P E O P L E S O F T 8 . 4
ACCOUNTS PAYABLE TRAINING GUIDE
ON – LINE USERS
University of British Columbia
Accounts Payable
PeopleSoft V8.4
T A B L E
O F
C O N T E N T S
Chapter 1................................................................................................................................................... 3
Overview .............................................................................................................................................................. 3
Chapter 2................................................................................................................................................... 9
Control Groups ................................................................................................................................................... 9
Chapter 3................................................................................................................................................. 17
Voucher Entry ................................................................................................................................................... 17
Chapter 4................................................................................................................................................. 25
Voucher Delete .................................................................................................................................................. 25
Chapter 5................................................................................................................................................. 28
Voucher Correction .......................................................................................................................................... 28
Chapter 6................................................................................................................................................. 31
Payables Inquiries ............................................................................................................................................. 31
Chapter 7................................................................................................................................................. 37
Vendor Inquiries ............................................................................................................................................... 37
Chapter 8................................................................................................................................................. 40
Project Grant Inquiries .................................................................................................................................... 40
Chapter 9................................................................................................................................................. 43
Travel Advance/Clearance ............................................................................................................................... 43
Chapter 10............................................................................................................................................... 55
Vouchers for Express Cheque Request ........................................................................................................... 55
Index ....................................................................................................................................................... 56
Appendix A-Handling Codes ................................................................................................................. 57
Appendix B-Sample Stamp .................................................................................................................... 58
Appendix C1-Process Flowcharts .......................................................................................................... 60
Appendix C2-Process Flowcharts .......................................................................................................... 61
Appendix C3-Process Flowcharts .......................................................................................................... 62
Appendix C4-Process Flowcharts .......................................................................................................... 63
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C H A P T E R
1
OVERVIEW
Course Objectives
This course will provide you with an overview of the major features of PeopleSoft Accounts Payable
8.4. It will focus on voucher entry functionality and certain inquiries that will assist you in checking
the payment status of the vouchers entered into the system. In addition, examples are provided for
users to gain hands on experience working with the system.
By the end of this course, you will be able to:










Understand the structure and key components of PeopleSoft Payables
Understand the types of vouchers processed at UBC
Create a control group
Enter voucher information
Correct voucher error
Delete vouchers
Inquire on the status of vouchers
Inquire on the status of payments
Inquire on the status of vendors
Inquire on the status of project grants
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Accounts Payable Integration with Other PeopleSoft Applications
PeopleSoft Payables is seamlessly coupled with other PeopleSoft financial applications. In order to
thoroughly use PeopleSoft Payables, it is important to understand the integration points (shown in
Figure 1) between Payables and other PeopleSoft applications.
The following briefly describes the key transaction integration that you’ll find in PeopleSoft Payables.
 Retrieve information from Purchasing module when creating PO Vouchers.
 Create journal entries for General Ledger.
 Validates employees’ status based on information from IHRIS.
 Commitment Control interacts with all the modules/system: Accounts Payables, Purchasing,
General Ledger, and IHRIS system.
Payables
Purchasing
General Ledger
IHRIS
Figure 1
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What is the Accounts Payable Home Page?
The Accounts Payable Home Page (Figure 3) provides payable users with a
single easy access location to the pages in the payable applications as well as
links to commonly used pages in other applications. These pages can be found
under “Pages in other Modules’ Home”.
The home page provides alternative navigation to that of the menu. Direct links
to pages can be found in the menu bar located on the left side of the screen, as
shown in Figure 2.
Figure 2
Figure 3
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PeopleSoft Payables Control Hierarchy
Business Units sit on top of a control hierarchy (Figure 4) that facilitates both voucher entry and
payment processing. Default values entered at the Business Unit level are carried through to the
transaction level, unless you override the defaults with values stored at an intermediate level – such as
Origin, Control Group or Vendor. Vouchers sit at the bottom of the control hierarchy; therefore, users
are able to override all defaults set at higher levels.
Figure 4
Key Terms
Business Unit
A Payable Business Unit is an independent processing entity. Each
Business Unit acts as a separate area of control. Different setups can be
set at this level.
Origin
The entry point of Vouchers into PeopleSoft Payables. Origins can
identify online entry, batch interfaces and EDI.
Control Group
Used to relate Vouchers together for the purpose of controlling voucher
input. Generally, used for assigning Vouchers to data entry personnel and
for verifying input.
Vendor
The party who is being paid.
Voucher
Once an invoice is entered into the system it is considered a voucher.
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VAT/SUT (Sales/Use Tax)
PeopleSoft Terminology
VAT
Sales Tax
Use Tax
UBC
equivalent to
equivalent to
equivalent to
GST
PST
Self Assessed PST
Commonly used Tax Codes:
Tax
Codes
In./Ex.?
VAT
Code
Sales
Tax
SUT
Exempt
VAT
In.
In.
VAT
Applicability
Flag
On
On
GSTPST
GST
only
GSTPST
SUT/VAT/Intrastat
Hyperlink – Tax
Code SUT
N/A
N/A
SUT/VAT/Intrastat
Hyperlink – SUT
Apply
N/A
N/A
GSTPST
GST
Blank
Blank
On
On
Blank
Blank
Ex.
On
GSTPST
Off
GST
only
Ex.
On
GST
Enter
PST
amt
Blank
Enter
GST
amt
Enter
GST
amt
Enter
GST
amt
PST
Sales Tax
N/A
N/A
GST and
Self
Assessed
PST
Tax
Exempt
TRV
Ex.
On
GST
Blank
Off
PST_SELF
Use Tax
In.
