PeopleSoft Accounts Payable Inquiry 1 Who Should Attend This Course? • Course Description: This course is designed to instruct participants on how to search and view key Accounts Payable information in PeopleSoft • Course Pre-Requisites: PeopleSoft Basics and Navigation • System Roles: AP Specialist, SCM Buyers, Corporate Finance, Department Leaders 22 Course Agenda • • • • • • • • • • • • Welcome and Introduction Course Guidelines Course Objectives Key Changes New Terminology Oracle UPK Navigation PeopleSoft Basics & Navigation Review To Be Process and Workflow Lesson 1 - 3 Course Summary Course Quiz/Assessment Getting Help 33 Welcome and Introductions • Instructor • Business Subject Matter Expert (SME) • Participants 44 Course Guidelines • Please silence pagers. Cell phones need to be turned off completely • Minimize side conversations • Help manage activities by starting and stopping on time • Actively listen to and engage in the presentations • Please do not work on your computer during Instructor presentations • Be respectful of other participants and only check e-mail or cell phones during breaks • Restroom and exit locations • Breaks • Question/Issue Parking Lot 5 Why Business Transformation? The PeopleSoft project is viewed as a business transformation and will revolutionize the way we manage our business: • It will affect everyone in the organization in some way • It will provide comprehensive benefits for the people, process and technology platform for Baptist Health • It will enable the use of information as a strategic asset and put quality information in the hands of decision makers • It will support effective evidence based decision making and speed the path to quality decisions 6 Expected Savings $45 MILLION The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 7 Case for Change: Finance Current Situation • Manual processes for approval and management of Accounts Payable leads to payment delays and potential loss of discounts Impact of Transformation • Approval of transactions within the system rather than via paper or ImageNow – a more streamlined process that will improve payment cycle time • Automated discount calculations and pay dates ensure timely and accurate payments that comply with supplier's contract terms and enable more efficient cash management • Leaders will spend less time approving transactions and addressing vendor issues, more time managing the business or treating patients The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 8 Case for Change: Finance Current Situation • Finance team spends a significant amount of time on processing transactions and reconciling data from multiple sources Impact of Transformation • Powerful, integrated business analytic and reporting tools enable Finance team to provide leaders with timely, meaningful information to help them make better, quicker decisions • Significant reduction in manual processes allows for reduced cycle closing time and more timely release of financial data— with more data available on a real-time basis The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 9 Case for Change: Finance Current Situation • Time consuming, complicated and cumbersome budgeting system • Use of manual spreadsheets to track projects, resulting in inefficient, delayed reporting and many wasted man-hours Impact of Transformation • Leaders will have access to an easy-to-use, web-based system to prepare operating budgets and review monthly responsibility reports and analyses. • System will support leaders tasked with managing productivity and costs--they will have a clearer picture of where they stand and where it appears they might be heading. The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 10 Case for Change: Finance Current Situation • Time consuming, complicated and cumbersome budgeting system • Use of manual spreadsheets to track projects, resulting in inefficient, delayed reporting and many wasted man-hours Impact of Transformation • Leaders and project managers have a dynamic integrated tool to monitor progress. In addition, reporting tools will allow for analysis across projects to drive successful operations. System capabilities allow for future expansion of these tools to track company initiatives beyond construction and IT projects The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 11 Course Objectives After completing this course, you should be able to: • View Accounts Payable Inquiries 1212 Course Components • • • • • Concept slides Demonstrations Exercises Job Aids Knowledge Check Questions • Estimated Course Duration: 45 Minutes 1313 Course Lessons • Lesson 1 – Introduction • Lesson 2 – Running Accounts Payable Inquiries 1414 Oracle UPK Navigation Introduction • Explain how to access the training • Explain how to search for and view content • Explain how to complete a course 1515 PeopleSoft Basics & Navigation Review Logging On The 3 prerequisites to log on to PeopleSoft: 1. Access the PeopleSoft URL / link** 2. Enter the correct User ID 3. Enter the correct Password ** the URL/Link determines the PeopleSoft Database you want to access Example: HCMDEV 16 PeopleSoft Basics & Navigation Review • To Log Off - Click the Sign out button in the Universal Navigation Header Universal Navigation Header Note: At BHSF, an inactivity warning is issued after 18 minutes but a PeopleSoft session stays active for 20 minutes. Once timed out, you are required to log in again. 