BOSTON COLLEGE Accounts Payable Presentation

Transcription

1 PeopleSoft Voucher Workshop 1

2 1. Description of Department Roles AGENDA 2. Department Role Comparison 3. P1 Listing 4. Overview of PeopleSoft Chart of Accounts 5. Process Map 6. Reviewing frequently asked questions Paying an individual for outside services Creating a voucher How do I check on the status of a voucher? How do I find a voucher? Where can I find the check number? Where can I see if a check has been cashed? 7. Queries 2

3 Overview of Department Roles Roles Who Priviledges Primary Users (P1) Division Financial All Purchasing, vouchers, expenses Managers All department approvals for appropriate of deptids span across all funds Department Administrators (P2a) Department Same procurement and approval access as Primary Users Administrators 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) but Department 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 fund Investigator (PI) capital, restricted, agency, grants) (C/R/A/G) Department Salary Manager Project Team Member P1s, Deans, Directors, designated Principal Investigators, Grant Administrators Salary data access and appropriate "umbrella" of deptids across all funds. Additional queries: (TDI with Salary and HR queries) Includes the same purchasing approval and inquiry priviledges of P1 through P3 role but limited by project 3

4 Department Role Comparison Role Primary Users - P1 Dept. Admin - P2a Dept Originators - P2b Who Division Financial Managers Department Administrators Department Originators Procurement (Reqs, PO's, Commitment BC and Vouchers Expenses Budget Transfers Control/Budget Reports/TDI Query/ACR Originate Approve Inquiry Chartfield List Yes. All but funds from Yes Yes Yes FAS ledger 5, 7 and Division - all funds Yes Yes salaries Yes Yes Yes Yes. All but funds from FAS ledger 5, 7 and salaries Department umbrella - all funds Yes No Yes No No No No Yes Yes Restricted Fund Dept Admin - P2c Department Originators Yes Yes Yes Yes. Varies by fund. Department Restricted Fund Department Restricted Fund Department Restricted Fund Dept. Mgrs. - P3a VPs, Deans, Directors, Chairpersons No No Yes No Division or Department, all funds Yes 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. Project Team Member P1s, Deans, Directors, designated Principal Investigators, Grant Administrators No No No salary Summary salary Controlled by Project: P1 and P2-Yes; P3-No Controlled by Project: P1 and P2-Yes; P3-No Yes (TDI all salaries) Yes No Department - Project No Yes (ACR wth salary, 2 salary drill) Yes from Project tables 4

5 P1 List by Area 5

6 Overview of Chart of Accounts Structure Dept ID (6) Fund (3) Fund Source (5) Program (5) Function (3) Property (5) Account (5) Project/ Grant (7) 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 6

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8 Questions You May Want To Ask How do I pay an outside individual for services? How do I pay a vendor? 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? How can I see if a check has been cashed? 8

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12 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 Name 1 field. 12

13 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. 13

14 Action: Enter in the Invoice Number, Invoice Date and Gross Invoice Amount. Click the button, which will takes you to the Voucher screen 14

15 Action: Reference AP Step by Step for Creating Voucher 15

16 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 16

17 Action: Enter Description and Chartfield strings. To enter Project information, click the Projects link. 17

18 Action: Select or Enter PC Business Unit, Project ID, and Activity ID and click the at #10 of the AP Voucher Step-By-Step Guide. button. Continue 18

19 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. 19

20 Action: Select the voucher from the list by clicking on the voucher hyperlink. 20

21 Action: Click on tab. 21

22 Action: On Voucher Attributes tab Approval Status listed (see next page for status explanations). 22

23 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. PND The appropriate fund code approvers are allowed to approve for funds 120/500. OSP PND Endowment The appropriate fund code approvers are allowed to approve for funds 200/220/600. PND Capital PND9XX Agency PndAcctApp PndAPRvw The appropriate fund code approvers are allowed to approve for funds 810/820. The appropriate fund code approvers are allowed to approve for funds 9XX. These accounts must be approved by members of the GLAdmin role for Special Accounts 1xxxx or 2xxxx. 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. 23

24 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 > Enter partial name in Name 1 or Invoice Number in the Invoice field. 24

25 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. Payment Method determines if the voucher was paid by EFT or check. Find the check/ EFT number in the Reference field and the date the payment in the Payment Date field. 25

26 Question: How do I determine if a check was cashed by a vendor? Navigation: Accounts Payable>Review>Payments>Payment Inquiry Action: Enter either the vendor ID or Vendor name. Click and select check. Answer: Recon = check has been cashed by the bank on the Reconcile Date. 26

27 Queries - Vouchers BC_AP_VCHR_NOT_SUBMITTED BC_AP_VCHR_AP_APPR BC_AP_VOUCHER_OPRID BC_AP_INVOICES_PAID_VENDOR Queries - Expenses BC_EX_EXPENSES_BY_DEPT BC_EX_NOT_SUBMITTED BC_EX_DEPT_APPR Queries - Requisitions BC_PO_BY_DEPT BC_PO_RECEIV_RVW_PMT_BY_DEPT 27

28 Navigation: Reporting Tools > Query > Query Viewer > BC_AP_VCHR_NOT_SUBMITTED 28

29 Navigation: Reporting Tools > Query > Query Viewer > BC_AP_VCHR_AP_APPR 29

30 Navigation: Reporting Tools > Query > Query Viewer > BC_AP_VOUCHER_OPRID 30

31 Navigation: Reporting Tools > Query > Query Viewer > BC_AP_INVOICES_PAID_VENDOR 31

32 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 32