Off
Blank
Blank
On
Blank
N/A
N/A
In.
On
TRV
Blank
On
Blank
N/A
N/A
On
Note:
1. There are two VAT calculation types in PeopleSoft: Inclusive and Exclusive. When
Inclusive is used, the system will calculate the tax (GST, or PST) based on the system set
up. When Exclusive is used, the users can override the system calculation, and enter the
tax amounts into the applicable fields.
2. If we need to self assess PST, the voucher calculation type has to be Ex. – Exclusive.
3. When TRV code is used, users rely on the system to calculate GST for meals and
entertainment expense transactions. Only In. VAT calculation type should be selected
when TRV code is used.
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Types of vouchers processed at UBC
At UBC we have the following types of AP Vouchers:








Blanket Orders (short for EBOS – Electronic Blanket Order System)
Purchase Order Invoices
Travel Advances
Travel Clearance Vouchers for Travel Advance
Travel Claims
Q-Requisition Vouchers – Regular
Q-Requisition Vouchers – Honoraria
Vouchers for recording Bank Draft/Wire Transfer/Direct Debit
Finance Certification Matrix
Type of vouchers
Finance Data
Entry
Personnel
Blanket Orders
Purchase Orders
Travel Advance
Travel Clearance
Travel Claims
Requisitions - Regular
Requisitions - Honoraria
Journal Vouchers
Cash Receipts
Vendor Set up
Department
Data Entry
Personnel
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Once the departments get certified through Finance Certification program, they will have on-line
update access. They will be able to enter the following types of vouchers into PeopleSoft as indicated
in the Finance Certification Matrix.




Travel Advances
Travel Clearance Vouchers for Travel Advance
Travel Claims
Q-Requisition Vouchers – Regular
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C H A P T E R
2
CONTROL GROUPS
Control Groups are a method of double-checking voucher entry. Control Groups can also be used as
“supervised groups,” a means of limiting and checking the activities of selected (i.e. new or temporary)
entry operators. Before entering a group of Vouchers, a Control Group is set up for those Vouchers.
Control Group totals, the # of Vouchers and the total amount, must be entered in ‘Nbr. of Vouchers’
and ‘Gross Amount,’ respectively. These totals can also be calculated by ‘Run a Tape’ feature, which
acts like an adding machine tape (counting the number and adding up the dollar value of the invoices).
Before the group of Vouchers is considered complete and ready to post, the Vouchers must balance to
the Control Group totals.
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Creating a Control Group
Steps
1. Go to Accounts
Payable>Accounts
Payable Home
Page>Control
Groups>Group
Information>Add a
New Value
2. Enter the Business
Unit. Leave the
Control Group ID
as NEXT. Click
ADD.
3. a) Click on ‘Run a
Tape’ (Use this if
fewer than 10
vouchers, or simply
enter the Gross
amount and the # of
vouchers to the
applicable fields) b)
Enter all the
Vouchers included
in this Group. Click
on the plus sign to
add more Vouchers.
4. Assign yourself to
this Control Group
by filling in your
User ID in the
Assigned to field.
5. Change the status to
Assigned and Save.
6. A Control Group
has now been
successfully
created.
7. Write down the
Group #.
8. Begin entering
Vouchers (see
Chapter 3).
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Activity:
Field
Business Unit:
Control Group ID:
Value to be Entered
UBC
NEXT
Run a Tape
Vouchers entered(two
vouchers, gross amount =
600.00):
Status:
Assigned to:
Check
100.00
500.00
Field
Business Unit:
Control Group ID:
Run a Tape
Vouchers entered
Status:
Assigned to:
Value to be Entered
LBS
NEXT
Check
354.14
Assigned
Train01
Assigned
Train01
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Verifying a Control Group
Once all the Vouchers for a Control Group have been entered, you need to verify the Control Group.
Steps
9. Go to Accounts
Payable>Accounts
Payable Home
Page>Control
Group>Group
Information>Find
an Existing Value
10. Enter the Control
Group number for
the group you wish
to verify and select
the group.
11. Assignment tab:
Status should be
Ready to Review if
Control Group
balances, and the
system will display
a time in the
“Completed” field.
12. Vouchers Page:
Review Vouchers
and ensure that the
entry status is
postable for each
Voucher, and the
difference is 0. Use
view all to see more
Vouchers.
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Steps
13. Go to Accounting
tab: check Post
Group.
14. Go back to
Assignment tab and
change the status to
Verified.
15. Click Save.
16. Print a copy of the
balanced Control
Group (Group
Batch header).
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Month End transactions:
For Month End processing, go to the Accounting tab; use the Specific Date Function to insert the
month end date to ensure invoice is processed in the correct month.
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US transactions:
To create a Control Group for $US funds the following additional steps are required (Foreign
currencies other than $US funds are manually converted into $CAD and then entered as a Canadian
Vouchers. Only US and CAD currencies are allowed for on-line voucher entry):
Accounting tab


Under Accounting Entry Template, click Specify
Under Template enter AMERICAN$
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Vouchering Options tab



Under Voucher Currency click Specify
Choose USD as currency
Choose CRRNT as Rate Type
Activity:
Business Unit: UBC
Control Group ID:
Select the Control Group to verify.
Review Vouchers and if no errors exist, change status to Verified.
Save page
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C H A P T E R
3
VOUCHER ENTRY
In order to enhance voucher data entry, we have modified the PeopleSoft voucher entry page; the new
page is called Express Voucher UBC. In PeopleSoft 8.4, we will use the Express Voucher UBC page
for voucher data entry.
