Vendor Payments
Vendors & Accounts Payable Vouchers
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Welcome to Training!
• Why PeopleSoft?
– PeopleSoft will help UTEP to grow.
• What’s Your Part?
– We need your skills and expertise in order to utilize
PeopleSoft. It’s a vehicle and you’re the driver!
– Over time you will build your own history with
PeopleSoft.
• What to Know About Training?
– Training is an investment in your professional growth.
– Be open to change.
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Setting Expectations
• Only core functionality will be available at go-live.
• We’re starting with limited workflow—we’ll be using
interim approval processes outside of PeopleSoft for
certain HR & Financial transactions.
• We’ll have to work through the kinks—some
functionality may not work smoothly right at
implementation.
• We’ll have to be patient—we’ll need additional time to
process and enter transactions in the beginning.
• We will be using a PeopleSoft simulation environment
during training.
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What Can You Do?
• Feel free to ask questions and take notes.
• Contact the Help Desk if you encounter a glitch or
forget how to complete a transaction.
• Revisit the training webpage to review training
materials and videos.
• Become your office’s “Go-To” person. Be willing to
offer your help.
• Attend our Drop-In Help Sessions—open lab time
can be used to process live documents/transactions.
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Define-to-PeopleSoft Account Conversion
Go to: peoplesoft.utep.edu
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Vendors in PeopleSoft
• PeopleSoft Vendor menu is used to perform
various types of vendor inquiries, including
searching for vendors and looking up vendor
information.
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What is NOT changing?
• PO voucher payments will be processed through
Miner Mall.
• All Non-PO (VP2) voucher payment information
will be processed in PeopleSoft.
• Types of expenses entered – Non-PO voucher
payments (VP2).
– For example: APS forms, registrations
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What IS Changing?
• Payee Information Form (PIF) will no longer be used.
• Supplier Information Form (SIF), which vendors fill out
will now be used.
• Non-PO vouchers will now be processed through
PeopleSoft.
• New accounting string used to enter transactions.
• Recall function is invalid.
• Temporarily, an interim approval process must be
completed prior to a voucher payment being created in
PeopleSoft.
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Vendor Form- Before
Before
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Vendor Form- Now
Now
This form can be downloaded
from the PeopleSoft training
site.
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Searching for Vendors in Define
GG3 Vendor searching in
Define
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Searching for Vendors
Main Menu> Vendors> Vendor Information> Add/Update> Vendor
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Searching for Vendors
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2
1. Under the Find an Existing
Value tab, verify the SetID field
as UTSHR.
2. Enter the information for the
vendor in Vendor ID, Short
Vendor Name, or Name 1 field.
3. Click on Search.
4. Search results are displayed at
the bottom of the screen.
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4
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Non-PO Voucher Process
Initiator: Submits Non-PO
voucher using interim
approval process
Approver: Approves
Non-PO voucher using
interim approval process
Yellow : Interim Approval
Process
Green: PeopleSoft Process
Processor: Receives email
notification to enter in
PeopleSoft
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Interim Approval Process
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1. Enter the Cost Center/ Project IDs, for
funding sources.
2. Enter Amount of invoice.
Note: Gray areas will be automatically populated.
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Interim Approval Process
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2
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1. Enter the appropriate information for all
the fields highlighted in red.
2. Enter Additional Comments (if needed).
3. Click OK to submit for approval.
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Entering Non PO Vouchers in Define
VP2 Entering a Voucher in
Define
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Entering Non-PO Vouchers
Main Menu> Accounts Payable> Vouchers> Add/Update> Regular Entry
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Entering Non-PO Vouchers
1. Under the Add a New Value tab,
verify the following default values:
a. Business Unit – UTEP1
b. Voucher ID – NEXT
c. Voucher Style – Regular Voucher
2. Look up the Short Vendor Name and
select the vendor.
3. Vendor ID is populated.
4. Complete the information for:
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2
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a. Invoice Number
b. Invoice Date
c. Gross Invoice Amount (Enter entire
amount you want to pay)
5. If more invoice lines are needed,
enter the number of lines in the
Estimated No. of Invoice Lines.
6. Click the Add button.
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Non-PO Voucher Overview
Section A
Section B
Section C
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Entering Non-PO Vouchers
Section A
Pre-populated
In Section A:
• Under the Invoice Information tab,
Pay Terms are defaulted to NET30.
(DO NOT CHANGE).
• Click on the Calc Basis Date link to
determine payment basis.
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Entering Non-PO Vouchers
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4
1
2
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•
•
•
•
•
•
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1. Enter the Invoice Receipt Date
2. Enter Goods/Services Receipt Date.
Enter Service Date and Service End
Date. (Please note: all these dates
should be the same).
3. Click on Update ALL Voucher Lines.
4. Verify Date Calculation Basis
displays: Texas Prompt Pay.
5. Click the Calculate button to
generate the Payment basis date.
6. Click Back to Invoice link to return
to the main page.
Invoice Receipt Date – Date when invoice has been received
Goods/Services Receipt Date – Date when merchandise has been received
Invoice Date – Default
Acceptance Date – Leave blank
Service Start Date – Date when paid services are begun
Service End Date – Date when paid services have ended
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Entering Non-PO Vouchers
Section B
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3
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2
Scroll down to Sections B & C:
1. Under Invoice Lines, verify prepopulated Ship To field.
2. Enter the information for:
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Section C
⁻
⁻
SpeedChart – First 8 digits of define
Account – BIS Object Code
Enter Description for the invoice.
Click View all to view additional lines.
3.
4.
5. Add additional Distribution Lines by
clicking on the + and – to delete
Distribution Lines and allocate
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expenses.
Entering Non-PO Vouchers
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1
2a
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2b
1. Under the Payments tab, click on
Schedule Payments button.
2. Verify
a. Remit Address code.
b. In the Handling field, select the
handling code (Default US).
3. Scheduled Due can be changed to a
later payment date.
4. Click Invoice Information tab to
return to the main page.
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Entering Non-PO Vouchers
1. Click the Attachments link to attach
documents. (Optional).
2. Click the Comments link to add any
additional information.
3. Scroll down to Save.
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2
3
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Entering Non-PO Vouchers
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1. A Voucher ID number will be assigned.
Please note, the Summary and Related
Documents tabs will appear.
2. Print Screen and attach this to all other
supporting documentation and send
them to Accounts Payable for record
retention purposes.
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Vendor Payment Examples
• Interim approval process
a) Initiator: Create non-PO payments
b) Approver: Approve non-PO payments
• Non-PO Payments in PeopleSoft
a) Searching for vendors.
b) Non-PO voucher (two invoice/distribution lines)
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References
• Additional information and resources can be
found on the PeopleSoft website.
Job Aids
Power Point slides
Quick Guides
Crosswalk
UPKs
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Classroom Summary
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Topic summary.
Web page location. (Peoplesoft.utep.edu)
Training materials and UPK’s available.
Help Desk support available.
Drop in sessions available May 5th.
FAQ’s will be posted on the web site.
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Questions?
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Thank You!
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