University of British Columbia by EC3l9C5

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									P E O P L E S O F T 8 . 4
ACCOUNTS PAYABLE TRAINING GUIDE
ON – LINE USERS
                        University of British Columbia                                                                                       Accounts Payable
                                                                                                                                                 PeopleSoft V8.4


T A B L E                               O F                C O N T E N T S
Chapter 1................................................................................................................................................... 3
   Overview .............................................................................................................................................................. 3
Chapter 2................................................................................................................................................... 9
   Control Groups ................................................................................................................................................... 9
Chapter 3................................................................................................................................................. 17
   Voucher Entry ................................................................................................................................................... 17
Chapter 4................................................................................................................................................. 25
   Voucher Delete .................................................................................................................................................. 25
Chapter 5................................................................................................................................................. 28
   Voucher Correction .......................................................................................................................................... 28
Chapter 6................................................................................................................................................. 31
   Payables Inquiries ............................................................................................................................................. 31
Chapter 7................................................................................................................................................. 37
   Vendor Inquiries ............................................................................................................................................... 37
Chapter 8................................................................................................................................................. 40
   Project Grant Inquiries .................................................................................................................................... 40
Chapter 9................................................................................................................................................. 43
   Travel Advance/Clearance ............................................................................................................................... 43
Chapter 10............................................................................................................................................... 55
   Vouchers for Express Cheque Request ........................................................................................................... 55
Index ....................................................................................................................................................... 56
Appendix A-Handling Codes ................................................................................................................. 57
Appendix B-Sample Stamp .................................................................................................................... 58
Appendix C1-Process Flowcharts .......................................................................................................... 59
Appendix C2-Process Flowcharts .......................................................................................................... 60
Appendix C3-Process Flowcharts .......................................................................................................... 61
Appendix C4-Process Flowcharts .......................................................................................................... 62




Accounts Payable Training V8.4 PeopleSoft                                                                                                             Page 2 of 62
C H A P T E R                     1


OVERVIEW


Course Objectives
This course will provide you with an overview of the major features of PeopleSoft Accounts Payable
8.4. It will focus on voucher entry functionality and certain inquiries that will assist you in checking
the payment status of the vouchers entered into the system. In addition, examples are provided for
users to gain hands on experience working with the system.

By the end of this course, you will be able to:

      Understand the structure and key components of PeopleSoft Payables
      Understand the types of vouchers processed at UBC
      Create a control group
      Enter voucher information
      Correct voucher error
      Delete vouchers
      Inquire on the status of vouchers
      Inquire on the status of payments
      Inquire on the status of vendors
      Inquire on the status of project grants




Accounts Payable Training V8.4 PeopleSoft                                                    Page 3 of 62
Accounts Payable Integration with Other PeopleSoft Applications
PeopleSoft Payables is seamlessly coupled with other PeopleSoft financial applications. In order to
thoroughly use PeopleSoft Payables, it is important to understand the integration points (shown in
Figure 1) between Payables and other PeopleSoft applications.

The following briefly describes the key transaction integration that you’ll find in PeopleSoft Payables.
    Retrieve information from Purchasing module when creating PO Vouchers.
    Create journal entries for General Ledger.
    Validates employees’ status based on information from IHRIS.
    Commitment Control interacts with all the modules/system: Accounts Payables, Purchasing,
       General Ledger, and IHRIS system.



                                      Payables




      Purchasing                                                     General Ledger




                                        IHRIS



Figure 1




Accounts Payable Training V8.4 PeopleSoft                                                   Page 4 of 62
What is the Accounts Payable Home Page?
The Accounts Payable Home Page (Figure 3) provides payable users with a
single easy access location to the pages in the payable applications as well as
links to commonly used pages in other applications. These pages can be found
under “Pages in other Modules’ Home”.

The home page provides alternative navigation to that of the menu. Direct links
to pages can be found in the menu bar located on the left side of the screen, as
shown in Figure 2.




                                                                                   Figure 2




Figure 3




Accounts Payable Training V8.4 PeopleSoft                                                     Page 5 of 62
PeopleSoft Payables Control Hierarchy

Business Units sit on top of a control hierarchy (Figure 4) that facilitates both voucher entry and
payment processing. Default values entered at the Business Unit level are carried through to the
transaction level, unless you override the defaults with values stored at an intermediate level – such as
Origin, Control Group or Vendor. Vouchers sit at the bottom of the control hierarchy; therefore, users
are able to override all defaults set at higher levels.




                                              Figure 4



Key Terms

       Business Unit          A Payable Business Unit is an independent processing entity. Each
                              Business Unit acts as a separate area of control. Different setups can be
                              set at this level.

       Origin                 The entry point of Vouchers into PeopleSoft Payables. Origins can
                              identify online entry, batch interfaces and EDI.

       Control Group          Used to relate Vouchers together for the purpose of controlling voucher
                              input. Generally, used for assigning Vouchers to data entry personnel and
                              for verifying input.

       Vendor                 The party who is being paid.

       Voucher                Once an invoice is entered into the system it is considered a voucher.




Accounts Payable Training V8.4 PeopleSoft                                                    Page 6 of 62
VAT/SUT (Sales/Use Tax)

PeopleSoft Terminology                                    UBC

VAT                                equivalent to          GST
Sales Tax                          equivalent to          PST
Use Tax                            equivalent to          Self Assessed PST

Commonly used Tax Codes:

Tax         In./Ex.?   VAT             VAT      Sales   SUT      VAT     SUT/VAT/Intrastat   SUT/VAT/Intrastat
Codes                  Applicability   Code     Tax     Exempt           Hyperlink – Tax     Hyperlink – SUT
                       Flag                                              Code SUT            Apply
GSTPST      In.        On              GSTPST   Blank   On       Blank   N/A                 N/A
GST         In.        On              GST      Blank   On       Blank   N/A                 N/A
only
GSTPST      Ex.        On              GSTPST   Enter   Off      Enter   PST                 Sales Tax
                                                PST              GST
                                                amt              amt
GST         Ex.        On              GST      Blank   On       Enter   N/A                 N/A
only                                                             GST
                                                                 amt
GST and     Ex.        On              GST      Blank   Off      Enter   PST_SELF            Use Tax
Self                                                             GST
Assessed                                                         amt
PST
Tax         In.        Off             Blank    Blank   On       Blank   N/A                 N/A
Exempt
TRV         In.        On              TRV      Blank   On       Blank   N/A                 N/A

Note:

   1. There are two VAT calculation types in PeopleSoft: Inclusive and Exclusive. When
      Inclusive is used, the system will calculate the tax (GST, or PST) based on the system set
      up. When Exclusive is used, the users can override the system calculation, and enter the
      tax amounts into the applicable fields.
   2. If we need to self assess PST, the voucher calculation type has to be Ex. – Exclusive.
   3. When TRV code is used, users rely on the system to calculate GST for meals and
      entertainment expense transactions. Only In. VAT calculation type should be selected
      when TRV code is used.




