Accounts Payable Presentation BOSTON COLLEGE 1 PeopleSoft Voucher Workshop

Accounts Payable Presentation

BOSTON COLLEGE

1

PeopleSoft Voucher Workshop


BOSTON COLLEGE

2

AGENDA

1. Description of Department Roles

2. Department Role Comparison

3. P1 Listing

4. Overview of PeopleSoft Chart of Accounts

5. Process Map

6. Reviewing frequently asked questions• Creating a Voucher or Paying an Invoice• How do I check on the status of a voucher• How do I find a voucher• What is the check number

7. Queries

8. Reports

9. Inquiries


BOSTON COLLEGE

3

Overview of Department RolesOverview of Department Roles

Roles Who Priviledges

Primary Users (P1) Division Financial All Purchasing, vouchers, expensesManagers All department approvals for appropriate of deptids span across all funds

Department Administrators (P2a) Department Same procurement and approval access as Primary UsersAdministrators Generally small spans of deptids, depends on home department

Department Originators (P2b) Department Originators All procuremt as orginators (data entry only) for their deptid across all funds

Restricted Fund Department Same purchasing and approval access as Department Administrator (P2a) butDepartment Administrators (P2c) Administrators limited by fund (capital, restricted, agency, grants)(C/R/A/G)

Department Managers (P3a)VPs, Deans, Directors,

Chairpersons Inquiries, reports, personal expenses for appropriate deptids across all funds.

Grant Principal Faculty Same inquiries, reports, personal expenses as P3a but limited by fundInvestigator (PI) capital, restricted, agency, grants)(C/R/A/G)

Department Salary ManagerP1s, Deans, Directors,

designated Salary data access and appropriate "umbrella" of deptids across all funds.Additional queries: (TDI with Salary and HR queries)

Project Team MemberPrincipal Investigators, Grant

Administrators Includes the same purchasing approval and inquiry priviledges of P1 through P3 role but limited by project


BOSTON COLLEGE

4

Department Role ComparisonDepartment Role ComparisonCommitment BC

Expenses Budget Transfers Control/Budget Reports/TDI Query/ACROriginate Approve Inquiry Chartfield List

Primary Users - P1Division Financial

ManagersYes Yes Yes

Yes. All but funds from FAS ledger 5, 7 and

salariesDivision - all funds Yes Yes

Dept. Admin - P2aDepartment

AdministratorsYes Yes Yes

Yes. All but funds from FAS ledger 5, 7 and

salaries

Department umbrella - all funds

Yes Yes

Dept Originators - P2b

Department Originators

Yes No Yes No No No No

Restricted Fund Dept Admin - P2c

Department Originators

Yes Yes Yes Yes. Varies by fund.Department

Restricted FundDepartment

Restricted FundDepartment

Restricted Fund

Dept. Mgrs. - P3aVPs, Deans,

Directors, Chairpersons

No No Yes NoDivision or

Department, all fundsYes Yes

Grant Principal Investigator - PI

Faculty No No Yes No No Yes Yes

Other roles that can be added to roles above, if applicable:

Depart. Salary Admin.P1s, Deans,

Directors, designatedNo No No salary Summary salary

Yes (TDI all salaries)

Yes (ACR wth salary, 2 salary

drill)

Project Team Member

Principal Investigators, Grant

Administrators

Controlled by Project: P1 and P2-Yes; P3-No

Controlled by Project: P1 and P2-Yes; P3-No

Yes No Department - Project NoYes from Project

tables

Role WhoProcurement (Reqs, PO's,

and Vouchers


BOSTON COLLEGE

5

P1 List by AreaP1 List by Area


BOSTON COLLEGE

6

Overview of Chart of Accounts StructureOverview of Chart of Accounts Structure

ChartField

Dept ID

Fund

Fund Source

Program

Function

Property

Account

Project/Grant

Definitions

Department or responsibility center

Global classification of funding source

Identifies specific sources from operations, sponsors, donors

Formal (named) and informal Programs

Functional Purpose and Activity

Building

Asset, Liability, Net Asset, Revenue, Expense classification

Sponsored programs and capital projects

Dept ID(6)

Fund(3)

Fund Source

(5)

Program(5)

Function(3)

Property(5)

Account(5)

Project/Grant

(7)


BOSTON COLLEGE

7


BOSTON COLLEGE

8

• How do I pay an invoice?

• How do I create a voucher for a Grant?

• How do I check on the status of my voucher once I submit it?

• Who do I call to approve my voucher?

• I forgot to write down the voucher number. How do I find my voucher?

• How do I know a check was sent to the vendor?

