hcm configuration guide - institution-specific tasks hcm … · 2016-07-18 · qefirnbon tax...

HCM Configuration Guide -Institution-Specific TasksHCM-007-CFG

GeorgiaFirst (PeopleSoft Financials)

Institution: 98000 - University System Office

Set Up Task: Set up AP Business Unit 980P

Navigation: Setup Financials/Supply Chain>Business Unit Related>Payables>Payables Definition

Institution SpecificSet Up Classification

Sequence: 001.001

Task Description: This 980P Business Unit must be in place to be able to send and receive payments from vendors and institutions.

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Qefirnbon Tax Options Youcher Build Matching .Eayments �umbenng .S.ummary Invoice

Business Unit 98000 oard of Regents

Sales and Use Taxes

0 Hide Sales Use Tax

'"Sales and Use Tax Edit Message Warning Message

'"Difference Option NIA El

Q. Ultimate Use Code

Value Added Tax

0 Hide Value Added Tax

"Value Added Tax Edit Message Warning Message

'ud Save [f.t Return to Search [:;,:J Notify

VAT Default

Qefinition Jax Options Voucher Build ,Matching .E:ayments Numbering §ummary Invoice

Business Unit 98000 oard of Regents

Recurring Voucher Release Date

'"Contract Release Date Option No Date Contract Release Date

Qefin�ion

Evaluated Receipt Settlement

Adjustments

•ERS Option No ERS

'"SBI Numbering Option Default from Higher Level

•ERS Invoice Date Default from Higher level

•ERS Tax Type No Taxes

Cl RlV Debit Memo

•RlV Adjustment Option No adjustment

[�save II@' ReturntoSearch l[i21 Notify j

Jax Options youcher Build Matching _Eayments

Business Unit 98000

Matching Criteria

oard of Regents

!:!_umbering �ummary Invoice

Document Association STANDARD 0. Standard Association Rules

Match Delay Days O

Cl Matching for Voucher Approval

l:ll Copy Gross Amount to Voucher

pdate/D play

p(late pla

Select "Do not mix with other Units". This will separate payments between 980 and 980P business units.

QefiM,on Jax Options youcher Build M_atch,ng

Business Unit 98000

Payment Calendar

tE) Specify Calendar at Bank level

@ Specify Calendar

Schedule Pay Date Validation

oard of Regents

98000

Payments

0 Use Business Day

•Go Next or Prior Business Day Prior

!:!_umbering �ummary Invoice

Payment Options

[] Do Not Mix with other Units

•payment Terms Basis Date Type Inv Date

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Qefinrtion Jax Options 11 l{oucher Build Matching I _l:ayments

Business Unit 98000 Board of Regents

Voucher Numbering

0 Voucher Numbering

0 Control Group Numbering

Last Voucher Number

Last Voucher Number

Group ID last assigned

1-rll Save , [ [Q," Return to Search ] [ l:;,:l Notify

Business Unit 98000 Board of Regents

Summary Invoice Controls

Tolerance Percent Over�

Tolerance Amount over L

05309304

0000530000

Numbering 11 �ummary Invoice

+ Add � LJ:>d,te Dr,play

Tolerance Percent Under�

Tolerance Amount Under L

Tolerance Currency Code LJQ. Rate Type �Q.

Tolerance Misc Charge Code L �Q.

[ml Save ][ [Qt' Return to Search ]f 121 Notify [L'.1+ Add � Update/Dis lay


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Set Up Task: Create Primary Permission List for 980P

Navigation: PeopleTools>Security>Permissions and Roles>Permission List


Sequence: 001.002

Task Description: This will create the general Primary Permission criteria for AP Business Unit 980P.

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Set Up Task: Setup the Business Unit Security by Permission List

Navigation: SetUp Financials/Supply Chain > Security > Unit by Permission List


Sequence: 001.003

Task Description: This creates a permission list of the accessible business units that a user is able to access


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Set Up Task: Configure TableSet Control for 980P for Suppliers to point to SHARE

Navigation: PeopleTools > Utilities > Administration > Table Set Control


Sequence: 001.004

Task Description: This will configure 980P Business Unit to point to SHARE suppliers


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Set Up Task: Set up AP Bank Information

Navigation: Banking > Banks and Branches > Bank Information


Sequence: 001.005

Task Description: This will add Bank Information for 980P so that it may be chosen later for ACH payment method.


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Set Up Task: Add a new Branch to 980P Bank

Navigation: Banking > Banks and Branches > Bank Branch Information > Add a New Value


Sequence: 001.006

Task Description: This will set up a new Bank Branch to 980P.


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Set Up Task: Create External Account for SetID 9800P

Navigation: Banking > Bank Accounts > External Accounts


Sequence: 001.007

Task Description: This will set up the Bank account and GL account information for 980P Business Unit.


