PSFIN V8.9 Upgrade Training

Transcription

1 PSFIN V8.9 Upgrade Training Accounts Payable Participant Guide Athens, August 25 th 26 th, 2008 Fort Valley, September 8 th 9 th, 2008 Office of Information and Instructional Technology Version 1.2 8/13/2008

2 Table of Contents PSFIN 8.9 Accounts Payable Course Overview... 4 Lesson 1: Accounts Payable Overview... 5 PeopleSoft Integration... 6 AP Integration with Other PeopleSoft Modules... 6 Lesson 2: Accounts Payable Setup Adding a New Bank Activity AP Setup Lesson 3: Vendors Vendor Summary Page Activity Add a 1099 Vendor and a Direct Deposit Vendor Review Questions AP Setup and Vendors Lesson 4: Vouchers Lesson 4.1: Regular Vouchers Activity Add Regular Vouchers Lesson 4.2: Special Vouchers Activity Add Special Vouchers Activity Enter a Quick Invoice, Single-Payment Voucher, and Template Voucher Lesson 4.3: Managing Vouchers Activity Manage Vouchers Activity Closing Vouchers Activity Finalizing Vouchers and Running On-Demand Processing Lesson 4.4: Processing Vouchers Activity Budget Check Payables Activity Process Vouchers Activity Post Vouchers and Run the Voucher Build Process Review Questions Vouchers Lesson 5: Banner Interfaces Lesson 6: Payments Lesson 6.1: Payment Life Cycle Payment Life Cycle Lesson 6.2: Pay Cycles Activity Run Check Pay Cycles Activity EFT Pay Cycles Lesson 6.3: Managing Payments Activity Generating the Positive Payment File Activity Creating Express Checks and Recording a Manual Payment Activity Managing Payments Review Questions Banner Interfaces & Payments Lesson 7: 1099 Processing Process Flow Major Steps Processing Step 1: Set/Review Rules Processing Steps 2 through 4: Vendors, Entering & Processing Vouchers, and Posting Withholding Board of Regents of the University System of Georgia. All Rights Reserved. 2

3 Activity Post 1099 Withholding Transactions Processing Step 5: Review Processing Step 6: Reports Processing Step 7: Adjustments Activity 1099 Adjustments Processing Step 8: Processes to Generate Files, Forms, and Adjustment Reports Activity Run Withholding Report Post and Generate Withholding Reports Activity 1099 Processing Processing Step 9: Additional Steps Review Questions 1099 Processing Lesson 8: AP Inquiries, Queries, and Reports Appendix A: Accounts Payable Pre-Defined Queries Grid Appendix B: Accounts Payable Reports Grid Appendix C: Adding a New Disbursement Bank Process Appendix D: Running Check Pay Cycles Appendix E: Running EFT/ACH Pay Cycles Appendix F: 1099 Process Flow (Summary) Appendix G: 1099 Process Flow (Detail) Appendix H: 1099 Withholding Process Steps Appendix I: List of Business Processes Used in Super User Training Board of Regents of the University System of Georgia. All Rights Reserved. 3

4 PSFIN 8.9 Accounts Payable Course Overview Course Objectives: Describe the purpose and functions of the AP Module Set up the Accounts Payable Module Add vendors to the system Enter, manage, and process vouchers Identify how Banner interfaces with AP Setup and run pay cycles Manage payments Complete 1099 Processing Use inquiries, queries, and reports in AP Schedule Day 1: 9:00 10:00: Lesson 1 AP Overview 10:00 10:45: Lesson 2 AP Setup 10:45 11:00: AM Break 11:00 12:00: Lesson 3 Vendors 12:00 1:15: Lunch 1:30 2:45: Lesson 4 Vouchers 2:45 3:00: PM Break 3:00 5:00: Lesson 4 continued Vouchers Schedule Day 2: 9:00 9:15: Day 1 Recap 9:15 9:45: Lesson 5 Banner Interfaces 9:45 12:15: Lesson 6 Payments (break midway) 12:15 1:30: Lunch 1:45 3:15: Lesson Processing 3:15 3:30: PM Break 3:30 4:15: End of Course Quiz 4:15 4:45: AP Inquiries, Queries & Reports 4:45 5:00: End of Course Evaluation 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 4

5 Lesson 1: Accounts Payable Overview Lesson Objectives Describe the purpose and functions of the AP Module: Identify the primary functions of the AP module Describe how AP works with other modules in PeopleSoft 8.9 Identify the major changes in AP in version 8.9 What can you do in PeopleSoft AP? Create vouchers and payments using manual and automatic processes Establish withholding requirements Match vouchers with POs and Receipts Post vouchers and payments Maintain vouchers thru their lifecycle AP Integration with other modules Asset Management Expenses General Ledger Purchasing Banner 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 5

6 PeopleSoft Integration epro PO PeopleSoft FIN 8.9 AP EX Self Service PeopleSoft HRMS 8.9 Passwords AM GL KK Budget Prep Job/Salary AP Integration with Other PeopleSoft Modules Banner Purchasing Expenses Accounts Payable Asset Management General Ledger Commitment Control 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 6

7 AP Integration with Asset Management Along with Purchasing, Payables is a key collection point for asset information that flows into Asset Management This flow of asset info from vouchers works hand-in-hand with the flow of info from receiving documents recorded in Purchasing to ensure accurate and upto-date records AP Integration with Expenses The Payables payment interface enables you to produce payments for Expense transactions All non-employee travel is handled in AP. All employee travel is handled in Expenses. AP Integration with General Ledger Payables sends accounting entries to General Ledger through the Journal Generator process Payables also interfaces with General Ledger for budget checking and commitment control 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 7

8 AP Integration with Purchasing Vouchers can be built from various sources in Purchasing, include PO and Receiver lines You can perform matching among vouchers, POs, receivers, and inspection status to improve control and accuracy You can view related documents across the entire procure-to-pay process AP Integration with Banner Banner refund and difference payments to students are paid through PeopleSoft AP Through this integration, you can also add and update vendors Major Changes in v8.9 AP Voucher Type vs. Voucher Style Regular Voucher: Non-PO, PO, Receiver Adjustment Voucher: Credit memo, $0 adjustments Single Payment Voucher: One-time payment Template Voucher: Reduces errors and saves time 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 8

9 Major Changes in v8.9 AP New Voucher Summary Page Major Changes in v8.9 AP New Expenses Module AP: Non-Employee Travel only Vendors and Vouchers EX: All Employee Reimbursements (Travel, FSA, and MISC) AP: All prepaid travel (payments to a 3 rd party vendor) Employees prepaid account ; open item key = EMPLID Non-Employees prepaid account ; open item key = Vendor ID Major Changes in v8.9 AP New Expenses Module (cont.) AP: Pay Cycles (AP Vouchers and Expenses) AP: Payment Cancellations (AP Vouchers and Expenses) AP: Main source for Continuous Audit Per Diem Report EX: Main source for Continuous Audit Employee Travel Report 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 9

10 Major Changes in v8.9 AP Voucher Post No longer creates encumbrance entries back to PO_LINE_ACCTG Encumbrance entries will be created by Commitment Control budget checking Major Changes in v8.9 AP Voucher Changes Freight Charges: Prorated to all Voucher Lines Closing of 7.5 Vouchers: Cannot use the Voucher Close process or the Payment Cancellation option for closing converted 7.5 vouchers UPK AP Major Changes in v8.9 AP Finalizing Vouchers Voucher Header: Finalize entire voucher Voucher Line: Finalize all distributions for line Voucher Distribution: Finalize individual distribution line Only available if the Voucher Accounting Date is within the current open period 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 10

11 Major Changes in v8.9 AP Pay Cycle Changes New Payment Selection Criteria Options: Pay From/Through Dates Credit Options Major Changes in v8.9 AP Check Files Check files will be created in Report Manager and printed using a 3 rd party tool (SwiftView) after the pay cycle is run to completion Major Changes in v8.9 AP Reprinting Enhanced reprinting options will minimize restarting pay cycles New Recreate buttons and reprinting from Report Manager 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 11

12 Major Changes in v8.9 AP Bank Recon New bank file specifications for Bank Reconciliation 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 12

13 Lesson 2: Accounts Payable Setup Lesson Objectives Setup the Accounts Payable Module: Add AP User Preferences Identify how to setup the AP Check Print Options page Identify how to add a new bank to the system AP Setup Includes: User Preferences AP Check Print Options EFT File Format Positive Pay Format and Transmittal Codes Bank Replacement Rules New Pay Cycle AP Setup User Preferences Key Changes in AP User Preferences: AP Preferences combined with PO and other procurement preferences, accessed via Procurement link Separate link exists for preferences specific to Pay Cycle Additional Voucher authority choices added to allow overrides Voucher styles security replaces voucher types Link for new Document Tolerance Authority overrides 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 13

14 AP Setup User Preferences You must setup User IDs for those who will define default codes and values Once you are finished with table setup and all default values, use the User Preferences pages to define profiles for your PeopleSoft system users User Preferences Report (FIN0006): listing of preferences defined for each user AP Setup User Preferences Change to User Preferences will be requested via the Security Request Form These changes affect the functionality within transaction pages, not access to the pages User Preferences allow for additional internal control features within the transactional functionality of the pages a user can access AP Setup AP Check Print Options Page AP Check printing options are controlled via a custom page to allow selecting institution-specific options The printing options selected on the custom page are used by the BOR custom check printing BORIF030.sqr to generate the correct check file and file copy output 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 14

15 AP Setup AP Check Print Options Page This custom page allows institutions the flexibility of obtaining new check printers and signature cards without requiring a modification to the check printing BORIF030.sqr Changes to this custom page may be required for any of the following: New Check Printer New Signature Card New Check Stock 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 15

16 Begin process to add a new Disbursement Bank Adding a New Bank Step 1 Add a New Disbursement Bank (GL ) Step 2 Add a New Disbursement Bank Account (GL ) Step 3 Add/Update the BOR EFT Formatting Page for new Bank/Account (AP ) Step 4 Update Positive Pay Format & Transmittal Codes (AP ) Step 5 Define a New Bank Account Replacement Rule (AP ) Step 6 Update Payables and Expense Business Unit Options (AP ) Step 7 Update AP Pay Cycles for New Disbursement Bank (AP ) End process to add a new Disbursement Bank AP Setup Adding a New Bank Step 1: Add a New Disbursement Bank GL Security Role: BOR_GL_BANK_SETUP New banking info will appear on Payables Disbursement and Positive Payment Files only AFTER these changes are made A new requirement is the Bank Branch Information: Represents physical bank locations and is where the bank address is stored that prints on your AP checks 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 16

17 AP Setup Adding a New Bank Step 2: Add a New Disbursement Bank Account GL Security Role: BOR_GL_BANK_SETUP External bank accounts represent physical financial institutions When your disbursement bank changes (step 1), you need to add a new disbursement bank and account May be occasions when your current account needs to be closed and a new one opened with your current disbursement bank AP Setup Adding a New Bank Step 3: Update BOR EFT Formatting Page for new Bank/Account AP Security Role: BOR_AP_SETUP_CONFIG When changing to a new disbursement bank/account, you need to update the BOR EFT Formatting page so that your EFT/ACH payments are issued with the new banking information AP Setup Adding a New Bank Step 4: Update the Positive Pay Format and Transmittal Codes AP Security Role: BOR_AP_SETUP_CONFIG If you wish to generate Positive Pay files with a format other than Universal (format 1), you must specify the format in the BOR Installation Options Many banks require a special code to appear in the first line of each Positive Pay file (enables them to more easily identify the account number to which it relates) If your bank requires that the same code be included in the first line of each Positive Pay file, you must establish this code prior to generating a Positive Pay file The Header record will automatically be included as the first record in every Positive Pay file created 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 17

18 AP Setup Adding a New Bank Step 5: Define New Bank Account Replacement Rule AP Security Role: BOR_AP_SETUP_CONFIG You can use alternate bank accounts to replace the original bank accounts defined for a pay cycle You can select to have all payments from a specified bank account paid from a replacement bank account First, define the bank replacement rules on the Bank Replacement Rules page Then, attach the rule to the pay cycle on the Payment Selection Criteria Preferences page Once defined, rules are executed when attached to a pay cycle AP Setup Adding a New Bank Step 6: Update Payables and Expenses with New Bank Info AP Security Role: BOR_AP_SETUP_CONFIG Once your institution establishes a new Disbursement Bank/Account, you will need to update your Payables and Expenses Business Unit Options by selecting the new default payment bank, bank account, and handling code for the Set ID AP Setup Adding a New Bank Step 7: Update AP Pay Cycles for New Disbursement Bank AP Security Role: BOR_AP_CRTE_PMNTS_PRC The final step is to update all AP Pay Cycles to reflect the new Bank and to select the new Bank Account Replacement Rule so that all vouchers will be issued from the new bank/account 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 18

19 Topic: Add AP User Preferences Business Process: AP Accounts Payable AP Setup Activity AP Setup Topic: Add AP User Preferences Business Process: AP Activity Overview Activity 2.0-1A In this activity you will: A. Add AP User Preferences. Activity Scenario: The Security Administrator has completed User ID and security set up for User ID TRAIN15. For this activity, you will set up the User Preferences for TRAIN15. To setup AP User Preferences: 1. Login to the system: FIELD VALUE or STATUS User ID APUSER01 Password password01 2. Click the Sign In button. Set Up Financials/Supply Chain > Common Definitions > User NAVIGATION Preferences > Define User Preferences 3. Enter TRAIN15 in the User ID field. 4. Click the Search button. 5. Click the Overall Preference link. 6. Enter/Verify is in the Business Unit field and the SetID field. 7. Click the Save button. 8. Click the User Preferences tab. 9. Click the Process Group link under the General Preference section. 10. Delete the Process Group for the Source Transaction ARITSPLT by clicking the (-) button for that group. 11. Click the Save button. 12. Click the User Preferences tab. 13. Click the Paycycle link. 14. Enter PSUNX for the Server. 15. Click the Save button. 16. Click the User Preferences tab. 17. Click the Procurement link. 18. Click the Payables Online Vouchering link. 19. Enter ONL in the Origin field. 20. Click the Security for Voucher styles link Board of Regents of the University System of Georgia. All Rights Reserved. 19