Questions You May Want To Ask


BOSTON COLLEGE

9

Question: How do I pay an invoice?

Answer: To pay an invoice, you need to create a Voucher.

Navigation: Accounts Payable > Vouchers > Entry > Regular Entry

Note: “Add a New Value” tab defaults along with Business Unit, Voucher ID, and Voucher Style

Action: Click to the right of the Short Vendor Name field.


BOSTON COLLEGE

10

Action: Enter a partial description of the vendor name in the Name 1 field.

Action: Click the button. The screen below will appear.

Action: Select the vendor from the list by clicking on the vendor name hyperlink.


BOSTON COLLEGE

11

Action: Enter in the Invoice Number, Invoice Date and Gross Invoice Amount.Click the button, which will takes you to the Voucher screen


BOSTON COLLEGE

12

Action: Reference AP Step by Step for Creating Voucher


BOSTON COLLEGE

13

Question: How do I create a voucher for a Grant?

Answer: To pay an invoice for a Grant, follow the same procedure for creating a voucher .

Navigation: Accounts Payable > Vouchers > Entry > Regular Entry


BOSTON COLLEGE

14

Action: Enter Description and Chartfield strings. To enter Project information, click the Projects link.


BOSTON COLLEGE

15

Action: Select or Enter PC Business Unit, Project ID, and Activity ID and click the button. Continue at #10 of the AP Voucher Step-By-Step Guide.


BOSTON COLLEGE

16

• How do I pay an invoice? (answered on pages 9 – 12 and Step by Step)

• How do I create a voucher for a Grant? (answered on pages 13 – 15 and Step by Step)

• How do I check on the status of my voucher once I submit it?

• Who do I call to approve my voucher?





BOSTON COLLEGE

17

Question: How do I check on the status of my voucher once I submit it?

Answer: To check on the status of the Voucher go to the Voucher Attributes Tab. Under Status you will find the Approval Status message.

Navigation: Accounts Payable > Vouchers > Entry > Regular Entry > Find an Existing Value tab

Action: Use the Name 1 field and click on for a list of vouchers for this vendor.


BOSTON COLLEGE

18

Action: Select the voucher from the list by clicking on the voucher hyperlink.


BOSTON COLLEGE

19

Action: Click on tab.


BOSTON COLLEGE

20

Action: On Voucher Attributes tab Approval Status listed (see next page for status explanations).


BOSTON COLLEGE

21

Status Explanation Pending Voucher has not been saved.

Voucher has previously been in workflow but changes occurred. Voucher has been in workflow but has been denied.

PdDeptOrig The person (originator) who saved the voucher initially (submitting it to workflow in the process) was not a member of the department for which the voucher is being charged or the originator is not a P1 or P2a.

PdptTotal The total amount for the voucher is over $5000. PND120500 OSP

The appropriate fund code approvers are allowed to approve for funds 120/500.

PND200600 Endowment

The appropriate fund code approvers are allowed to approve for funds 200/220/600.

PND810820 Capital

The appropriate fund code approvers are allowed to approve for funds 810/820.

PND9XX Agency

The appropriate fund code approvers are allowed to approve for funds 9XX.

PndAcctApp These accounts must be approved by members of the GLAdmin role for Special Accounts 1xxxx or 2xxxx.

PndAPRvw This status indicates the voucher is ready for review by the Accounts Payable team. Approval by this team will approve the voucher and end the workflow processes in the voucher lifecycle.


BOSTON COLLEGE

22

• How do I pay an invoice? (pages 9 – 12 and Step by Step)

• How do I create a voucher for a Grant? (pages 13 – 15 and Step by Step)

• How do I check on the status of my voucher once I submit it? (pages 17 – 21)

• Who do I call to approve my voucher? (answered on pages 21)





BOSTON COLLEGE

23

Question: I forgot to write down the voucher number. How do I find my voucher?

Answer: Accounts Payable > Vouchers > Entry > Regular Entry > Find an Existing Value > Name 1 or if you know the Invoice Number


BOSTON COLLEGE

24

Question: How do I know a check was sent to the vendor? Answer: Use the Accounts Payable>Entry>Regular Entry>Find an Existing Value

Action: To see payment information go to the Payments Tab. Find the check number in the Reference field and the date the check was sent out under Payment Date.