Accounts Payable Training V8.4 PeopleSoft                                                          Page 7 of 62
Types of vouchers processed at UBC

At UBC we have the following types of AP Vouchers:

       Blanket Orders (short for EBOS – Electronic Blanket Order System)
       Purchase Order Invoices
       Travel Advances
       Travel Clearance Vouchers for Travel Advance
       Travel Claims
       Q-Requisition Vouchers – Regular
       Q-Requisition Vouchers – Honoraria
       Vouchers for recording Bank Draft/Wire Transfer/Direct Debit

Finance Certification Matrix

                                          Finance Data           Department
                                              Entry              Data Entry
           Type of vouchers                Personnel              Personnel
       Blanket Orders                             Yes
       Purchase Orders                            Yes
       Travel Advance                                                  Yes
       Travel Clearance                                                Yes
       Travel Claims                                                   Yes
       Requisitions - Regular                                          Yes
       Requisitions - Honoraria                   Yes
       Journal Vouchers                                                Yes
       Cash Receipts                                                   Yes
       Vendor Set up                              Yes


Once the departments get certified through Finance Certification program, they will have on-line
update access. They will be able to enter the following types of vouchers into PeopleSoft as indicated
in the Finance Certification Matrix.

       Travel Advances
       Travel Clearance Vouchers for Travel Advance
       Travel Claims
       Q-Requisition Vouchers – Regular




Accounts Payable Training V8.4 PeopleSoft                                                  Page 8 of 62
C H A P T E R                    2


CONTROL GROUPS


Control Groups are a method of double-checking voucher entry. Control Groups can also be used as
“supervised groups,” a means of limiting and checking the activities of selected (i.e. new or temporary)
entry operators. Before entering a group of Vouchers, a Control Group is set up for those Vouchers.
Control Group totals, the # of Vouchers and the total amount, must be entered in ‘Nbr. of Vouchers’
and ‘Gross Amount,’ respectively. These totals can also be calculated by ‘Run a Tape’ feature, which
acts like an adding machine tape (counting the number and adding up the dollar value of the invoices).
Before the group of Vouchers is considered complete and ready to post, the Vouchers must balance to
the Control Group totals.




Accounts Payable Training V8.4 PeopleSoft                                                  Page 9 of 62
Creating a Control Group
      Steps
1. Go to Accounts
   Payable>Accounts
   Payable Home
   Page>Control
   Groups>Group
   Information>Add a
   New Value
2. Enter the Business
   Unit. Leave the
   Control Group ID
   as NEXT. Click
   ADD.
3. a) Click on ‘Run a
   Tape’ (Use this if
   fewer than 10
   vouchers, or simply
   enter the Gross
   amount and the # of
   vouchers to the
   applicable fields) b)
   Enter all the
   Vouchers included
   in this Group. Click
   on the plus sign to
   add more Vouchers.
4. Assign yourself to
   this Control Group
   by filling in your
   User ID in the
   Assigned to field.
5. Change the status to
   Assigned and Save.
6. A Control Group
   has now been
   successfully
   created.
7. Write down the
   Group #.
8. Begin entering
   Vouchers (see
   Chapter 3).




Accounts Payable Training V8.4 PeopleSoft   Page 10 of 62
Activity:
Field                       Value to be Entered
Business Unit:              UBC
Control Group ID:           NEXT
Run a Tape                  Check
Vouchers entered(two        100.00
vouchers, gross amount =    500.00
600.00):
Status:                     Assigned
Assigned to:                Train01

Field                       Value to be Entered
Business Unit:              LBS
Control Group ID:           NEXT
Run a Tape                  Check
Vouchers entered            354.14
Status:                     Assigned
Assigned to:                Train01




Accounts Payable Training V8.4 PeopleSoft         Page 11 of 62
Verifying a Control Group

Once all the Vouchers for a Control Group have been entered, you need to verify the Control Group.


      Steps

9. Go to Accounts
    Payable>Accounts
    Payable Home
    Page>Control
    Group>Group
    Information>Find
    an Existing Value
10. Enter the Control
    Group number for
    the group you wish
    to verify and select
    the group.
11. Assignment tab:
    Status should be
    Ready to Review if
    Control Group
    balances, and the
    system will display
    a time in the
    “Completed” field.
12. Vouchers Page:
    Review Vouchers
    and ensure that the
    entry status is
    postable for each
    Voucher, and the
    difference is 0. Use
    view all to see more
    Vouchers.




Accounts Payable Training V8.4 PeopleSoft                                              Page 12 of 62
      Steps

13. Go to Accounting
    tab: check Post
    Group.
14. Go back to
    Assignment tab and
    change the status to
    Verified.
15. Click Save.
16. Print a copy of the
    balanced Control
    Group (Group
    Batch header).




Accounts Payable Training V8.4 PeopleSoft   Page 13 of 62
Month End transactions:

For Month End processing, go to the Accounting tab; use the Specific Date Function to insert the
month end date to ensure invoice is processed in the correct month.




Accounts Payable Training V8.4 PeopleSoft                                               Page 14 of 62
US transactions:

To create a Control Group for $US funds the following additional steps are required (Foreign
currencies other than $US funds are manually converted into $CAD and then entered as a Canadian
Vouchers. Only US and CAD currencies are allowed for on-line voucher entry):

Accounting tab

   Under Accounting Entry Template, click Specify
   Under Template enter AMERICAN$




Accounts Payable Training V8.4 PeopleSoft                                          Page 15 of 62
Vouchering Options tab

   Under Voucher Currency click Specify
   Choose USD as currency
   Choose CRRNT as Rate Type




Activity:
Business Unit: UBC
Control Group ID:   Select the Control Group to verify.
Review Vouchers and if no errors exist, change status to Verified.
Save page




Accounts Payable Training V8.4 PeopleSoft                            Page 16 of 62
C H A P T E R                    3


VOUCHER ENTRY


In order to enhance voucher data entry, we have modified the PeopleSoft voucher entry page; the new
page is called Express Voucher UBC. In PeopleSoft 8.4, we will use the Express Voucher UBC page
for voucher data entry.

