCS, the quantity received is entered into PeopleSoft by the
receivers.

3. When the invoice is received a voucher is created and matched to the purchase order and
receiving documents.

Specifying Voucher Tolerances

As part of the matching process, tolerances are set up which dictate what variances (or tolerances)
are acceptable and can be passed through by the accounts payable system.

Specific tolerances include:

Monetary Tolerances—Specify the Lower Amt (lower amount) and/or Upper Amt (upper
amount) for the tolerance.

Percentage Tolerances—Specify the Lower % and/or Upper %.

Minimum Amount—Minimum Amount (minimum amount) for the tolerance.

SDCS vouchers associated with contracts will have a tolerance of zero set up within the
matching, meaning the numeric values will have to match exactly in order for the voucher to
successfully pass the matching process. Special Request purchases will be the only transactions
with tolerances greater than zero associated with them.

If a match exception condition exists on the voucher, the system will automatically overrides the
match exception if falls within the acceptable limits established within the match exception rules.

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Invoice

Voucher must have been approved

before payment can be made.
Otherwise, manual approval is necessary.

Voucher
Entered
Voucher Paid

Three choices if there are exceptions: Reject,

Override, or To Be Matched.
Matched

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

Reject? Not Paid

Voucher
Override? Flagged for
Payment

Voucher will be made payable

next time matching runs

Correct
Errors

Match
Exceptions
Detail
Match
Exceptions
Detail

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The Matching Process

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

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

{ Steps for Matching Vouchers

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

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

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

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

Demonstration—Matching

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

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

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

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Step 2
After running the matching process, review the results to verify all the vouchers matched
successfully. Vouchers with errors need to identified and researched to determine the source of
the error.

Accounts Payable Æ Review Æ Vouchers Æ Match Manager

Match Manager Search

Range Fields Range Data Required

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

Buyer Enter a Buyer or use the search icon

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Range Fields Range Data Required

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

Voucher Date Type Select from the drop down list:

Accounting
Due
Entered
Invoice
From Date / To Date Enter From and To Date based on Voucher Date Type.

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

Click SEARCH to display a list of Vouchers.

Match Manager Search

This will display a list of Vouchers with Match exceptions based on the criteria you entered.

‡ Vouchers without an icon under this heading have no match exceptions to review.

Click the PURCHASE ORDER ICON.

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Match Exception Voucher / Purchase Order

Match exceptions between Voucher and Purchase Order.

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Match Manager Search

Click the RECEIPTS icon.

Match Exception Voucher / Receipt

Match exceptions between Voucher and the Receipt.

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Step 3
All efforts should be made to correct the errors but the need will arise to override those that can
not be corrected. Overriding match errors is only to be done by Accounts Payable Lead or
Supervisor.

It is possible to override the match exceptions within PeopleSoft if you have the appropriate
permission associated with your logon ID.

‡ Match exceptions on a Voucher must be taken care of before the voucher can be paid.

Match Manager Search

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

Click the EXCEPTIONS LOG icon.

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Match Exception Override

The Match Exceptions scroll area provides a description of each Match Rule that has been
violated by this voucher.

If the match violation is related to having charged the wrong account, the expense account can be
changed within the Accounts Payable department.

Field Name Information to Enter

Match Status Select Overridden radio button
APPLY Click

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

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

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

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

Chartfield Original Value Correct Value

Department 0334 0003
Resource 00000 00000
Budget 00 00
Account 4301 4301
Program 0000 0000
Class 0000 0000
Fund 01000 01000
Demonstration – Budget Check Batch Process

Navigation: Accounts Payable Æ Batch Processes Æ Vouchers Æ Budget Check

Find an Existing Value

Select BudgetCheck.
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Budget Check

Field Name Information to Verify / Enter

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

Click RUN.

Process Scheduler Request

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Field Name Information to Enter

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

Click OK.

Budget Exception – Error Correction

Budget exceptions arise when the commitment control process cannot create an expense against
the Chartfield values on a voucher. There are several possible reasons for this. The most likely
reasons are:

No Budget Exists – the Chartfields reference a budget that has not yet been established.