BOSTON COLLEGE

25

• How do I pay an invoice? (pages 9 – 12 and Step by Step)

• How do I create a voucher for a Grant? (pages 13 – 15 and Step by Step)

• How do I check on the status of my voucher once I submit it? (pages 17 – 21)

• Who do I call to approve my voucher? (page 21)

• I forgot to write down the voucher number. How do I find my voucher? (page 23)

• How do I know a check was sent to the vendor? (page 24)



BOSTON COLLEGE

26

Queries• BC_GL_ACR_STDNT_SLRY

• BC_GM_BUD_ACCTD_GRANTS

Reports• ACR• Re-runnable ACR

Inquiries• Transactional Detail Inquiry• Transactional Detail Inquiry Grants


BOSTON COLLEGE

27

Transaction DetailTransaction detail of a specific department chartstring

TDR or TRITransaction Detail Report

Online ACRAccounting comparison report

Online Account Balances by Chartstring

Budget/Account Comparison ReportAccount detail of a specific department chartstring

BC_GL_ACR


BOSTON COLLEGE

28

Navigation: Reporting Tools > Query > Query Viewer > BC_GL_ACR_STDNT_SLRYYou must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Property and Budget Period

You can use the % which is a wildcard that will bring back results for all Functions and Accounts


BOSTON COLLEGE

29

Navigation: Reporting Tools > Query > Query Viewer > BC_GM_BUD_ACCTD_GRANTS You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Function, Property, Account and Project/Grant. You can use the % which is a wildcard for all fields and just enter the Project ID.


BOSTON COLLEGE

30

BC Report ACR ReportNavigation: BC Report > Commitment Control > ACR Report Step 1: Enter Run Control


BOSTON COLLEGE

31

Navigation: BC Report > Commitment Control > ACR Report Step 2: Enter Budget Period, Accounting Period and Department

Business Unit: EAGLE (will default) Department: xxxxxx

Budget Period: Enter Budget Year i.e. 2006

Account Period – Enter Period i.e. 4

Fund Code Range – Select All or2xx and 6xx or 9xx

Salary Data will default based on your role

Step 3: Run Button


BOSTON COLLEGE

32

Navigation: BC Report > Commitment Control > ACR Report Step 4: Enter the following:

1. Verify Server Name: PSUNX

2. Select ACR Funds 1xx, 2xx, 3xx, 6cc, 9xx

3. Hit OK


BOSTON COLLEGE

33

Navigation: BC Report > Commitment Control > ACR Report Note: You will return to the ACR Run Control Page

Step 5: Click on Process Monitor. You will be brought to the Process Monitor Page


BOSTON COLLEGE

34

Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Monitor Page

Step 6: Once the report has finished processing, click on the Details Hyperlink

Run Success = Success, Distribution Status = Posted


BOSTON COLLEGE

35

Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Detail Page

Step 7: Click on the View Log/Trace Hyperlink


BOSTON COLLEGE

36

Navigation: BC Report > Commitment Control > ACR Report You will be on the View Log/Trace page

Step 8: Click on the bcglr004.xxxxx.PDF Hyperlink

Note: Once you open the PDF you can save by selecting File > Save As > …


BOSTON COLLEGE

37

Navigation: BC Report > Commitment Control > ACR Report This will open up the ACR Report


BOSTON COLLEGE

38

Transaction Detail Inquiry

Navigation: BC Report > Commitment Control > Transaction Dtl InquiryStep 1: Enter appropriate Values


BOSTON COLLEGE

39

Navigation: BC Report > Commitment Control > Transaction Dtl Inquiry


BOSTON COLLEGE

40

Transaction Detail Inquiry

Navigation: BC Report > Commitment Control > TDI - PGStep 1: Enter appropriate Values


BOSTON COLLEGE

41

Navigation: BC Report > Commitment Control > TDI - PG


BOSTON COLLEGE

42

Grant Reports

For instructions on how to run the below reports, please go to OSP’s website: http://www.bc.edu/research/osp/assistdoc.html.

• Grant Balance Available Summary Report - A timely formatted summary balance available report with subtotals and totals.

• Grant Online ACR - Provides budgeted and expended summary data with balance available.

• Grant Online TDR - Provides detail activity. It contains individual transactional detail for the budget transfers, requisitions, purchase orders, vouchers, expense reports, salary encumbrances, salary actuals, and journal entries for standard charges (PCard, Pitney Bowes, BOC) and allocations (Fringe Benefits, Plant Maintenance, F&A)


BOSTON COLLEGE

43

Helpful Hints

To save your query click Add to Favorites located in the far right in the search results

To do additional research without losing your results click on New Window located in the top right corner below worklist

To save your chartstring information to avoid entering each time, click Save Search Criteria

Documents

Accounts Payable Presentation BOSTON COLLEGE 1 PeopleSoft Voucher Workshop