Terminology:
The Express Voucher UBC page consists of Invoice Information, Payments, Voucher Attributes, and
Accounting Information tabs.
Invoice Information tab – Voucher Invoice Information tab is where users will enter voucher data.
 Voucher Header: Users enter any information that is related to this voucher such as
invoice number, invoice date, and the correct tax codes that are applicable to the
voucher.
 Invoice Lines (Voucher Lines): This section contains SpeedChart information and the
extended amount for this invoice line. The description field provides a space for the
users to enter information pertaining to the invoice line. Upon saving the voucher, the
system will also copy the SpeedChart into the description field. If a description has been
entered, the SpeedChart will be added to the end of the description.
 Distribution Lines: In this section users can allocate the expenses accordingly.
Payments tab - This tab contains useful information such as the remitting address and the bank
account information. Users can also add a message to the cheque using the Messages hyperlink (this is
equivalent to the “More box” in V7).
Voucher Attributes tab – The most commonly used section on this tab will be the status section
where users can check the Entry status, the Post status, and the Match status of the voucher.
Accounting Information tab – This is where the Accounting template and Accounting policy are
displayed. Users will normally accept the system default, which is based on the setup at a higher level
of the Accounts Payable hierarchy.
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Notes:
Chartfields
UBC uses the following chartfields:
*Account
*Fund
*Dept ID
*Program
*Project
Required field
Required field
Required field
Optional field
Optional field
If you use a SpeedChart the system will populate the Fund, DeptID, Project fields and Program Code
(if used). However, you will still need to enter an Account number when entering a voucher using
SpeedCharts. If SpeedCharts are not used, you will need to manually enter Fund code (required),
DeptID (required), the program code and the Project code if used. When entering the Project code, you
need to enter the Business Unit as UBC first before you are able to select any values from the Project
database. However, when SpeedCharts are used, the Project is populated, and you can leave the
Business Unit field blank.
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Entering Vouchers
Steps
1. Go to Accounts
Payable>Accounts
Payable Home
Page>Vouchers
Home>Express
Voucher UBC
 Change Business
Unit if required.
 Voucher ID: Leave
it as NEXT, the
system will assign
an ID.
 Voucher Style:
Regular Voucher.
 Control Group ID:
Enter the Control
Group ID.
 Enter the Vendor
ID, if known, or
perform a search
using Short Vendor
Name.
 Enter Invoice
Number, Invoice
Date, & Gross
Amount.
 You can either
enter the above
information here or
you can click Add
and enter it on the
voucher header
page.
2. Click the Add
button.
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Vendor section:
Steps
3. Invoice Information
tab – Vendor
section: Verify it is
the correct Vendor
and the correct
address is selected.
If you need to
select another
remitting address,
you need to select
the right address
here, not on the
previous search
page. A change
made here will be
copied to the
remitting address
on the Payment
tab.
4. Invoice section:
 Ref Number:
Enter the Q# for
Requisitions and
TR# for Travel
related
transactions.
 Sales Tax field:
Leave this blank if
the VAT
calculation type is
In.. Enter the PST
amount if it is Ex..
 SUT Exempt:
Uncheck this field
if PST need to be
entered in Sales
Tax field, or need
to self assess PST.
 VAT code: Select
the applicable tax
code.
Invoice section:
VAT:
1. If the GST calculation does not match the invoice, change the VAT
Calculation type to “Exclusive” and manually enter the correct GST
amount in the VAT field. If GST is incorrect on the invoice, you must
recalculate GST.
2. VAT Code: The default is GSTPST. For invoice with GSTPST, use
this default, for invoice with only GST, select GST only. For invoice
that requires PST self-assessment, use GST only code, and leave the
PST exempt box unchecked. Click SUT/VAT/Intrastat hyperlink,
select Use Tax in SUT apply field, select PST_SELF in Tax code SUT
field. The system will capture the self assessed PST. No manual PST
self assessment entry is required.
3. Users are able to view the GST rebate and recoverable portion in this
section.
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Invoice Lines section:
Pre-Save:
Steps
5. Invoice Lines
section: If you have
different tax
treatment or
different chartfield
combinations for an
invoice, you need
to create separate
invoice lines.
Post-Save:
 SpeedChart: Select
the appropriate
SpeedChart code.
SpeedChart info
will be copied to
the description field
upon saving the
voucher.
 VAT Code: Change
the tax code here if SUT/VAT/Intrastat Hyperlink:
different from the
default in the
voucher header.
Distribution lines: a)
Allocate distribution
(enter Amount,
Account code, Fund,
and Dept ID if
SpeedChart is not used)
for each line until
amount balances to 0.
b) Click on the plus
(Insert a Row) button
to insert rows if
necessary. c) Click on
SUT/VAT/Intrastat
hyperlink to update the
VAT/SUT (GST/PST)
codes if necessary.
Distribution Lines:
Each invoice line has
one SUT/VAT/Intrastat
hyperlink.
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UBC# button:
Steps
6. UBC# button: This
field is for users to
enter Alternate
Vendor IDs and
Work Order
Numbers when
applicable.
Payments Page:
7. Payments tab:
a) View bank
account
information.
b) Enter handling
codes.
c) Enter message on
the
cheques/comments
for the voucher.
Messages entered
using the Messages
hyperlink will be
displayed on the
cheque.
Information entered
using the
Comments
hyperlink will not
be displayed on the
cheque.