Terminology:

The Express Voucher UBC page consists of Invoice Information, Payments, Voucher Attributes, and
Accounting Information tabs.

Invoice Information tab – Voucher Invoice Information tab is where users will enter voucher data.
            Voucher Header: Users enter any information that is related to this voucher such as
              invoice number, invoice date, and the correct tax codes that are applicable to the
              voucher.
            Invoice Lines (Voucher Lines): This section contains SpeedChart information and the
              extended amount for this invoice line. The description field provides a space for the
              users to enter information pertaining to the invoice line. Upon saving the voucher, the
              system will also copy the SpeedChart into the description field. If a description has been
              entered, the SpeedChart will be added to the end of the description.
            Distribution Lines: In this section users can allocate the expenses accordingly.

Payments tab - This tab contains useful information such as the remitting address and the bank
account information. Users can also add a message to the cheque using the Messages hyperlink (this is
equivalent to the “More box” in V7).

Voucher Attributes tab – The most commonly used section on this tab will be the status section
where users can check the Entry status, the Post status, and the Match status of the voucher.

Accounting Information tab – This is where the Accounting template and Accounting policy are
displayed. Users will normally accept the system default, which is based on the setup at a higher level
of the Accounts Payable hierarchy.




Accounts Payable Training V8.4 PeopleSoft                                                Page 17 of 62
Notes:

Chartfields

UBC uses the following chartfields:

*Account      Required field
*Fund         Required field
*Dept ID      Required field
*Program      Optional field
*Project      Optional field

If you use a SpeedChart the system will populate the Fund, DeptID, Project fields and Program Code
(if used). However, you will still need to enter an Account number when entering a voucher using
SpeedCharts. If SpeedCharts are not used, you will need to manually enter Fund code (required),
DeptID (required), the program code and the Project code if used. When entering the Project code, you
need to enter the Business Unit as UBC first before you are able to select any values from the Project
database. However, when SpeedCharts are used, the Project is populated, and you can leave the
Business Unit field blank.




Accounts Payable Training V8.4 PeopleSoft                                              Page 18 of 62
Entering Vouchers

     Steps
1. Go to Accounts
   Payable>Accounts
   Payable Home
   Page>Vouchers
   Home>Express
   Voucher UBC
 Change Business
   Unit if required.
 Voucher ID: Leave
   it as NEXT, the
   system will assign
   an ID.
 Voucher Style:
   Regular Voucher.
 Control Group ID:
   Enter the Control
   Group ID.
 Enter the Vendor
   ID, if known, or
   perform a search
   using Short Vendor
   Name.
 Enter Invoice
   Number, Invoice
   Date, & Gross
   Amount.
 You can either
   enter the above
   information here or
   you can click Add
   and enter it on the
   voucher header
   page.
2. Click the Add
   button.




Accounts Payable Training V8.4 PeopleSoft   Page 19 of 62
                           Vendor section:
      Steps

3. Invoice Information
   tab – Vendor
   section: Verify it is
   the correct Vendor
   and the correct
   address is selected.
   If you need to
   select another
   remitting address,
   you need to select
   the right address
   here, not on the
   previous search
                           Invoice section:
   page. A change
   made here will be
   copied to the
   remitting address
   on the Payment
   tab.
4. Invoice section:
 Ref Number:
   Enter the Q# for
   Requisitions and
   TR# for Travel
   related
   transactions.
 Sales Tax field:
   Leave this blank if     VAT:
   the VAT                 1. If the GST calculation does not match the invoice, change the VAT
   calculation type is        Calculation type to “Exclusive” and manually enter the correct GST
   In.. Enter the PST         amount in the VAT field. If GST is incorrect on the invoice, you must
   amount if it is Ex..       recalculate GST.
 SUT Exempt:              2. VAT Code: The default is GSTPST. For invoice with GSTPST, use
   Uncheck this field         this default, for invoice with only GST, select GST only. For invoice
   if PST need to be          that requires PST self-assessment, use GST only code, and leave the
   entered in Sales           PST exempt box unchecked. Click SUT/VAT/Intrastat hyperlink,
   Tax field, or need         select Use Tax in SUT apply field, select PST_SELF in Tax code SUT
   to self assess PST.        field. The system will capture the self assessed PST. No manual PST
 VAT code: Select            self assessment entry is required.
   the applicable tax      3. Users are able to view the GST rebate and recoverable portion in this
   code.                      section.




Accounts Payable Training V8.4 PeopleSoft                                              Page 20 of 62
                        Invoice Lines section:
       Steps            Pre-Save:
5. Invoice Lines
    section: If you have
    different tax
    treatment or
    different chartfield
    combinations for an
    invoice, you need
    to create separate
    invoice lines.        Post-Save:
 SpeedChart: Select
    the appropriate
    SpeedChart code.
    SpeedChart info
    will be copied to
    the description field
    upon saving the
    voucher.
 VAT Code: Change
    the tax code here if SUT/VAT/Intrastat Hyperlink:
    different from the
    default in the
    voucher header.
Distribution lines: a)
Allocate distribution
(enter Amount,
Account code, Fund,
and Dept ID if
SpeedChart is not used)
for each line until
amount balances to 0.
b) Click on the plus
(Insert a Row) button
to insert rows if
necessary. c) Click on
SUT/VAT/Intrastat
hyperlink to update the
VAT/SUT (GST/PST)
codes if necessary.
Each invoice line has     Distribution Lines:
one SUT/VAT/Intrastat
hyperlink.




Accounts Payable Training V8.4 PeopleSoft               Page 21 of 62
                        UBC# button:
     Steps

6. UBC# button: This
   field is for users to
   enter Alternate
   Vendor IDs and
   Work Order
   Numbers when
   applicable.           Payments Page:
7. Payments tab:
   a) View bank
   account
   information.
   b) Enter handling
   codes.
   c) Enter message on
   the
   cheques/comments
   for the voucher.
   Messages entered
   using the Messages
   hyperlink will be
   displayed on the
   cheque.
   Information entered
   using the
   Comments
   hyperlink will not
   be displayed on the
   cheque.
                         Message hyperlink:
8. Save the voucher.




