BOSTON COLLEGE
Accounts Payable Presentation
PeopleSoft
Voucher Workshop
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Accounts Payable Presentation
AGENDA
1.
Description of Department Roles
2.
Department Role Comparison
3.
P1 Listing
4.
Overview of PeopleSoft Chart of Accounts
5.
Process Map
6.
Reviewing frequently asked questions
•
•
•
•
•
•
7.
Paying an individual for outside services
Creating a voucher
How do I check on the status of a voucher?
How do I find a voucher?
Where can I find the check number?
Where can I see if a check has been cashed?
Queries
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Accounts Payable Presentation
Overview of Department Roles
Roles
Primary Users (P1)
Department Administrators (P2a)
Department Originators (P2b)
Restricted Fund
Department Administrators (P2c)
(C/R/A/G)
Department Managers (P3a)
Grant Principal
Investigator (PI)
(C/R/A/G)
Department Salary Manager
Project Team Member
Who
Division Financial
Managers
Department
Administrators
Department Originators
Priviledges
All Purchasing, vouchers, expenses
All department approvals for appropriate of deptids span across all funds
Same procurement and approval access as Primary Users
Generally small spans of deptids, depends on home department
All procuremt as orginators (data entry only) for their deptid across all funds
Department
Administrators
Same purchasing and approval access as Department Administrator (P2a) but
limited by fund (capital, restricted, agency, grants)
VPs, Deans, Directors,
Chairpersons
Inquiries, reports, personal expenses for appropriate deptids across all funds.
Faculty
P1s, Deans, Directors,
designated
Same inquiries, reports, personal expenses as P3a but limited by fund
capital, restricted, agency, grants)
Salary data access and appropriate "umbrella" of deptids across all funds.
Additional queries: (TDI with Salary and HR queries)
Principal Investigators, Grant
Includes the same purchasing approval and inquiry priviledges of P1 through P3 role but
Administrators
limited by project
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Accounts Payable Presentation
Department Role Comparison
Role
Who
Procurement (Reqs, PO's,
and Vouchers
Originate
Approve
Expenses
Budget Transfers
Commitment
Control/Budget
Inquiry
BC
Reports/TDI
Division - all funds
Yes
Yes
Yes
Yes
No
No
Query/ACR
Chartfield List
Primary Users - P1
Division Financial
Managers
Yes
Yes
Yes
Yes. All but funds from
FAS ledger 5, 7 and
salaries
Dept. Admin - P2a
Department
Administrators
Yes
Yes
Yes
Yes. All but funds from
Department umbrella FAS ledger 5, 7 and
all funds
salaries
Dept Originators P2b
Department
Originators
Yes
No
Yes
No
No
Restricted Fund Dept
Admin - P2c
Department
Originators
Yes
Yes
Yes
Yes. Varies by fund.
Department
Restricted Fund
VPs, Deans,
Directors,
Chairpersons
No
No
Yes
No
Division or
Department, all funds
Yes
Yes
Faculty
No
No
Yes
No
No
Yes
Yes
No
No
salary
Summary salary
Yes (TDI all
salaries)
Yes (ACR wth
salary, 2 salary
drill)
Yes
No
Department - Project
No
Yes from Project
tables
Dept. Mgrs. - P3a
Grant Principal
Investigator - PI
Department
Department
Restricted Fund Restricted Fund
Other roles that can be added to roles above, if applicable:
Depart. Salary Admin.
Project Team
Member
P1s, Deans,
Directors, designated
Principal
Investigators, Grant
Administrators
No
Controlled by
Controlled by
Project: P1 and Project: P1 and
P2-Yes; P3-No P2-Yes; P3-No
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Accounts Payable Presentation
P1 List by Area
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Accounts Payable Presentation
Overview of Chart of Accounts Structure
Dept ID
(6)
ChartField
Dept ID
Fund
Fund Source
Fund
(3)
Fund
Source
(5)
Program
(5)
Function
(3)
Property
(5)
Department or responsibility center
Global classification of funding source
Identifies specific sources from operations, sponsors, donors
Formal (named) and informal Programs
Function
Functional Purpose and Activity
Property
Building
Project/Grant
Project/
Grant
(7)
Definitions
Program
Account
Account
(5)
Asset, Liability, Net Asset, Revenue, Expense classification
Sponsored programs and capital projects
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Accounts Payable Presentation
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Accounts Payable Presentation
Questions You May Want To Ask
•
How do I pay an outside individual for services?