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Set Up Task: Set Up Payables Options for SetID 9800P

Navigation: SetUp Financials/Supply Chain > Business Unit Related > Payables > Payables Options


Sequence: 001.008

Task Description: This will set up vouchering options and link the bank(Wells Fargo) to the Business Unit 980P.

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PayaJ2les Options Youchering Options 1

SetlD 98000 Board of Regents

Voucher Error Options

Effective Date 07/01/2009

Duplicate Invoice Checking

Vouchering Options 2 Eayment Options I Jax Options

Find I View All First 1of1 • Last

Status Active

Char!Field Editing Voucher Balancing

0 Invoice Number 0 Jnvoice Date

0 Supplier ID 0 Business Unit

(C) Reject w/ edit error @Recycle

(C) Reject Unbalanced Vouchers @ Recycle Unbalanced Vouchers

1E:J Gross Amount (C) Warning (El No Edits

@Reject (C) Recycle 0 Edit Combinations (C) Warning

PayaQles Options I! Youchering Options 1 I Youchering Optic�] Payment Options If Jax Options I


Payment Options Find I View All First • 1 of 1 • Last

Effective Date 07/01/2009 Status Actrve Holiday Options Terms

"Payment Terms N�O Q. Net 30 "Method System Check

Discount Delay Days Net 0 Discount

Prepay/Third/Claim Pay Terms

"Prepay/Third/Claim Pay Terms NOW 0. Due Now 0 Automatically Apply Prepayment

Draft Sight Draft Sight 0 Draft Issue Approval Required

Payment Bank Options

"Bank Code NMBOP 0. Wachovia Bank

"Bank Account OPER 0. New Wachovia Account Number

"Handling MA 0. Mail W/Attachment

Payal!les Optio�I Youchering Options 1 ti Youchering Options 2 ti Eayment Options I Tax Options


Tax Options

Effective Date 07/01/2009

Sales Tax Tolerance

Find I View All First

Status Active

1 of1 • Last

Percent 0.00 Currency Code USO Q.

Amount Rate Type CRRNT Q.

VAT

Physical Nature Goods

Where Service Performed Ship To Location

VAT Default VAT Service Treatment Setup

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Set Up Task: Create 2 new Pay Cycle’s

Navigation: Accounts Payable > Payments > Pay Cycle Processing > Payment Selection Criteria


Sequence: 001.009

Task Description: This will create two new Pay Cycles. One for ACH and one for CHK.

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Poy Cyde 9el'C>IK

"'" from O.te ()�tlttoO

Ou .. -· Poyc;,..,p ClProceu Ul ACN ,.. ....... CJ-1lCA<Mco �A.U'Con-..t� •ncr�t o.tc• E)e,,,a,, ,...,.....n1 .. _

Pt,nt lMo,I ACH.ln M¥1tt

.,.,.. .. ""' Gomo,lr-c'1 °'"*

P .. �o. .. -,s

� lnduclo Lost-I Procuo llonk CIYrwo• C.Cllitt• v.,.,.. 0.t• UM �r· PrC'f, LMt<g. $Uppfeaa Zero Amount t:n,e,ck

lleport O..lpul ·

,...,.,,ed langyege �

l'nnterO..Q>uHOONII FOf

... _°"_""_

Preferences for 98PACH:

P�C�le �CH

P.ty from O.te 01"'111900

Duse Supplier Pay Group Procen cn1ACH Pr..itoto

[!prw,t LC A<1¥1ce CAutomaUC lnetement De.tea ./ Erna.ii Payn'l,en1 Advi«t

� P""I Effllil ACHIUT Aclvlee

9cnefll o.nd �mGhnc,r,t ACK

P�v Through O.te OM>812'015

:-l.. Include Lost 0. scou nt CProc,n 8ank Ct1Moc,1 r'.!c11«11ate- V.tue Olte [) u .. Reclpienr, Prer. tang.

Suppress Zero Amount Cheek

Aoport Ovtput BIPu'*"tf Prererred Langu-oe (ngb.h

Printer Out.put (onn,it PDF

'App,oval tner Awoval

•Netting Opoon NOt A,ppleoble

•step<;,-oup

Cbeek Payment 11es.s.aoe

Me11,19e tHtt19 tor beNftt 11\d garn�s P1)'__9'dlt

Crec1,tOl)lloa1

Credi�• Process WbiN Ms,. CAs

.-Dirt• Limll tio O.tt I.IN

llc>t,liea-

PoJ!MM lrTO< UMr ID Q.

Poyffitftl- UHrlD Q.

Bank �-·Roii.