20 Topic: Add AP User Preferences Business Process: AP Ensure the following Voucher Styles are selected: a. Allow Regular Voucher b. Allow Adjustment Voucher c. Allow Template Voucher d. Allow Single Payment Voucher 22. Click the OK button. 23. In the Operator Voucher Attributes, ensure Override Accounting Date Edit is selected. 24. In the Online Voucher Processing, ensure the following are selected: a. Do Not Check Voucher Amount b. Post Vouchers c. Manually Schedule Payments d. Authority to Override Match e. Record Payment 25. In the Quick Invoice Configuration, ensure the following are selected: a. Req. Valid Chart Field Combo s b. Require Balanced Invoice 26. Click the OK button. 27. Click the Save button. 28. Click the Vendor Processing Authority link. 29. Select all options for Vendor Processing Authority and click the OK button. 30. Click the Save button. 31. Click the Doc Tolerance Authorizations link. 32. Select Override Voucher to Purchase Order Exceptions and click the OK button. 33. Click the Save button. 34. Click the Contract Process link and select the following: a. Approve Contracts b. Enter Contracts c. Hold Contracts d. Close Contracts e. Cancel Contract 35. Click the OK button. 36. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 20

21 Lesson 3: Vendors Lesson Objectives Add vendors to the system: Identify the different types of vendors that can be added to the system Add a 1099 vendor to the system Add a Direct Deposit vendor to the system Vendors All institutions must enter vendor information for vendors with whom they plan to do business After info is entered and approved, it is available for any procurement processing In order to purchase goods or services, or to make payment to a vendor, the vendor must exist in the system Types of Vendors Regular Vendor Single-Payment Vendor 1099 Vendor Direct Deposit Vendor 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 21

22 Single-Payment Vendor Useful for payments to vendors you are unlikely to do business with again (refund payments) Single Payment Vendors avoid unnecessary rows in the vendor tables Functionality requires that at least one single payment vendor be established Vendor ID is used as the default master vendor record for single payment vouchers 1099 Vendor Used to add 1099 Withholding information when adding a vendor. Most efficient to add this info when vendor is first set up Allows all vouchers you enter for Withholding Vendors to be automatically flagged for Withholding reporting Direct Deposit Vendor Similar to a Regular Vendor, except that you designated the Payment method as EFT or ACH EFT for individuals ACH for companies Add info under Vendor Bank Accounts 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 22

23 Vendor Summary Page 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 23

24 Three Categories of Information That Pertain to Adding a Vendor Identifying Information Address Location Information Name Status Classification ID Numbers Vendor Identifying Information Vendor Address Information Address Details Payment/Withholding Alt Names Used to specify alternate names for the vendor that can be used for payment and withholding purposes 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 24

25 Vendor Location Information Must have at least one location Vendor location is not a physical address; it is a set of rules or attributes that define how you conduct business with a particular vendor Includes Payables & Procurement options (Invoicing, Remitting, Ordering, Pricing, Returning, and Ship From) Three Statuses of Vendors 1. Approved: If you have authority to approve vendors as defined in your procurement user preferences, the system automatically assigns an Approved status to the vendor 2. Inactive: New vouchers cannot be entered for a vendor with an Inactive status. 3. Unapproved: Another user needs to approve the vendor before vouchers can be entered for this vendor 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 25

26 Topics: Add a 1099 Vendor Add a Direct Deposit Vendor Business Processes: PO PO Accounts Payable Vendors Activity Add a 1099 Vendor and a Direct Deposit Vendor Topics: Add a 1099 Vendor Add a Direct Deposit Vendor Business Processes: PO PO Activity Overview Activity 3.0-1A In this activity you will: A. Add a 1099 Vendor. B. Add a Direct Deposit Vendor. Activity Scenario: You need to add Anthony Jones as a vendor and include the 1099 withholding information. To add a 1099 Vendor: NAVIGATION Vendors > Vendor Information > Add/Update > Vendor 1. Click on the Add a New Value tab. 2. Enter JONESAN001 in the Vendor ID field. 3. Select Regular as the Persistence and click the Add button. 4. Enter the following Identifying Information: FIELD VALUE or STATUS Vendor Short Name JONESAN001 Vendor Name 1 JONES,ANTHONY Classification SSN Withholding Yes Open for Ordering Yes 5. Expand the Additional ID Numbers section and enter the following information: FIELD VALUE or STATUS Type TIN ID Number Click the Check for Duplicate button. 7. Click the Address tab and enter the following information: FIELD VALUE or STATUS Description MAIN Address Maple Drive City Greenville State SC Postal Click the Location tab and enter the following information: FIELD VALUE or STATUS Location MAIN 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 26

27 Topics: Add a 1099 Vendor Add a Direct Deposit Vendor Business Processes: PO PO Activity 3.0-1B 9. Click the Save button. 10. Click OK to clear the warnings 11. Click the 1099 link in the Details section. 12. Enter the following information in the 1099 Information section: FIELD VALUE or STATUS Entity IRS Type 1099 Jurisdiction FED Default Jurisdiction Yes Default Class Status RPT 13. Enter the following information in the 1099 Reporting Information section: FIELD VALUE or STATUS Entity IRS Address 1 Taxpayer Identification Number 14. Click the OK button. 15. Click the Save button. Scenario: You need to add The Printing Press as a new direct deposit vendor. To add a direct deposit vendor: NAVIGATION Vendors > Vendor Information > Add/Update > Vendor 1. Click the Add a New Value tab. 2. Enter PRINTPRS01 in the Vendor ID field. 3. Select Regular as the Persistence and click the Add button. 4. Enter the following Identifying Information: FIELD VALUE or STATUS Vendor Short Name PRINTPRS01 Vendor Name Printing Press Classification FED 5. Expand the Additional ID Numbers section and enter the following information: FIELD VALUE or STATUS Type TIN ID Number Click the Check for Duplicate button Board of Regents of the University System of Georgia. All Rights Reserved. 27

28 Topics: Add a 1099 Vendor Add a Direct Deposit Vendor Business Processes: PO PO Click the Address tab and enter the following information: FIELD VALUE or STATUS Description CORPORATE Address Main Street City Decatur State GA Postal Click the Location tab and enter the following information: FIELD VALUE or STATUS Location Corporate Description Corporate Location 9. Click the Payables link in the Details section. 10. Click the Expand All button. 11. Leave Bank Options as Default in the Bank section. 12. Enter the following information in the Additional Payment Information section: FIELD VALUE or STATUS Payment Method Specify Automated Clearing House 13. Enter the following information in the EFT Options section: FIELD VALUE or STATUS Prenotification Yes Required Payment Format Trade Exch 14. Enter the following information in the Vendor Bank Accounts section: FIELD VALUE or STATUS Description Printing Press Bank Name Wachovia Bank Bank ID Qualifier 001 Bank ID Account Type Checking Account DFI Qualifier 01 DFI ID Click the OK button. 16. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 28

29 Review Questions AP Setup and Vendors 1. When adding AP User Preferences, why is it important to select a Server name to default into Pay Cycle Manager? a. If you don t, you will not be able to run pay cycles. b. If you don t, the Server will have to be selected each time the pay cycle is run. c. It isn t important and has no effect. 2. On the Vendor pages, there is an Address tab and a Location tab; what is the purpose of the Location tab? a. The Location is the physical address. b. The Location provides Ship To address information. c. The Location allows you to provide additional physical addresses from the one you enter in the Address tab. d. The Location is not a physical address. It is a set of rules that define how you conduct business with a vendor. 3. When can 1099 Withholding information be added to the Vendor pages? a. At any time b. Only at the time the vendor is added c. After the vendor is approved by the vendor d. After the vendor is approved by the supervisor 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 29

30 Lesson 4: Vouchers Lesson Objectives 4.1 Define Regular Vouchers and enter them into the system. 4.2 Define Special Vouchers and enter them into the system. 4.3 Manage Vouchers. 4.4 Process Vouchers. Lesson 4.1: Regular Vouchers Lesson 4.1 Regular Vouchers Objectives: Define Regular Vouchers and enter them into the system. Identify what regular vouchers can be used for Enter a regular voucher from a Purchase Order Enter a regular voucher for an Asset Enter a regular voucher for Travel Pre- Payments Key Changes in Voucher Entry Voucher Type is now Voucher Style Voucher IDs have been incremented by the upgrade to begin at number Board of Regents of the University System of Georgia. All Rights Reserved. 30

31 Regular Vouchers Vouchers are records that are created for the processing of vendor invoices, employee prepayments, or adjustments Vouchers tie together the vendor, invoice date, invoice amount, line items, distribution information, and any purchase orders or receivers for individual vendor invoices Regular Vouchers Use Regular Voucher style for entering: Regular voucher from a Purchase Order Regular voucher from a Receipt Regular voucher for an Asset (with or without PO) Regular voucher for an Asset with a Trade-In Regular voucher for Travel Prepayments Regular voucher for Non-Employee Travel Regular Vouchers When entering regular vouchers, you can: Enter and view invoice information, such as invoice header information, nonmerchandise charges, and voucher line and distribution information View and override various accounting options for a voucher 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 31

32 Regular Vouchers When entering regular vouchers from a PO, the first difference is the Copy from a Source Document group box. Regular Vouchers When entering regular vouchers for an asset, you are required to copy in assets from a PO Receipt, rather than from the PO only. Use the Copy Worksheet function for this task Board of Regents of the University System of Georgia. All Rights Reserved. 32

33 Regular Vouchers All prepaid items are amounts paid in advance for travel All travel prepayments for employees and non-employees will be processed through Payables All other employee-related travel transactions should be processed through the Expenses module Regular Vouchers Employee prepaid items will be cleared from the employee prepaid account in the Expenses module by the processing of the employee travel expense report All non-employee travel prepayments will need to be cleared from the prepaid account by journal entry/adjustment voucher Regular Vouchers All prepaid accounts are now OpenItem accounts that require an OpenItem key For the Employee Prepaid Account (132160), the OpenItem key is the employee ID For the Non-Employee travel prepaid account (132170), the OpenItem key is the Vendor ID 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 33

34 Topics: Add a Regular Voucher from a PO Add a Regular Voucher for an Asset Add a Regular Voucher for Travel Prepayments Business Processes: AP AP AP Accounts Payable Vouchers Activity Add Regular Vouchers Topics: Add a regular voucher from a Purchase Order Add a regular voucher for an Asset Add a regular voucher for Travel Prepayments Business Processes: AP AP AP Activity Activity Overview In this activity you will: A. Add a regular voucher from a PO. B. Add a regular voucher for an asset. C. Add a regular voucher for Travel Prepayments. Activity 4.1-1A Scenario: You just received an invoice from Main Street Office Supplies, which references one of your POs. Enter the voucher and copy in the entire PO. To enter a regular voucher from a PO: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Under the Add a New Value tab, enter AHNVCH01 as the new voucher ID. 2. Enter the Vendor ID for Main Street Office Supplies (UATVNDTRD). 3. Press the TAB button. 4. Enter AHN411A in the Invoice Number field. 5. Enter 8/15/2008 in the Invoice Date field. 6. Click the Add button. 7. In the Copy from a Source Document box, enter in the PO Unit field. 8. Enter or select PO Number AHNPOSUT75 in the Purchase Order field. 9. Click the Copy PO button. 10. Review the information carried over from the PO in the Invoice and Distribution line. 11. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 34

35 Topics: Add a Regular Voucher from a PO Add a Regular Voucher for an Asset Add a Regular Voucher for Travel Prepayments Business Processes: AP AP AP Activity 4.1-1B Scenario: In today s mail, you received an invoice from Master Equipment for Audio Visual equipment previously ordered by PO. Enter a regular voucher from the PO Receipt to pay this invoice. To enter a regular voucher for an asset: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Click on the Add a New Value tab. 2. Enter AHNVCH02 in the Voucher ID field. 3. Enter AHNME-1908 in the Invoice Number field. 4. Enter 8/7/2008 in the Invoice Date field. 5. Click the Add button. 6. Select PO Receipt in the Worksheet Copy Option field. 7. Enter the following information in the Copy Worksheet section: FIELD VALUE or STATUS PO Business Unit Receipt Unit Receipt Number AHNASSET10 From 8. Click the Search button. 9. Select the receiver line (should be only 1). 10. Click the Copy Selected Lines button. 11. Click the Assets tab to review the asset information. 12. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 35

36 Topics: Add a Regular Voucher from a PO Add a Regular Voucher for an Asset Add a Regular Voucher for Travel Prepayments Business Processes: AP AP AP Activity 4.1-1C Scenario: You received an invoice from AAA Travel Agency and need to prepay airline tickets for an employee (John Parker) and a non-employee (John Smith). To enter a regular voucher for a Travel Prepayment: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Click on the Add a New Value tab. 2. Enter AHNVCH03 in the Voucher ID field. 3. Enter UATVNDTRAV in the Vendor ID field. 4. Press the TAB key. 5. Enter Invoice number AHN04567 and Invoice Date 8/7/ Click the Add button. 7. Enter in the Total field. 8. Enter the following information in Invoice Line 1: FIELD VALUE or STATUS Description Prepay air J. Parker Extended Amount GL Unit Account Fund OpenItem EMPL1 9. Click the Add multiple new rows at row 1 (+) button and add one row. 10. Enter the following information in Invoice Line 2: FIELD VALUE or STATUS Description Prepay air J. Smith Extended Amount GL Unit Account Fund OpenItem UATVNDNET 11. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 36

37 Lesson 4.2: Special Vouchers Lesson 4.2 Special Vouchers Objectives: Define Special Vouchers and enter them into the system. Identify what special vouchers can be used for Enter a 1099 Withholding Voucher Enter an Adjustment Voucher Enter a Quick Invoice Enter a Single Payment Voucher Enter a Template Voucher Special Vouchers In addition to Regular Vouchers, there are several other Voucher Styles available: Recurring Voucher Contract 1099 Withholding Voucher Credit Adjustment Voucher Quick Invoice Single Payment Voucher Template Voucher Special Vouchers Recurring Voucher Contracts After you create and save a voucher contract, you can expand it into a recurring voucher 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 37

38 Special Vouchers 1099 Withholding Voucher In order for a voucher amount to be included on the 1099 form, the Withholding checkbox must be selected on the Voucher Line Use a Regular Voucher style Use the Withholding link to enter the Withholding information Special Vouchers 1099 Withholding Voucher Withholding Applicable checkbox defaults to selected if the vendor was setup as being Withholding Applicable Use the Withholding Class field to change the Withholding Class on the voucher Use the checkboxes to deselect any voucher line that should not be 1099 reportable for the vendor Special Vouchers Adjustment Vouchers Vouchers that are created with positive or negative amounts representing the adjustment, then linked to the voucher that required the adjustment. Result = updated vendor balances and accounting entries when adjustment vouchers are posted Reasons for Adjustment Vouchers: Incorrect data entry, incorrect vendor invoice info; or failure of the vendor to provide the agreed-upon goods or services 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 38

39 Special Vouchers Adjustment Vouchers If a voucher has not yet been posted, it is possible to correct the errors by modifying the original voucher If a voucher has posted, correct the errors by creating voucher adjustments Source vouchers must have same business unit and vendor ID 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 39

40 Topics: Enter a 1099 Withholding Voucher Enter an Adjustment Voucher Business Processes: AP AP Accounts Payable Vouchers Activity Add Special Vouchers Topics: Enter a 1099 Withholding Voucher Enter an Adjustment Voucher Business Processes: AP AP Activity Overview Activity 4.2-1A Activity In this activity you will: A. Enter a 1099 Withholding Voucher. B. Enter an Adjustment voucher. Scenario: You have been asked to enter a voucher for a speaker at a campus event. The speaker, Anthony Jones, is a 1099 vendor. This voucher is subject to 1099 Withholding. To enter a 1099 Withholding Voucher: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Under the Add a New Value tab, enter JONESAN001 in the Vendor ID field (from previous activity in lesson 3) and press the TAB key. 2. Enter the following information: FIELD VALUE or STATUS Voucher ID AHNVCH04 Vendor Location MAIN Invoice Number INVAHN157 Invoice Date 8/1/08 Gross Invoice Amount 3. Click the Add button. 4. Select Due Now in the Pay Terms field. 5. Enter the following information for Invoice Line 1: FIELD VALUE or STATUS Description Speaker for campus event Account Fund Dept UATDPT2 Program Class Open Item Key JONESAN Click the Withholding link (next to the Calculate button). 7. Review the Withholding information. This is withholding reporting applicable, so leave the withholding checkboxes selected. 8. Click the Back to Invoice link. 9. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 40

41 Topics: Enter a 1099 Withholding Voucher Enter an Adjustment Voucher Business Processes: AP AP Activity 4.2-1B Scenario: While reviewing reports, a department manager finds that Voucher ID AHNADJ01 was charged to an incorrect Department ID. In order to correct this error, you need to enter an Adjustment Voucher from Voucher ID AHNADJ01. To enter an adjustment voucher: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Under the Add a New Value tab, select Adjustments as the Voucher Style. 2. Enter UATVNDTRD as the Vendor ID and press the TAB key. 3. Enter the following information: FIELD VALUE or STATUS Voucher ID AHNVCH05 Invoice Number Correct AHNADJ01 Invoice Date 8/8/08 4. Click the Add button. 5. In the Voucher ID field, enter AHNADJ Click the Copy to Voucher button. 7. Enter 0.00 in the Total Amount. 8. Enter 0.00 in the Extended Amount of Invoice Line Enter in the GL Chart Amount field. 10. Add one new row to the Distribution Lines by clicking the Add multiple new rows at row 1 (+) button under the GL Chart tab. 11. Enter the following information for the 2 nd Distribution line: FIELD VALUE or STATUS Amount GL Unit Account Fund Program Department UATDPT2 Class Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 41

42 Special Vouchers Quick Invoice Enables you to enter minimal invoice info, such as business unit, vendor ID, invoice ID, invoice date, and merchandise amount Voucher Build process completes the other required fields using defaults from Payables control hierarchy Special Vouchers Quick Invoice Use the Quick Invoice Entry component to copy Purchase Order and Receiver info to create vouchers either by copying POs and Receivers directly to the Quick Invoice or by specifying key field information for the Voucher Build process to use in associating voucher lines with specific PO or Receiver schedule lines 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 42

43 Special Vouchers Single Payment Voucher Intended primarily for rebates and refunds One vendor is setup to serve as the master vendor Dummy vendor does not contain any address info; all identifying info is filled out on the single payment voucher Cannot be used for withholding 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 43

44 Special Vouchers Template Vouchers Template vouchers improve data entry efficiency Use a voucher from a particular vendor as a model for other vouchers that you will enter in the future Template voucher is never paid or posted 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 44

45 Topics: Enter a Quick Invoice Enter a Single-Payment Voucher Enter a Template Voucher Business Processes: AP AP AP Accounts Payable Vouchers Activity Enter a Quick Invoice, Single-Payment Voucher, and Template Voucher Topics: Activity Overview Activity 4.2-2A Enter a Quick Invoice Enter a Single-Payment Voucher Enter a Template Voucher Activity In this activity you will: A. Enter a Quick invoice. B. Enter a Single-Payment voucher. C. Enter a Template voucher. Business Processes: AP AP AP Scenario: You just received several invoices from Conference R Us (UATPO-1) for several orders of brochures and posters. Each invoice is charged to a different department, but the remaining Chartfields are the same. Enter the first invoice using the Quick Invoice data entry method. To enter a Quick Invoice: NAVIGATION Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry 1. Under the Add a New Value tab, enter the following information: FIELD VALUE or STATUS Voucher ID AHNVCH06 Vendor ID UATPO-1 Invoice Number CRUAHN1755 Invoice Date 8/15/2008 Gross Invoice Amount Estimated No. of 2 Invoice Lines Freight Amount Origin ONL 2. Click the Add button. 3. Enter the following information on the Quick Invoice page: FIELD VALUE or STATUS Acct Template Standard Terms 30 Basis Dt Type Acct Date 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 45

46 Topics: Enter a Quick Invoice Enter a Single-Payment Voucher Enter a Template Voucher Business Processes: AP AP AP Enter the following information for Invoice Line 1: FIELD VALUE or STATUS Amount GL Unit Description Conference Brochures Account Fund Dept UATDPT1 Program Class Enter the following information for Invoice Line 2: FIELD VALUE or STATUS Amount GL Unit Description Conference Poster Account Fund Dept UATDPT1 Program Class Click the Save button. Activity 4.2-2B Scenario: A Continuing Education class has been canceled and you need to enter a voucher for a refund. As this is not a recurring expense and you anticipate no future payments to this individual, you decided to use the Single Payment Voucher Style. To enter a Single-Payment voucher: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Under the Add a New Value tab, enter/verify the following information: FIELD VALUE or STATUS Voucher ID AHNVCH07 Voucher Style Single Payment Vendor Vendor ID APSINGLPAY Invoice Date 8/17/ Click the Add button. 3. Click on the Single Payment Vendor tab if it does not automatically appear Board of Regents of the University System of Georgia. All Rights Reserved. 46

47 Topics: Enter a Quick Invoice Enter a Single-Payment Voucher Enter a Template Voucher Business Processes: AP AP AP Activity 4.2-2C 4. Enter the following Vendor Information: FIELD VALUE or STATUS Name 1 Smith,David Address Church Street City Decatur State GA Postal Click the Invoice Information tab. 6. Enter the following Invoice Information: FIELD VALUE or STATUS Invoice Number Single Total Description C.E. Refund Extended Amount Enter the following information on Distribution Line 1: FIELD VALUE or STATUS Amount Account Fund Dept UATDPT1 Program Class Click the Save button. Scenario: Your institution receives monthly invoices from Main Street Office Supplies (UATVNDTRD) for the rental of radios that are not on a purchase order. You decide to establish a voucher template for Main Street Office Supplies to process their monthly payments. After entering the template, enter the first month s invoice using the template. To enter a template voucher: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Under the Add a New Value tab, enter/verify the following information: FIELD VALUE or STATUS Voucher ID AHNVCH08 Voucher Style Template Voucher Vendor ID UATVNDTRD Invoice Date 8/1/08 Gross Invoice Amount 2. Click the Add button Board of Regents of the University System of Georgia. All Rights Reserved. 47

48 Topics: Enter a Quick Invoice Enter a Single-Payment Voucher Enter a Template Voucher Business Processes: AP AP AP Enter 09MainSt as the Template ID and Monthly Radio Template as the Description. 4. Enter the following information for Invoice Line 1: FIELD VALUE or STATUS Description Monthly Radios Extended Amount Account Fund Dept UATDPT1 Program Class Click the Add multiple new rows at row 1 (+) button to add two additional distribution lines on the GL Chart tab. 6. Change the amount in distribution line 1 to Enter the following information in distribution line 2: FIELD VALUE or STATUS Amount Account Fund Dept UATDPT2 Program Class Enter the following information in distribution line 3: FIELD VALUE or STATUS Amount Account Fund Dept UATDPT3 Program Class Click the Save button. 10. Click the Regular Entry link in the menu. 11. Enter UATVNDTRD in the Vendor ID field and press the TAB key. 12. Click the Add button. 13. Select Template in the Worksheet Copy Option field. 14. Ensure 09MainSt is the Template ID and click the Copy from template button. 15. Enter MSOS-AHN149 in the Invoice Number field. 16. Enter 8/1/2008 in the Invoice Date field. 17. View and verify all distribution lines. 18. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 48

49 Lesson 4.3: Managing Vouchers Lesson 4.3 Managing Vouchers Objectives: Manage vouchers. Identify how to upload vouchers from MS Excel Clear Travel Pre-Payments for non-employees Delete a voucher Close a v8.9 voucher Close a v7.5 voucher Finalize vouchers Run On-Demand processing Managing Vouchers Uploading Vouchers from MS Excel Spreadsheet Voucher Workbook Custom voucher upload process has been replaced with the new PeopleSoft online real-time upload from Excel Supports Regular Voucher additions Once imported, Voucher Build app engine process builds and edits vouchers Managing Vouchers Uploading Vouchers from MS Excel ExcelUploadforVoucher.xls workbook is the PeopleSoft Spreadsheet Voucher Import user interface Two Worksheets Template Worksheet (available fields to configure for data entry) Data Sheet Worksheet (transaction data) 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 49

50 Managing Vouchers Clearing Travel Pre-Payments Non-Employees Employee prepaid items are cleared from the employee prepaid account (132160) in Expenses All non-employee travel prepayments need to be cleared from the nonemployee prepaid account (132170) by adjustment voucher or journal entry BOR_OI_TRANS_ID query Managing Vouchers Deleting a Voucher Can only select vouchers eligible for deletion Vouchers cannot have been posted or selected for payment, nor can any portion of the voucher ever have been paid Once deleted, it is no longer available for viewing, processing or for use by any users in the system Managing Vouchers Deleting a Voucher You cannot undo the deletion; the data rows that are associated with the voucher remain in the tables so that you cannot use the voucher number If you delete a voucher that was entered as a manual payment, the payment is not deleted; it remains in the system and can be applied to other vouchers 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 50

51 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 51

52 Topic: Clear Travel Pre-Payments for a Non-Employee Delete a Voucher Business Process: AP AP Accounts Payable Vouchers Activity Manage Vouchers Topics: Clear Travel Pre-Payments for a Non-Employee Delete a Voucher Business Processes: AP AP Activity Overview Activity 4.3-1A Activity In this activity you will: A. Clear a travel pre-payment for a non-employee. B. Delete a voucher. Scenario: Earlier in the month, you had entered a travel prepayment for a non-employee, John Smith (Voucher AHNVCH99). You need to clear the prepaid account and reflect the expense for the appropriate non-employee vendor. To clear a travel pre-payment for a non-employee: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Under the Add a New Value tab, enter the following information: FIELD VALUE or STATUS Voucher ID AHNVCH09 Voucher Style Adjustments Vendor ID UATVNDTRAV Invoice Number AHNPREPAY2 Invoice Date 8/7/08 2. Click the Add button. 3. Click the Copy From Worksheet link. 4. Enter AHNVCH99 in the voucher ID field and click the Search button. 5. Select the voucher line and click the Copy Selected Lines button. 6. Enter the following Invoice Information: FIELD VALUE or STATUS Pay Terms Due Now Total 0.00 Extended Amount Enter the following information on the Distribution Line 1: FIELD VALUE or STATUS Amount Budget Date 8/7/08 8. Click the Add multiple new rows at row 1 (+) button in the Invoice Lines section and add one line Board of Regents of the University System of Georgia. All Rights Reserved. 52

53 Topic: Clear Travel Pre-Payments for a Non-Employee Delete a Voucher Business Process: AP AP Activity 4.3-1B 9. Enter the following information for Invoice Line 2: FIELD VALUE or STATUS Description Clear prepay John Smith Extended Amount Enter the following information in the distribution line 1 of Invoice line 2: FIELD VALUE or STATUS Amount Account Fund Dept UATDPT1 Program Class Click the Calculate button and ensure the difference amount is Click the Save button. Scenario: Voucher MCNVCH98 was entered for the incorrect vendor and needs to be deleted. To delete a voucher: NAVIGATION Accounts Payable > Vouchers > Add/Update > Delete Voucher 1. Enter MCNVCH98 in the Voucher ID field. 2. Click the Search button. 3. Review the voucher and confirm it is the one you want to delete: a. Vendor = Conference R Us b. Invoice = c. Date = 7/17/08 d. Gross Amount = Click the Delete button. 5. Click the OK button. 6. Note the updated statuses of the deleted voucher Board of Regents of the University System of Georgia. All Rights Reserved. 53

54 Managing Vouchers Closing a v8.9 Voucher You close vouchers when you want the remaining liability written off the vendor balance and the voucher to be considered complete Credit the expense accounts and debit the liability accounts for the portion of the voucher that remains unpaid Managing Vouchers Closing a v7.5 Voucher Converted v7.5 vouchers will not be eligible for closure through the Close Voucher page, or through the Payment Cancellation page If no payments have been generated enter a Credit Adjustment to offset the original voucher If you need to cancel payment, you will need to select Re-Open Voucher/Put on Hold and complete the functional workaround of entering a credit adjustment voucher 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 54

55 Topic: Close an 8.9 Voucher Business Process: AP Accounts Payable Vouchers Activity Closing Vouchers Topic: Close an 8.9 Voucher Business Process: AP Activity Activity Overview Activity 4.3-2A In this activity you will: A. Close a PeopleSoft v8.9 voucher. Scenario: You have been notified that a vendor does not wish to be reimbursed for expenses previously vouchered but not yet paid. Go ahead and close this voucher (AHNVCH97). To close a voucher: NAVIGATION Accounts Payable > Vouchers > Add/Update > Close Voucher 1. Enter AHNVCH97 in the Voucher ID field and click the Search button. 2. Enter the current date in the Manual Close Date. 3. Select the Mark Voucher for Closure checkbox. 4. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 55

56 Managing Vouchers Finalizing Vouchers Show the current distribution line on the voucher represents a final liquidation of the PO transaction Eliminates the need to run the PO and Requisitions Reconciliation processes to determine that you can close a PO or Requisition Have more control over the budget because you quickly free up funds Managing Vouchers Finalizing Vouchers Voucher Finalize can now be done at header, line, or distribution level In the event that you need to mark a transaction as final outside the current open period, you will need to finalize the PO instead Finalizing a voucher line only affects the corresponding line on the related PO Managing Vouchers Finalizing Vouchers To liquidate a PO for an amount lower than the original encumbrance: Access Invoice Info page and create or modify a voucher for the reduced amount Select the Finalize check box or button Save the voucher Run budget checking on the voucher 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 56

57 Managing Vouchers Finalizing Vouchers To Reverse Finalization: Access the Invoice Info page Clear the Finalize checkbox for the affected lines Save the voucher Run budget checking on the voucher 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 57

58 Managing Vouchers On-Demand Processing On-Demand Processing allows you to run Budget Check, Document Tolerance, Matching, and Voucher Post directly from the voucher Voucher Post combines all on-demand processes Depending on status of voucher, list of available actions may differ Managing Vouchers On-Demand Processing If you want to process a voucher on demand from the Invoice Information page: Save the voucher Select an on-demand process group in the action field Click run to initiate processing Managing Vouchers On-Demand Processing While the voucher is being processed, the fields on the Voucher component will be grayed out and unavailable for entry To view processing status, click Refresh Review the status of a voucher on the Summary tab after performing On-Demand processing 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 58

59 Topics: Finalize Vouchers Run On-Demand Processing Business Processes: AP AP Accounts Payable Vouchers Activity Finalizing Vouchers and Running On-Demand Processing Topics: Finalize Vouchers Run On-Demand Processing Business Processes: AP AP Activity Activity Overview Activity 4.3-3A In this activity you will: A. Finalize vouchers. B. Run On-Demand processing. Scenario: You have entered vouchers against a PO from Master Equipment and now need to finalize the voucher (AHNVCH96) and restore the remaining encumbrance. To finalize a voucher: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Click the Find an Existing Value tab. 2. Enter AHNVCH96 in the Voucher ID field and click the Search button. 3. Click the Invoice Information tab. 4. Click the Finalize Document button in the Voucher Header section. 5. Click the Yes button. 6. Click the Save button. Activity 4.3-3B Scenario: There is an invoice from AAA Travel Agency that was delayed in the mail. Therefore, the voucher (AHNVCH03) needs to be expedited for payment. Use the On-Demand process to budget check and post this voucher instead of waiting for batch processing, so that it can be included in today s pay cycle. To run On-Demand processing: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Click the Find an Existing Value tab. 2. Enter AHNVCH03 in the Voucher ID field and click the Search button. 3. Click the Invoice Information tab. 4. In the Action drop-down list, select Voucher Post and click the Run button. 5. Click the Yes button to wait for the process to complete. 6. Click the Summary tab and review the updated status of the voucher Board of Regents of the University System of Georgia. All Rights Reserved. 59

60 Lesson 4.4: Processing Vouchers Lesson 4.4 Processing Vouchers Objectives: Process vouchers. Define budget checking Budget check payables Use the Match Workbench Define and run document tolerance Post vouchers Run the Voucher Build process Processing Vouchers Budget Checking Processing of source transactions against control budget ledgers to see if they pass, fail, or pass with a warning Budget Check Source Transaction Types: AP_VOUCHER: Voucher expense distributions & prorated changes AP_ACCT_LN: Closed vouchers and voucher lines with discount lost AP_ACCTDSE: Vouchers with discount earned AP_ACTDSEC: Vouchers, discount earned PO Close AP_VCHR_NP: Vouchers, non-prorated items Processing Vouchers Budget Checking Budget checking occurs at voucher creation, deletion, closing, and posting You cannot pass a voucher to GL until it has been budget checked and posted; and you cannot post a voucher if it is over budget PO Encumbrance entries from AP are created by Commitment Control budget checking, not Voucher Post 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 60

61 Processing Vouchers Budget Checking Budget process checks vouchers and voucher accounting lines against all control budgets they are subject to, updates Commitment Control Ledger, and updates the budget-checking status of the transactions Run BOR_BC_PENDING query to view all transactions that have not been budget checked or have a budget checking error 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 61

62 Topic: Budget Check Payables Business Process: AP Accounts Payable Vouchers Activity Budget Check Payables Topics: Run BOR_BC_PENDING query. Budget Check Payables Business Process: GL AP Activity Overview Activity 4.4-1A Activity In this activity you will: A. Run the Transactions Pending Budget Check query. B. Budget Check Payables. Scenario: You have entered or finalized vouchers that are now ready to budget check. First, run the BOR_BC_PENDING query to review the voucher transactions. Activity 4.4-1B To run the BOR_BC_PENDING query: NAVIGATION Reporting Tools > Query > Query Viewer 1. Enter BOR_BC_PENDING in the begins with field. 2. Click the Search button. 3. Click the HTML link. 4. Enter AP_VOUCHER for the Source Transaction Type. 5. Click the View Results button. 6. Review the vouchers that need to be budget checked. Confirm that Voucher ID AHNVCH95 appears in the query. 7. Close the query window. Scenario: Now that you have finished reviewing which vouchers need to be budget checked, you will budget check them using the batch process. Afterwards, rerun BOR_BC_PENDING query and confirm that voucher AHNVCH95 no longer appears in the query results. To run budget check payables: NAVIGATION Accounts Payable > Batch Processes > Vouchers > Budget Check 1. On the Find an Existing Value tab, click the Search button. 2. Select BUD_CK as the Run Control ID (if it does not appear, add it as a new value). 3. Enter the following information: FIELD VALUE or STATUS Process Frequency Always Process Description Budget Check Transaction Type AP_VOUCHER 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 62

63 Topic: Budget Check Payables Business Process: AP Deselect the Process All Business Units checkbox. 5. Click the Run button. 6. Select Web as Type and PDF as Format. 7. Click the OK button. 8. Click the Process Monitor link. 9. Click the Refresh button until your process runs to success and is posted. 10. Rerun BOR_BC_PENDING query and confirm that voucher AHNVCH95 is not in the query results Board of Regents of the University System of Georgia. All Rights Reserved. 63

64 Process Vouchers Match Workbench Comprised of various associated pages that enable you to query match information, override exceptions, correct errors, put vouchers on a match hold, and initiate the Matching process on demand Matching is no longer required prior to budget checking the voucher Undoing a matched voucher resets all statuses on the voucher, receiver, and PO Process Vouchers Document Tolerance Document Tolerances are allowable percentages or amounts by which related procurement documents can differ Can set dollar tolerances between: Pre-encumbrances and encumbrances Encumbrances and expenses Process Vouchers Document Tolerance State of GA requirements: PO Change Order must be issued when invoice totals vary from the PO by 10% or $ Board of Regents of the University System of Georgia. All Rights Reserved. 64

65 Process Vouchers View/Correct Document Tolerance Exceptions View the document tolerance exceptions Then decide whether Purchasing should do a change order for the difference, or if you should override the exception You can review the Document Tolerance Override Log to see the history of any overrides 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 65

66 Topics: Use the Match Workbench Run Document Tolerance View and Correct Document Tolerance Exceptions Business Processes: AP AP AP Accounts Payable Vouchers Activity Process Vouchers Topics: Activity Overview Activity 4.4-2A Use the Match Workbench Run Document Tolerance View and Correct Document Tolerance Exceptions Activity In this activity you will: A. Use the Match Workbench. B. Run Document Tolerance. C. View and Correct Document Tolerance Exceptions. Business Processes: AP AP AP Scenario: You need to use the Match Workbench to search for and review unmatched vouchers. You will then match voucher MCNVCH94. To use the Match Workbench: NAVIGATION Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench 1. Enter in the Business Unit and To Be Matched in the Match Status. 2. Click the Search button. 3. Click the voucher link for MCNVCH94 to review voucher information. Close the window when done. 4. Select MCHVCH94 by placing a checkmark in the Select box. 5. In the Action drop-down list, select Matching and click the Run button. 6. Click the Process Monitor link to view the status of the matching process. 7. Click the Go Back to Match Workbench link after the process runs to success. 8. Search for the voucher you just ran matching on. 9. Enter the following information in the Search Parameters: FIELD VALUE or STATUS Business Unit Match Status Matched Voucher ID MCNVCH Click the Search button. 11. Review the various information from the matched voucher links in the search results Board of Regents of the University System of Georgia. All Rights Reserved. 66

67 Topics: Use the Match Workbench Run Document Tolerance View and Correct Document Tolerance Exceptions Business Processes: AP AP AP Activity 4.4-2B Scenario: You need to run the batch Document Tolerance process for Voucher ID AHNVCH94. To run the Document Tolerance process: NAVIGATION Accounts Payable > Batch Processes > Vouchers > Document Tolerance 1. Click on the Add a New Value tab. 2. Enter a Run Control ID. 3. Click the Add button. 4. Enter the following information in the Process Request Parameters section: FIELD VALUE or STATUS Description Document Tolerance Process Frequency Always Process Document Type Voucher Run Option Voucher Business Unit Voucher ID AHNVCH94 5. Click the Run button. 6. Click the OK button. 7. Click the Process Monitor link. 8. Click the Refresh button until the process runs to success and is posted. Activity 4.4-2C Scenario: Now, view and correct any document tolerance exceptions for this voucher. To view and correct document tolerance exceptions: NAVIGATION Accounts Payable > Vouchers > Maintain > Document Tolerance Exceptions 1. Select Voucher as Document Type. 2. Enter AHNVCH94 in the ID field and click the Search button. 3. Note the Exception. 4. Select the Override checkbox. 5. Click the Save button. NAVIGATION Accounts Payable > Review Accounts Payable Info > Vouchers > Document Tolerance Override 6. Select Voucher as Document Type. 7. Enter AHNVCH94 in the ID field and click the Search button. 8. Note the Date & Time the exception was overridden Board of Regents of the University System of Georgia. All Rights Reserved. 67

68 Process Vouchers Post Vouchers Integration of the Payables system with GL allows for automatic journal generation using the journal generator, thereby eliminating the need for manual journal entries for Payables transactions Process Vouchers Post Vouchers Posting Vouchers Updates vendor account balances and creates balanced accounting entries for all distribution lines entered for vouchers After accounting entries are created, they are available fro GL journal generation Process Vouchers Post Vouchers BOR_AP_UNPOSTED_VCHR Query First define a voucher posting request Then run the posting process and evaluate results Once a voucher has posted, you cannot change any fields that would have an impact on accounting entries Can change descriptive information To make changes to accounting info, unpost the voucher, close the voucher, or create an adjusting voucher 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 68

69 Process Vouchers Voucher Build Process Process builds vouchers in batch from various source transactions, including transactions originating from 3 rd party systems Two Sub-processes: Pre-edit and Voucher edit Process Vouchers Voucher Build Process Three most common types of transactions: Banner to AP Interface Quick Invoice Voucher Upload from MS Excel Each of these processes load the voucher data into staging tables; the Voucher Build process removes the data from staging and creates the vouchers in the online voucher tables Ensure only one operator is running Voucher Build at a time Process Vouchers View/Correct Voucher Build Errors Can result in pre-edit errors, stored in the Quick Invoice tables, or vouchers in recycle status, stored in the online voucher tables Pre-Edit Errors prohibit the transaction from being processed by voucher edit processing The following general conditions result in pre-edit errors: 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 69

70 Process Vouchers View/Correct Voucher Build Errors Pre-Edit Errors Invalid business unit Invalid vendor No default location for vendor Blank invoice ID, and auto-assign option is not selected on the run control page No invoice date, and auto-assign option is not selected on the run control page Process Vouchers View/Correct Voucher Build Errors Pre-Edit Errors Invalid Vendor Location (if specified) Invalid Vendor Address (if specified) Invalid Voucher Origin (if specified) No association of PO or Receiver lines with voucher lines, and distribution info is absent No voucher line information Process Vouchers View/Correct Voucher Build Errors Recycled Vouchers: Voucher without pre-edit errors pass to the Voucher Edit subprocess, which marks any vouchers that fail its edits as Recycled The edits performed by the Voucher Edit process are essentially the same as those performed by the Voucher component 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 70

71 Process Vouchers View/Correct Voucher Build Errors Any voucher validations that you can setup to pass and provide a warning during online voucher entry pass the voucher edit process without warning Any voucher validations that you set up to reject an online voucher that fails are set to recycle by the Voucher Build process If Voucher Build process finds duplicate vouchers, it sets both to recycled status 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 71

72 Topics: Run BOR_AP_UNPOSTED_VCHR Query Post Vouchers Run Voucher Build Process View and Correct Voucher Build Errors Business Processes: AP AP AP AP Accounts Payable Vouchers Activity Post Vouchers and Run the Voucher Build Process Topics: Run BOR_AP_UNPOSTED_VCHR Query Post Vouchers Run Voucher Build Process View and Correct Voucher Build Errors Business Processes: AP AP AP AP Activity Activity Overview In this activity you will: 1. Run query BOR_AP_UNPOSTED_VCHR. 2. Post vouchers. 3. Run Voucher Build Process. 4. View and Correct Voucher Build errors. Activity 4.4-3A Scenario: You are reviewing vouchers entered and wish to determine which ones have not been posted. In order to obtain a listing, you will run the BOR_AP_UNPOSTED_VCHR query. To run the HRMS Extracts process: NAVIGATION Reporting Tools > Query > Query Viewer 1. Enter BOR_AP_UNPOSTED_VCHR in the begins with field. 2. Click the Search button. 3. Click the HTML link. 4. View the results and confirm that Voucher ID AHNVCH93 appears in the query. 5. Close the query window. Activity 4.4-3B Scenario: You have reviewed the vouchers that are available for posting by using the BOR_AP_UNPOSTED_VCHR query and are now ready to post them using the batch process. To post vouchers: NAVIGATION Accounts Payable > Batch Processes > Vouchers > Voucher Post 1. Click on the Add a New Value tab. 2. Enter a Run Control ID. 3. Click the Add button Board of Regents of the University System of Georgia. All Rights Reserved. 72

73 Topics: Run BOR_AP_UNPOSTED_VCHR Query Post Vouchers Run Voucher Build Process View and Correct Voucher Build Errors Business Processes: AP AP AP AP Enter the following in the Process Request Parameters: FIELD VALUE or STATUS Request ID POST Description POST VOUCHERS Process Frequency Always Process Post Voucher Option Post Voucher Business Unit Voucher ID AHNVCH93 5. Click the Run button. 6. Click the OK button. 7. Click the Process Monitor link. 8. Click the Refresh button until you process runs to success and is posted. 9. Rerun BOR_AP_UNPOSTED_VCHR query and confirm that Voucher ID AHNVCH93 no longer appears. Activity 4.4-3C Scenario: You need to run the Voucher Build process for Quick Invoices. After the Voucher Build process is complete, view and correct any voucher build errors. To run Voucher Build: NAVIGATION Accounts Payable > Batch Processes > Vouchers > Voucher Build 1. Click on the Add a New Value tab. 2. Enter a Run Control ID. 3. Click the Add button. 4. Enter the following in the Run Control Options: FIELD VALUE or STATUS Request ID VCHR_BLD Description Voucher Build From Date 7/17/08 To Date 8/15/08 Voucher Sources New Voucher Data 5. Select Quick Invoice in the Voucher Build Interfaces list. 6. Select the Publish Voucher Messages checkbox. 7. Click the Save button. 8. Click the Run button. 9. Click the OK button. 10. Click the Process Monitor link Board of Regents of the University System of Georgia. All Rights Reserved. 73

74 Topics: Run BOR_AP_UNPOSTED_VCHR Query Post Vouchers Run Voucher Build Process View and Correct Voucher Build Errors Business Processes: AP AP AP AP Click the Refresh button until you process runs to success. To view and correct any Voucher Build errors: NAVIGATION Accounts Payable > Vouchers > Voucher Build Error Detail 12. Enter in the Business Unit field. 13. Click the Search button. 14. If any errors exist, the Voucher link will appear. If AHNVCH92 appears, click the link and complete the remaining steps. 15. Review any errors that may appear. 16. Click the Correct Errors link. 17. Click the Payments tab if it does not automatically appear. 18. In the Payment Method section, change the from ACH to CHK for System Check. 19. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 74

75 Review Questions Vouchers 1. A voucher can be paid prior to budget checking. a. True b. False 2. To verify that the dollar amount totals are correct, use the button on the Identifying Information page of a Voucher. a. Sum b. Figure c. Finalize d. Calculate 3. Which of the following is NOT a required field on the Add a New Value page for a Voucher? a. Vendor ID b. Voucher ID c. Business Unit d. Voucher Style 4. Since all non-employee Per Diem & Fee Travel Expenses are Continuous Audit reportable, these accounts should be established as an Open Item account using an Open Item Key of the Vendor ID. a. True b. False 5. Which voucher style would you use to enter a 1099 Withholding Voucher? a. Regular Voucher b. Reversal Voucher c. Template Voucher d. Adjustment Voucher 6. What style voucher would you use if you received a credit memo invoice from a vendor for a previous overpayment? a. Regular Voucher b. Single Payment Voucher c Withholding Voucher d. Credit Adjustment Voucher 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 75

76 7. Which of these is an INCORRECT statement regarding Quick Invoices? a. Quick Invoices can be used to correct journals. b. Quick Invoices can be used for large volumes of similar invoices c. Quick Invoices rely on defaults to populate many of the voucher fields. 8. What action results in a voucher no longer being available for viewing, processing, or for use by anyone else in the system? a. Closing a voucher b. Deleting a voucher c. Finalizing a voucher d. None of the above 9. To close a voucher, the voucher must be posted, not selected for payment, and not fully paid. a. True b. False 10. At what stage is a voucher budget checked? a. Posting b. Closing c. Creation d. Deletion e. All of the above 11. Which of the following does NOT occur when the budget checking process is run on a voucher? a. Creates a payment record b. Updates the Commitment Control Ledger c. Updates the budget-check status of a voucher d. Checks voucher accounting lines against all control budgets that apply to the voucher 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 76

77 12. What is document tolerance? a. A setting that allows a voucher to be manually overridden b. Allowable amounts by which vouchers can exceed budget checking controls c. Allowable percentages or amounts by which related procurement documents can differ d. None of the above 13. If the encumbrance for a PO is $100, the expenditure for the voucher is $150, and the document tolerance percentage is 10%, what is the result when the voucher is document tolerance checked? a. Passes tolerance checking b. Fails tolerance checking 14. Which of the following can be changed on a voucher after posting? a. Comments b. Description c. Invoice Number d. All of the above 15. Vouchers that are flagged with errors during the Voucher Build process are assigned a status of. a. Error b. Recycle c. Approve d. Warning 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 77

78 Lesson 5: Banner Interfaces Lesson Objectives Identify how Banner interfaces with Accounts Payable Identify what occurs during the Banner Direct Deposit to AP Interface Identify what occurs during the Banner to AP Interface Key Changes for Banner Interfaces Banner to AP Interface now loads to Voucher Staging Tables: PS_VCHR_HDR_STG PS_VCHR_LINE_STG PS_VCHR_DIST_STG Once transactions are loaded into staging tables, run Voucher Build to move the transactions into the voucher tables PS_VOUCHER PS_DISTRIB PS_VOUCHER_LINE Key Changes for Banner Interfaces Banner control groups increased from 900 to 2500 transactions per group Banner Invoice ID is now a unique identifier rather than a sequentially assigned number Banner transactions are no longer combined so that the unique identifier (Invoice ID) can be retained. A separate voucher will be created for each Banner transaction for the student, but only one payment will be issued 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 78

79 Key Changes for Banner Interfaces The Vendor and Voucher Load Interface report now includes both Banner PIDM and Vendor ID Vendor address 1 is no longer overwritten Disbursement bank and account are no longer populated in the vendor but is set to the default bank Banner Direct Deposit to AP Interface (BORIF035) Loads data from the BNR_DIR_DEP_BOR table into the vendor and banking tables to add vendors or update the student banking information Records can be used in creating EFT (PPD) pre-notes for direct deposit of future disbursements for the Banner student vendors created Banner Direct Deposit to AP Interface (BORIF035) Once student direct deposit vendors are added/updated, prenoting will occur within the next EFT pay cycle. Once the Wait Days (typically 10 days) have passed, the vendor prenote status will be updated to confirmed by the EFT pay cycle, and the student payment method of EFT will be available 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 79

80 Banner Direct Deposit to AP Interface (BORIF035) Once the student vendor has a confirmed prenote status, the Banner to AP interface (BORIF003.sqr) will create direct deposit transactions for the student Before running, you may wish to query on BNR_DIR_BOR table to review the student direct deposit data that is ready to be interfaced 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 80

81 Banner to AP Interface (BORIF003) Banner refund and difference payments to students are paid through AP Banner should notify the AP department that Banner payments are ready to be loaded AP initiates the BORIF003 Banner to AP interfaces that ensures all students to be processed are established as AP Vendors Banner to AP Interface (BORIF003) After the interface creates/updates vendors, Banner refund transactions are loaded into staging tables, and vouchers are created in AP via Voucher Build After vouchers are budget checked, the Banner pay cycle should run to issue Banner refunds paid via system check. A Banner EFT pay cycle should run to issue Banner refunds paid via EFT/PPD Board of Regents of the University System of Georgia. All Rights Reserved. 81

82 Lesson 6: Payments Lesson Objectives 6.1 Identify the steps in the payment life cycle 6.2 Setup and run pay cycles 6.3 Manage Payments Lesson 6.1: Payment Life Cycle Lesson 6.1 Payment Life Cycle Objectives: Identify the key changes in processing payments Identify the steps in the payment life cycle. Key Changes in Processing Payments No more run controls New Pay from Date option New Credit Voucher processing options Bank Account Replacement page replaced with Bank Replacement Rule Checks and file copies will no longer be run directly to a printer, but will be printed using a 3 rd party tool (SwiftView) 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 82

83 Key Changes in Processing Payments Report Manager provides ability for reprinting check files without having to restart the pay cycle New Expense Pay cycles will be required New pay cycles source transactions related to Expenses: EXAD: Advances EXPN: Expense Reports Payment Life Cycle Start Pay Cycle Payment Selection Criteria Run Pay Cycle (includes reviewing and approving) Locate and print checks/files in Report Manager OR Locate, Save, and Send EFT/ACH files in Report Manager End Pay Cycle *See expanded job aid in appendix of this Participant Guide Board of Regents of the University System of Georgia. All Rights Reserved. 83

84 Lesson 6.2: Pay Cycles Lesson 6.2 Pay Cycles Objectives: Setup and run pay cycles Identify what needs to be setup for payment selection criteria Setup payment selection criteria Run check and EFT pay cycles Approve a pay cycle Review selected payments, along with exceptions and alerts Locate pay cycle files Restart a pay cycle Pay Cycles Payment Selection Criteria Pay cycles select vouchers that share similar characteristics for payment Because you can have multiple pay cycles defined, you can process payments for different groups of vouchers Can run query BOR_AP_DUE prior to running payment selection to confirm which vouchers should be available for payment 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 84

85 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 85

86 Pay Cycles Run Check Pay Cycle From the Pay Cycle Manager page, you process each of the necessary steps to turn bank account, vendor, voucher, and business unit information into actual payments Process the payment selection to initiate the pay cycle and determine vouchers available for payment based on your payment selection criteria Pay Cycles Run Check Pay Cycle Refresh to update the Pay Cycle Manager until the Pay Cycle status is Selected and the number of scheduled payments is displayed 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 86

87 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 87

88 Pay Cycles Review Payments Selected & Exceptions and Alerts It may be necessary to review the voucher payments that have been selected for payment, place certain payments on hold, temporarily exclude some from the pay cycle, enforce separate payments for some, or review total payment amounts for the pay cycle by various criteria before proceeding with Payment Creation Pay Cycles Review Payments Selected & Exceptions and Alerts Pay Cycle Manager page notifies of any exceptions that might occur during processing and transfers you to the appropriate page: Pay Cycle Errors page Lost Discount Alert page Discounts Denied page Withholding Exception page Bank Replacement Exceptions page Pay Cycles Review Payments Selected & Exceptions and Alerts You can choose to take an action on the voucher, such as Exclude, Hold, Hold and Separate, or Separate EX payments must be placed on hold through the EX module, not during this step If there are pay cycle exceptions, a link will be created to go to the exception page From the exception page, you can choose to include the voucher for payment 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 88