Accounts Payable Training V8.4 PeopleSoft     Page 22 of 62
Important note:

   1. Alternate Vendor ID: Financial Information Act (FIA) requires that UBC employees earning
      more than $75,000 annually must have their expenses disclosed. We use the Alternate vendor
      ID to capture this information when the transaction relates to an employees’ expense but the
      payee is not the employee. Please refer to Travel Requisition Policy for detailed information.
   2. Work Order Numbers: This field is for Land and Building Service department to enter the Work
      Order numbers.


Activity:

Enter the following Vouchers:

Voucher 1: Requisition voucher – GSTPST applicable
Voucher 2: Requisition voucher – GST only
Voucher 3: Travel claim – no tax
Voucher 4: Requisition voucher – GST applicable and PST self assessment required
Voucher 5: Requisition Voucher – US Vouchers

Field               Voucher 1        Voucher 2            Voucher 3           Voucher 4        Voucher 5
Business Unit       UBC              LBS                  BKSTR               HOUS             MEDD
Voucher ID          NEXT             NEXT                 NEXT                NEXT             NEXT
Vendor ID           0000107579       0000107578           0000074949          0000019015       0000031874
Invoice No          Your initial –   Your initial – gst   Your initial – no   Your initial –   Your initial -
                    gstpst                                tax                 gstpstself       US
Invoice Date        18/03/04         03/05/04             01/05/04            30/04/04         25/05/04
In./Ex.?            Inclusive        Exclusive            Inclusive           Exclusive        Inclusive
VAT Applicable      Checked          Checked              Unchecked           Checked          Unchecked
VAT Code            GSTPST           GST                  Blank               GST              Blank
Reference field     Q1569201         Q1559703             TR1252010           Q1559704         Q1529701
Sales Tax           Blank            Blank                Blank               Blank            Blank
SUT Exempt          Checked          Checked              Checked             Unchecked        Checked
VAT                 Blank            7.00                 Blank               7.00             Blank
Total               114.50           107.00               500.00              107.00           354.14
Invoice Line 1
SpeedChart        CAAS               EAAM                 CAHB                CAAS             CABA
SUT/VAT/Intrastat No change          No change            No change           Tax code         No change
                                                                              SUT:
                                                                              PST_SELF
                                                                              SUT Apply:
                                                                              Use tax
Qty                 -                -                    -                   -                -
UOM                 -                -                    -                   -                -
Unit Price          -                -                    -                   -                -
Amount              114.50           107.00               200.00              100.00           354.14
GL Unit             UBC              UBC                  UBC                 UBC              UBC

Accounts Payable Training V8.4 PeopleSoft                                                  Page 23 of 62
Field                Voucher 1       Voucher 2          Voucher 3          Voucher 4        Voucher 5
Account              620000          612000             612001             620000           620000
Fund                 Default         Default            Default            Default          Default
Department           Default         Default            Default            Default          Default
Project              Default         Default            Default            Default          Default
UBC# - Alternate     -               -                  -                  -                -
Vendor ID
UBC# - Work          -               -                  -                  -                -
Order Number
Open Item            -               -                  -                  -                -
Invoice Line 2
SpeedChart           -               -                  DWCJ               -                -
SUT/VAT/Intrastat    -               -                  No change          -                -
Qty                  -               -                  -                  -                -
UOM                  -               -                  -                  -                -
Unit Price           -               -                  -                  -                -
Amount               -               -                  300.00             -                -
GL Unit              -               -                  UBC                -                -
Account              -               -                  612001             -                -
Fund                 -               -                  Default            -                -
Department           -               -                  Default            -                -
Project              -               -                  Default            -                -
UBC# - Alternate     -               -                  -                  -                -
Vendor ID
UBC# - Work          -               -                  -                  -                -
Order Number
Open Item            -               -                  -                  -                -
                     Save Page       Save Page          Save Page          Save Page        Save Page



Achievement:

You are now able to enter Q-requisition and travel claims into PeopleSoft. Keep in mind it is important
to follow these Policies and Procedures (available on AP website):

      Requisition Processing Policy
      Travel Requisition Policy
      Tax Self-assessments Policy




Accounts Payable Training V8.4 PeopleSoft                                                Page 24 of 62
C H A P T E R                    4


VOUCHER DELETE


PeopleSoft Payables enables you to select only the Vouchers that are eligible for deletion. They have
not be posted or selected for payment, nor can any portion of the voucher ever have been paid. After
deleting the Vouchers, you will need to adjust the total amount and the total number of Vouchers of the
Control Group to reflect the deletion of the Vouchers. Otherwise, the Control Group will not be in
balance.




Accounts Payable Training V8.4 PeopleSoft                                                Page 25 of 62
     Steps

1. Go to Accounts
   Payable>Accounts
   Payable Home
   Page>Vouchers
   Home>Voucher
   Delete
2. Select the voucher
   you want to delete
   and click the Delete
   button.
3. The system will
   give you a warning
   message. If that is
   the correct voucher,
   click OK. The
   voucher will then
   be deleted.
4. Click on the Budget
   Check button. You
   can only reverse the
   entries that have
   been made on the
   budgets by clicking
   on the Budget
   Check button that
   appears after you
   confirm the delete
   of the voucher (to
   the right of the
   delete button).




Accounts Payable Training V8.4 PeopleSoft   Page 26 of 62
Activity:

Business Unit: UBC
Voucher: Select one of the Vouchers that have not been posted.
Click on delete voucher button
Warning message will display
Hit OK to confirm delete




Accounts Payable Training V8.4 PeopleSoft                        Page 27 of 62
C H A P T E R                   5


VOUCHER CORRECTION


Users can correct any errors in a voucher through Journal Voucher in the Payables system. The
corrections made here will be included in the Accounts Payable subledger and the changes are posted
to the General Ledger after the Voucher/Payment post and Journal generation processes. If users enter
a Journal Voucher under General Ledger, the changes will not be included in the Payables subsystem.




