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					Accounts Payable Processes - 8.8 to 8.9 Upgrade

Current Process                                           Customization (if any)
                                                                   Training considerations/Notes                                                Tested?


Adding and Maintaining Vendors

 Add a Non 1099 Vendor                                             TIN number for non-1099 vendor is entered under

Add Vendor and don't mark open for ordering

Add a 1099 Vendor

Approve Vendors(if you use this option)

Change Vendor Status to Inactive

Add a One Time Vendor
Add Vendor with Missing Information (ex. Address, city,
state, location)

Add Unapproved Vendor

Add an Employee Vendor


Add a Single Payment Vendor
Add a Vendor with diiferent payment defaults and see if
they carry through to a voucher

Add an Approved Vendor with Specific Payment Terms
                                                                   Not many reports. Just Duplicate vendor report which
Look at Reports on Vendor Home Page                                deems useful

Add a comment to a vendor

Make a change to a vendor in correction mode
Test duplicate vendor report                                       Not working propertly

How do we do a vendor inquiry (view only)?                         May not be valuable, need to assess need for inquiry only

Review security for vendor access, add, update                     Defer to Security Team

Test Vendor Home Page capatilites

                                                                   Internal users with the Supplier Application Administrator role can create
                                                                   external administrators, give other internal users access to vendor IDs,
What's a "vendor user" - Test                                      and create or update vendors’ users. WILL NOT BE USING


Test new Vendor duplicate checking capabilities                    To set up duplicate vendor checking.


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                                                        Don't believe we will use this until after go-live. Do not allow
Test vendor inactivation-purging and archiving          security for this. DO NOT TEST



Entering Vouchers
Enter a direct charge voucher


                                                        If use the quick invoice entry, not all online edits are
                                                        performed. The need to run the voucher build process
                                                        is required which will catch duplicate invoice and other
Enter a quick invoice entry voucher                     edit errors. DO NOT TEST

                                                        When entering a PO voucher, do not enter an amount on the
                                                        invoice entry screen, nor the total on the invoice information
                                                        screen before copying in the po voucher information. If you
                                                        do, it will create two lines and one will need to be deleted.
Enter a voucher related to a PO                         Still trying to work with Peoplesoft on this one.'

Enter a voucher related to a PO - partial payment
Enter a voucher related to a PO- full payment
Enter a 1099 voucher and make one line entry 1099 and
the other not.


Add a Speed Chart and use it in a voucher



Add a Speed Chart with Multiple Distributions

                                                        Sales Tax works If you use freight at your campus, test
Process a voucher with sales tax or freight             this capability!!!!

                                                        when choosing voucher style, indicate Template Voucher-
Create a Template Voucher                               specific to a vendor
                                                        After voucher screen appears, go downto Copy from Source
Add Voucher from a Template                             document and copy from Template
Add Voucher Using a One-Time Vendor make sure
status goes to unapproved after voucher post

Add Voucher using a SpeedChart

Add a voucher using an Employee Vendor
                                                        Need to still verify a credit advice will be created during
Enter a credit invoice with a debit invoice             paycycle
                                                        If use the quick invoice entry, not all online edits are
                                                        performed. The need to run the voucher build process is
                                                        required which will catch duplicate invoice and other edit
Enter a duplicate invoice                               errors.

Add a Voucher with an Invalid GL Account


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Add a Voucher with Specific Payment Terms

Add a Voucher with an Invalid GL Combination

Add a voucher where total does not = total of lines

Try to add a voucher for an unapproved vendor
Try to finalize a voucher three different ways, header,                  Training consideration. Can finalize by line, schedule and
line,distribution                                                        distribution line
Finalize a PO voucher, post then try to voucher against
the PO again.

Enter voucher with split payment and test payments                       Training consideration on how to…………….

Save a voucher which is not finished (ex. No coding)                     CANNOT DO. Only in Quick Invoice
Enter an adjustment voucher
                                                                         Get Error Message - Need to apply security to user
                                                                         preferences on this type of voucher. Apparently this type of
                                                                         voucher is needed when cancelling a payment to a
Enter a reversal voucher                                                 preupgrade voucher.
Make sure credit with debit less than credit spits out a
credit advice                                                            Need to test as part of payment processing

Test session defaults                                                    This is only available in Quick Invoice Entry



Control Groups MADISON ONLY

Enter a Control Group using "Run a Tape"                                 Done - successful. Similar to 7.5 panels
Enter a Control Group and enter gross amount and
number of vouchers                                                       Done - successful. Similar to 7.5 panels

                                                                         Message that the group balances and to move to the next
                                                                         group by selecting YES. Group status changes to "Ready for
                                                                         Review". If the vouchers for the group are not balanced you
Enter vouchers for a Control Group that balances and                     do not see the vouchers in the "voucher" panel for that
test message. See status of Control Group.                               group. Determine training issues for unbalanced vouchers.
Enter vouchers for a Control Group that does not                         Done - States that the Control Group does not balance when
balance                                                                  the final voucher is entered by count.
Verify a Control Group                                                   Done - successful


Post a Verified Control Group                                            Done - successful

                                                           You cannot
                                                           post a group
                                                           unless it is
Try to post a Control Group that is not verified           verified     Tested
                                                                        Done - successful. However, we need to be careful if we
                                                                        delete Control Group. Option at this panel is to delete
                                                                        vouchers also. Would not delete Control Groups as a
Delete a Control Group                                                  general rule .


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Voucher Processes
                                                         Does not exist, edit is done when voucher is saved. Except
                                                         for Quick Invoices which are edited during Voucher Build
Edit voucher/single and batch                            process
                                                         Can do online make sure you can do this in the voucher
BCM voucher/single and batch                             pages

Post voucher/single and batch

Voucher Build Process for Quick Invoice Entry Vouchers   Will not be using

Voucher Build Error Inquiry                              Shows vouchers in error from Quick Invoice Entry Will not be using


Test Voucher mass maintenance capabilities (mass         Make sure you use GL Business Unit as a Key Search Field
close, delete, replace fields on vouchers)               and then whatever is applicable. Training Consideration


Recurring Vouchers

Enter a PO recurring voucher                             Don't know if anyone uses this feature???


Maintaining Vouchers

Unpost a Voucher

Voucher Delete                                           Can delete a bcm'd voucher also

Voucher Close                                            Only for posted vouchers

Review Error Summary Screen-BCM,charfield

Review voucher maintenance - inquiry/search              Training needed on this


Payment Processes

Make sure you have entered vouchers for payment


Check Pay Cycle selection criteria preferences
                                                         Took out Create Pos Pay file as we need this customized for
Review Pay Cycle "Model" Step Table                      US Bank
                                                         Crystal Checks are now translated but you need Crystal 10
Use Pay Cycle Manager to process payments                installed on your machine before you are able to see output.
Use Pay Cycle Summary Data to see total dollar amount
of check run

Use Pay Cycle Detail Data to review each payment

Run Trial Register and print out

Approve Pay Cycle at Trial Register page                 If your campus approves the paycycle.

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Use Pay Cycle Approval to Approve Pay Cycle check
printing

Set up a Pay Cycle Certifier and approve a Pay Cycle

Use "Reset" to clear the Pay Cycle in process           Can only Reset after Payment Selection

Review Payments
                                                        You can try to test this although I think everyone will be
Schedule Pay Cycle to run at a specific time            running it live

AP Crystal Check APY2021

Create checks/make sure format is bank acceptable

Post a Payment

Check for unposted payments

Restart Paycycle

Create an express check

Test Manual pay process                                 No need to do?? Need to verify Don't think so.


Check for vouchers not selected for payment             It was decided that our nvision reports work better
Inquire Voucher Accounting Entries after Payment
Processing and Posting
Test bank name replacement FIRSTR --> USBank
                                                        Training, differentiate between recreating checks and
Recreate Checks                                         restarting????



Payment Options

Cancel a Payment - Void with Re-Issue
Cancel a Payment - Void with Re-Issue using a Control
Group                                                   Madison Only
                                                        When involves pre upgrade payment and voucher, cannot
Cancel a Payment - Void without Re-Issue                do. Need to do manual reversing entries.
Cancel a Payment - Void without Re-Issue Using a
Control Group                                           Madison Only

Undo Cancel for a void payment                          Can do before the payment is posted.

Payment inquiry/test capability and security
Inquire Voucher Accounting Entries after Payment
Cancel                                                  Accounting entries do not include payment entries?

Set-up Split Multiple Payment terms                     Did express check and did not spit out only first payment???

Run Split Multiple Payment terms process                Does this matter? Would we ever do this?
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Paycycle Inquiry-test ability to exclude voucher, put
them on hold or indicate separate check before running
paycycle                                                    Training consideration if this is a big desire


Journal Generator
Test all re-occurring run controls for voucher edit, bcm,
post and payment post

Add a Journal Generator Request-Payments

Add a Journal Generator Request-Vouchers

Add a Journal Generator Request for All
View Journal Entries

Edit Journal entries

Budget Check Journal Entries

Mark Journal Entries for Posting                            Don't need any longer

Post Journal Entries

Edit- Budget Check-Mark Post Journal Entries                Can do all three on request panel (not mark)




Process AP Open Liability Request                           Useful?

Process AP/GL Account Recon Request                         Useful?

AP/GL JoUrnal Recon Request                                 Useful?



Automatic Bank Reconciliation
Bank Reconciliation -UWSA will Test



Manual Bank Reconciliation
Manual Bank Reconciliation -UWSA will Test



1099 Reporting
1099 Processing - UWSA-Tina will Test



Voucher & Payment Reports

                                                                                       Page 6 of 21
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Voucher Register APY1010

AP Register (crystal) APY2030

Voucher Recon??

Trial Register - summary/detail                        same as AP Register APY 2030 above

Payment Register APY2001
Look at Report list offered on Accounts Payable Home
page for payments and voucher                          Review with Team and campuses

Test nvision reports                                   Leave for query nvision focus group


New Features
Accounts Payable Home Page                             Great feature




Further Testing
AP Voucher Build

Define Voucher Build Criteria

Use Voucher Pre-Edit error with AP Voucher Build
Review furnished Reports for AP (see if they replace
any nvision or current queries)

Check/Test Security

Paycycle Inquiry pages


New Functionality

E-settlements

Procard




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Navigation



Vendors, Vendor Information, Add/Update, Vendor

Vendors, Vendor Information, Add/Update, Vendor

Vendors, Vendor Information, Add/Update, Vendor

Vendors>Vendor Information>Approve>Approve Vendor

Vendors, Vendor Information, Add/Update, Vendor

Vendors, Vendor Information, Add/Update, Vendor

Vendors, Vendor Information, Add/Update, Vendor

Vendors, Vendor Information, Add/Update, Vendor

Vendors, Vendor Information, Add/Update, Vendor

Vendors, Vendor Information, Add/Update, Vendor In
Persistence, indicate Single Payment Vendor

Vendors, Vendor Information, Add/Update, Vendor

Vendors, Vendor Information, Add/Update, Vendor

Vendors, Vendor Information, Maintain
Vendors, Vendor Information, Add/Update, Vendor,
Location, Comments
Vendors, Vendor Information, Add/Update, Vendor,
Correct History
Vendors, Vendor Information, Maintain
Vendors, Vendor Information, Add/Update, Review
Vendors



Vendors




Vendors, Vendor Information, Add/Update, Define Vendor User
Set Up Financials/Supply Chain, Product Related, Procurement
Options, Vendors, Set Controls Vendor


                                                               Page 8 of 21
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Accounts Payable, Archiving, Vendors, Request Archive, Vendor
Archive Request




Accounts Payable, Vouchers, Add/Update, Regular Entry




Accounts Payable, Vouchers, Add/Update, Quick Invoice Entry




Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry
Accounts Payable, Vouchers, Add/Update, Regular Entry


Accounts Payable, Vouchers, Add/Update, Regular Entry

Set Up Financials/Supply Chain, Product Related, Procurement
Options, Management, SpeedChart, SpeedChart

Set Up Financials/Supply Chain, Product Related, Procurement
Options, Management, SpeedChart, SpeedChart


Accounts Payable, Vouchers, Add/Update, Regular Entry


Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry




Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry


                                                                Page 9 of 21
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Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry

Accounts Payable, Vouchers, Add/Update, Regular Entry voucher
                                                Entry/In
style user Reversal



Accounts Payable, Vouchers, Add/Update, Regular Entry/In voucher
style user Adjustments



Accounts Payable, Vouchers, Add/Update, Quick Invoice Entry




Accounts Payable, Control Groups, Group Information,
Add
Accounts Payable, Control Groups, Group Information,
Add




Accounts Payable, Vouchers, Add/Update, Regular Entry or Quick
Invoice
Accounts Payable, Vouchers, Add/Update, Regular Entry or Quick
Invoice

Accounts Payable, Control Groups, Post Control Group
OR Select Post Group at Contorl Group Set-up at the
Accounting Panel under Control Groups.

Accounts Payable, Control Groups, Post Control Group
OR Select Post Group at Contorl Group Set-up at the
Accounting Panel under Control Groups. Posting options
determine whethre a group can be posted pr not.



Accounts Payable, Control Groups, Delete Control Group


                                                                   Page 10 of 21
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Accounts Payable, Batch Processes, Vouchers, Budget
Check
Accounts Payable, Batch Processes, Vouchers, Voucher
Posting
Accounts Payable, Batch Processes, Vouchers, Voucher
Build
Accounts Payable, Vouchers, Maintain, Voucher Build
Error Detail


Accounts Payable, Vouchers, Maintain, Voucher Mass
Maintenance



Purchasing>Procurement Contracts>Reports>Recurring
Vouchers




Accounts Payable, Vouchers, Maintain, Unpost Voucher

Accounts Payable, Vouchers, Maintain, Delete Voucher

Accounts Payable, Vouchers, Maintain, Close Voucher
Accounts Payable, Vouchers, Add/Update, Regular Entry/Error
Summary Tab
Accounts Payable, Vouchers, Maintain, Voucher
Maintenance Search




Accounts Payable, Payments, Pay Cycle Processing, Payment
Selection Criteria, Preferences
Accounts Payable, Payments, Pay Cycle Definition, Step Table, Pay
Cycle Step Table
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle
Manager
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle
Manager/Summary
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle
Manager/Detail
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle
Manager/Approve
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle
Manager/Approve

                                                                    Page 11 of 21
            8b93022e-f772-4767-ba4e-3c6ef60613cd.xls
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle
Manager/Trial Register
Accounts Payable, Payments, Pay Cycle Processing, Payment
Selection Criteria, Preferences
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle
Manager, Reset
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle
Manager/Details
Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle Job,
Pay Cycle Job Request

Part of Paycycle


Accounts Payable, Payments, Batch Processes, Payment, Payment
Posting

Accounts Payable, Payments, Batch Processes, Payment Posting

Accounts Payable, Payments, Pay Cycle Processing, Check Restart
Accounts Payable, Vouchers, Add/Update/ Regular Entry - pull up
voucher and do express payment on payment page




Accounts Payable>Review Accounts Payable
Info>Vouchers>Accounting Entries


Accounts Payable, Payments, Pay Cycle Processing, Check Recreate




Accounts Payable, Payments, Cancel/Void Payments,
Payment Cancellation
Accounts Payable, Payments, Cancel/Void Payments,
Payment Cancellation
Accounts Payable, Payments, Cancel/Void Payments,
Payment Cancellation
Accounts Payable, Payments, Cancel/Void Payments,
Payment Cancellation
Accounts Payable, Payments, Cancel/Void Payments,
Payment Cancellation
Accounts Payable, Review Accounts Payable Info,
Payment, Payment
Accounts Payable, Review Accounts Payable Info,
Vouchers, Accounting Entries
Accounts Payable,Vouchers, Add/Update, Regular Entry,
Payments Panel
Accounts Payable,Vouchers, Add/Update, Regular Entry,
Payments Panel
                                                                   Page 12 of 21
            8b93022e-f772-4767-ba4e-3c6ef60613cd.xls
in Paycycle Manager Detail Search.




General Ledger, Journals, Subsystem Journals, Generate
Journals
General Ledger, Journals, Subsystem Journals, Generate
Journals




General Ledger, Journals, Subsystem Journals, Generate
Journals
General Ledger, Journals, Subsystem Journals, Generate
Journals


General Ledger, Journals, Subsystem Journals, Generate
Journals
General Ledger, Journals, Subsystem Journals, Generate
Journals



Accounts Payable, Reports, Vouchers, Voucher Recon,
Payables Open Liability Report
Accounts Payable, Reports, Vouchers, Voucher Recon,
AP/GL Account Recon Request
Accounts Payable, Reports, Vouchers, Voucher Recon,
AP/GL Journal Recon Request




                                                         Page 13 of 21
         8b93022e-f772-4767-ba4e-3c6ef60613cd.xls
Accounts Payable, Reports, Vouchers, Voucher Register

Accounts Payable, Reports, Payments, Trial Register

Accounts Payable, Reports, Vouchers, Voucher Recon


Accounts Payable, Reports, Payments, Payment History
by payment




                                                        Page 14 of 21
          8b93022e-f772-4767-ba4e-3c6ef60613cd.xls
                                           Test Results - Accounts Payable
  Test Script         Transaction
   Number               Number               Description                             Description        Date Completed




8b93022e-f772-4767-ba4e-3c6ef60613cd.xls                    Page 15 of 21                                              7/26/2011

UW Shared Financial System                            Proprietary and Confidential                 Cambridge Technology Partners
                                           Test Results - Accounts Payable
  Test Script         Transaction
   Number               Number               Description                             Description        Date Completed




8b93022e-f772-4767-ba4e-3c6ef60613cd.xls                    Page 16 of 21                                              7/26/2011

UW Shared Financial System                            Proprietary and Confidential                 Cambridge Technology Partners
                                           Test Results - Accounts Payable
  Test Script         Transaction
   Number               Number               Description                             Description        Date Completed




8b93022e-f772-4767-ba4e-3c6ef60613cd.xls                    Page 17 of 21                                              7/26/2011

UW Shared Financial System                            Proprietary and Confidential                 Cambridge Technology Partners
                                           Test Results - Accounts Payable
  Test Script         Transaction
   Number               Number               Description                             Description        Date Completed




8b93022e-f772-4767-ba4e-3c6ef60613cd.xls                    Page 18 of 21                                              7/26/2011

UW Shared Financial System                            Proprietary and Confidential                 Cambridge Technology Partners
                                                         ISSUE LOG - Accounts Payable
  Issue        Test Script
 Number         Number                     Description          Date Opened          Opened By   Follow-Up   Date Resolved    Resolved By




8b93022e-f772-4767-ba4e-3c6ef60613cd.xls                                Page 19 of 21                                                      7/26/2011

UW Shared Financial System                                        Proprietary and Confidential                         Cambridge Technology Partners
                                                         ISSUE LOG - Accounts Payable
  Issue        Test Script
 Number         Number                     Description          Date Opened          Opened By   Follow-Up   Date Resolved    Resolved By




8b93022e-f772-4767-ba4e-3c6ef60613cd.xls                                Page 20 of 21                                                      7/26/2011

UW Shared Financial System                                        Proprietary and Confidential                         Cambridge Technology Partners
                                                         ISSUE LOG - Accounts Payable
  Issue        Test Script
 Number         Number                     Description          Date Opened          Opened By   Follow-Up   Date Resolved    Resolved By




8b93022e-f772-4767-ba4e-3c6ef60613cd.xls                                Page 21 of 21                                                      7/26/2011

UW Shared Financial System                                        Proprietary and Confidential                         Cambridge Technology Partners

				
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