PeopleSoft Basics
For Accounts Payable
Learn and Leave
Thursday, May 23, 2013
PeopleSoft Basics
For Accounts Payable
DEFINE
PeopleSoft
ALL
Non-Payroll
payments are
made through
Accounts Payable.
Vendor payments are
made through
Accounts Payable
and ALL employee
reimbursements
are made in the
Travel and Expense
module.
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PeopleSoft Basics
For Accounts Payable
DEFINE
PeopleSoft
DEFINE
has ONE
Vendor database
PeopleSoft has
THREE databases
Vendors
Students
Payroll Liabilities
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PeopleSoft Basics
For Accounts Payable
DEFINE
Vendor data is
obtained using
various forms or
methods.
PeopleSoft
Vendor data will be
obtained using a
single Supplier
Information Form
shared by the UT
Institutions.
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PeopleSoft Basics
For Accounts Payable
DEFINE
Departments create
new vendor
records then AP
verifies the data
and vendor status
prior to approving.
PeopleSoft
Departments create
new vendor records,
submit the
UT Supplier Info form
to AP then AP
completes and
approves the setup.
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PeopleSoft Basics
For Accounts Payable
DEFINE
Departments create
address changes
for vendor records
then AP verifies
the data and
vendor status
prior to approving.
PeopleSoft
Departments
submit the UT
Supplier Info form
to AP then AP
updates the
vendor record for
address changes.
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PeopleSoft Basics
For Accounts Payable
DEFINE
PeopleSoft
Vendor Payments are
made on
VP1-PO vouchers
VP2 – Non-PO vouchers
VPE-Entertainment
VP6-Travel Vendors
Vendor Payments are
made on a SINGLE
voucher document
either as
Non-PO vouchers
or PO vouchers
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PeopleSoft Basics
For Accounts Payable
DEFINE
PeopleSoft
Direct
Billed
payments
Direct Billed payments
for hotels are
for hotels are
VENDOR payments
processed on “VP6”
and are processed
through Accounts
Travel vouchers.
Payable NOT Travel
& Expenses.
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PeopleSoft Basics
For Accounts Payable
In both systems, Non-PO voucher
payments include for example:
memberships, registrations,
utilities, or student/camp
deposit refunds .
(Note: This is NOT an all inclusive list.)
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PeopleSoft Basics
For Accounts Payable
In both systems, the purchase of
ALL goods and services
requires a purchase order
prior to payment on a
PO voucher.
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PeopleSoft Basics
For Accounts Payable
DEFINE
PeopleSoft
VP1-PO payment
voucher creator
must enter separate
transaction lines
for different
expense items.
A PO payment
voucher is autopopulated by the
individual line
items from the
originating PO.
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PeopleSoft Basics
For Accounts Payable
DEFINE
PeopleSoft
Payment vouchers
automatically check
for available budget
when a VPm
voucher document
is Verified.
The “budget
checking” process
will be scheduled to
happen periodically
throughout the day.
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PeopleSoft Basics
For Accounts Payable
DEFINE
PeopleSoft
Vouchers won’t route Vouchers won’t route
for approval unless
for approval unless
there is available
the budget status is
budget. Creators
“Valid”. Creators
must resolve
must resolve
Insufficient Funds
budget errors.
errors.
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PeopleSoft Basics
For Accounts Payable
DEFINE
PeopleSoft
All DEFINE users
have a “YB2” inbox
which lists both
pending created
documents and
“Information Copies”
PeopleSoft has a
user “Worklist” for
documents pending
budget authority or
processing office
approval.
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PeopleSoft Basics
For Accounts Payable
Any
Accounts Payable
or Vendor set-up
questions?
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