Message hyperlink:
8. Save the voucher.
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Important note:
1. Alternate Vendor ID: Financial Information Act (FIA) requires that UBC employees earning
more than $75,000 annually must have their expenses disclosed. We use the Alternate vendor
ID to capture this information when the transaction relates to an employees’ expense but the
payee is not the employee. Please refer to Travel Requisition Policy for detailed information.
2. Work Order Numbers: This field is for Land and Building Service department to enter the Work
Order numbers.
Activity:
Enter the following Vouchers:
Voucher 1: Requisition voucher – GSTPST applicable
Voucher 2: Requisition voucher – GST only
Voucher 3: Travel claim – no tax
Voucher 4: Requisition voucher – GST applicable and PST self assessment required
Voucher 5: Requisition Voucher – US Vouchers
Field
Business Unit
Voucher ID
Vendor ID
Invoice No
Voucher 1
UBC
NEXT
0000107579
Your initial –
gstpst
18/03/04
Inclusive
Checked
GSTPST
Q1569201
Blank
Checked
Blank
114.50
Invoice Date
In./Ex.?
VAT Applicable
VAT Code
Reference field
Sales Tax
SUT Exempt
VAT
Total
Invoice Line 1
SpeedChart
CAAS
SUT/VAT/Intrastat No change
03/05/04
Exclusive
Checked
GST
Q1559703
Blank
Checked
7.00
107.00
Voucher 3
BKSTR
NEXT
0000074949
Your initial – no
tax
01/05/04
Inclusive
Unchecked
Blank
TR1252010
Blank
Checked
Blank
500.00
EAAM
No change
CAHB
No change
Qty
UOM
Unit Price
Amount
GL Unit
107.00
UBC
200.00
UBC
114.50
UBC
Voucher 2
LBS
NEXT
0000107578
Your initial – gst
Accounts Payable Training V8.4 PeopleSoft
Voucher 4
HOUS
NEXT
0000019015
Your initial –
gstpstself
30/04/04
Exclusive
Checked
GST
Q1559704
Blank
Unchecked
7.00
107.00
Voucher 5
MEDD
NEXT
0000031874
Your initial US
25/05/04
Inclusive
Unchecked
Blank
Q1529701
Blank
Checked
Blank
354.14
CAAS
Tax code
SUT:
PST_SELF
SUT Apply:
Use tax
100.00
UBC
CABA
No change
354.14
UBC
Page 23 of 63
Field
Account
Fund
Department
Project
UBC# - Alternate
Vendor ID
UBC# - Work
Order Number
Open Item
Invoice Line 2
SpeedChart
SUT/VAT/Intrastat
Qty
UOM
Unit Price
Amount
GL Unit
Account
Fund
Department
Project
UBC# - Alternate
Vendor ID
UBC# - Work
Order Number
Open Item
Voucher 1
620000
Default
Default
Default
-
Voucher 2
612000
Default
Default
Default
-
Voucher 3
612001
Default
Default
Default
-
Voucher 4
620000
Default
Default
Default
-
Voucher 5
620000
Default
Default
Default
-
-
-
-
-
-
-
-
-
-
-
-
-
DWCJ
No change
300.00
UBC
612001
Default
Default
Default
-
-
-
-
-
-
-
-
Save Page
Save Page
Save Page
Save Page
Save Page
Achievement:
You are now able to enter Q-requisition and travel claims into PeopleSoft. Keep in mind it is important
to follow these Policies and Procedures (available on AP website):



Requisition Processing Policy
Travel Requisition Policy
Tax Self-assessments Policy
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C H A P T E R
4
VOUCHER DELETE
PeopleSoft Payables enables you to select only the Vouchers that are eligible for deletion. They have
not be posted or selected for payment, nor can any portion of the voucher ever have been paid. After
deleting the Vouchers, you will need to adjust the total amount and the total number of Vouchers of the
Control Group to reflect the deletion of the Vouchers. Otherwise, the Control Group will not be in
balance.
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Steps
1. Go to Accounts
Payable>Accounts
Payable Home
Page>Vouchers
Home>Voucher
Delete
2. Select the voucher
you want to delete
and click the Delete
button.
3. The system will
give you a warning
message. If that is
the correct voucher,
click OK. The
voucher will then
be deleted.
4. Click on the Budget
Check button. You
can only reverse the
entries that have
been made on the
budgets by clicking
on the Budget
Check button that
appears after you
confirm the delete
of the voucher (to
the right of the
delete button).
Accounts Payable Training V8.4 PeopleSoft
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Activity:
Business Unit: UBC
Voucher: Select one of the Vouchers that have not been posted.
Click on delete voucher button
Warning message will display
Hit OK to confirm delete
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C H A P T E R
5
VOUCHER CORRECTION
Users can correct any errors in a voucher through Journal Voucher in the Payables system. The
corrections made here will be included in the Accounts Payable subledger and the changes are posted
to the General Ledger after the Voucher/Payment post and Journal generation processes. If users enter
a Journal Voucher under General Ledger, the changes will not be included in the Payables subsystem.
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Voucher Correction
Steps
1. Go to Accounts
Payable>Accounts
Payable Home
Page>Vouchers
Home>Voucher
Entry>Add a New Value
2. Change the voucher
style to Journal Voucher
and click Add.
3. Enter the Vendor,
Invoice Number and
Date.
4. Select the related
Voucher (optional).
5. For every distribution
line in error, enter the
negative amount and
Chartfield distribution
for the original line and
the positive amount and
the correct Chartfield
distribution for the
second line.
6. Save the voucher. When
Voucher/Payment
posting and Journal
generation are done, the
correct distribution lines
will be charged and the
incorrect lines will be
credited.