Insufficient Funds – the Chartfields reference a budget that does not have enough available
spending authority to create the pre-encumbrance.

Some exceptions will require the requester to make the necessary corrections on the requisition
while other exceptions will require the attention of a Budget Analyst.

{ There are two steps for Budget Exception – Error Correction:

1 – Review the budget checking error - (Performed by AP Lead or Supervisor)

2 – Edit voucher data to correct the exception - (Performed by AP Lead or Supervisor)

Demonstration – Budget Exception Correction

Step 1
Commitment Control Æ Review Budget Check Exceptions Æ Voucher

After the Budget Check process has completed, review and correct the vouchers with budget
exceptions. This process will fail for vouchers with invalid chartfield strings or Chartfield strings
with insufficient budget for the voucher. In that event, the chartfields must be corrected, the
budget adjusted, the voucher cancelled, or the voucher overridden. If the status is valid, no work
is required.
Review all distributions on the Voucher for budget errors.

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AP Voucher Exceptions

Field Name Information to Enter

Business Unit SDUSD
Voucher ID Enter voucher ID or Search

Click SEARCH.

Voucher Exceptions

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

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Select Link

Click to see the exception.

Exception Details

Click to see the financial chartfield charges in this transaction.

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Payables Voucher Line Drilldown

When completed with review.

Click OK.

Click OK.

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

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

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

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Navigation: Accounts Payable Æ Voucher Æ Entry Æ Regular Entry

Find an Existing Value

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Invoice Information

Replace the invalid account string with the correct one.

Chartfield Invalid Value Valid Value

Department 0334 0003

Click SAVE.

Select the Budget Check Icon .

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Invoice Information

The voucher passes budget checking with the new chartfield values.

Click SAVE.

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Chapter 2—Payments
Overview of Pay Cycle

Payment
Selection

Discount Alert

Selection
Exceptions
Withholding
Alert

Print Trial Payment Creation

Register

Print Checks EFT Format ACH Format Print Advices

ACH
Payment Check
Confirmation EFT
Wire
Draft
GIRO
Letter of Credit
Format Positive
Payment

Produce Positive
Payment File

Complete

Within PeopleSoft, Pay Cycles are established to pay groups of vouchers that share certain
characteristics. They will be set up by the Accounts Payable Lead or Supervisor.
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Once set up, it can be used over and over again, with the same criteria to select payments, simply
by updating the date selection information. When the Pay Cycle is run, individual voucher
attributes are used to determine whether a voucher within the cycle will be selected for payment
or by passed for the cycle.

y A Pay Cycle acts as a payment selection criteria template.

For example, you might want to create two types of pay cycles: one for regular vendors, the other
for employees set up as vendors. In this case, you could set up a separate pay cycle for the two
types of vendors—regular vendors and employees. PeopleSoft Payables will create payments for
only vendors specified in the pay cycle. You can also select payments based on bank information,
vendor pay groups, or payment method.

The Pay Cycles used at SDCS will already have been set up. The information that we enter into
PeopleSoft relating to our customer invoices will be critical in determining when, how, or if each
invoice gets paid.

Express Checks
Express Payments are used for special or urgent payments. They are run outside of the normal
pay cycles for specific Vouchers or Vendors on an as needed basis. The conditions necessary for
the use of express check are as follows:

The voucher is identified for Express Pay

The Pay Cycle Pay Cycle Manager and Express Check functions are restricted to Accounts
Payable Lead and Supervisor

Steps to create an Express Check

Check out warrant stock and MICR cartridge - (Performed by AP Lead or Supervisor)

Run Create a Control group - (Performed by AP Tech)

Enter Voucher - (Performed by AP Tech)

Validate Control Group - (Performed by AP Lead or Supervisor)

Run Express Payment (Change printer set-up to HP 8100) - - (Performed by AP Lead or

Supervisor)

Deliver warrant to Requestor - (Performed by AP Tech)

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Demonstration – Express Checks

Let’s print an express check for $107.75. It is for a book that was delivered to the main office
which cost $100.00 and has tax of $7.75 on it.

