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PeopleSoft Voucher Workshop

PeopleSoft Voucher Workshop. AGENDA Description of Department Roles Department Role Comparison P1 Listing Overview of PeopleSoft Chart of Accounts Process Map Reviewing frequently asked questions Creating a Voucher or Paying an Invoice How do I check on the status of a voucher

barbara-beasley
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PeopleSoft Voucher Workshop

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  1. PeopleSoft Voucher Workshop

  2. AGENDA Description of Department Roles Department Role Comparison P1 Listing Overview of PeopleSoft Chart of Accounts Process Map Reviewing frequently asked questions Creating a Voucher or Paying an Invoice How do I check on the status of a voucher How do I find a voucher What is the check number Queries Reports Inquiries

  3. Overview of Department Roles

  4. Department Role Comparison

  5. P1 List by Area

  6. Overview of Chart of Accounts Structure Property (5) Fund Source (5) Project/ Grant (7) Dept ID (6) Program (5) Function (3) Account (5) Fund (3) ChartField Definitions Dept ID Department or responsibility center Fund Global classification of funding source Identifies specific sources from operations, sponsors, donors Fund Source Program Formal (named) and informal Programs Function Functional Purpose and Activity Property Building Account Asset, Liability, Net Asset, Revenue, Expense classification Project/Grant Sponsored programs and capital projects

  7. Questions You May Want To Ask • How do I pay an invoice? • How do I create a voucher for a Grant? • How do I check on the status of my voucher once I submit it? • Who do I call to approve my voucher? • I forgot to write down the voucher number. How do I find my voucher? • How do I know a check was sent to the vendor?

  8. Question: How do I pay an invoice? Answer: To pay an invoice, you need to create a Voucher. Navigation: Accounts Payable > Vouchers > Entry > Regular Entry Note: “Add a New Value” tab defaults along with Business Unit, Voucher ID, and Voucher Style Action: Click to the right of the Short Vendor Name field.

  9. Action: Enter a partial description of the vendor name in the Name 1 field. Action: Click the button. The screen below will appear. Action: Select the vendor from the list by clicking on the vendor name hyperlink.

  10. Action: Enter in the Invoice Number, Invoice Date and Gross Invoice Amount. • Click the button, which will takes you to the Voucher screen

  11. Action: ReferenceAP Step by Step for Creating Voucher

  12. Question: How do I create a voucher for a Grant? Answer: To pay an invoice for a Grant, follow the same procedure for creating a voucher. Navigation: Accounts Payable > Vouchers > Entry > Regular Entry

  13. Action: Enter Description and Chartfield strings. To enter Project information, click the Projects link.

  14. Action: Select or Enter PC Business Unit, Project ID, and Activity ID and click the button. Continue at #10 of the AP Voucher Step-By-Step Guide.

  15. How do I pay an invoice? (answered on pages 9 – 12 and Step by Step) How do I create a voucher for a Grant? (answered on pages 13 – 15 and Step by Step) How do I check on the status of my voucher once I submit it? Who do I call to approve my voucher? I forgot to write down the voucher number. How do I find my voucher? How do I know a check was sent to the vendor? Questions You May Want To Ask

  16. Question: How do I check on the status of my voucher once I submit it? Answer: To check on the status of the Voucher go to the Voucher Attributes Tab. Under Status you will find the Approval Status message. Navigation: Accounts Payable > Vouchers > Entry > Regular Entry> Find an Existing Value tab Action:Use the Name 1 field and click on for a list of vouchers for this vendor.

  17. Action: Select the voucher from the list by clicking on the voucher hyperlink.

  18. Action: Click on tab.

  19. Action: On Voucher Attributes tab Approval Status listed (see next page for status explanations).

  20. How do I pay an invoice? (pages 9 – 12 and Step by Step) How do I create a voucher for a Grant? (pages 13 – 15 and Step by Step) How do I check on the status of my voucher once I submit it? (pages 17 – 21) Who do I call to approve my voucher? (answered on pages 21) I forgot to write down the voucher number. How do I find my voucher? How do I know a check was sent to the vendor? Questions You May Want To Ask

  21. Question: I forgot to write down the voucher number. How do I find my voucher? Answer: Accounts Payable > Vouchers > Entry > Regular Entry> Find an Existing Value > Name 1 or if you know the Invoice Number

  22. Question: How do I know a check was sent to the vendor? Answer: Use the Accounts Payable>Entry>Regular Entry>Find an Existing Value Action: To see payment information go to the Payments Tab. Find the check number in the Reference field and the date the check was sent out under Payment Date.