Accounts Payable Training V8.4 PeopleSoft                                              Page 28 of 62
Voucher Correction

      Steps
1. Go to Accounts
   Payable>Accounts
   Payable Home
   Page>Vouchers
   Home>Voucher
   Entry>Add a New Value
2. Change the voucher
   style to Journal Voucher
   and click Add.
3. Enter the Vendor,
   Invoice Number and
   Date.
4. Select the related
   Voucher (optional).
5. For every distribution
   line in error, enter the
   negative amount and
   Chartfield distribution
   for the original line and
   the positive amount and
   the correct Chartfield
   distribution for the
   second line.
6. Save the voucher. When
   Voucher/Payment
   posting and Journal
   generation are done, the
   correct distribution lines
   will be charged and the
   incorrect lines will be
   credited.




Accounts Payable Training V8.4 PeopleSoft   Page 29 of 62
Activity:

1. Create a Control Group for one voucher under UBC and with a gross amount of 0.
2. Enter the voucher below.

Field                Voucher 1
Business Unit        UBC
Voucher ID           01347591
Voucher Style        Journal Voucher
Vendor ID            0000107582
Invoice No           Tap04b-1
Invoice Date         03/19/2004
Related Voucher      01347591
Invoice Line 1
SUT/VAT/Intrastat    No change
Distribution Line
1
Amount               -100.00
GL Unit              UBC
Account              620000
Department           140404
Distribution Line
2
Amount               100.00
GL Unit              UBC
Account              622000
Department           140404

   3.   Save voucher.
   4.   Change the status of the Control Group to Verified.
   5.   Save the Control Group.
   6.   Set the Control Group to post.
   7.   Save page.




Accounts Payable Training V8.4 PeopleSoft                                           Page 30 of 62
C H A P T E R                     6


PAYABLES INQUIRIES


There are a number of inquiries you can do within PeopleSoft Payables. The most common inquiries
are looking up Vouchers, the accounting lines created during the posting process, and payments. These
are the basic delivered Payable Inquiries tools. If you would like to obtain specific results from certain
fields or certain periods, PeopleSoft queries are very useful tools.




Accounts Payable Training V8.4 PeopleSoft                                                  Page 31 of 62
Voucher Inquiry
     Steps
1. Go to Accounts
   Payable>Accounts
   Payable Home
   Page>Review’s
   Home>Voucher Inquiry
2. Enter the correct
   Business Unit. Click on
   the ‘From Voucher ID’
   magnifying glass to
   search for the voucher
   on which you wish to
   make an inquiry.
3. To search for vouchers
   for a specific vendor,
   click on ‘Advanced
   Lookup’ from the
   ‘Lookup Up From
   Voucher ID’ page.




Accounts Payable Training V8.4 PeopleSoft   Page 32 of 62
      Steps
4. After selecting the
   Voucher ID you want
   details for, click Search.
   The voucher details will
   be listed.
5. If you wish to view the
   payment information for
   this Voucher, you can
   click the dollar sign icon
   beneath Payment
   Information in the
   Voucher Details section.
   All information is listed
   on the line.




Activity:

Field                           Value to be Entered
Business Unit                   UBC
Voucher ID                      Voucher #

Click Search.




Accounts Payable Training V8.4 PeopleSoft             Page 33 of 62
 Voucher Accounting Entries
       Steps

1.   Go to Accounts
     Payable>Accounts
     Payable Home
     Page>Review’s
     Home>Voucher
     Accounting Entries
2.   Enter the correct
     Business Unit.
     Click on the ‘From
     Voucher ID’
     magnifying glass to
     search for the
     voucher on which
     you wish to make
     an inquiry.
3.   You can do a
     search on the
     Vendor name.
4.   After selecting the
     voucher you want
     details for, click
     Search. The
     voucher accounting
     lines will be shown.




 Activity:
 Field                         Value to be Entered
 Business Unit                 UBC
 Voucher ID                    Voucher #

 Click Search.




 Accounts Payable Training V8.4 PeopleSoft           Page 34 of 62
Payment Inquiry
     Steps

1. Go to Accounts
   Payable>Accounts
   Payable Home
   Page>Review’s
   Home>Payments>P
   ayment Inquiry
2. You can fill in as
   little or as much
   information on this
   page as you’d like.
   Remember, the
   more details you
   provide, the more
   precise the search
   will be, and fewer
   results will be
   returned.
3. Click Search to get
   the listing of
   payments that meet
   your criteria.
4. You can then click
   the Payment
   Reference ID
   hyperlink to get
   more details should
   any others be
   required.




Accounts Payable Training V8.4 PeopleSoft   Page 35 of 62
Activity:

Field                         Value to be Entered
Set ID                        UBC
Bank Code                     HSBC
Bank Account                  CN01
From Date                     03/30/2004
To Date                       03/30/2004

Click Search.




Accounts Payable Training V8.4 PeopleSoft           Page 36 of 62
C H A P T E R                    7


VENDOR INQUIRIES


Sometimes users might want to know if a particular Vendor is still active in the system, or if the address
changes have been updated, etc. Users can navigate to the Vendors Home and review this information.




Accounts Payable Training V8.4 PeopleSoft                                                 Page 37 of 62
Vendor Inquiry
     Steps
1. Go to Accounts
   Payable>Accounts
   Payable Home
   Page>Maintain
   Vendors>Find an
   Existing Value.
2. Enter the Vendor ID or
   use Short Vendor Name
   to locate the Vendor,
   click Search.




3. Identifying Information
   tab: View the Vendor
   name, the type of
   Vendor, and the VAT
   status.




Accounts Payable Training V8.4 PeopleSoft   Page 38 of 62
      Steps

4. Address tab: View the
   address information.




Activity:

Field                         Value to be Entered
Business Unit                 UBC
Short Vendor Name             IKOCAP-001

Click Search.




Accounts Payable Training V8.4 PeopleSoft           Page 39 of 62
C H A P T E R                    8


PROJECT GRANT INQUIRIES


If you want to view the status of a Project Grant, or you need to review the signing authority
information for a Project Grant, follow the navigation as shown below.




Accounts Payable Training V8.4 PeopleSoft                                                 Page 40 of 62
Project Grant Inquiry
      Steps

1. To determine if a Project
   Grant is active, or if you
   need to know the
   signing authority of
   certain Project Grants,
   navigate to: Projects,
   Projects, Status.
2. Enter the Business Unit
   and Project ID for the
   Project you wish to
   view.
3. Click on the Project
   Attributes tab to view
   the signing authority
   information. Click on
   Include History to view
   historical information.