Step 1 – Check out warrant stock and MICR cartridge

Fiscal Control maintains the warrant inventory. Prior to running the Express Payment process,
check out the appropriate number of warrants and the MICR toner cartridge. Set up the printer
with the MICR cartridge and put the warrant stock in the correct feeder tray.

Step 2 – Run Create a Control group

Navigation: Accounts Payable Æ Control Groups Æ Group InformationÆ Add a New Value

An AP Tech will create a new group with a count of one, a total of $107.75 and assign it to
another AP Tech for data entry.

Print and complete a Control Group Cover Sheet:

Write down the control group number on it

Sign it
Record date on it

Group Information

Select the ADD button.

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Assignment

Field Name Information to Enter

Gross Amt Enter the amount of the Express Pay amount
Nbr of Vouchers Enter one
Assigned to Click the Search icon to select an AP Tech

Select Tab Æ Accounting Tab

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Accounting

Field Name Information to Enter

Posting Timing Select Post Only when Group Balanced
Payment Timing Select Pay Only when Group Balanced
Actions Verify Only Pay Verified Groups checkbox turned on.

Select the SAVE button.

Select the YES button.

Write down Group Number ______________________

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Step 3 – Enter Voucher

Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular Entry

Enter header information for the voucher.

Voucher

Field Name Information to Enter

Control Group ID Select the control group entered for this Express Check
Short Vendor
Name Enter MERRIAM-001 or Click the Search icon
Invoice Number Enter invoice number from vendor’s invoice
Invoice Date Enter date from the Invoice
Gross Invoice Enter Express Pay invoice amount
Amount
Voucher Lines Enter one voucher line

Click the ADD button.

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Invoice Information

Click the Sales Tax icon.

Sales Tax Charges

Field Name Information to Enter

Prorate Verify the check box is checked
Charge type SALETX

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Invoice Information

Field Name Information to Enter

Description Enter Description
Chart Fields Enter general ledger account
Budget Check Budget check the voucher
Field Name Information to Enter
Pay Terms Select Immediate
Total Verify amount
Item Number Leave Blank or Enter Item number if inventory item
Description Enter Description
Quantity Enter Quantity
UOM Enter Unit of Measure or Click the Search icon
Unit Price Enter Unit Price
Department Enter or Click the Search icon
Resource Enter or Click the Search icon
Account Enter or Click the Search icon
Program Enter or Click the Search icon

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Class Enter or Click the Search icon

Fund Enter or Click the Search icon
Extended Enter or Click the Search icon
Project Enter or Click the Search icon
Budget Reference Enter or Click the Search icon

Click SAVE.

Click YES.

Invoice Information

Next we need to budget check the voucher. Since we want it dome immediately, we will use the
icon and budget check it on the spot

Field Name Information to Enter

Budget Check Budget check the voucher

Click the Payments Tab.

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Voucher - Payments

Field Name Information to Validate

Pay Terms: Immediate
Scheduled Due: Current Date

Click SAVE.

Step 4 – Validate Control Group

Navigation: Accounts Payable Æ Control Groups Æ Group Information Æ Find an Existing
Value

{ The Control Group must be verified before express check can be run AP Manager / Supervisor

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Group Information

Click SEARCH.

Control Group - Assignment

Click the Vouchers tab.

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Control Group - Vouchers

Verify the Control Group and click the Assignment tab.

Control Group - Assignment

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Field Name Information to Enter

Status Verified

Click SAVE.

Step 5 – Run Express Payment

Express Payment is initiated from the Payments tab of the Voucher. Prior to initiating the
Express Payment, the Voucher must be budget checked. Also, the Voucher may need to be
matched.

Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular EntryÆ Find an Existing Value

Voucher - Search

Click SEARCH.

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An informational message appears informing you that the control group has been verified and that
you can not modify the voucher.

Click OK.

Select PAYMENTS tab.