SedD Q. Rule IUtne

u.ncnum Amount l11111ts

,.,,_ ooao Curr•ncy COdt

Perhyment 0000 Rat• Type

P•ym,ent Date 09ll0&'20t5

Credit Opbons

Credd Vouttiers Procus When OR:s >• CRs

'Date Llmrt No o,te L,..

Hot1fic.abon

Payment Eno, User ID

M"'wnum Amount Um.ts

Pe,. Paycyc�

Per Payment

O 000 Cu rTC ney Code:

0000 Rate Type

Q.

Q.

0.

• Add Payment Advice User ID on Preferences tab if using ACH e-mail notifications.

Qates Preterences Source/ BU

Pay Cycle 98PCHK

Pay from Date 01/01/1900

Source

Process •Source Transacbon

VCHR

Business Unit

Proc.st •Butlnest Und

§ank I Ltetl>Od fay Groop I Nelllng Drafl.Qpe,:,ns

Beneft and Garnsllment CheCI.

Pay Through Date 09/08/2015 Payment Date otl08/201 S

Personalze I Find I View Al I ii!l I Fnt • 1 o' 1 • Last

Descnption

Q. Accounts Payable Vouchers .±J .::..

Pl!rsonakze Find I V11,w Al I lI!J I Frst 1 oft • Last

O.tu1pbon

_980_0_P _______ �Q. Board of Regents


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Qates Prejerences l�rce / BU f Bank I Method fay Group I Kettng ]I Draft QJ,t»ns l_

Poy Cv<i. 98PCHK

Ply from Date 0110111900

eeneft end Glmi$hmtnt CMCk

Pay Through Date 09l0Sl201S Paymen1 Date 09/08l'201S

Bank Account

0Proeess

F'M I Vew Al F'nt • I of 1 • Last

'SedO 9800P Q,

"Bink 81-IGIUl Q. Weh Fargo. Benefts_GamlSh

"Account OPE.R Q. WelS fargo. Sen and Gamts.h

Curreney US Oolar

PayMelhod """°nalze I fnd I V,ew Al I L'1 I D

Proc.ss

System Cflecic:

• Select the new bank account on the Bank/Method tab.

Bank/Method for 98PACH:

Qetes Preferences �roe I eu Bank I Method fay Group/ Nettng OraftQpl.ons

.±J .=J

Fnl • 1 of 1 • Last

Pay Cycle 98PACH

Pay from O.te 01,0111900

Bene� end Garnishment ACH

Pay Through 01te 091081201S Payment Date 09J081201S

Bank Account

�Process

·Bank BNGRH Q.. WelS fargo. 8e nefits_Gamish

"AccountQPER Q. Welsfar90.Ben lndGamish

Currency US Dollar

fl'ld I Vew Al F"rst • 1of1 • La<M

..tJ .:J

Pay Method PetSO<\IIZe I fnd I V,ew Al I � I fni • 1of1 • La.s.t

•P..,,....nt Mflhod

Automated C5earng House


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Set Up Task: Configure Pay Cycle by Permission List

Navigation: SetUp Financials/Supply Chain > Security > Pay Cycle by Permission List


Sequence: 001.010

Task Description: This will create the permission list for access to run these newly created paycycles.

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Set Up Task: AP Check Image Signature file

Navigation: BOR Menus > BOR Accounts Payable > BOR AP Use and Processing > AP Check Image Upload


Sequence: 001.011

Task Description: This BOR page retrieves GL Business Unit and will not allow adding for 9800P which should not be an issue as long as 98000 and 9800P have the same signature requirements. • (A DBI can be completed in FPROD prior to go live so that 9800P can use the samesignature as 98000).

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Set Up Task: Set up EFTPAYMENT location for 9800P

Navigation: Main Menu>Suppliers>Supplier Information>Add/Update>Supplier


Sequence: 001.012

Task Description: This will set up the location and payment method for EFT/ACH and link the bank to the supplier.

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Set Up Task: Validate BOR EFT Formatting information

Navigation: BOR Menus > BOR Utilities > BOR EFT Formatting


Sequence: 001.013

Task Description: This is the EFT file format for submission to Wells Fargo. This is how the EFT file format should look.

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Set Up Task: Confirm correct Positive Payment file format setup

Navigation: BOR Menus > BOR Utilities > Installation Options > Transmittal Codes


Sequence: 001.014

Task Description: This is the Positive Payment file format transmittal codes.

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Set Up Task: ACH Payment Notifications, add “From” Email ID to User

Preferences of person that will be running the Pay Cycle

Navigation: Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences


Sequence: 001.015

Task Description: This will add an email ID in the "from" as a default to suppliers when they receive their email notification that payment has been made to their bank account.

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End of Report

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hcm configuration guide - institution-specific tasks hcm … · 2016-07-18 · qefirnbon tax...

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