PeopleSoft
Accounts Payable
Inquiry
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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
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Course Agenda
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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
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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
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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.
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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.
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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.
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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.
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Course Objectives
After completing this course, you should be able to:
• View Accounts Payable Inquiries
1212
Course Components
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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
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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.
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PeopleSoft Toolbars & Breadcrumbs
You have a number of alternatives for navigating in
PeopleSoft applications, including:
• Drop-down navigation
• Navigation pages
• Bread crumbs
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Drop-down Navigation Example
In this example the navigation is:
Main Menu > General Ledger > Journals >
Journal Entry > Create/ Update Journal Entries
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Navigation Page example
Note: Click the Folder to see the navigation page.
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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.
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Lesson 1 –
Introduction
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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
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Lesson 2 – Running
Accounts Payable
Inquiries
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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
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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
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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
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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
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Transaction 2.2 Reviewing Voucher Information
3535
Transaction 2.2 Reviewing Voucher Information
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Transaction 2.2 Reviewing Voucher Information
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Transaction 2.2 Reviewing Voucher Information Demonstration
Watch as the instructor demonstrates how to execute
the Reviewing Voucher information transaction.
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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)
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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
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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.
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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
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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
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Learning Objectives
Having completed this course, you are now able to:
• Run AP Inquiries
6363
Key Points to Remember
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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
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Online Training
UPK simulations
Job Aids
Super Users
Help Desk
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Thank you for attending the
Financial Training for AP
Inquiry Course
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