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Activity:
1. Create a Control Group for one voucher under UBC and with a gross amount of 0.
2. Enter the voucher below.
Field
Business Unit
Voucher ID
Voucher Style
Vendor ID
Invoice No
Invoice Date
Related Voucher
Invoice Line 1
SUT/VAT/Intrastat
Distribution Line
1
Amount
GL Unit
Account
Department
Distribution Line
2
Amount
GL Unit
Account
Department
3.
4.
5.
6.
7.
Voucher 1
UBC
01347591
Journal Voucher
0000107582
Tap04b-1
03/19/2004
01347591
No change
-100.00
UBC
620000
140404
100.00
UBC
622000
140404
Save voucher.
Change the status of the Control Group to Verified.
Save the Control Group.
Set the Control Group to post.
Save page.
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C H A P T E R
6
PAYABLES INQUIRIES
There are a number of inquiries you can do within PeopleSoft Payables. The most common inquiries
are looking up Vouchers, the accounting lines created during the posting process, and payments. These
are the basic delivered Payable Inquiries tools. If you would like to obtain specific results from certain
fields or certain periods, PeopleSoft queries are very useful tools.
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Voucher Inquiry
Steps
1. Go to Accounts
Payable>Accounts
Payable Home
Page>Review’s
Home>Voucher Inquiry
2. Enter the correct
Business Unit. Click on
the ‘From Voucher ID’
magnifying glass to
search for the voucher
on which you wish to
make an inquiry.
3. To search for vouchers
for a specific vendor,
click on ‘Advanced
Lookup’ from the
‘Lookup Up From
Voucher ID’ page.
Accounts Payable Training V8.4 PeopleSoft
Page 32 of 63
Steps
4. After selecting the
Voucher ID you want
details for, click Search.
The voucher details will
be listed.
5. If you wish to view the
payment information for
this Voucher, you can
click the dollar sign icon
beneath Payment
Information in the
Voucher Details section.
All information is listed
on the line.
Activity:
Field
Business Unit
Voucher ID
Value to be Entered
UBC
Voucher #
Click Search.
Accounts Payable Training V8.4 PeopleSoft
Page 33 of 63
Voucher Accounting Entries
Steps
1.
2.
3.
4.
Go to Accounts
Payable>Accounts
Payable Home
Page>Review’s
Home>Voucher
Accounting Entries
Enter the correct
Business Unit.
Click on the ‘From
Voucher ID’
magnifying glass to
search for the
voucher on which
you wish to make
an inquiry.
You can do a
search on the
Vendor name.
After selecting the
voucher you want
details for, click
Search. The
voucher accounting
lines will be shown.
Activity:
Field
Business Unit
Voucher ID
Value to be Entered
UBC
Voucher #
Click Search.
Accounts Payable Training V8.4 PeopleSoft
Page 34 of 63
Payment Inquiry
Steps
1. Go to Accounts
Payable>Accounts
Payable Home
Page>Review’s
Home>Payments>P
ayment Inquiry
2. You can fill in as
little or as much
information on this
page as you’d like.
Remember, the
more details you
provide, the more
precise the search
will be, and fewer
results will be
returned.
3. Click Search to get
the listing of
payments that meet
your criteria.
4. You can then click
the Payment
Reference ID
hyperlink to get
more details should
any others be
required.
Accounts Payable Training V8.4 PeopleSoft
Page 35 of 63
Activity:
Field
Set ID
Bank Code
Bank Account
From Date
To Date
Value to be Entered
UBC
HSBC
CN01
03/30/2004
03/30/2004
Click Search.
Accounts Payable Training V8.4 PeopleSoft
Page 36 of 63
C H A P T E R
7
VENDOR INQUIRIES
Sometimes users might want to know if a particular Vendor is still active in the system, or if the address
changes have been updated, etc. Users can navigate to the Vendors Home and review this information.
Accounts Payable Training V8.4 PeopleSoft
Page 37 of 63
Vendor Inquiry
Steps
1. Go to Accounts
Payable>Accounts
Payable Home
Page>Maintain
Vendors>Find an
Existing Value.
2. Enter the Vendor ID or
use Short Vendor Name
to locate the Vendor,
click Search.
3. Identifying Information
tab: View the Vendor
name, the type of
Vendor, and the VAT
status.
Accounts Payable Training V8.4 PeopleSoft
Page 38 of 63
Steps
4. Address tab: View the
address information.
Activity:
Field
Business Unit
Short Vendor Name
Value to be Entered
UBC
IKOCAP-001
Click Search.
Accounts Payable Training V8.4 PeopleSoft
Page 39 of 63
C H A P T E R
8
PROJECT GRANT INQUIRIES
If you want to view the status of a Project Grant, or you need to review the signing authority
information for a Project Grant, follow the navigation as shown below.
Accounts Payable Training V8.4 PeopleSoft
Page 40 of 63
Project Grant Inquiry
Steps
1. To determine if a Project
Grant is active, or if you
need to know the
signing authority of
certain Project Grants,
navigate to: Projects,
Projects, Status.
2. Enter the Business Unit
and Project ID for the
Project you wish to
view.
3. Click on the Project
Attributes tab to view
the signing authority
information. Click on
Include History to view
historical information.
Accounts Payable Training V8.4 PeopleSoft
Page 41 of 63
Activity:
Field
Business Unit
Project Grant
Value to be Entered
UBC
12E83380
Click Search.
Accounts Payable Training V8.4 PeopleSoft
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C H A P T E R
9
TRAVEL ADVANCE/CLEARANCE
Travel related transactions are categorized into the following three types:
Advance:
Money issued in advance to travel
Claim:
Travel requisition submitted for reimbursements of travel expenses.
