PeopleSoft Hot Topics #3
Controller’s Office – General Accounting
May 12, 2016
Discussion Topics
• General Accounting Update
• Match Exception Emails
• Preview of Payment Request
Webinar
• Category Codes
• General Accounting Resources
• Fiscal Year End
General Accounting Update
Accounts Payable
– Processing Net 10
Travel
– Processing 10 Days
• Priority Processing:
– Utilities and Construction
– Invoices over $5k
– Sodexo Invoices
– Grant Sub recipient Payments
General Accounting Update
• Make sure to check POs to ensure
correct supplier and is receipting
required
• Receipt Goods and Services
immediately upon receiving
• Upon receipt of invoice, send to
AP immediately making sure the
PO is on the invoice
Match Exceptions – No Receipts
Matching – Three way match between the PO,
Receipt for goods/services, and the Payment
Exceptions can occur for the following:
• No Receipt (90% of exceptions)
• Not enough funds on PO
• Goods/Services received do not match PO/Invoice
CURRENT: AP notified via email for exceptions.
Beginning June 1, 2016, we will use the
functionality in PeopleSoft to send emails with links
for receipting to the requisitioner. Emails will
continue every five days thereafter until the
goods/services have been receipted.
Payment Request Limits
Starting June 1st several changes will take
effect for Payment Requests.
• Limit increased up to $10,000
• Type of Items eligible for payment via
Payment Request has increased
• Payment Request Matrix has been
updated to include this new information
Payment Request Matrix
• The Payment Request matrix is a quick
reference document that provides
information regarding the types of items
eligible to be paid using the PeopleSoft
Payment Request feature.
• The matrix also provides:
– dollar limits, if applicable
– account codes
– required files to be attached
– special instructions, if applicable
Payment Request Training
and Resources
• Payment Request Webinars
5/16, 5/19, 5/24, 5/26
• Controller’s Website – General Accounting
– Forms, Matrix, General Information
– http://web.admin.sc.edu/ap
Category Codes/Account Codes
Major changes coming with Category Codes and
some updated Account Codes for the New Fiscal
Year.
• Encourage you to attend the Procurement
webinars and training sessions
Webinar Dates:
– 5/17, 5/19, 5/23, 5/25
– Training Link
http://www.sc.edu/about/offices_and_divisions/division_of_information_
technology/peoplesoft/training/in-persontraining.php
General Accounting Resources
Controller’s Website – General Accounting:
http://web.admin.sc.edu/ap
• Procedures and Forms for many processes with
more being added by the beginning of the Fiscal
Year.
General Accounting Resources
Contact Us:
General Accounting
Contact General Accounting for questions regarding:
* Journal Entries
* RQs
* Banking Transfers
* Assets
* Capital Projects
* Tax
* Journal Vouchers
* Endowments
* Team Travel
* International Suppliers and Sales Use Tax Returns.
Accounts Payable and Travel
Email Address: generalaccounting@sc.edu
Email Address: accountspayable@sc.edu
Contact Accounts Payable for questions regarding:
* Vendor Payments
* Payment request
* AP Uploads
* Refunds
* Travel
Supplier Maintenance
Contact Supplier Maintenance for questions
regarding:
* W-9
* New Suppliers
* W-8
* Changes to Supplier
Email Address: apsupplr@mailbox.sc.edu
Additional Contact Us Emails for Tax will be established.
Fiscal Year End
• Begin now…
• Send invoices in as soon as you
get them
• Start clearing POs and begin
planning what you will need next
FY
• Review your ledgers to determine
if journals need to be made for
corrections
Fiscal Year End
• Year End Schedule of
Dates/Timelines - May 15th
• Year End Webinar – May 24th
QUESTIONS