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