PeopleSoft Voucher Workshop

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• PeopleSoft Voucher Workshop

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• 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

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Overview of Department Roles

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Department Role Comparison
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P1 List by Area
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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
Fund Source

Identifies specific sources from operations,
sponsors, donors
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
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(No Transcript)
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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?

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Question How do I pay an invoice? Answer To
pay an invoice, you need to create a Voucher.
Navigation Accounts Payable gt Vouchers gt Entry
gt 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.
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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.
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Action Enter in the Invoice Number, Invoice
Date and Gross Invoice Amount. Click the
button, which will takes you to the Voucher
screen
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Action Reference AP Step by Step for
Creating Voucher
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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 gt Vouchers gt
Entry gt Regular Entry
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Action Enter Description and Chartfield
strings. To enter Project information, click the
Projects link.
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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.
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Questions You May Want To Ask

• 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?

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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 gt Vouchers gt Entry gt Regular Entry gt Find
an Existing Value tab Action Use the Name 1
field and click on for a list of
vouchers for this vendor.
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Action Select the voucher from the list by
clicking on the voucher hyperlink.
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Action Click on tab.
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Action On Voucher Attributes tab Approval
Status listed (see next page for status
explanations).
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(No Transcript)
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Questions You May Want To Ask

• 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?

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Question I forgot to write down the voucher
number. How do I find my voucher? Answer
Accounts Payable gt Vouchers gt Entry gt Regular
Entry gt Find an Existing Value gt Name 1 or if you
know the Invoice Number
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Question How do I know a check was sent to the
vendor? Answer Use the
Accounts PayablegtEntrygtRegular EntrygtFind 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.
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Questions You May Want To Ask

• 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)

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

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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
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Navigation Reporting Tools gt Query gt Query
Viewer gt 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
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Navigation Reporting Tools gt Query gt Query
Viewer gt BC_GM_BUD_ACCTD_GRANTS You 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.
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BC Report ACR Report Navigation BC Report gt
Commitment Control gt ACR Report Step 1 Enter
Run Control
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Navigation BC Report gt Commitment Control gt 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

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

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Navigation BC Report gt Commitment Control gt 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
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Navigation BC Report gt Commitment Control gt ACR
Report You will be on the Process Monitor
Page Step 6 Once the report has finished
processing, click on the Details Hyperlink Run
Success Success, Distribution Status Posted
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Navigation BC Report gt Commitment Control gt ACR
Report You will be on the Process Detail
Page Step 7 Click on the View Log/Trace
Hyperlink
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Navigation BC Report gt Commitment Control gt ACR
Report You will be on the View Log/Trace
page Step 8 Click on the bcglr004.xxxxx.PDF
Hyperlink Note Once you open the PDF you can
save by selecting File gt Save As gt
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Navigation BC Report gt Commitment Control gt ACR
Report This will open up the ACR Report
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Transaction Detail Inquiry Navigation BC Report
gt Commitment Control gt Transaction Dtl
Inquiry Step 1 Enter appropriate Values
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Navigation BC Report gt Commitment Control gt
Transaction Dtl Inquiry
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Transaction Detail Inquiry Navigation BC Report
gt Commitment Control gt TDI - PG Step 1 Enter
appropriate Values
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Navigation BC Report gt Commitment Control gt TDI
- PG
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• Grant Reports
• For instructions on how to run the below reports,
  please go to OSPs website http//www.bc.edu/res
  earch/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,
  FA)

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Helpful Hints

• To save your query click Add to Favorites located
  in the far right in the search results
  
• To do additional research without losing your
  results click on New Window located in the top
  right corner below worklist
• To save your chartstring information to avoid
  entering each time, click Save Search Criteria