Financial Affairs Training Program
DePaul University
Accounts Payable Invoice Approval & Review
PeopleSoft Version 9.1
PeopleSoft Version 9.1
Financial System Interactions
DePaul’s Intranet
https://campusconnect.depaul.edu/
University
Community
Workstation
Reports
Campus
Connection
(Mobius)
PS
Financials
V9.1
PS SAHR
V9.1
SAHR Delegations
Pro-Card
eProcurement &
Accounts Payable
Pro-Card’s Intranet
https://pwnet.procard.com/depaul/
Staple’s
4/13/2015
Staple’s
http://www.stapleslink.com
2
PeopleSoft Version 9.1
Access Invoice Approval through
the Campus Connection website
Navigation: Campus Connection > For Employees > Financial System
4/13/2015
3
PeopleSoft Version 9.1
Approval Framework - Vouchers
New Navigation:
Main Menu > Accounts Payable > Vouchers > Approve > Approval Framework > Vouchers
Approval Framework – Vouchers to review, approve, or deny invoice approvals
4/13/2015
4
PeopleSoft Version 9.1
Approval Framework - Vouchers
The search criteria look & feel remains the same.
• Business Unit = DPAUL
• Combine fields for an advanced search.
The next slide explains choices to fill in the fields.
4/13/2015
5
PeopleSoft Version 9.1
VENDOR NAMING CONVENTIONS
Guidelines for Creating Name 1:
Example
Do not include articles before the Vendor Name 1 field
The Wonder Society
Type an individual's first name, Middle Initial, then last Margaret C Ross
name
If the vendor's name is a person, begin with the first
name
Michael Jordan's Restaurant
Include appropriate punctuation (other than periods)
Mary's Finest Fruits
Do not put spaces or periods between initials
AB Uniform Co
Type numbers as they appear in the company name
100% Accurate Audit Co
Use Abbreviations if (and only if) they appear in the
official company name.
Betty's T'Com Services; or Fine
Arts Publ
Write a University name as it is written by the
University
University Of Illinois; or Illinois
State University
Write foreign names as they are written by the supplier
La Samaritaine
4/13/2015
7
PeopleSoft Version 9.1
Short Name Naming
Conventions
Guidelines for Creating Short Name
Example
Exclude all articles in the vendor name
(the) SOLUTIONS CO
Type an individual's last name
ADAMS
If the company name is a person's name, begin with
the first name
FRED GRAY CO
Exclude all punctuation
MOMS HOME CO
Do not add spaces between initials
US POSTAL, H&H
Type numbers as they appear in the company name
5 WAY CH
Use US Postal abbreviations for the state names
AZ RODEO ASSN
Enter universities or states by name, then UNIV OF or
STATE OF
IL UNIV OF; or IL
STATE OF
Write foreign names as companies write them, even if
articles are included
LA SAMARIT
4/13/2015
8
PeopleSoft Version 9.1
Short Name Abbreviations
Abbreviate only the specific words listed below
American AMER
International INTL
Associates ASSOC
National NATL
Association ASSN
Company CO
Incorporated INC
4/13/2015
United States US
University UNIV
Service SERV
Society SOC
Illinois IL
Chicago CHGO
Department DEPT
Center CTR
9
PeopleSoft Version 9.1
Approval Framework - Vouchers
Search Results…
• Sort by clicking the column headers
• Select an invoice to begin to review and/or approve or deny.
Search Results will display invoices you are authorized to review under
your Campus Connect security
4/13/2015
10
PeopleSoft Version 9.1
Approval Framework - Vouchers
New added feature Attachments!
• To Approve your invoice
click on Approve
• To Deny your invoice, enter
a brief reason for denial and
click on Deny
(e.g. 04/25/2011 Move was canceled. MT)
4/13/2015
11
PeopleSoft Version 9.1
Approval Framework - Vouchers
Click on the Line Information tab to review line description.
IF applicable, PO Number will be referenced as well.
4/13/2015
12
PeopleSoft Version 9.1
Approval Framework - Vouchers
Click on the Charge Information tab to review Chartfields applied to Invoice.