  23. How do I pay an invoice? (pages 9 – 12 and Step by Step) How do I create a voucher for a Grant? (pages 13 – 15 and Step by Step) How do I check on the status of my voucher once I submit it? (pages 17 – 21) Who do I call to approve my voucher? (page 21) I forgot to write down the voucher number. How do I find my voucher?(page 23) How do I know a check was sent to the vendor? (page 24) Questions You May Want To Ask

  24. Queries BC_GL_ACR_STDNT_SLRY BC_GM_BUD_ACCTD_GRANTS Reports ACR Re-runnable ACR Inquiries Transactional Detail Inquiry Transactional Detail Inquiry Grants

  25. Budget/Account Comparison Report Account detail of a specific department chartstring BC_GL_ACR Online ACR Accounting comparison report Online Account Balances by Chartstring Transaction Detail Transaction detail of a specific department chartstring TDR or TRI Transaction Detail Report

  26. Navigation: Reporting Tools > Query > Query Viewer > BC_GL_ACR_STDNT_SLRY You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Property and Budget Period You can use the % which is a wildcard that will bring back results for all Functions and Accounts

  27. Navigation: Reporting Tools > Query > Query Viewer > BC_GM_BUD_ACCTD_GRANTSYou must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Function, Property, Account and Project/Grant. You can use the % which is a wildcard for all fields and just enter the Project ID.

  28. BC Report ACR Report Navigation: BC Report > Commitment Control > ACR Report Step 1: Enter Run Control

  29. Navigation: BC Report > Commitment Control > ACR Report Step 2: Enter Budget Period, Accounting Period and Department Business Unit: EAGLE (will default) Department: xxxxxx Budget Period: Enter Budget Year i.e. 2006 Account Period – Enter Period i.e. 4 Fund Code Range – Select All or2xx and 6xx or 9xx Salary Data will default based on your role Step 3: Run Button

  30. Navigation: BC Report > Commitment Control > ACR Report • Step 4: Enter the following: • Verify Server Name: PSUNX • Select ACR Funds 1xx, 2xx, 3xx, 6cc, 9xx • Hit OK

  31. Navigation: BC Report > Commitment Control > ACR Report Note: You will return to the ACR Run Control Page Step 5: Click on Process Monitor. You will be brought to the Process Monitor Page

  32. Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Monitor Page Step 6: Once the report has finished processing, click on the DetailsHyperlink Run Success = Success, Distribution Status = Posted

  33. Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Detail Page Step 7: Click on the View Log/TraceHyperlink

  34. Navigation: BC Report > Commitment Control > ACR Report You will be on the View Log/Trace page Step 8: Click on the bcglr004.xxxxx.PDFHyperlink Note: Once you open the PDF you can save by selecting File > Save As > …

  35. Navigation: BC Report > Commitment Control > ACR Report This will open up the ACR Report

  36. Transaction Detail Inquiry Navigation: BC Report > Commitment Control > Transaction Dtl Inquiry Step 1: Enter appropriate Values

  37. Navigation: BC Report > Commitment Control > Transaction Dtl Inquiry

  38. Transaction Detail Inquiry Navigation: BC Report > Commitment Control > TDI - PG Step 1: Enter appropriate Values

  39. Navigation: BC Report > Commitment Control > TDI - PG

  40. Grant Reports For instructions on how to run the below reports, please go to OSP’s website: http://www.bc.edu/research/osp/assistdoc.html. Grant Balance Available Summary Report - A timely formatted summary balance available report with subtotals and totals. Grant Online ACR - Provides budgeted and expended summary data with balance available. Grant Online TDR - Provides detail activity.  It contains individual transactional detail for the budget transfers, requisitions, purchase orders, vouchers, expense reports, salary encumbrances, salary actuals, and journal entries for standard charges (PCard, Pitney Bowes, BOC) and allocations (Fringe Benefits, Plant Maintenance, F&A)

  41. To save your query click Add to Favoriteslocated in the far right in the search results To do additional research without losing your results click on New Windowlocated in the top right corner below worklist To save your chartstring information to avoid entering each time, click Save Search Criteria Helpful Hints

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