•
How do I pay a vendor?
•
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?
•
How can I see if a check has been cashed?
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Accounts Payable Presentation
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Accounts Payable Presentation
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Accounts Payable Presentation
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Accounts Payable Presentation
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 Name 1 field.
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Accounts Payable Presentation
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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Accounts Payable Presentation
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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Accounts Payable Presentation
Action: Reference AP Step by Step for Creating Voucher
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Accounts Payable Presentation
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
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Accounts Payable Presentation
Action: Enter Description and Chartfield strings. To enter Project information, click the Projects link.
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Accounts Payable Presentation
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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Accounts Payable Presentation
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.
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Accounts Payable Presentation
Action: Select the voucher from the list by clicking on the voucher hyperlink.
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Accounts Payable Presentation
Action: Click on
tab.
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Accounts Payable Presentation
Action: On Voucher Attributes tab Approval Status listed (see next page for status explanations).
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Accounts Payable Presentation
Status
Explanation
Pending
Voucher has not been saved.
Voucher has previously been in workflow but changes occurred.
Voucher has been in workflow but has been denied.
The person (originator) who saved the voucher initially (submitting it to workflow
in the process) was not a member of the department for which the voucher is
being charged or the originator is not a P1 or P2a.
The total amount for the voucher is over $5000.
The appropriate fund code approvers are allowed to approve for funds 120/500.
PdDeptOrig
PdptTotal
PND120500
OSP
PND200600
Endowment
The appropriate fund code approvers are allowed to approve for funds
200/220/600.
PND810820
Capital
PND9XX
Agency
PndAcctApp
The appropriate fund code approvers are allowed to approve for funds 810/820.
PndAPRvw
This status indicates the voucher is ready for review by the Accounts Payable
team. Approval by this team will approve the voucher and end the workflow
processes in the voucher lifecycle.
The appropriate fund code approvers are allowed to approve for funds 9XX.
These accounts must be approved by members of the GLAdmin role for Special
Accounts 1xxxx or 2xxxx.
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Accounts Payable Presentation
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 >
Enter partial name in Name 1 or Invoice Number in the Invoice field.
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Accounts Payable Presentation
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. Payment Method determines if the
voucher was paid by EFT or check. Find the check/ EFT number in the Reference field and the date
the payment in the Payment Date field.
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Accounts Payable Presentation
Question: How do I determine if a check was cashed by a vendor?
Navigation: Accounts Payable>Review>Payments>Payment Inquiry
Action: Enter either the vendor ID or Vendor name. Click
and select check.
Answer: Recon = check has been cashed by the bank on the Reconcile Date.
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Accounts Payable Presentation
Queries - Vouchers
• BC_AP_VCHR_NOT_SUBMITTED
• BC_AP_VCHR_AP_APPR
• BC_AP_VOUCHER_OPRID
• BC_AP_INVOICES_PAID_VENDOR
Queries - Expenses
• BC_EX_EXPENSES_BY_DEPT
• BC_EX_NOT_SUBMITTED
• BC_EX_DEPT_APPR
Queries - Requisitions
• BC_PO_BY_DEPT
• BC_PO_RECEIV_RVW_PMT_BY_DEPT
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Navigation: Reporting Tools > Query > Query Viewer > BC_AP_VCHR_NOT_SUBMITTED
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Navigation: Reporting Tools > Query > Query Viewer > BC_AP_VCHR_AP_APPR
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Navigation: Reporting Tools > Query > Query Viewer > BC_AP_VOUCHER_OPRID
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Navigation: Reporting Tools > Query > Query Viewer > BC_AP_INVOICES_PAID_VENDOR
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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
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