ps_payables 9.1

PeopleSoft Enterprise Payables 9.1 PeopleBook

November 2009

PeopleSoft Enterprise Payables 9.1 PeopleBook SKU fscm91pbr0 Copyright 1992, 2009, Oracle and/or its affiliates. All rights reserved.

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Contents

Preface PeopleSoft Enterprise Payables Preface .............................................................................................. xxxvii PeopleSoft Products ................................................................................................................................. xxxvii PeopleSoft Application Fundamentals ................................................................................................... xxxviii Pages With Deferred Processing ............................................................................................................ xxxviii PeopleBooks and the Online PeopleSoft Library ................................................................................... xxxviii Common Elements Used in This PeopleBook .......................................................................................... xxxix

Part 1 General Setup

Chapter 1 Getting Started with PeopleSoft Enterprise Payables ................................................................................ 3 PeopleSoft Payables Overview ........................................................................................................................ 3 PeopleSoft Payables Business Processes ........................................................................................................ 3 PeopleSoft Payables Integration Touchpoints ................................................................................................ 4 PeopleSoft Payables Implementation Tasks ................................................................................................. 10

Chapter 2 Navigating in PeopleSoft Payables ............................................................................................................. 15 Navigating in PeopleSoft Payables ............................................................................................................... 15 Pages Used to Navigate in PeopleSoft Payables ..................................................................................... 15

Chapter 3 Understanding PeopleSoft Payables Implementation .............................................................................. 17 Implementation Considerations .................................................................................................................... 17 Definition of the Business Units ................................................................................................................... 18 General Ledger Distribution Considerations .......................................................................................... 18

Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved.

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PeopleSoft Payables Control Hierarchy ........................................................................................................ Business Units ........................................................................................................................................ Voucher Origins ..................................................................................................................................... Control Groups ....................................................................................................................................... Vendors .................................................................................................................................................. Vouchers ................................................................................................................................................. Definition of the Accounting Environment .................................................................................................. ChartField Combination Editing ............................................................................................................ Voucher and Payment Processing .................................................................................................................. Voucher Processing ................................................................................................................................ Payment Processing ................................................................................................................................

19 20 20 21 21 22 22 22 23 23 25

Chapter 4 Setting Up PeopleSoft Payables Business Units ........................................................................................ 27 Understanding PeopleSoft Payables Business Units .................................................................................... PeopleSoft Payables Business Unit Overview ........................................................................................ Responsibilities ...................................................................................................................................... PeopleSoft General Ledger Business Unit Considerations .................................................................... TableSets ................................................................................................................................................ PeopleSoft Payables Control Hierarchy ................................................................................................. