Please Pay Voucher Training

Transcription

1 Please Pay Voucher Training ACCOUNTS PAYABLE 1

2 Table of Contents Contact Information...3 Vendor Process...4 Purchase Order Voucher Process...5 Please Pay Voucher Process...6 Supplier/Vendor Information...7 Invoice Information...9 Invoice Conventions...10 GL Codes...14 Creating a Voucher...15 Voucher Register...21 Documentation...23 Budget Check Errors...24 Find an Existing Voucher...25 Denials...26 Warrant/Payment Information

3 Contact Information Accounts Payable Research Parkway, Suite #590 (405) Management Processing Travel Vendors Files 3

4 Vendor Process Department selects Vendor Vendor is available for use in PeopleSoft (Day 2) Department sends form to Vendor for completion (Domestic, Individual or Foreign) Vendor information transmitted to OMES and activated (Day 1) Vendor forms are submitted to AP for audit and entry 4

5 Purchase Order (PO) Voucher Process PO Vendor delivers goods/services and invoices Department OST sends electronic payments to Vendors or warrants to OUHSC for distribution Department ensures PO is valid Payment information is sent to OMES and OMES transmits to OST (Day 1) Department annotates Invoice with PO Number, Invoice/Distribution Lines, Amount to Pay and Signs AP audits, enters and approves PO Voucher Department sends PO Invoice to AP 5

6 Please Pay Voucher Process Department orders from Vendor OST sends electronic payments to Vendors or warrants to OUHSC for distribution Vendor delivers goods/services and invoices the Department Payment information is sent to OMES and OMES transmits to OST (Day 1) Department enters Voucher from Invoice (Enterer) and creates Voucher Register AP audits and approves Voucher Hourly PeopleSoft budget check and workflow processes Department sends Invoice and Voucher Register to AP Department approves Voucher (Approver) 6

7 Supplier/Vendor Information Navigation Main Menu Suppliers Supplier Information Add/Update Supplier Find an Existing Value Supplier ID 90 = Employees 91 = Suppliers/Vendors Our Customer Number Six digit HR Employee ID ID Number Tax Identification Number (TIN) Nine digits No dashes or spaces Not always applicable for foreign vendors Supplier Name Contains Should match name on invoice Supplier Status Defaults to Approved Last modified date + 2 business days for vouchers 7

8 Supplier/Vendor Information Invoice #1 OU Printing Services Search by Supplier ID Invoice #2 Healthy Hearth Invoice #3 AT&T Supplier Name begins with AT&T ID Number begins with Invoice #4 Embassy Suites Supplier Name begins with Embassy Tulsa or OKC

9 Invoice Information Invoice Actual amount due Not Statement or Estimate Bill to OUHSC OUHSC department Identifying Information Invoice Number Invoice Date Gross Amount (minus tax or late fees) Remit Address Additional Information Sign in sheets Agenda Marketing form GL Code Category Item List OMES OEC 9

10 Invoice Conventions Unique identifiers to prevent duplicate payments Use invoice numbers, when available Alphanumeric 30 characters Use preceding information INV Use invoice dates, when available Date provided by vendor Date department stamped as received Date voucher was entered in PS Other Identifying Numbers Order Number Receipt Number Folio Number Account Numbers Monthly Billings End with Month/Year Nov17 Account Number Multiple Billings End with Month/Date/Year Nov

11 Invoice Conventions Invoice Number? Yes. Use Invoice Number. No. Other Identifying Number? Yes. Use Other Identifying Number. No. Account Number for monthly billing? Yes. Use Account Number with Month and End of Year. No. Account Number for multiple billings? Yes. Use Account Number with Month, Day and End of Year. No. Account Number related to an employee? Yes. Use Account Number, Last Name of Employee, Month and Year. No. Contact AP Processing for clarification. 11

12 Invoice Convention Examples 12

13 Invoice Convention Examples 13

14 GL Codes Part of the chart field spread (CFS) Category Item List Common expense types Grouped by expense category OMES OEC Full definitions of codes Updates to come Invoice #1 Invoice #2 Invoice #3 Invoice #4 14

15 Creating a Voucher Main Menu Accounts Payable Vouchers Add/Update Regular Entry 15

16 Creating a Voucher Business Unit Supplier ID Supplier Location Invoice Number Invoice Date Gross Invoice Amount Add 16

17 Creating a Voucher Location should match Remit To on invoice 1099 Location Business address for tax purposes EFT Location Available if setup for EFT payments Location Description Address description is in the location NEVER update a voucher by address 17

18 Creating a Voucher 18

19 Creating a Voucher 19

20 Voucher Register Main Menu OUHSC Main Menu Accounts Payable Voucher Register Report From/To Voucher ID OR From/To Date Entered By User ID Run 20

21 Voucher Register OK Server Name = PSNT Process Monitor Run Status = Success Distribution Status = Posted Details View Log/Trace PDF Print 21

22 Voucher Register 22

23 Documentation Voucher Register Invoice Additional Documentation Paperclip Hourly Processes In Voucher ID Order to Departmental Approver Mail to AP 23

24 Budget Check Errors Budget check runs hourly with one to Enterer per day Vouchers will not route for approval until error is resolved Double check CFS entry information is valid Coordinate with department for resolution 24

25 Find an Existing Voucher Regular Entry Find an Existing Value tab Search by Voucher ID Search by Budget Checking Header Status Can review Approval History Department approval Accounts Payable approval 25

26 Denials Onetime to Enterer Preview Approval View/Hide Comments Comments Comment History 26

27 Warrant/Payment Information Payment Type Warrant = Paper Check EFT = Electronic Funds Deposit Inter-Agency Payment = Electronic Agency Transfer Cancelled/Redeemed information not real-time and EFT and Interagency payments not usually loaded 27

28 Questions?