17 PeopleSoft Toolbars & Breadcrumbs You have a number of alternatives for navigating in PeopleSoft applications, including: • Drop-down navigation • Navigation pages • Bread crumbs 18 Drop-down Navigation Example In this example the navigation is: Main Menu > General Ledger > Journals > Journal Entry > Create/ Update Journal Entries 1919 Navigation Page example Note: Click the Folder to see the navigation page. 2020 Bread crumbs example Note: Highlighted area shows the bread crumbs navigation. 2121 PeopleSoft Page Controls / Icons Note: An asterisk (*) in front of a Field means it is required. 2222 Lesson 1 – Introduction 23 Lesson Objectives After completing this lesson, you will be able to: • Introduce the course purpose and objectives • Describe the overall benefits of using PeopleSoft 9.1 • Identify key data changes from legacy systems • Identify new terms and concepts • Introduce the new Chart of Accounts (COA) • Present Crosswalk job aid 2424 Introduction to the New Chart of Accounts Lawson PeopleSoft Accounting Unit (Entity) Account/ Subaccount 1001000 (11310-0000) Business Unit Operating Unit Dept. Account Fund PC BU Project/ Grant ID Activity (5) (5) (5) (6) (5) (5) (12) (10) 10000 162000 P1000 PRJ166101002 10000 This PeopleSoft chartfield example represents: 10000 BU = Corporate 10000 Dept. = Balance Sheet 162000 Account = Assets under Construction-SYS P1000 PC BU = Construction Management PRJ166101002 Project ID = BHSF ASB Restroom Plumbing 25 Lesson 2 – Running Accounts Payable Inquiries 2626 Lesson 2 AP Inquiries: Objectives After completing this lesson, you will be able to: 1. Searching for Vendors 2. Reviewing Vouching Information 3. Reviewing Posted Accounting Entries 4. Reviewing Journal Detail for a General Ledger Journal 5. Locating Documents from a Voucher ID 6. Performing Payment Inquiries 7. Reviewing Vendor Aging 8. Reviewing Scheduled Payments on Hold 9. Reviewing Scheduled Payment Information 10. Reviewing Current Vendor Balances 2727 Transaction 2.1 Searching for Vendors Purpose: Vendor profiles are created to store all the information needed for a vendor. When to use: To manage the vendor’s and BHSF’s needs. Prerequisite activity: Vendor must exist. 2828 Transaction 2.1 Searching for Vendors - Screenshot 2929 Transaction 2.1 Vendor Setup Insert main/initial transaction screenshot Identify/highlight key fields If needed, inset another slide to show final screenshot Identify/highlight key fields or information, such as a system generated transaction number or message 3030 Transaction 2.1 Searching for Vendors - Demonstration Watch as the instructor demonstrates how to execute the Searching for Vendors transaction. 3131 Transaction 2.1 Searching for Vendors - Exercise Your turn to try. Using the provided data sheet, work instruction and/or job aid to execute the transaction on your own. 3232 Transaction 2.2 Reviewing Vouching Information Purpose: PeopleSoft Payables provides numerous inquiry pages and reports that enable you to access your voucher, payment, and supplier information how and when you need it. This exercise covers the Voucher Inquiry page When to use: The inquiry pages in particular can be very useful when your customers call and want you to track down information for them. Prerequisite activity: Vouchers need to exist 3333 Transaction 2.2 Reviewing Voucher Information Purpose: PeopleSoft Payables provides numerous inquiry pages and reports that enable you to access your voucher, payment, and supplier information how and when you need it. This exercise covers the Voucher Inquiry page When to use: The inquiry pages in particular can be very useful when your customers call and want you to track down information for them. Prerequisite activity: Vouchers need to exist 3434 Transaction 2.2 Reviewing Voucher Information 3535 Transaction 2.2 Reviewing Voucher Information 3636 Transaction 2.2 Reviewing Voucher Information 3737 Transaction 2.2 Reviewing Voucher Information Demonstration Watch as the instructor demonstrates how to execute the Reviewing Voucher information transaction. 