89 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 89

90 Pay Cycles Run Check Pay Cycle Now, you can process the Payment Creation Refresh to update the Pay Cycle Manager until the Pay Cycle Status is approved 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 90

91 Pay Cycles Approve a Pay Cycle If your institution requires Pay Cycle Approval, you will need to approve the pay cycle at this point You can run and view the Trial Payment Register Report to examine the results of payment selection and creation before approving the pay cycle Approving is optional, but recommended for EFT or ACH pay cycle 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 91

92 Pay Cycles Run Check Pay Cycle To create the check file, click the Output Type for the BOR Print Checks process and select Web Web output type is the only option GeorgiaFIRST Financials institutions can use for AP Checks and File Copies Process BORIF030 to success. Pay Cycles Run Check Pay Cycle If your institution prints file copies, you can create the file. Click the Output Type list for BOR Print File Copy process and select Web. Process BORIF030 to Success 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 92

93 Pay Cycles Run EFT or ACH Pay Cycles Very similar to Check Pay Cycles Select an EFT or ACH when selecting Payment Selection Criteria Approval should be completed for all EFT and ACH pay cycles in the event that issues occur with the PPD/CCD+ file creation The pay cycle could still be rejected and reset, and the problem corrected if using pay cycle approval Pay Cycles Run EFT or ACH Pay Cycles For the Electronic Payments process, select Web as the Output Type For the Print EFT Advices, change the server name to PSNT and select Web as the Output Type 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 93

94 Pay Cycles Locating Pay Cycle Files in Report Manager Since PeopleSoft 8.9 is a web-based product and AP Check Printers are not defined on the network, pay cycle output can no longer be run directly to a printer SwiftView will be used for printing the checks and file copies from Report Manager Other pay cycle files will also be created in Report Manager. Use instructions and software provided by your disbursement bank to send the PPD/CCD+ file to your bank Pay Cycles Locating Pay Cycle Files in Report Manager Locate BORIF030 to view pay cycle files in Report Manager APCHK actual check file produced by the pay cycle APCPY check copy file EFT pay cycles use the file name PPD Pay Cycles Restart a Pay Cycle PeopleSoft 8.9 allows additional flexibility for recreating and reprinting AP checks You can return to Report Manager and reprint check/file copies when you encounter a check printing issue In the event you wish to recreate the check files so that you can modify the payment date or payment references, you can use the Recreate button on the Pay Cycle Manager page or go directly to Check Restart page 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 94

95 Pay Cycles Restart a Pay Cycle When you restart a pay cycle, the system assigns the name for the new pay cycle beginning with RSTRT# You can reprint a portion of a pay cycle by selecting just some of the reference numbers You can change the Payment Date if necessary Pay Cycles Restart a Pay Cycle You can either Recreate with new references, or Re-Print, using the same reference options as the original pay cycle Selecting the Recreate with new reference option will void the original reference numbers (check numbers) and recreate the payments with the new numbers Pay Cycles Restart a Pay Cycle The Re-Print option uses the same reference options, and will reprint the payments using the original Reference numbers 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 95

96 Pay Cycles Key Reminders You should only have one pay cycle in process at a time You should never Reset a pay cycle if another pay cycle is in process The check files in Report Manager can be used to reprint checks due to printer jams or if the signature card was not installed, without having to restart/recreate the pay cycle Board of Regents of the University System of Georgia. All Rights Reserved. 96

97 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run Check Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Accounts Payable Payments Activity Run Check Pay Cycles Topics: Run BOR_AP_DUE Query Setup Payment Selection Criteria Run Check Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Activity Activity Overview In this activity you will: A. Run query BOR_AP_DUE. B. Setup payment selection criteria. C. Run and approve check and EFT pay cycle. D. Review payments selected. E. Locate pay cycle files in Report Manager. F. Restart a pay cycle. Activity 6.1-1A Scenario: You are ready to run your Daily pay cycle and need to review a list of vouchers available for payment. You will run query BOR_AP_DUE to see which vouchers are scheduled for payment as of the date specified and determine that all necessary voucher processing has been completed. To run the BOR_AP_DUE query: NAVIGATION Reporting Tools > Query > Query Viewer 1. Enter BOR_AP_DUE in the begins with field. 2. Click the Search button. 3. Click the HTML link. 4. Enter 08/05/2008 in the Pay Through Date. 5. Enter CHK in the Method field. 6. Click the View Results button. 7. Review the query results and look for Voucher IDs AHNVCH91 and AHNVCH90. Verify that these vouchers both have a Valid budget status. 8. Close the Query window Board of Regents of the University System of Georgia. All Rights Reserved. 97

98 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run Check Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Activity 6.1-1B Scenario: You have reviewed the vouchers which are unpaid, and are now ready to run the Daily pay cycle. You must determine the payment selection criteria for this pay run. To enter payment selection criteria: NAVIGATION Accounts Payable > Payments > Pay Cycle Processing > Payment Selection Criteria 1. Select the DAILY pay cycle. 2. Enter the following information: FIELD VALUE or STATUS Pay From Date 7/17/08 Pay Through Date 8/15/2008 Payment Date 8/15/2008 Next Pay Through 8/16/2008 Date Next Payment Date 8/16/2008 Accounting Date Payment date Use Holiday 08 Calendar Validate Pay Yes Through Dates Validate Payment Yes Dates 3. Click the Preferences tab and enter the following information: FIELD VALUE or STATUS Approval User Step Group Model Credit Vouchers Process when DRs >= CRs 4. Click the Source/BU tab and enter the following information: FIELD VALUE or STATUS Source Process Yes Source Transactions Voucher Business Unit Yes Process Business Unit Board of Regents of the University System of Georgia. All Rights Reserved. 98

99 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run Check Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Click the Bank Method tab and enter the following information: FIELD VALUE or STATUS SetID Bank MBOPR Account OPER Pay Method Yes Process Payment Method System Check 6. Click the Dates tab. 7. Click the Pay Cycle Manager link to go directly to it. Activity 6.1-1C Scenario: You have established the payment selection criteria and you are now ready to run the Daily pay cycle. You will initiate the Daily pay cycle and then review the vouchers selected for payment. Once you have reviewed Vouchers selected and ran payment creation, you will Approve the pay cycle and complete it. To run the daily pay cycle (if you are already on the Pay Cycle Manager page, skip to step 2): Accounts Payable > Payments > Pay Cycle Processing > Pay NAVIGATION Cycle Manager 1. Select DAILY Pay Cycle and click the Search button. 2. Verify that the server for the Payment Selection process is PSUNX. 3. Click the Process button for the Payment Selection process. 4. Click the Refresh button to update the Pay Cycle Manager until the status is selected. 5. Next to Scheduled Payments Selected, click the Details link. 6. Click the Search button. 7. Click the View All link. 8. Exclude all vouchers selected except AHNVCH91 and AHNVCH90 (the action should be None for these two). 9. Click the Save button. 10. Click the Pay Cycle Manager link. 11. Verify that the pay cycle should have two scheduled payments in a status of Selected. 12. Verify that PSUNX is the Server for the Payment Creation process. 13. Click the Process button for Payment Creation. 14. Click the Refresh button to update Pay Cycle Manager until the status is Created. 15. Click the Trial Register link Board of Regents of the University System of Georgia. All Rights Reserved. 99

100 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run Check Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Click the Search button and select the Run Control ID TRIALREG (if it is not listed, add it as a new run control ID). 17. Ensure DAILY is entered in the Pay Cycle field. 18. Click the Run button. 19. Click the OK button. 20. Click the Process Monitor link. 21. Click the Refresh button until the APY2030 process runs to success. 22. Click the Go back to Trial Register link. 23. Click the Report Manager link. 24. Click the APY2030 link. 25. Click the APY2030 ~ PDF link. 26. Confirm that vouchers AHNVCH91 and AHNVCH90 are on the Trial Register. 27. Click the Pay Cycle Manager link in the left menu. 28. Select DAILY Pay Cycle and click the Search button. 29. Click the Approve link. 30. If no issues were found, click the Approve button. 31. Click the Pay Cycle Manager link. 32. Verify that the Pay Cycle status is Approved. 33. In the Pay Cycle Results section, select Web as the Output Type for the BOR Print Checks process. 34. Click the Process button for the BOR Print Checks process. 35. Open a new window and go to the Process Monitor and confirm that BORIF030 ran to Success. 36. Click the Refresh button on the Pay Cycle Status. 37. Verify the Pay Cycle Status is Approved, and the BOR Print Checks process is Completed. 38. Select Web as the Output for the BOR Print File Copy process. 39. Click the Process button for the BOR Print File Copy process. 40. Open a new window and go to the Process Monitor and confirm that BORIF030 ran to Success. 41. Click the Refresh button on the Pay Cycle Status. 42. Verify the Pay Cycle Status is Completed Board of Regents of the University System of Georgia. All Rights Reserved. 100

101 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run Check Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Activity 6.1-1D Scenario: You have completed the Daily pay cycle and are now ready to locate the check and file copies for printing. You will go to Report Manager and review the files in SwiftView. Activity 6.1-1E To locate pay cycle files in Report Manager: NAVIGATION Reporting Tools > Report Manager 1. Locate process name BORIF Select APCHK_xxxx.lis link. This is the file of the actual checks produced. 3. The check file will open in your window in SwiftView. (To print checks, you will click the Print button and select your AP check printer.) 4. Click the Close button. 5. Click the Process Monitor link from the Process Scheduler. 6. Locate process name BORIF Click the Details link for this process. 8. Click the View Log/Trace link. 9. Select APCPY_xxxx.lis link which is the check copy file that was produced by the pay cycle. 10. File copies will also open in SwiftView. (To print file copies, you will click the Print button and select your AP check printer.) 11. Click the Close button. Scenario: After reviewing the checks in SwiftView, you realize that the payment date is incorrect. You will now use the pay cycle recreate buttons to Restart the pay cycle and produce the checks with the correct payment date. To restart the pay cycle: NAVIGATION Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager 1. Select the DAILY pay cycle and click the Search button. 2. Click the Recreate button for the BOR Print Checks process. 3. On the Recreate Checks page, enter/verify the following information: FIELD VALUE or STATUS Pay Cycle DAILY Select Completed Yes pay cycle 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 101

102 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run Check Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Under Reference Number, select the Recreate with new reference option. 5. Change the Payment Date to tomorrow s date. 6. Click the Save button. 7. Click the Process button. 8. On the Pay Cycle Manager page, confirm that pay cycle RSTRT1 has a Running status. 9. Press the Refresh button on the Pay Cycle Manager until the status shows Completed. 10. Approve the pay cycle (click the Approve link). 11. Process BOR Print checks and File copies (as in the previous activity page, steps 33 42). 12. Locate the check file (previous activity, steps 1 3) and confirm that the check s date is tomorrow s date Board of Regents of the University System of Georgia. All Rights Reserved. 102

103 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run EFT Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Accounts Payable Payments Activity EFT Pay Cycles Topics: Run BOR_AP_DUE Query Setup Payment Selection Criteria Run EFT Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Activity Activity Overview In this activity you will: A. Run query BOR_AP_DUE. B. Setup payment selection criteria. C. Run and approve an EFT pay cycle. D. Review payments selected. E. Locate pay cycle files in Report Manager. Activity 6.1-2A Scenario: You are ready to run your Daily pay cycle and need to review a list of vouchers available for payment. You will run query BOR_AP_DUE to see which vouchers are scheduled for payment as of the date specified and determine that all necessary voucher processing has been completed. To run the BOR_AP_DUE query: NAVIGATION Reporting Tools > Query > Query Viewer 1. Enter BOR_AP_DUE in the begins with field. 2. Click the Search button. 3. Click the HTML link. 4. Enter 8/15/2008 in the Pay Through Date. 5. Enter EFT in the Method field. 6. Click the View Results button. 7. Review the query results and look for Voucher IDs AHNVCH89 and AHNVCH88. Verify that these vouchers both have a Valid budget status. 8. Close the Query window Board of Regents of the University System of Georgia. All Rights Reserved. 103

104 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run EFT Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Activity 6.1-2B Scenario: You have reviewed the vouchers which are unpaid, and are now ready to run the EFT Processing pay cycle. You must determine the payment selection criteria for this pay run. To enter payment selection criteria: NAVIGATION Accounts Payable > Payments > Pay Cycle Processing > Payment Selection Criteria 1. Select the EFT pay cycle. 2. Enter the following information: FIELD VALUE or STATUS Pay From Date 7/17/2008 Pay Through Date 8/15/2008 Payment Date 8/15/2008 Next Pay Through 8/16/2008 Date Next Payment Date 8/16/2008 Accounting Date Payment date Use Holiday 08 Calendar Validate Pay Yes Through Dates Validate Payment Yes Dates 3. Click the Preferences tab and enter the following information: FIELD VALUE or STATUS Approval User Step Group Model Credit Vouchers Process when DRs >= CRs 4. Click the Source/BU tab and enter the following information: FIELD VALUE or STATUS Source Process Yes Source Transactions Voucher Business Unit Yes Process Business Unit Board of Regents of the University System of Georgia. All Rights Reserved. 104