Accounts Payable Training V8.4 PeopleSoft   Page 41 of 62
Activity:

Field                         Value to be Entered
Business Unit                 UBC
Project Grant                 12E83380

Click Search.




Accounts Payable Training V8.4 PeopleSoft           Page 42 of 62
C H A P T E R                     9


TRAVEL ADVANCE/CLEARANCE


Travel related transactions are categorized into the following three types:

Advance:       Money issued in advance to travel

Claim:         Travel requisition submitted for reimbursements of travel expenses.

Clearance:     Travel requisition submitted with documentation to support and clear an advance.

               There are three types of Travel Clearance:

               1. Travel Clearance amount is equal to Travel Advance amount. In this situation, the
                  gross amount of the voucher is 0.

               2. Travel Clearance amount is greater than the Travel Advance amount. In this
                  situation, the gross amount of the voucher is the difference between the Travel
                  Advance amount and the Travel Clearance amount.

               3. Travel Clearance amount is less than the Travel Advance amount. In this situation,
                  the gross amount of the voucher is 0 and the traveller should pay back the difference.
                  We will need to prepare a cash receipt to record the payment and deposit the
                  payment into the bank.




Accounts Payable Training V8.4 PeopleSoft                                                Page 43 of 62
Voucher entry for Travel Advance
     Steps
1. Go to Accounts
   Payable>Accounts
   Payable Home
   Page>Vouchers
   Home>Express Voucher
   UBC
 Voucher ID: Leave it as
   NEXT, the system will
   assign an ID.
 Voucher Style: Regular
   Voucher.
 Control Group ID: Enter
   the Control Group ID.
 Enter the Vendor ID, if
   known, or perform a
   search using Short
   Vendor Name.
 Enter Invoice Number,
   Date, Gross Amount.
 You can either enter the
   above information here
   or you can click Add
   and go to the voucher
   header.
2. Click Add.
3. Invoice Information tab:
   Vendor section: Verify
   it is the correct vendor
   and the correct address
   is selected. If you need
   to select another
   remitting address, you
   need to select the right
   address here, not on
   the previous search
   page. A change made
   here will be copied to
   the remitting address
   on the Payment tab.




Accounts Payable Training V8.4 PeopleSoft   Page 44 of 62
                              Invoice section:
     Steps
4. Invoice section:
 Ref Number: TR#
 Sales Tax field: Leave
   this blank.
 SUT Exempt: Check this
   field
 VAT Applicable:
   Uncheck
 VAT code: Blank.
5. Invoices Lines section:
 SpeedChart: Select the
                              Invoice lines section:
   appropriate SpeedChart
                              Pre-Save:
   code. SpeedChart info
   will be copied to the
   description field upon
   saving the voucher.
 VAT applicable:
   Uncheck.
 VAT Code: Ensure this
   is blank.                  Post-Save:
 Distribution lines: Enter
   139400 as account
   number.
 OpenItem: Enter
   employee or student
   number.                    Distribution lines section:
6. Save the voucher.




Accounts Payable Training V8.4 PeopleSoft                   Page 45 of 62
Voucher entry for Travel Clearance – Travel Clearance > Travel advance
(Travel Advance = $1,000, Travel Clearance = $1200.00)

     Steps
1. Go to Accounts Payable
   >Accounts Payable
   Home Page>Vouchers
   Home>Express Voucher
   UBC
 Change Business Unit if
   required.
 Voucher ID: Leave it as
   NEXT, the system will
   assign an ID.
 Voucher Style: Regular
   Voucher.
 Control Group ID: Enter
   the Control Group ID.
 Enter the Vendor ID, if
   known, or perform a
   search using Short
   Vendor Name.
 Enter Invoice Number,
   Date, Gross Amount.
 You can either enter the
   above information here
   or you can click Add
   and go to the voucher
   header.
2. Click Add.
3. Invoice Information tab:
   Vendor section: Verify
   it is the correct vendor
   and the correct address
   is selected. If you need
   to select another
   remitting address, you
   need to select the right
   address here, not on
   the previous search
   page. A change made
   here will be copied to
   the remitting address
   on the Payment tab.




Accounts Payable Training V8.4 PeopleSoft                      Page 46 of 62
                                Invoice section:
      Steps
4. Invoice section:
 Ref Number: TR#
 Sales Tax field: Leave
   this blank if the VAT
   calculation type is
   Inclusive. Enter the PST
   amount here if it is
   Exclusive.
 SUT Exempt: Uncheck
   this field if PST needs to
   be entered in the Sales
   Tax field, or if PST         Invoice Lines section:
   needs to be self             1st line:
   assessed.
 VAT Applicable: Check
   if there is tax related to
   this voucher.                2nd line:
 VAT code: select the
   applicable tax code.
5. Invoice Lines Section: If
   you have different tax
   treatment or different
   chartfield combinations      Distribution lines section:
   for an invoice, you need     1st line:
   to create separate
   invoice lines.
 SpeedChart: Select the
   appropriate SpeedChart
   code. SpeedChart info
   will be copied to the
   description field upon
   saving the voucher.
 VAT Applicable: Check
                                2nd line:
   if this line is tax
   applicable.
 VAT Code: Select the
   appropriate Tax Code.
 Distribution Lines: Enter
   the appropriate Account
   Code.
 OpenItem: Enter
   employee or student
   number.
6. Save the voucher.


Accounts Payable Training V8.4 PeopleSoft                     Page 47 of 62
      Steps

7. Change “Open Item” to
    “Closed Item”. Go to
    Accounts Payable>
    Accounts Payable Home
    Page>Vouchers
    Home>Vouchers>Open
    Item Update
8. Select the appropriate
    Business Unit: enter
    Employee or Student
    number into Journal
    Reference box, press
    OK.
9. Click View All.
10. Change the status to
    “Closed” for the settled
    Travel Advance and
    Clearance lines.
11. Press Save button.




Accounts Payable Training V8.4 PeopleSoft   Page 48 of 62
Travel Clearance < Travel advance:
(Travel Advance = $2,000, Travel Clearance = $1500.00)

The steps are similar to the steps as stated in the example above, with the following exceptions:

      Control amount: The amount is 0.00 if the Travel Clearance vouchers are the only vouchers in
       this group.

      Voucher gross amount: 0.00




      Distribution Lines: For the credit balance that we reverse for the travel advance account 139400,
       we only reverse the amount that is equal to the Travel Clearance amount, not the Travel
       Advance amount.