Clearance:
Travel requisition submitted with documentation to support and clear an advance.
There are three types of Travel Clearance:
1. Travel Clearance amount is equal to Travel Advance amount. In this situation, the
gross amount of the voucher is 0.
2. Travel Clearance amount is greater than the Travel Advance amount. In this
situation, the gross amount of the voucher is the difference between the Travel
Advance amount and the Travel Clearance amount.
3. Travel Clearance amount is less than the Travel Advance amount. In this situation,
the gross amount of the voucher is 0 and the traveller should pay back the difference.
We will need to prepare a cash receipt to record the payment and deposit the
payment into the bank.
Accounts Payable Training V8.4 PeopleSoft
Page 43 of 63
Voucher entry for Travel Advance
Steps
1. Go to Accounts
Payable>Accounts
Payable Home
Page>Vouchers
Home>Express Voucher
UBC
 Voucher ID: Leave it as
NEXT, the system will
assign an ID.
 Voucher Style: Regular
Voucher.
 Control Group ID: Enter
the Control Group ID.
 Enter the Vendor ID, if
known, or perform a
search using Short
Vendor Name.
 Enter Invoice Number,
Date, Gross Amount.
 You can either enter the
above information here
or you can click Add
and go to the voucher
header.
2. Click Add.
3. Invoice Information tab:
Vendor section: Verify
it is the correct vendor
and the correct address
is selected. If you need
to select another
remitting address, you
need to select the right
address here, not on
the previous search
page. A change made
here will be copied to
the remitting address
on the Payment tab.
Accounts Payable Training V8.4 PeopleSoft
Page 44 of 63
Invoice section:
Steps
4. Invoice section:
 Ref Number: TR#
 Sales Tax field: Leave
this blank.
 SUT Exempt: Check this
field
 VAT Applicable:
Uncheck
 VAT code: Blank.
5. Invoices Lines section:
 SpeedChart: Select the
appropriate SpeedChart
code. SpeedChart info
will be copied to the
description field upon
saving the voucher.
 VAT applicable:
Uncheck.
 VAT Code: Ensure this
is blank.
 Distribution lines: Enter
139400 as account
number.
 OpenItem: Enter
employee or student
number.
6. Save the voucher.
Invoice lines section:
Pre-Save:
Post-Save:
Distribution lines section:
Accounts Payable Training V8.4 PeopleSoft
Page 45 of 63
Voucher entry for Travel Clearance – Travel Clearance > Travel advance
(Travel Advance = $1,000, Travel Clearance = $1200.00)
Steps
1. Go to Accounts Payable
>Accounts Payable
Home Page>Vouchers
Home>Express Voucher
UBC
 Change Business Unit if
required.
 Voucher ID: Leave it as
NEXT, the system will
assign an ID.
 Voucher Style: Regular
Voucher.
 Control Group ID: Enter
the Control Group ID.
 Enter the Vendor ID, if
known, or perform a
search using Short
Vendor Name.
 Enter Invoice Number,
Date, Gross Amount.
 You can either enter the
above information here
or you can click Add
and go to the voucher
header.
2. Click Add.
3. Invoice Information tab:
Vendor section: Verify
it is the correct vendor
and the correct address
is selected. If you need
to select another
remitting address, you
need to select the right
address here, not on
the previous search
page. A change made
here will be copied to
the remitting address
on the Payment tab.
Accounts Payable Training V8.4 PeopleSoft
Page 46 of 63
Invoice section:
Steps
4. Invoice section:
 Ref Number: TR#
 Sales Tax field: Leave
this blank if the VAT
calculation type is
Inclusive. Enter the PST
amount here if it is
Exclusive.
 SUT Exempt: Uncheck
this field if PST needs to
be entered in the Sales
Tax field, or if PST
needs to be self
assessed.
 VAT Applicable: Check
if there is tax related to
this voucher.
 VAT code: select the
applicable tax code.
5. Invoice Lines Section: If
you have different tax
treatment or different
chartfield combinations
for an invoice, you need
to create separate
invoice lines.
 SpeedChart: Select the
appropriate SpeedChart
code. SpeedChart info
will be copied to the
description field upon
saving the voucher.
 VAT Applicable: Check
if this line is tax
applicable.
 VAT Code: Select the
appropriate Tax Code.
 Distribution Lines: Enter
the appropriate Account
Code.
 OpenItem: Enter
employee or student
number.
6. Save the voucher.
Invoice Lines section:
1st line:
2nd line:
Distribution lines section:
1st line:
2nd line:
Accounts Payable Training V8.4 PeopleSoft
Page 47 of 63
Steps
7. Change “Open Item” to
“Closed Item”. Go to
Accounts Payable>
Accounts Payable Home
Page>Vouchers
Home>Vouchers>Open
Item Update
8. Select the appropriate
Business Unit: enter
Employee or Student
number into Journal
Reference box, press
OK.
9. Click View All.
10. Change the status to
“Closed” for the settled
Travel Advance and
Clearance lines.
11. Press Save button.
Accounts Payable Training V8.4 PeopleSoft
Page 48 of 63
Travel Clearance < Travel advance:
(Travel Advance = $2,000, Travel Clearance = $1500.00)
The steps are similar to the steps as stated in the example above, with the following exceptions:

Control amount: The amount is 0.00 if the Travel Clearance vouchers are the only vouchers in
this group.

Voucher gross amount: 0.00

Distribution Lines: For the credit balance that we reverse for the travel advance account 139400,
we only reverse the amount that is equal to the Travel Clearance amount, not the Travel
Advance amount.