Voucher - Payments

‡ Notice the fields are grayed out on this voucher. They can not be changed.

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Payment

Click the Express Payment link.

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Express Payment

Field Name Information to Validate

Bank Bank
Account Bank Account
Pay Method Check
Vendor Payee
Address Vendor Address
Server PSNT

† Options within Express Payment – You have the option to include all outstanding vouchers for
the vendor.

Field Name Options of Payment

To pay all outstanding vouchers for vendor

Click CREATE PAYMENT to create payment.

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Pay Cycle – Express Payment

This page shows the status of the Express Payment - Pay Status at bottom of the screen as it runs.
Periodically click the Refresh button to update the job status. When completed, it will change to
Approved.

At this time, the payment has been processed and the warrant or check is now ready to print.

Pay Cycle – Express Payment

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Field Name Information to Enter

Server Select server from dropdown
Output Destination Enter IP address for check printing
Print Checks
Output Destination Enter IP address for advice printing
Print Advices
Field Name Information to Validate
Output Type Printer

Click PROCESS on the Print Checks line under the Pay Cycle Results scroll area.

Pay Cycle – Express Payment

Click Process on the Print Advices line under the Pay Cycle Results scroll area.

This page indicates the Express Payment process has completed successfully. In the event the
warrant was not printed correctly, it can be recreated by clicking the Recreate button.

Step 6 – Deliver Warrant to Requestor

Once the process is complete and the warrant or check is printed, deliver it to the person who
requested it.

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Cancel/Stop Warrants
A payment can be cancelled if the warrant has not been mailed or delivered to the vendor. Once
the payment has already left the premises, the payment must be stopped.

0 The Stop Process also involves contacting the bank to ensure the payment is correctly
handled.

‡ Additionally, within this process we must determine if the payment will be re-scheduled or
not.

‡ District Accounts Payable and Food Services Accounting Accounts Payable may be handled
differently. Contact the Accounts Payable Lead or Supervisor if you have any questions.

{ Steps for Entering a Payment Cancellation

1 – Determine need to void/stop payment - (Performed by AP Lead or Supervisor)

2 – Cancel/stop payment - (Performed by AP Lead or Supervisor)

3 – Call the bank - (Performed by AP Lead or Supervisor)

4 – Reschedule payment - (Performed by AP Lead or Supervisor)

Demonstration – Entering a Payment Cancellation

Step 1 – Determine need to void/stop payment

Navigation: Non-System Task
The determination that a payment should be stopped can come from several sources. For
example, the vendor may request a payment is stopped when it realizes the warrant has been lost.
Or, in the discovery of a fraudulent claim, the payment should be stopped.

Step 2 – Cancel/stop payment

Navigation: Accounts Payable Æ Payments Æ Cancel/Void Payments Æ Payment Cancellation

Once it has been identified, we must determine whether the payment needs to be voided or
stopped. Voids are used for payments that have not been mailed or delivered to the vendor.

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Stop Payment is used if the payment has been mailed or delivered. If so, you must contact the
bank or the County of San Diego first to see if the check or warrant has been cashed.

If it has not, you may proceed with the cancel/stop.

If it has, order a copy of the front and back to show the vendor.

Payment Cancellation

Field Name Information to Enter

Bank SetID SDUSD or click the Search icon
Payment Reference:
Enter Check/Warrant Number
Bank Code: Optional - Enter Bank Code or click the Search icon
Bank Account: Optional - Enter Bank Account or click the Search icon

Click SEARCH.

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Cancel a Payment

Field Name Information to Enter

Date Cancelled Enter Cancelled date or accept default

If not delivered to Vendor, select options from table below.

Action Required Payment Status Cancel Action

Void and re-issue
the payment now

Void and re-issue

the payment at a
later date

Void check and

close pay liability

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If previously delivered to Vendor, select options from table below.

Action Required Payment Status Cancel Action

Stop Payment and

re-issue the
payment now

Stop Payment and

re-issue the
payment at a later
date

Stop Payment
check and close
pay liability

To reverse a previous Void or Stop transaction in PeopleSoft, select options from table below.