Accounts Payable Training V8.4 PeopleSoft                                                 Page 49 of 62
       Distribution line 1:




       Distribution line 2:




      Two additional lines are required to clear the Travel advance account (139400) and the AR-
       Travel advances clearing account (131110), the amount will be the difference between the
       Travel Advance and the Travel Claim, this is also the amount that the traveler should pay back
       to UBC.

       Dr. AR-Travel advances clearing account (131110)
       Cr. Travel advance account (139400)




Accounts Payable Training V8.4 PeopleSoft                                               Page 50 of 62
Dr. AR-Travel advances clearing account (131110)




Accounts Payable Training V8.4 PeopleSoft          Page 51 of 62
Cr. Travel advance account (139400)




Accounts Payable Training V8.4 PeopleSoft   Page 52 of 62
Activity:

Enter the following vouchers:

Voucher 1: Travel Advance
Voucher 2: Travel Clearance voucher when Clearance is equal to Advance
Voucher 3: Travel Advance
Voucher 4: Travel Clearance voucher when Clearance is less than Advance, traveler needs to pay back
           the difference to UBC.

Field               Voucher 1        Voucher 2        Voucher 3        Voucher 4      Voucher 4-1
Business Unit       UBC              UBC              UBC              UBC            UBC
Voucher ID          NEXT             NEXT             NEXT             NEXT           NEXT
Vendor ID           E5687055         E5687055         E2255014         E2255014       E2255014
Invoice No          Your initial –   Your initial –   Your initial –   Your initial   Your initial –
                    travel adv1      clearance 1      travel adv 2     – clearance    clearance 2-1
                                                                       2
Invoice Date        18/03/04         03/05/04         01/05/04         30/04/04       30/04/04
In./Ex.?            Inclusive        Inclusive        Inclusive        Inclusive      Inclusive
VAT Applicable      Unchecked        Checked          Unchecked        Checked        Checked
VAT Code            Blank            GSTPST           Blank            GST            GST
Reference field     T1234567         T2345678         T1252010         T2510001       T2510001
Sales Tax           Blank            Blank            Blank            Blank          Blank
SUT Exempt          Checked          Checked          Checked          Unchecked      Unchecked
VAT                 Blank            Blank            Blank            Blank          Blank
Total               1000.00          0.00             2000.00          0.00           0.00
Invoice Line 1
SpeedChart          CAHB             CAHB             CAAS             CAAS           CAAS
SUT/VAT/Intrastat   No change        No change        No change        No change      No change
Qty                 -                -                -                -              -
UOM                 -                -                -                -              -
Unit Price          -                -                -                -              -
Amount              1000.00          1000.00          2000.00          1750.00        250.00
GL Unit             UBC              UBC              UBC              UBC            UBC
Account             139400           622000           139400           620000         131110
Fund                Default          Default          Default          Default        G0000
Department          Default          Default          Default          Default        932200
Project             Default          Default          Default          Default        -
UBC# - Alternate    -                -                -                -              -
Vendor ID
UBC# - Work         -                -                -                -              -
Order Number
Open Item           E1099025         Blank            E2255014         Blank          Blank
Invoice Line 2
SpeedChart          -                -                -                -              -


Accounts Payable Training V8.4 PeopleSoft                                             Page 53 of 62
Field               Voucher 1      Voucher 2         Voucher 3         Voucher 4      Voucher 4-1
SUT/VAT/Intrastat   -              -                 -                 -              -
Qty                 -              -                 -                 -              -
UOM                 -              -                 -                 -              -
Unit Price          -              -                 -                 -              -
Amount              -              -1000.00          -                 -1750.00       -250.00
GL Unit             -              -                 -                 -              -
Account             -              139400            -                 139400         139400
Fund                -              -                 -                 -              -
Department          -              -                 -                 -              -
Project             -              -                 -                 -              -
UBC# - Alternate    -              -                 -                 -              -
Vendor ID
UBC# - Work         -              -                 -                 -              -
Order Number
Open Item           -              E1099025          -                 E2255014       E2255014
                    Save Page      Save Page         Save Page         Save Page      Save Page

Close Open Items:

Field                           Value to be Entered
Business Unit                   UBC
Journal Line Reference          E5687055
Search                          Click
Status                          Change from “Opened” to “Closed”
Save                            Click


Achievement:

You are now able to enter Travel advance and Travel clearance vouchers into PeopleSoft. Keep in mind
it is important to follow these Policies and Procedures (available on AP website):

      Requisition Processing Policy
      Travel Requisition Policy
      Tax Self-assessments Policy




Accounts Payable Training V8.4 PeopleSoft                                            Page 54 of 62
C H A P T E R                   1 0


VOUCHERS FOR EXPRESS CHEQUE
REQUEST


Express Cheque Procedure
Express cheques should be discouraged and processed on an exception basis only with the approval of
the supervisor.

1.     Data enter the invoice or requisition in FMS (The steps of data entry for Express Cheques are
       the same as regular voucher data entry. Please refer to Chapter 3 for details).

2.     Attach a print out of the voucher to the Request for Express Cheque form.

3.     Complete the Request for Express Cheque form.

4.     Obtain appropriate approval by supervisor Lisa Lee or Chuck Erickson.
       Backup: Sharon Wu, Manley Mah
       2nd Backup: Neil Kelly, Ray McNichol

Supervisor will approve and forward to data management to process the cheque.

Request for Express Cheque forms are available from Lisa Lee.