3838 Transaction 2.2 Reviewing Vouching Information Exercise Your turn to try. Using the provided data sheet, work instruction and/or job aid to execute the transaction on your own. 3939 Transaction 2.3 Reviewing Posted Accounting Entries Purpose: xxxx When to use: yyyy Prerequisite activity: zzzz Next steps: aaaa (what to do after completing the transaction) 4040 Transaction 2.3 Reviewing Posted Accounting Entries - screenshot Insert main/initial transaction screenshot Identify/highlight key fields If needed, inset another slide to show final screenshot Identify/highlight key fields or information, such as a system generated transaction number or message 4141 Transaction 2.4 Reviewing Journal Detail for a General Ledger Journal Purpose: xxxx When to use: yyyy Prerequisite activity: zzzz Next steps: aaaa (what to do after completing the transaction) 4242 Transaction 2.4 Reviewing Journal Detail for a General Ledger Journal - screenshot Insert main/initial transaction screenshot Identify/highlight key fields If needed, inset another slide to show final screenshot Identify/highlight key fields or information, such as a system generated transaction number or message 4343 Transaction 2.5 Locating Documents from a Voucher ID Purpose: With both PeopleSoft Payables and Purchasing installed, you can inquire and crossreference related documents across the procure-to-pay business cycle, to tie all documents together for the same transaction flow. You have quick access to requisitions, purchase orders, receivers, and vouchers/payments associated with the requested voucher or payment ID. You can also see such things as post status, budget check status, match status, procurement group details and gross amount. 4444 Transaction 2.5 Locating Documents from a Voucher ID screenshot 4545 Transaction 2.6 Performing Payment Inquiries Purpose: Use the Payment Inquiry page in PeopleSoft to search on payments using specific search criteria to create a list of detailed payment information. 4646 Transaction 2.6 Performing Payment Inquiries - screenshot Insert main/initial transaction screenshot Identify/highlight key fields If needed, inset another slide to show final screenshot Identify/highlight key fields or information, such as a system generated transaction number or message 4747 Transaction 2.6 Performing Payment Inquiries screenshot 4848 Transaction 2.6 Performing Payment Inquiries screenshot 4949 Transaction 2.6 Performing Payment Inquiries screenshot 5050 Transaction 2.7 Reviewing Vendor Aging Purpose: Review the aging of different payments for a supplier or group of suppliers. The inquiry results are broken down into these status categories: Approved Voucher, Unapproved Voucher, Negative Voucher, Hold Payment, Prepaid Voucher, and Draft Issued. 5151 Transaction 2.7 Review Vendor Aging screenshot 5252 Transaction 2.8 Reviewing Scheduled Payments on Hold Purpose: Select the Scheduled Payment on Hold page to display a list of all vouchers on payment hold. Payment hold removes the payment from continued processing by the pay cycle. The Approval Status field displays the current approval status of the voucher. Prerequisite activity: Placing a payment on hold indicates this payment will not be selected by a pay cycle again until you release the hold. Next steps: Select the Remove from Hold button to remove selected transactions from hold. 5353 Transaction 2.8 Reviewing Scheduled Payments on Hold screenshot 5454 Transaction 2.9 Reviewing Scheduled Payment Information • Purpose: To search for a voucher's scheduled payments by various criteria and modify scheduled payment information. 5555 Transaction 2.9 Reviewing Scheduled Payment Information - screenshot 5656 Transaction 2.9 Reviewing Scheduled Payment Information - screenshot 5757 Transaction 2.10 Reviewing Current Vendor Balances Purpose: To review the current payables balance for a supplier or group of suppliers. 5858 Transaction 2.10 Reviewing Current Vendor Balances screenshot 5959 Transaction 2.10 Reviewing Current Vendor Balances screenshot 6060 Lesson 2 Running Accounts Payable Inquiries Summary Having completed this lesson, you should now be able to 1. Searching for Vendors 2. Reviewing Vouching Information 3. Reviewing Posted Accounting Entries 4. Reviewing Journal Detail for a General Ledger Journal 5. Locating Documents from a Voucher ID 6. Performing Payment Inquiries 7. Reviewing Vendor Aging 8. Reviewing Scheduled Payments on Hold 9. Reviewing Scheduled Payment Information 10. Reviewing Current Vendor Balances 6161 Course Summary 62 Learning Objectives Having completed this course, you are now able to: • Run AP Inquiries 6363 Key Points to Remember • • • • • Aaa Bbb Ccc Ddd Eee 6464 Course Quiz Insert questions regarding business processes and system transactions for all lessons. Questions can be T/F, Multiple Choice or Matching questions (for process flow questions). 6565 Getting Help • • • • • Online Training UPK simulations Job Aids Super Users Help Desk 66 Thank you for attending the Financial Training for AP Inquiry Course 67