105 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run EFT Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Click the Bank Method tab and enter the following information: FIELD VALUE or STATUS SetID Bank MBOPR Account OPER Pay Method Yes Process Payment Method Electronic Funds Transfer 6. Click the Save button. Activity 6.1-2C Scenario: You have established the payment selection criteria and you are now ready to run the EFT pay cycle. You will initiate the EFT pay cycle and then review the vouchers selected for payment. Once you have reviewed Vouchers selected and ran payment creation, you will Approve the pay cycle and complete it. To run the EFT pay cycle: Accounts Payable > Payments > Pay Cycle Processing > Pay NAVIGATION Cycle Manager 1. Select EFT Pay Cycle and click the Search button. 2. Verify that the server for the Payment Selection process is PSUNX. 3. Click the Process button for the Payment Selection process. 4. Click the Refresh button to update the Pay Cycle Manager until the status is Selected. 5. Next to Scheduled Payments Selected, click the Details link. 6. Click the Search button. 7. Click the View All link. 8. Review the vouchers to be paid via EFT. 9. Click the Save button. 10. Click the Pay Cycle Manager link. 11. Verify that PSUNX is the Server for the Payment Creation process. 12. Click the Process button for Payment Creation. 13. Click the Refresh button to update Pay Cycle Manager until the status is Created. 14. Click the Trial Register link. 15. Click the Search button and select the Run Control ID TRIALREG (if it is not listed, add it as a new value). 16. Ensure EFT is entered in the Pay Cycle field. 17. Click the Run button Board of Regents of the University System of Georgia. All Rights Reserved. 105

106 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run EFT Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Click the OK button. 19. Click the Process Monitor link. 20. Click the Refresh button until the APY2030 process runs to success. 21. Click the Go back to Trial Register link. 22. Click the Report Manager link. 23. Click the APY2030 link. 24. Click the APY2030 ~ PDF link. 25. Confirm that vouchers AHNVCH89 and AHNVCH88 are on the Trial Register. 26. Click the Pay Cycle Manager link in the left menu. 27. Select EFT Pay Cycle and click the Search button. 28. Click the Approve link. 29. If no issues were found, click the Approve button. 30. Click the Pay Cycle Manager link. 31. Verify that the Pay cycle status is Approved. 32. In the Pay Cycle Results section, select Web as the Output Type for the Electronic Payments process. 33. Click the Process button for the Electronic Payments process. 34. Click the Refresh button on the Pay Cycle Status. 35. Verify the Pay Cycle Status is Approved, and the BOR Print Checks process is Completed. 36. Select PSNT (or PSNTB) as the Server Name for the Print EFT Advices process. 37. Select Web as the Output for the Print EFT Advices process. 38. Click the Process button for the Print EFT Advices process. 39. Click the Refresh button on the Pay Cycle Status. 40. Verify the Pay Cycle Status is Completed Board of Regents of the University System of Georgia. All Rights Reserved. 106

107 Topics: Run BOR_AP_DUE Query Set up Payment Selection Criteria Run EFT Pay Cycle Approve Pay Cycle Review Payments Selected Locate Pay Cycle Files in Report Manager Restart Pay Cycle Business Processes: AP AP AP AP AP AP AP Activity 6.1-2D Scenario: You have completed the EFT pay cycle and are now ready to locate the PPD/CCD+ files for submission to your bank. You will go to Report Manager and review the files in SwiftView. To locate pay cycle files in Report Manager: NAVIGATION Reporting Tools > Report Manager 1. Locate process name FIN Locate the PPDxxxx.txt link. 3. Follow your bank s instructions for sending the PPD/CCD+ file. 4. To save the PPD/CCD+ file from Report Manager, right-click the PPDxxxx.txt link. 5. Click Save Target As link. 6. Choose where you want the file saved. 7. Save the file as a Text Document and click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 107

108 Lesson 6.3: Managing Payments Lesson 6.3 Managing Payments Objectives: Manage Payments Generate the Positive Payment File Create Express Checks Record Manual Payments Process Escheated Payments Cancel a Payment Identify the relationship between Expenses and AP when canceling payments Post Payments Managing Payments Key Changes All Travel and Expense payments will be posted in Expenses and not through the AP Payment Posting process A new step group (BOR_Positive Pay) was added for running Positive Payment Managing Payments Key Changes Canceling Payments Cancel Action: Do Not Reissue/Close Liability is not available for 7.5 payments; these payments should be voided/stopped and the voucher placed on Hold; an adjustment voucher is then required to relieve the liability Travel and Expense Payments can be canceled using Payment Cancellation page, but cancellation must be posted by the Expense Payment Post Process 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 108

109 Managing Payments Generate Positive Payment File The Manual Positive Pay Process is a two-step process that you should run at the end of the day to: Format the payment data Produce a payment flat file to be sent to the bank The file is used as an audit check for comparing all payments processed to a banking institution that are issued within PeopleSoft Managing Payments Generate Positive Payment File WARNING: You must run both steps of the Manual Positive Pay process to completion, once initiated File format step updates the positive payment status in the payment table for the payments selected BOR File Creation step includes those transactions in the file Upon the next instance of running the Manual Positive Pay file creation, all payments with the positive pay status of selected will be updated to a positive pay status of c (sent) even if the file was never created. Managing Payments Generate Positive Payment File First, run the Format Positive Payment process that will update the positive pay status in the payment table. Refresh until the status is formatted 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 109

110 Managing Payments Generate Positive Payment File Second, run the BOR Positive Pay process that creates the Positive Pay file Once status shows completed go to Process Monitor and look for BORIF02 The Positive Pay file starts with POSPAY 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 110

111 Managing Payments Generate Positive Payment File As required by your institution, you may wish to copy the file to an archive directory Transmit the file to your bank, according to their instructions The Positive Payment file does not include EFT or ACH payments Always run and complete both the Format and File Creation steps together 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 111

112 Topic: Generate Positive Payment File Business Process: AP Accounts Payable Payments Activity Generating the Positive Payment File Topics: Generate Positive Payment File Business Processes: AP Activity Overview Activity 6.3-1A Activity In this activity you will: A. Generate the Positive Payment File. Scenario: You have completed all pay cycles for the day and now the positive pay file needs to be created to be sent to the bank. To create the Positive Payment File: NAVIGATION Accounts Payable > Payments > Pay Cycle Processing > Manual Positive Payment 1. Enter (or select) the following information: FIELD VALUE or STATUS Bank SetID Bank Code MBOPR Bank Account OPER Step Group Name Bor_PositivePay 2. Confirm that Format and File are selected under Options. 3. Click the Process button. 4. First, update the positive pay status in the payment table by clicking the Process button for the Format Positive Payment process in the Pay Cycle Results section. 5. Click the Refresh button on the Pay Cycle Manager until the status shows Formatted. 6. Once the status is Formatted, you can run the BOR Positive Pay process to create the Positive Pay file. 7. Select Web as the Output Type for the BOR Positive Pay process and click the Process button. 8. Click the Refresh button on the Pay Cycle Manager until the status shows Completed. 9. Click the Process Monitor link. 10. Locate process BORIF029 and click the Details link. 11. Click the View Log/Trace link. 12. Click the POSPAY_xxxxxx.txt link to review the file. 13. You can copy the file according to your institution s requirements. 14. You will need to transmit the file to your bank according to their instructions Board of Regents of the University System of Georgia. All Rights Reserved. 112

113 Manage Payments Creating Express Checks Use when you need to pay a voucher outside of the normal pay cycle Go through the Regular Voucher page; on the Payments tab, select Express Payment Select PSUNX as the server and click the create payment button 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 113

114 Managing Payments Record Manual Payments For rare situations where you are unable to generate a check online and must generate it outside the system If a voucher is created, AP enables you to apply the manual check payment to the voucher and assign a check number from a separate range than that used for pay cycle processing Managing Payments Record Manual Payments When recording the payment, make sure that the Remit to Vendor, Vendor Location, and address, as well as the bank code and account type match the manual payment that was made When you record a payment, the Accounting Date field becomes active enabling you to change it to reflect the actual date of the manual payment Managing Payments Record Manual Payments Confirm the following items to ensure your manual payments are recorded successfully: Amount of the payments entered must add up either to the gross amount or to the gross less the discount as specified on the Invoice Information page The voucher must be approved in the system The bank account setup must support manual payments 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 114

115 Topics: Create an Express Check Record a Manual Payment Business Processes: AP AP Accounts Payable Payments Activity Creating Express Checks and Recording a Manual Payment Topics: Create an Express Check Record a Manual Payment Business Processes: AP AP Activity Activity Overview Activity 6.3-2A Activity 6.3-2B In this activity you will: A. Create an express check. B. Record a manual payment. Scenario: You need to create an Express Check from a voucher that is currently in the system. It must be paid immediately and cannot wait until your next scheduled pay cycle. To create an Express Check: NAVIGATION Accounts Payable > Vouchers > Regular Entry 1. Click the Find an Existing Value tab. 2. Enter AHNVCH03 in the Voucher ID field and click the Search button. 3. Click the Payments tab. 4. Click the Express Payment link. 5. On the Express Payment page, select PSUNX as the Server. 6. Click the Create Payment button. 7. Click the Refresh button until the status shows Approved. 8. Select PSUNX as the Server and Web as the Output Type for the BOR Print Checks process, and click the Process button. 9. Click the Additional Info tab. Scenario: You need create a manual payment for a voucher that is already in the system. Record the date and payment reference for this manual payment. To record manual payments: NAVIGATION Accounts Payable > Vouchers > Add/Update > Regular Entry 1. Click the Find an Existing Value tab. 2. Enter AHNVCH87 in the Voucher ID field and click the Search button. 3. Click the Payments tab Board of Regents of the University System of Georgia. All Rights Reserved. 115

116 Topics: Create an Express Check Record a Manual Payment Business Processes: AP AP Under the Schedule Payment Section, enter the following information: FIELD VALUE or STATUS Action Record Pay Full Payment Date 8/8/2008 Reference Enter the check date (8/8/2008) in the Accounting Date field. 6. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 116

117 Managing Payments Processing Escheated Payments When users identify a check as staledated, it is informational only When users decide to escheat a staledated check, they must return to the Payment Escheatment page and select Escheated, instead of Stale-Dated Managing Payments Processing Escheated Payments AP enables you to reclassify the staledated check to an escheat liability account by debiting cash and crediting escheatment liability When users escheat payments, they enter an escheatment date The system uses the date to control the accounting date for the escheatment Managing Payments Processing Escheated Payments Payment posting treats an escheated payment like a voided payment except that there is no option to close or restate the voucher liability When you escheat a payment, you then select options to run just the Payment Posting process (AP_PSTPYMNT) or both the Payment Posting process and the Journal Generator process (FS_JGEN) 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 117

118 Managing Payments Cancel a Payment The payment must be posted before it can be canceled The system automatically reconciles canceled payments You cannot undo a canceled payment once posting occurs If the payment has been reconciled, it must be unreconciled to be canceled 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 118

119 Managing Payments Cancel a Payment Use the Cancel Payment page to cancel payments, reverse a cancellation, or view previously canceled payments You will need to post the payment to complete the payment cancellation process If you selected the Do not reissue/close liability option, you would also need to post the voucher after posting the canceled payment Managing Payments Cancel a Payment Cancellation of payments issued from Expenses will need to be posted within Expenses, not AP (EX ) Expenses generates the correct accounting entries associated with canceling the payment based upon the action selected for the cancel 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 119

120 Managing Payments Post Payments Posting payments in AP updates vendor account balances and created balanced accounting entries for all payment-related transactions Manual Payments ACH Payments EFT Payments System-Created Payments System-Canceled Payments Managing Payments Post Payments After accounting entries are generated, they are available for GL journal generation First, define and verify payment posting request Then, run the posting process Managing Payments Post Payments A payment can be canceled after it has been posted You can record voided payments and stopped payments; however, after posting a void check or stop payment check, you cannot undo the cancellation BOR_AP_UNPOSTED_PYMNTS Query determines which payments need to be posted 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 120

121 Managing Payments Post Payments Post Payment Options include: Post all banks Post bank account Post payment Post payment method 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 121

122 Topics: Process Escheated Payments Cancel a Payment Run BOR_AP_UNPOSTED_PYMNTS query Post Payments Business Processes: AP AP AP AP Accounts Payable Payments Activity Managing Payments Topics: Activity Overview Activity 6.3-3A Process Escheated Payments Cancel a Payment Run BOR_AP_UNPOSTED_PYMNTS Query Post Payments Activity In this activity you will: A. Process escheated payments. B. Cancel a payment. C. Run BOR_AP_UNPOSTED_PYMNTS Query D. Post payments. Business Processes: AP AP AP AP Scenario: You need to reclassify a stale-dated payment and transfer the payment from a cash account to an escheated liability account. To process escheated payments: NAVIGATION Accounts Payable > Payments > Cancel/Void Payments > Escheat Payment 1. Enter the following information: FIELD VALUE or STATUS Bank SetID Bank Code MBOPR Bank Account OPER 2. Click the Search button. 3. Select Payment reference Click the Escheated option under Payment Status. 5. In the description field, enter Verified with bank contact that this check has not been cashed. 6. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 122

123 Topics: Process Escheated Payments Cancel a Payment Run BOR_AP_UNPOSTED_PYMNTS query Post Payments Business Processes: AP AP AP AP Activity 6.3-3B Scenario: You have been notified that Main Street Office Supply never received payment and is requested for you to reissued the check. You contacted your bank and confirmed that the check has not cleared and requested them to stop payment. You now need to cancel the payment in PeopleSoft so that the check can be reissued. Activity 6.3-3C To cancel a payment: NAVIGATION Accounts Payable > Payments > Cancel/Void Payments > Payment Cancellation 1. Enter the following information: FIELD VALUE or STATUS Bank SetID Bank Code MBOPR Bank Account OPER Payment Reference Click the Search button. 3. For Payment Status, select the Stop option. 4. For Cancel Action, select the Re-Open Voucher(s)/Re-Issue option. 5. In the Description, enter Vendor never received check. Stop payment and reissue per vendor s request. 6. Click the Save button. 7. Verify that the Cancel Post Status is Pending, since payment cancellation requires posting the payment to complete the cancellation process. Scenario: You have completed running pay cycles for the day and wish to review payments not yet posted. Run the query BOR_AP_UNPOSTED_PYMNTS to review which payments are eligible for posting. To run query BOR_AP_UNPOSTED_PYMNTS: NAVIGATION Reporting Tools > Query > Query Viewer 1. Enter BOR_AP_UNPOSTED_PYMNTS in the begins with field. 2. Click the Search button. 3. Click the HTML link. 4. Review the results and verify that the canceled payment from the previous activity is present. 5. Close the query window Board of Regents of the University System of Georgia. All Rights Reserved. 123