Accounts Payable Training V8.4 PeopleSoft                                               Page 55 of 62
I N D E X
Chartfields .................................................................................................................................. 17
Commonly used Tax Codes ......................................................................................................... 7
Control Group .............................................................................................................................. 8
 Description ................................................................................................................................ 8
 Create (Step-by-Step) ................................................................................................................ 9
 Verify (Step-by-Step) .............................................................................................................. 10
 Month End Transactions (Step-by-Step) ................................................................................. 13
 USD Transactions (Step-by-Step) ........................................................................................... 14
Control Hierarchy......................................................................................................................... 6
 Business Unit............................................................................................................................. 6
 Origin ........................................................................................................................................ 6
 Control Group ........................................................................................................................... 6
 Vendor ....................................................................................................................................... 6
 Voucher ..................................................................................................................................... 6
Course Objectives ........................................................................................................................ 3
Express Voucher UBC ............................................................................................................... 16
General Overview ........................................................................................................................ 3
Home Page (Accounts Payable) ................................................................................................... 5
Payables Inquiries ...................................................................................................................... 30
 Description .............................................................................................................................. 30
 Voucher Inquiry (Step-by-Step) .............................................................................................. 31
 Voucher Accounting Entries (Step-by-Step).......................................................................... 33
 Payment Inquiry (Step-by-Step).............................................................................................. 34
SUT .............................................................................................................................................. 7
VAT.............................................................................................................................................. 7
Vendor Inquiries ......................................................................................................................... 36
 Description .............................................................................................................................. 36
 Vendor Inquiry (Step-by-Step)................................................................................................ 37
Voucher Correction .................................................................................................................... 27
 Description .............................................................................................................................. 27
 Correction (Step-by-Step) ....................................................................................................... 28
Voucher Delete ........................................................................................................................... 25
 Description .............................................................................................................................. 25
 Deleting (Step-by-Step)........................................................................................................... 26
Voucher Entry ............................................................................................................................ 16
 Description .............................................................................................................................. 16
 Entering (Step-by-Step)........................................................................................................... 18
Appendix .................................................................................................................................... 57




Accounts Payable Training V8.4 PeopleSoft                                                                                                 Page 56 of 62
A P P E N D I X                     A - H A N D L I N G
C O D E S

Handling Codes for Requisitions:


Canada Post   Mail from Financial Services      Attachment                                MA
                                                With T4ANR                                MF
                                                No attachment                             MN
                                                Attach Tax Form                           MT

Campus Mail   Campus Mail                       Attachment                                CA
                                                Return to individual other than Payee     CD
                                                With T4ANR                                CF
                                                No attachment                             CN
                                                Attach Tax Form                           CT

Pick-up       Pick-up from Financial Services   Attachment                                PA
                                                With T4ANR                                PF
                                                No attachment                             PN
                                                Attach Tax Form                           PT

Other         Continuing Studies                Via Mail bag                              CE
                                                Attachment                                EA
                                                Attach Tax Form                           ET

              General Accounting                FINANCIAL SERVICES USE ONLY               GA




Accounts Payable Training V8.4 PeopleSoft                                               Page 57 of 62
A P P E N D I X                   B - S A M P L E          S T A M P



Group#                              Ref. No.
Voucher#                            Currency

       Amount           GST PST SpeedChart       Account       P/G#




Handling code:                Mail-Cpost     M____
                              Campus Mail    C____
                              Pick up        P____
                              Other
                              Separate Cheque

Approved by:                                   Submitted by:
Print Name:                                    Enter by:
Date:                                          Date:




Accounts Payable Training V8.4 PeopleSoft                         Page 58 of 62
A P P E N D I X C 1 - P R O C E S S
F L O W C H A R T S


                        INVOICE/PAYMENT REQUEST PROCESSING




                                    Invoice/payment
                                       request is
                                        received




                                Verify and stamp invoice/
                                      payment request
                              Fill in all required information
                              (see attached sample stamp)




                                                          yes         Send
                                       Is this an
                                                                   Honorarium
                                      Honorarium?
                                                                   to Finance

                                               no




                                                         no      Send vendor set-
                                     Is vendor set up
                                                                 up information to
                                        in system?
                                                                      Finance

                                              yes



                                                                 Finance sets up
                                     Enter invoice in                Vendor
                                          FMS




                                          File
                                       documents




Accounts Payable Training V8.4 PeopleSoft                                            Page 59 of 62
         A P P E N D I X C 2 - P R O C E S S
         F L O W C H A R T S


                                             TRAVEL ADVANCE PROCESSING


                        Check for:
Receive Travel
                      - employee #                            yes
   Advance                                Vendor set-up                     Send vendor set-up
                   - signing authority
  requisition                               required?                     information to Finance
                        - chartfield
                   - payee signature

                                                   no




                                                                            Clear outstanding
                                                                             Travel Advance
                                                                           - update open item




                                         Is previous travel                Check outstanding
                                                                    yes
                                            advance still                   Travel Advance
                                            outstanding?                          file



                                                    no




                                                              yes                      Is travel      yes
                                         TR over $5,000?                              breakdown
                                                                                      attached?


                                                    no                                          no



                                                                                    Obtain a travel          Finance Officer
                                                                                     breakdown                approves TR




                                                                                                                                        Photocopy TR and
                                                                                                                                     file to Travel Advance
                                                                                                            TR entered in FMS             outstanding file
                                                                                                            - update open item




         Accounts Payable Training V8.4 PeopleSoft                                                                               Page 60 of 62
       A P P E N D I X C 3 - P R O C E S S
       F L O W C H A R T S


                                                             TRAVEL ADVANCE CLEARANCE
                                                                    PROCESSING


                                     Check for:
Receive Travel
                            - original TR# advance
  Advance
                        - speedchart matches original
  Clearance
                                - signing authority
                               - receipts attached




                             Expense less than          no                          Enter Travel
                                Advance?                                          Requistion in FMS


                                        yes

                                                               Attach TR          Close open item
                               Enter Travel
                                                                to Cash            on Employee             File TR clearance
                             Requistion in FMS
                                                                Receipt            Open Item list



        Create 3-part
        Cash Receipt
           Form



                             Enter Cash Receipt
                            (yellow copy) in FMS
                              to clear remaining
                                   advance


                            Enter Cash Receipt
                            (white copy) journal                                  File Cash Receipt
                               entry for bank                                        (white copy)
                              deposit in FMS


                                Attach Cash
                               Receipt bank
                                                                                        Bank
                               deposit slip to
                             cheque for deposit




       Accounts Payable Training V8.4 PeopleSoft                                                      Page 61 of 62
A P P E N D I X C 4 - P R O C E S S
F L O W C H A R T S

                                                              TRAVEL CLAIM PROCESSING



                                      Check for:
   Receive Travel
                                 - signing authority
   Expense Claim
                                 - receipts attached
                             - invalid travel expenses




                                                                 Send vendor set-
                               Is vendor set up in       no
                                                                 up information to
                                    system?
                                                                      Finance


                                           yes




                                                                 Finance sets up
                              Enter Travel Claim in                  Vendor
                                      FMS




                                      File
                                   documents




Accounts Payable Training V8.4 PeopleSoft                                            Page 62 of 62

								
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