Accounts Payable Training V8.4 PeopleSoft
Page 49 of 63
Distribution line 1:
Distribution line 2:

Two additional lines are required to clear the Travel advance account (139400) and the ARTravel advances clearing account (131110), the amount will be the difference between the
Travel Advance and the Travel Claim, this is also the amount that the traveler should pay back
to UBC.
Dr. AR-Travel advances clearing account (131110)
Cr. Travel advance account (139400)
Accounts Payable Training V8.4 PeopleSoft
Page 50 of 63
Dr. AR-Travel advances clearing account (131110)
Accounts Payable Training V8.4 PeopleSoft
Page 51 of 63
Cr. Travel advance account (139400)
Accounts Payable Training V8.4 PeopleSoft
Page 52 of 63
Activity:
Enter the following vouchers:
Voucher 1: Travel Advance
Voucher 2: Travel Clearance voucher when Clearance is equal to Advance
Voucher 3: Travel Advance
Voucher 4: Travel Clearance voucher when Clearance is less than Advance, traveler needs to pay back
the difference to UBC.
Field
Business Unit
Voucher ID
Vendor ID
Invoice No
Voucher 1
UBC
NEXT
E5687055
Your initial –
travel adv1
Voucher 2
UBC
NEXT
E5687055
Your initial –
clearance 1
Voucher 3
UBC
NEXT
E2255014
Your initial –
travel adv 2
Voucher 4-1
UBC
NEXT
E2255014
Your initial –
clearance 2-1
01/05/04
Inclusive
Unchecked
Blank
T1252010
Blank
Checked
Blank
2000.00
Voucher 4
UBC
NEXT
E2255014
Your initial
– clearance
2
30/04/04
Inclusive
Checked
GST
T2510001
Blank
Unchecked
Blank
0.00
Invoice Date
In./Ex.?
VAT Applicable
VAT Code
Reference field
Sales Tax
SUT Exempt
VAT
Total
Invoice Line 1
SpeedChart
SUT/VAT/Intrastat
Qty
UOM
Unit Price
Amount
GL Unit
Account
Fund
Department
Project
UBC# - Alternate
Vendor ID
UBC# - Work
Order Number
Open Item
Invoice Line 2
SpeedChart
18/03/04
Inclusive
Unchecked
Blank
T1234567
Blank
Checked
Blank
1000.00
03/05/04
Inclusive
Checked
GSTPST
T2345678
Blank
Checked
Blank
0.00
CAHB
No change
1000.00
UBC
139400
Default
Default
Default
-
CAHB
No change
1000.00
UBC
622000
Default
Default
Default
-
CAAS
No change
2000.00
UBC
139400
Default
Default
Default
-
CAAS
No change
1750.00
UBC
620000
Default
Default
Default
-
CAAS
No change
250.00
UBC
131110
G0000
932200
-
-
-
-
-
-
E1099025
Blank
E2255014
Blank
Blank
-
-
-
-
-
Accounts Payable Training V8.4 PeopleSoft
30/04/04
Inclusive
Checked
GST
T2510001
Blank
Unchecked
Blank
0.00
Page 53 of 63
Field
SUT/VAT/Intrastat
Qty
UOM
Unit Price
Amount
GL Unit
Account
Fund
Department
Project
UBC# - Alternate
Vendor ID
UBC# - Work
Order Number
Open Item
Voucher 1
-
Voucher 2
-1000.00
139400
-
Voucher 3
-
Voucher 4
-1750.00
139400
-
Voucher 4-1
-250.00
139400
-
-
-
-
-
-
Save Page
E1099025
Save Page
Save Page
E2255014
Save Page
E2255014
Save Page
Close Open Items:
Field
Business Unit
Journal Line Reference
Search
Status
Save
Value to be Entered
UBC
E5687055
Click
Change from “Opened” to “Closed”
Click
Achievement:
You are now able to enter Travel advance and Travel clearance vouchers into PeopleSoft. Keep in mind
it is important to follow these Policies and Procedures (available on AP website):



Requisition Processing Policy
Travel Requisition Policy
Tax Self-assessments Policy
Accounts Payable Training V8.4 PeopleSoft
Page 54 of 63
C H A P T E R
1 0
VOUCHERS FOR EXPRESS CHEQUE
REQUEST
Express Cheque Procedure
Express cheques should be discouraged and processed on an exception basis only with the approval of
the supervisor.
1.
Data enter the invoice or requisition in FMS (The steps of data entry for Express Cheques are
the same as regular voucher data entry. Please refer to Chapter 3 for details).
2.
Attach a print out of the voucher to the Request for Express Cheque form.
3.
Complete the Request for Express Cheque form.
4.
Obtain appropriate approval by supervisor Lisa Lee or Chuck Erickson.
Backup: Sharon Wu, Manley Mah
2nd Backup: Neil Kelly, Ray McNichol
Supervisor will approve and forward to data management to process the cheque.
Request for Express Cheque forms are available from Lisa Lee.