Action Required Payment Status Cancel Action

Undo Cancel and

re-issue the
payment now

Undo Cancel and

re-issue the
payment at a later
date

Undo Cancel
check and close
pay liability

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Cancel a Payment

Click SAVE.

Next we need to post the Payment Cancellation.

‡ Next we need to post the payment cancellation prior to re-printing the check.

Step 3 – Call the bank

Navigation: Non-System Task
If the payment has been mailed or delivered to the vendor, the bank or financial institution must
be contacted to place a stop payment on the warrant or check.

Step 4 – Reschedule payment

Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular EntryÆ Find an Existing Value

Vouchers processed with a Cancel Action of ‘Re-Open Voucher(s)/Re-Issue’ must have the
payment rescheduled. To reschedule a payment follow the navigation below.

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Invoice Information

To reschedule the payment, navigate to the Payments tab on the Voucher and change the
Scheduled Due to the desired date.

Click SAVE.

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Chapter 3—Reports

Reports
Periodically you may want to run the B-Warrant Register/Summary Report, to review warrants.

Following is a step by step demonstration for running this report.

Demonstration—Running the B-Warrant Register Reports

Navigation: Accounts Payable Æ Reports ÆPayments Æ B-Warrant Register/Summary Æ Add a

New Value

Let’s set up n new Run Control ID.

B-Warrant Register/Summary Report

Field Name Information to Enter

Run Control ID WarrantReport

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Voucher Register

Field Name Information to Enter

Pay Cycle Load pay cycle for the report
SAVE Click
RUN Click

Process Scheduler Request

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Field Name Information to Enter

Server Name PSNT
AP B-Warrant Register Report & Sum Check
OK Click

Parameters

Field Name Information to Enter

Process Monitor Select hyperlink

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Process List

The initial run status will be Queued, then Posting and finally Success.

Field Name Information to Enter

REFRESH Click

Process List

Field Name Information to Enter

SDAPPAY Click

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Process Detail

Field Name Information to Enter

1799 - SDAP238 Success Click

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Process Detail

Field Name Information to Enter

1799 - SDAP238 Success Click

View Log/Trace

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Field Name Information to Enter

SDAP238_1799.HTM Click

Accounts Payable B-Warrant Register - Detail Report

‡ At this point you can view the report on line or print it out. When done with the report, close
the window and return to the View/Trace Log panel.

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View Log/Trace

Field Name Information to Enter

RETURN Click

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Process Detail

Field Name Information to Enter

OK Click

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Process List

Now let’s look at the detailed version of this same report.

Field Name Information to Enter

1800 - SDAP 239 Success Click

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Process Detail

Field Name Information to Enter

View Log/Trace Click

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View Log/Trace

Field Name Information to Enter

SDAP239_1800.HTM Click

Accounts Payable B-Warrant Register - Summary Report

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Voucher Inquiry
PeopleSoft Payables provides inquiry pages and reports that enable you to access your voucher
information quickly and easily. The voucher inquiry page can be used to look up information
when a customer calls and wants you to research information for them about an invoice or
payment.

Using Customer Information to Access Vouchers and Payment Data

What if a vendor calls looking for an outstanding invoice? The vendor won't have any of the
information that has become part of the voucher (such as Voucher ID), but only raw data as it
appears on their invoice. How do you find the information they are requesting? In this instance,
you would:

Use the Voucher Inquiry page to search for vouchers by vendor and vendor invoice number.

Drill down to the Vendor Schedule Payment Inquiry page to view the scheduled payment details
for the vouchers (such as payment method, scheduled pay date, and approval status).

Drill down to the Voucher Inquiry Lines page to view invoice and distribution line level detail for
the vouchers (such as General Ledger business unit, Chartfields, and line amounts).

Drill down to the Voucher Payment Detail page to access detail on the payment itself (such as
bank, payment date, payment amount and currency).

Drill down to the Payment Inquiry page to see a listing of transactions that were included as part
of the payment (such as transaction number, date, paid amount and currency).

