Procure-to-Pay and the General Ledger
Presenter: Emmett Folk, ctcLink Functional Analyst
BAR
January 23, 2014
3:30 PM – 4:30 PM
Thank you!
We would like to thank everyone at the colleges
who have been involved with us on this project.
If you haven’t already, we encourage everyone to
subscribe to our listserv:
Ctclinksme_fin
You can find it on the public mailing list page
(http://lists.ctc.edu/mailman/listinfo) that’s available
through the IT section of the SBCTC website.
Today’s Topics
1) Procure-to-Pay Overview
o
o
o
Basic Stages
PeopleSoft Modules Used
Stages that Post to the General Ledger
2) AP Vouchers and Payments
o
o
Voucher/Payment Overview
General Ledger Impact
3) Processing Vouchers and Payments
o
o
Processing AP Vouchers
Processing AP Payments
4) Accounting Entry Templates
o
o
Setup and Purpose
General Ledger Impact
Procure-to-Pay Overview
eProcurement /
Purchasing
eProcurement /
Purchasing
eProcurement /
Purchasing
Submit
Requisition
Source
Requisition
Process PO
Process
Receipt
Process
Voucher
Process
Payment
Purchasing
Accounts Payable
Accounts Payable
Processes that Hit the General Ledger
eProcurement /
Purchasing
eProcurement /
Purchasing
eProcurement /
Purchasing
Submit
Requisition
Source
Requisition
Process PO
Process
Receipt
Process
Voucher
Process
Payment
Purchasing
Accounts Payable
Accounts Payable
AP Vouchers and Payments – What are they?
A Voucher is a document that details the nature of
a potential payment(s) so it can be reviewed and
approved. It acknowledges that money is owed to
a Supplier.
A Payment is a physical check or electronic fund
transfer that is created as a result of a finalized,
approved Voucher. It is a remittance of money to a
Supplier.
AP Vouchers and Payments – Sample Voucher
AP Vouchers and Payments – GL Impact
A Voucher recognizes an expense and creates an
offsetting liability(s):
A Payment reduces the appropriate liability and
recognizes the associated remittance of funds:
AP Voucher Processing – Create Voucher
AP Voucher Processing – Schedule Payments
AP Voucher Processing – Status
AP Voucher Processing – Budget Check
AP Voucher Processing – Status
AP Voucher Processing – Voucher Posting
AP Voucher Processing – Status
AP Voucher Processing – Accounting Entries
AP Voucher Processing – Journal Generate
AP Voucher Processing – Accounting Entries
AP Payment Processing – Create Payment
AP Payment Processing – Run Pay Cycle
AP Payment Processing – Create Payments
AP Payment Processing – Post Payments
AP Payment Processing – Accounting Entries
Accounting Entry Templates
The Accounting Entry Template identifies the
Chartfield Distribution to be used in the offsetting
entry associated with each GL transaction:
Accounting Entry Templates and the GL
In our sample Voucher and Payment, you can see
the Distribution provided by the document creator
and the offsetting distribution provided by the
Accounting Entry Template:
Any Questions?
Thank you for your time!
Please let us know if you have any questions or feedback!
Finance SME Listserv:
Ctclinksme_fin@lists.ctc.edu
OR
Any of the ctcLink Finance Team:
Cindy Schaffer
Lisa Wolcott
Sherry Stroud
Emmett Folk
Finance Functional
Lead
Grants, Contracts,
Budgeting
Student Financials
AP, Purchasing, ePro,
Asset Management
cschaffer@sbctc.edu
lwolcott@sbctc.edu
sstroud@sbctc.edu
efolk@sbctc.edu