4/13/2015
13
PeopleSoft Version 9.1
Approval Framework - Vouchers
New Navigation:
Main Menu > Accounts Payable > Review Accounts Payable > Vouchers > Voucher
Review Accounts Payable to review invoices, approve, or deny invoice approvals
4/13/2015
14
PeopleSoft Version 9.1
Review Accounts Payable
Voucher Inquiry is combined to provide an efficient “One Stop, All
Shop” and still be downloadable to excel.
Inquiry on…
•
Detailed Invoice information
–
–
–
•
Payments
–
–
–
•
Approved Status
Pending Status
Denied Status
Automatic Clearing House (ACH)
Checks
Wires (International Use Only)
PO Number and related invoices
For enhanced performance two or more fields
should be entered in criteria.
A blank search can be done, however depending
on the magnitude of records in the voucher
tables related to your security, the search will
slow down and it is highly discouraged.
4/13/2015
15
PeopleSoft Version 9.1
Review Accounts Payable
Voucher Inquiry Results in Voucher Details tab…
• Sort by clicking the column headers
• Click on the arrows to tab through the invoices a few at a time or
click on View All to review 100 at a time.
4/13/2015
18
PeopleSoft Version 9.1
Review Accounts Payable
Voucher Inquiry Results in Voucher Details tab…
• Click on the Payment Information icon
to view Payment
Reference ID (Check No.), Payment Date (Check Date),
Payment Amount (Check Amount), Voucher Paid Amount
(Invoice Amount), and Payment Status (Paid).
4/13/2015
19
PeopleSoft Version 9.1
Review Accounts Payable
Voucher Inquiry Results in Voucher Details tab…
• Click on the Scheduled Payments icon
to view scheduled
payment information.
4/13/2015
20
PeopleSoft Version 9.1
Review Accounts Payable
Voucher Inquiry Results in Amounts tab…
• Sort by clicking the column headers
• Click on the arrows to tab through the invoices a few at a time or
click on View All to review 100 at a time.
All payment transactions are posted to reflect USD currency.
4/13/2015
21
PeopleSoft Version 9.1
Review Accounts Payable
Voucher Inquiry Results in More Details tab…
• Sort by clicking the column headers
• Click on the arrows to tab through the invoices a few at a time or
click on View All to review 100 at a time.
4/13/2015
22
PeopleSoft Version 9.1
Review Accounts Payable
Voucher Inquiry Results in More Details tab…
• Click on the Detail Lines icon ___ to view line and distribution
line detail for the invoice.
4/13/2015
23
PeopleSoft Version 9.1
Review Accounts Payable
Voucher Inquiry Results in Vendor Details tab…
• Sort by clicking the column headers
• Click on the arrows to tab through the invoices a few at a time or
click on View All to review 100 at a time.
4/13/2015
24
PeopleSoft Version 9.1
Review Accounts Payable
Voucher Inquiry Results…
Download Search Results to EXCEL
• Click on the Show all columns icon ___ to open up all four tabs
for review.
• Next, click on the Download icon __ to open up a new window
for Excel.
Once downloaded to excel Hyperlinks are deactivated
4/13/2015
25
PeopleSoft Version 9.1
Financial Affairs Website
http://financialaffairs.depaul.edu
On this site you will find useful information
regarding processes, forms, policies, and helpful
hints all designed to assist you with your financial
needs.
4/13/2015
26
PeopleSoft Version 9.1
Additional Help
•
•
•
•
•
•
•
•
•
Accounts Payable Department (ext. 2-5336)
Procurement Services (ext. 2-7510)
Pro-Card
– Laurie Krauel – Procurement Systems Administrator (ext. 2-5272)
Help Desk (ext. 2-8765)
– Browser problems
– Help with Campus Connection
– PeopleSoft Ticketing System
Grants Management & Compliance
– Bob McCarthy, Associate Director, Post-Award OSPR (ext. 2-5409)
– Verrita Washington, Grant Accounting Manager (ext. 2-8369)
Reading Reports & Journal Entries
– Brent Shields – Senior Financial Accountant (ext. 2-5497)
Budget Changes
– Vince Milianti – Operational Reporting and Budgets Manager (ext. 2-8695)
Financial System and Security Administration
– Jim Kilian, Senior Integration Analyst (ext. 2-7141)
Training
– TBD – Training Coordinator (ext. 2-6321)
4/13/2015
27
PeopleSoft Version 9.1
Questions
4/13/2015
28
Download

Accounts Payable - Financial Affairs