Search Values
Below is a table of the search field values which can be used individually or in combination when
searching for a single voucher or a group of vouchers.

Search Field Name Criteria for Entry

From / To Business Unit A business unit is required for your search and SDUSD will
default in for your search.
From / To Voucher ID To search on one voucher ID, enter that voucher ID in both the
From Voucher ID field and the To Voucher ID field.
To search on a range of voucher IDs, enter the first voucher ID of
your range in the From field and enter the last voucher ID of your
range in the To field.
From / To Invoice To search on one invoice number, enter that invoice number in
both the From Invoice field and the To Invoice field.
To search on a range of invoice numbers, enter the first invoice
number of your range in the From field and enter the last invoice
number of your range in the To field.

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Search Field Name Criteria for Entry

Post Status Search for vouchers with the following post status:
Payment not Applied: Payments that are not applied
Posted: Payments that are posted to the General Ledger
Unposted: Payments that are unposted

Approval Status Search for vouchers that have the following approval status:
Approved
Denied
Unapproved
Voucher Balance Search by voucher balance. Select from the following:
Balance Remains: Vouchers with an unpaid remaining balance.
No Balance Remains: Vouchers that are paid with no remaining
outstanding balance.
From / To Vendor Short Once a name is entered in the From Vendor Short Name field, the
Name To Vendor Short Name field is populated and available for entry.
To search on a range of vendor names, enter the first vendor name
of your range in the From field and enter the last vendor name of
your range in the To field.
Once you enter a name in the From Vendor Short Name field, both
vendor ID fields are populated but are unavailable for entry.
If you search for a range of vendor short names you cannot search
on a Vendor Location in the same search.
From / To Vendor ID Once a number is entered in the From Vendor ID field, the To
Vendor ID is populated and available for entry.
To search on a range of vendor ID numbers, use both fields. To
search on one vendor ID number, use the From field and leave the
To field blank.
Once you enter a name in the From Vendor ID field, the vendor
name fields are not populated but are unavailable for entry.
If you search for a range of vendor IDs, you cannot search on a
Vendor Location in the same search.
Voucher Date Type You can search for vouchers by:
Accounting Date
Due Date
Entered Date
Invoice Date

Once you select the Voucher Date Type, use the From Date and
To Date fields to search on a range of dates.

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Search Field Name Criteria for Entry

Amount Rule / To search on a particular voucher amount, specify how you are
Voucher Gross Amount comparing your search to that amount. Options are as follows:
Any: Select if you are not using the gross amount as part of your
search criteria.
Equal to: Select to search for an amount that is equal to the
amount you specify.
Greater than: Select to search for an amount that is greater than the
amount you specify.
Greater than or equal to: Select to search for an amount that is
greater than or equal to the amount you specify.
Less than: Select to search for an amount that is greater than or
equal to the amount you specify.
Less than or equal to: Select to search for an amount that is less
than or equal to the amount you specify.
Enter the voucher amount once you have specified a particular
Amount Rule.

Information Searches and Drilldowns

Value Searches – Enter a specific Value or Click the Search icon to load it from PeopleSoft.

Range Searches – Where you enter the beginning and ending values in a range, e.g., from date
January 1, 2003 to June 30, 2003.

Voucher Detail Drilldown – Review detail lines from vouchers by selecting the icon.

Payment Detail Drilldown – Review additional payments information by selecting the icon.

Payment Schedule Drilldown – Review payment schedule by selecting the icon.

Sorting – Sorting the displayed Results

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Voucher Inquiry Demonstration

Value Searches
Navigation: Accounts Payable Æ Review Æ Vouchers Æ Voucher Inquiry

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Value Fields Data Required

Voucher Style Select Voucher Style from the drop down list
Journal
Adjustment
Regular
Post Status Select Post Status from the drop down list
Posted
Not Posted
Payment Not Applied
Approval Status Select Approval Status from the drop down list
Approved
Denied
Unapproved
Voucher Balance Select Voucher Balance from the drop down list
Balance Remains
No Balance Remains

Voucher Inquiry

Field Name Information to Enter

Voucher Style All Vouchers

Click SEARCH to generate your search results.