124 Topics: Process Escheated Payments Cancel a Payment Run BOR_AP_UNPOSTED_PYMNTS query Post Payments Business Processes: AP AP AP AP Activity 6.3-3D Scenario: Now that you have reviewed the BOR_AP_UNPOSTED_PYMNTS query results, you need to run the Payment Post process to post the canceled payment. To post payments: NAVIGATION Accounts Payable > Batch Processes > Payment > Payment Posting 1. Click the Add a New Value tab. 2. Enter a Run Control ID. 3. Click the Add button. 4. Enter the following information in the Process Request Parameters section: FIELD VALUE or STATUS Request ID POST Description POST PAYMENTS Process Frequency Always Process Post Payment Post All Banks Option 5. Click the Run button. 6. Enter PSUNX in the Server Name field. 7. Select process AP_PSTPYMNT. 8. Click the OK button. 9. Click the Process Monitor link. 10. Click the Refresh button until the Process has run to success. 11. Rerun the BOR_AP_UNPOSTED_PYMNTS query to verify that the canceled payment was posted Board of Regents of the University System of Georgia. All Rights Reserved. 124

125 Review Questions Banner Interfaces & Payments 1. What is the purpose of the Banner Direct Deposit to AP Interface? a. To check for duplicate vendors b. To remove vendors no longer used in Banner from Accounts Payable c. To add vendors or update the student banking information from Banner 2. The Banner to AP Interface accomplishes which of the following? a. Creates control groups b. Loads voucher data into staging tables c. Ensures all students to be processed are established as AP vendors d. All of the above e. Both B & C 3. After running the Banner to AP Interface, what should your next step be? a. Run Voucher Build b. Verify control group totals c. Budget check the vouchers d. Run the APY1011 Control Group Register report 4. Which of the following is part of the Pay Cycle Criteria? a. Holiday Options b. Data Parameters c. Bank Information d. All of the above 5. All payments created in the pay cycle are tagged with this date, and it is the date that is printed on checks or shown on payment methods. a. Payment Date b. Pay From Date c. Accounting Date d. Pay Through Date 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 125

126 6. What must you use to print checks created in your pay cycle? a. SwiftView b. CheckView c. PayCycleView d. None of the above 7. What source transaction do you use for Expense Report payments? a. EXAD b. EXPN c. TRET d. VCHR 8. What source transaction do you use for Travel Cash Advance payments? a. EXAD b. EXPN c. TRET d. VCHR 9. The pay cycle can be set up as a template that is used to select vouchers for payment based on the information contained in each template, such as payment method or Pay Group. a. True b. False 10. What does the Manual Positive Pay process accomplish? a. Formats payment data b. Determines what types of payments are needed c. Produces a payment flat file to be sent to the bank d. All of the above e. Both A & C 11. What can you use to pay a voucher outside of the normal pay cycle? a. Speedy check b. Express check c. Manual payment d. All of the above 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 126

127 12. Which of the following are valid posting methods? a. Post All Payments b. Post by Bank Account c. Post by Payment Method d. All of the above 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 127

128 Lesson 7: 1099 Processing Lesson Objectives Identify the 1099 process flow Identify how to setup 1099 Withholding Report Control information Identify the purpose of the A1 Annual Calendar Post 1099 Withholding Transactions Manually adjust 1099 Withholding for a particular vendor Lesson Objectives (cont.) Update the withholding for a 1099 vendor Update a vendor s invoice line Run the Withholding Update process Run the 1099 Report Post Generate 1099 Withholding Reports Run 1099 Withholding to Send Detail Report Run 1099 MISC-Copy B Report Define the Withholding Sent File process 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 128

129 1099 Process Flow Major Steps Begin 1099 Withholding Process Step 1. Setup /Review Rules Step 2. Vendors Step 3. Entering and Processing Vouchers Step 4. Posting Withholding Step 5. Review Step 6. Reports Step 7. Adjustments Step 8. Processes to Generate Files, Forms & Additional Reports Step 9. Additional Steps End 1099 Withholding Process *See expanded job aid in appendix of this Participant Guide Board of Regents of the University System of Georgia. All Rights Reserved. 129

130 1099 Processing Step 1: Set/Review Rules Begin 1099 Reporting Review Withholding Rules Report (AP ) Review Withholding Types Report (AP ) Review Withholding Entities Report (AP ) Review Withholding Codes Report (AP ) Update Withholding Entity Information, if necessary Setup 1099 Withholding Report Control Information Setup 1099 A1 Annual Calendar (AP ) Continue on to Step 2 - Vendors 1099 Processing Step 1 Set/Review Rules Most reports just need review; on rare occasions you may need to make updates Withholding Rules: Correlate to a standard amount or percentage that should be withheld based on transaction amounts Rule0 = Zero Percent Withholding Rule Rule1 = 1099 Standard Rule Rule2 = 1099 Rule for Royalties Rule3 = 1099 Rule w/out Minimum 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 130

131 1099 Processing Step 1 Set/Review Rules Withholding Types: Types allow withholding transactions to be categorized by classes 1099 = 1099 Withholding* 1099G = Certain Government Payments 1099I = Interest Income PPS = Prescribed Payments System *USG only uses Processing Step 1 Set/Review Rules Withholding Entities: Used to configure the withholding vendor, file layout, currency options, and applicable withholding rules and types Also used to define Withholding fields for the vendor profile, and Chartfield combinations for the liability entries 1099 Processing Step 1 Set/Review Rules Withholding Codes: Used to group together entities, types, and jurisdictions Speed up data entry and minimize data entry errors 01 = Rent 02 = Royalties 03 = Prizes, awards, etc. 06 = Medical Health Care Payments 07 = Non-employee compensation 14 = Gross Attorney Proceeds 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 131

132 1099 Processing Step 1 Set/Review Rules Set 1099 Withholding Report Control Information Set up transmitter and payer information Must be established for each year s 1099 processing, even if your institution ran 1099s in PeopleSoft the previous year 1099 Processing Step 1 Set/Review Rules Set 1099 A1 Annual Calendar Once 1099 Withholding Report Control Information is established, the next step is to add a new 1099 A1 Annual Calendar Calendar is used when running the Withholding Report Post App Engine process to obtain the correct 1099 data Must be established every year 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 132

133 1099 Processing Steps 2 through 4: Vendors, Entering & Processing Vouchers, and Posting Withholding Continued from Step 1 Setup/Review Rules Step 2 Add 1099 Vendors (PO ) Step 3 Enter 1099 Withholding Vouchers (AP ) Step 3 Run Payment Posting Application Engine Step 4 Post 1099 Withholding Transactions (AP ) Continue on to Step 5 - Review 1099 Processing Step 2 Vendors Add 1099 Vendors Withholding information can be added to vendor information at any time, but it is most efficient to add this info when the vendor is first set up Allows all vouchers you enter for withholding vendors to be automatically flagged for withholding reporting 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 133

134 1099 Processing Step 3 Entering and Processing Vouchers Entering 1099 Vouchers (AP ) Used to enter withholding-related info for withholding-applicable vouchers Voucher must be paid, and the voucher or payment must be posted, depending on the Apply Withholding option selected on the Withholding Entity 1099 Processing Step 3 Entering and Processing Vouchers Run Payment Posting Application Engine Process (AP ) By posting payments, the system updates vendor account balances and creates balanced accounting entries for all payment related transactions 1099 Processing Step 4 Posting Withholding Posting Withholding (AP ) Combines the voucher and payment information in the withholding tables Tables are used to generate the withholding reports Payments must be posted before running this process 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 134

135 Topic: Post 1099 Withholding Transactions Business Process: AP Accounts Payable 1099 Processing Activity Post 1099 Withholding Transactions Topic: Post 1099 Withholding Transactions Business Process: AP Activity Activity Overview In this activity you will: A. Post 1099 Withholding transactions. Activity 7.0-1A Scenario: You need to post all the withholding transactions through 7/31/2008. To post 1099 withholding transactions: NAVIGATION Vendors > 1099/Global Withholding > Maintain > Post Withholdings 1. Click the Add a New Value tab. 2. Enter a Run Control ID. 3. Click the Add button. 4. Enter the following information: FIELD VALUE or STATUS Request ID POST Description POST WTHD TRANSACTIONS Process Frequency Always Process Post Option Post by Business Unit Through Date 8/5/ Select the Include checkbox for Business Unit. 6. Enter in the Business Unit field. 7. Click the Run button. 8. Ensure the process AP_WTHD is selected. 9. Click the OK button. 10. Click the Process Monitor link. 11. Click the Refresh button until the Run Status shows Success Board of Regents of the University System of Georgia. All Rights Reserved. 135

136 1099 Processing Step 5: Review Continued from Step 4 Posting Withholding Review 1099 Vouchers by Vendor (AP ) Review 1099 Vendor Balances by Class (AP ) Review 1099 Payments to Withholding Vendor (AP ) Run BOR_AP_1099 _DSL_POTEN TIAL Query (AP ) Run BOR_AP_1099 _JE Query (AP ) Run BOR_AP_1099 _ MISSING_WH _CD Query (AP ) Run BOR_AP_ 1099_NON_RP T_CONSISTE NT Query (AP ) Continue on to Step 6 - Reports 1099 Processing Step 5 Review Review 1099 Vendor Balances by Class Review vendor total withholding transactions by class over a specified period of time Review 1099 Vouchers by Vendor Review vendor withholding transactions by voucher Review Payments to Withholding Vendors Review all payments and associated vouchers, made to withholding entities by vendor 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 136

137 1099 Processing Step 5 Review Run BOR_AP_1099_DSL_POTENTIAL Query Lists all Discounts Lost that relate to transactions that are potentially reportable Run BOR_AP_1099_JE Query Since 1099s only reflect transactions entered normally through AP, transactions entered through any other module or as an online journal entry are not automatically included in 1099 reporting Query lists these entries posted to the typically reportable accounts (719XXX, 748XXX, 751XXX) If any items need to be reflected in 1099 reporting, you will need to adjust withholding manually 1099 Processing Step 5 Review Run BOR_AP_1099_MISSING_WH_CD Query Lists vouchers marked as Withholding, but the Withholding Code is blank Run BOR_AP_1099_NON_RPT_CONSISTENT Query Lists transactions where the related voucher line was charged to a typically reportable account, the vendor is assigned to the S classification, and the transaction will not be included in 1099 Processing as currently established 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 137

138 1099 Processing Step 6: Reports Continued from Step 5 Review Run Withholding Control Report (AP ) Run Duplicate Vendor Report and Make Necessary Adjustments (AP ) Run Withholding Voucher/Vend or Mismatch Report (AP ) Run BORRY Reportable Transactions Report (AP ) Run BOR_AP_ 1099_DSL_ REPORTABLE Query (AP ) Continue on to Step 7 - Adjustments 1099 Processing Step 6 Reports Run Withholding Control Report Optional report for internal audit review Tracks withholding activities Run Duplicate Vendor Report Used to identify duplicate vendors that may require adjustments to combine withholding totals for vendors with duplicate TINs. If not adjust, multiple 1099s may be issued to the vendor 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 138

139 1099 Processing Step 6 Reports Run Withholding Voucher/Vendor Mismatch Report Identifies all voucher lines which the withholding flag does not match the withholding flag on the vendor Run BORRY Reportable Transactions Report Shows all 1099 reportable transactions, including adjustments Compares calculated reported amounts to the actual report amounts 1099 Processing Step 6 Reports Run BOR_AP_1099_DSL_REPORTABLE Query Identifies any discounts lost related to items listed in the BORRY Reportable Transactions report 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 139

140 1099 Processing Step 7: Adjustments Continued from Step 6 Reports Run BOR_AP_1099 _ADJUST Query (AP ) Adjust Withholding Manually and rerun BOR_AP_1099 _ Adjust Query (AP ) Withholding Vendor Update (AP ) Withholding Invoice Line Update (AP ) Run Withholdings Update Processes (AP ) Continue on to Step 8 Processes to generate files, forms and additional reports 1099 Processing Step 7 Adjustments Run BOR_AP_1099_ADJUST Query Lists all adjustments entered for the selected calendar year Recommended that you run the query prior to making adjustments for the current 1099 processing year and then after adjustments are made to compare the results and verify the adjustments were made correctly 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 140

141 1099 Processing Step 7 Adjustments Manually Adjust Withholding Manually adjust posted withholding transactions by vendor or add withholding entries from a legacy or third party system Rerun BOR_AP_1099_ADJUST query 1099 Processing Step 7 Adjustments Withholding Vendor Update Perform to change withholding applicability, entity, type, jurisdiction and class, which will apply to all vouchers for the vendor Run Withholding Update Process after making these changes 1099 Processing Step 7 Adjustments Withholding Invoice Line Update Update withholding information for a withholding vendor at an invoice line level May change withholding applicability, entity, type, and jurisdiction per voucher line Run the Withholding Update process after making changes 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 141

142 1099 Processing Step 7 Adjustments Run Withholdings Update Process Run this process after making changes in Withholding Vendor Update and Withholding Invoice Line Update pages Updates the Withholding transaction and underlying voucher tables 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 142