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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

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PeopleSoft Voucher Workshop

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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

How do I find a voucher

What is the check number

Queries

Reports

Inquiries


Overview of Department Roles


Department Role Comparison


P1 List by Area


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


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?


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.


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.


  • Action: Enter in the Invoice Number, Invoice Date and Gross Invoice Amount.

    • Click the button, which will takes you to the Voucher screen


Action: ReferenceAP Step by Step for Creating Voucher


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


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


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.


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


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.


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


Action: Click on tab.


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


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


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


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.


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


Queries

BC_GL_ACR_STDNT_SLRY

BC_GM_BUD_ACCTD_GRANTS

Reports

ACR

Re-runnable ACR

Inquiries

Transactional Detail Inquiry

Transactional Detail Inquiry Grants


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


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


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.


BC Report ACR Report

Navigation: BC Report > Commitment Control > ACR Report

Step 1: Enter Run Control


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


  • 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


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


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


Navigation: BC Report > Commitment Control > ACR Report

You will be on the Process Detail Page

Step 7: Click on the View Log/TraceHyperlink


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 > …


Navigation: BC Report > Commitment Control > ACR Report

This will open up the ACR Report


Transaction Detail Inquiry

Navigation: BC Report > Commitment Control > Transaction Dtl Inquiry

Step 1: Enter appropriate Values


Navigation: BC Report > Commitment Control > Transaction Dtl Inquiry


Transaction Detail Inquiry

Navigation: BC Report > Commitment Control > TDI - PG

Step 1: Enter appropriate Values


Navigation: BC Report > Commitment Control > TDI - PG


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)


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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