Accounts Payable Training V8.4 PeopleSoft
Page 55 of 63
I N D E X
Chartfields .................................................................................................................................. 17
Commonly used Tax Codes ......................................................................................................... 7
Control Group .............................................................................................................................. 8
Description ................................................................................................................................ 8
Create (Step-by-Step) ................................................................................................................ 9
Verify (Step-by-Step) .............................................................................................................. 10
Month End Transactions (Step-by-Step) ................................................................................. 13
USD Transactions (Step-by-Step) ........................................................................................... 14
Control Hierarchy......................................................................................................................... 6
Business Unit............................................................................................................................. 6
Origin ........................................................................................................................................ 6
Control Group ........................................................................................................................... 6
Vendor ....................................................................................................................................... 6
Voucher ..................................................................................................................................... 6
Course Objectives ........................................................................................................................ 3
Express Voucher UBC ............................................................................................................... 16
General Overview ........................................................................................................................ 3
Home Page (Accounts Payable) ................................................................................................... 5
Payables Inquiries ...................................................................................................................... 30
Description .............................................................................................................................. 30
Voucher Inquiry (Step-by-Step) .............................................................................................. 31
Voucher Accounting Entries (Step-by-Step).......................................................................... 33
Payment Inquiry (Step-by-Step).............................................................................................. 34
SUT .............................................................................................................................................. 7
VAT.............................................................................................................................................. 7
Vendor Inquiries ......................................................................................................................... 36
Description .............................................................................................................................. 36
Vendor Inquiry (Step-by-Step)................................................................................................ 37
Voucher Correction .................................................................................................................... 27
Description .............................................................................................................................. 27
Correction (Step-by-Step) ....................................................................................................... 28
Voucher Delete ........................................................................................................................... 25
Description .............................................................................................................................. 25
Deleting (Step-by-Step)........................................................................................................... 26
Voucher Entry ............................................................................................................................ 16
Description .............................................................................................................................. 16
Entering (Step-by-Step)........................................................................................................... 18
Appendix .................................................................................................................................... 57
Accounts Payable Training V8.4 PeopleSoft
Page 56 of 63
A P P E N D I X
C O D E S
A - H A N D L I N G
Handling Codes for Requisitions:
Canada Post
Mail from Financial Services
Attachment
With T4ANR
No attachment
Attach Tax Form
MA
MF
MN
MT
Campus Mail
Campus Mail
Attachment
Return to individual other than Payee
With T4ANR
No attachment
Attach Tax Form
CA
CD
CF
CN
CT
Pick-up
Pick-up from Financial Services
Attachment
With T4ANR
No attachment
Attach Tax Form
PA
PF
PN
PT
Other
Continuing Studies
Via Mail bag
Attachment
Attach Tax Form
CE
EA
ET
General Accounting
FINANCIAL SERVICES USE ONLY
GA
Accounts Payable Training V8.4 PeopleSoft
Page 57 of 63
A P P E N D I X
Group#
Voucher#
Amount
Handling code:
B - S A M P L E
S T A M P
Ref. No.
Currency
GST PST SpeedChart
Account
P/G#
Mail-Cpost
M____
Campus Mail
C____
Pick up
P____
Other
Separate Cheque
Approved by:
Submitted by:
Print Name:
Enter by:
Date:
Date:
Accounts Payable Training V8.4 PeopleSoft
Page 58 of 63
Accounts Payable Training V8.4 PeopleSoft
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A P P E N D I X C 1 - P R O C E S S
F L O W C H A R T S
INVOICE/PAYMENT REQUEST PROCESSING
Invoice/payment
request is
received
Verify and stamp invoice/
payment request
Fill in all required information
(see attached sample stamp)
Is this an
Honorarium?
yes
Send
Honorarium
to Finance
no
Is vendor set up
in system?
no
Send vendor setup information to
Finance
yes
Enter invoice in
FMS
Finance sets up
Vendor
File
documents
Accounts Payable Training V8.4 PeopleSoft
Page 60 of 63
A P P E N D I X C 2 - P R O C E S S
F L O W C H A R T S
TRAVEL ADVANCE PROCESSING
Receive Travel
Advance
requisition
Check for:
- employee #
- signing authority
- chartfield
- payee signature
Vendor set-up
required?
yes
Send vendor set-up
information to Finance
no
Clear outstanding
Travel Advance
- update open item
Is previous travel
advance still
outstanding?
yes
Check outstanding
Travel Advance
file
no
TR over $5,000?
yes
no
Is travel
breakdown
attached?
yes
no
Obtain a travel
breakdown
Finance Officer
approves TR
TR entered in FMS
- update open item
Accounts Payable Training V8.4 PeopleSoft
Photocopy TR and
file to Travel Advance
outstanding file
Page 61 of 63
A P P E N D I X C 3 - P R O C E S S
F L O W C H A R T S
TRAVEL ADVANCE CLEARANCE
PROCESSING
Receive Travel
Advance
Clearance
Check for:
- original TR# advance
- speedchart matches original
- signing authority
- receipts attached
Expense less than
Advance?
no
Enter Travel
Requistion in FMS
yes
Enter Travel
Requistion in FMS
Attach TR
to Cash
Receipt
Close open item
on Employee
Open Item list
File TR clearance
Create 3-part
Cash Receipt
Form
Enter Cash Receipt
(yellow copy) in FMS
to clear remaining
advance
Enter Cash Receipt
(white copy) journal
entry for bank
deposit in FMS
File Cash Receipt
(white copy)
Attach Cash
Receipt bank
deposit slip to
cheque for deposit
Bank
Accounts Payable Training V8.4 PeopleSoft
Page 62 of 63
A P P E N D I X C 4 - P R O C E S S
F L O W C H A R T S
TRAVEL CLAIM PROCESSING
Receive Travel
Expense Claim
Check for:
- signing authority
- receipts attached
- invalid travel expenses
Is vendor set up in
system?
no
Send vendor setup information to
Finance
yes
Enter Travel Claim in
FMS
Finance sets up
Vendor
File
documents
Accounts Payable Training V8.4 PeopleSoft
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