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Voucher Inquiry - Search Results

Review the results - To clear all of your search criteria choices and go back to the default choices.

Click RESET CRITERIA

‡ If no data that matches your search criteria is found, the message "No vouchers found" appears
in the lower-left corner of the page.

Voucher Inquiry

Field Name Information to Enter

Voucher Style Regular
Posted Status Posted

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Voucher Inquiry - Search Results

Click RESET CRITERIA.

Voucher Inquiry

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Search Ranges

Range Fields Range Data Required

Voucher ID Enter beginning and ending Voucher ID
or Click the Search icon
Invoice Enter beginning and ending Invoice Number
or Click the Search icon
Vendor ID Enter beginning and ending Vendor ID
or Click the Search icon
Vendor Short Name Enter beginning and ending Vendor Short Name
or Click the Search icon
Voucher Date Enter beginning and ending Voucher Date
or Click the Search icon

y When you edit the From Date field, the To Date field does not automatically change. Be sure
to look at both dates to prevent receiving no results for your inquiry.

Let’s look for all voucher types for a single vendor, The Internal Revenue Service, IRS-001.

Voucher Inquiry

Field Name Information to Enter

From Vendor Short Name IRS-001
To Vendor Short Name IRS-001

Click SEARCH.

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Voucher Inquiry

The Voucher Inquiry screen returns the vouchers which fall within the specified range.
Voucher Detail Drilldown

 By selecting the icon, you can drill down into the detail lines of the voucher in question.

Voucher Detail Lines

 By selecting the icon, you can drill down into the detail lines of the payment in question.

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Sorting

Voucher Inquiry

Sort Criteria

Field Name Information to Enter

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

Click the SORT key.

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Update Vouchers
There are several ways to update vouchers within PeopleSoft depending on the status of the
document.

Unposted Voucher. Can be retrieved and within the Regular Voucher Entry panel. Once
opened, most information on the voucher can be changed.

Navigation: Accounts Payable Æ Vouchers Æ Entry Æ Regular Entry

Posted Voucher. Can be modified in the following ways:

Voucher Adjustment can be processed to modify dollar amounts to the voucher.

Unpost the voucher, modify it, and re-post it. (Unposting a voucher will be limited to AP Lead or
Supervisor.)

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Chapter 4—Support

PeopleSoft PeopleBooks
The PeopleBooks is online documentation delivered with the business applications purchased
from PeopleSoft. It is a research tool that will give you generic information about how to setup,
operate and maintain the PeopleSoft applications.

PeopleBooks will not give you SDCS specific information such as what value to use for a given
field. Rather, it will explain to you the purpose of a page and the explanation of the field.

You can access PeopleBooks by clicking the Help link from any page in the PeopleSoft Portal. It
is located under the navigation header.

The Help Desk

The goal of the San Diego City Schools Help Desk is to provide customers with a single point of
contact for computer hardware, software, and district application problem reporting. The Help
Desk will solve, document and or relay problems to appropriate support personnel to provide an
efficient and effective resolution.
To enhance our support process, we request that all school sites designate a contact person to
call the Help Desk to report problems affecting either individual workstations or the entire site.
By having a single site designee call in, it helps keep the phone lines open when an outage affects
multiple users at one site. Site Technicians perform this function at secondary schools.
Please note that the Help Desk greeting (619) 725-7500 will be changed daily to reflect system
outages and status updates throughout the outage. You should also try to re-establish connections
with systems that are experiencing outages at regular intervals.
The Help Desk also provides assistance for NON-EMERGENCY issues via a web request form
located at http://www.sandi.net/hdemail/. This provides a standard format for submitting your
request for a problem ticket. Help Desk tickets will no longer be issued from an email request.
Please take the time to review your entries to the web page prior to submitting your request.

DWA Website
Remember that you can access training materials and job aids on the DWA website at
www.sandi.net/dwa.

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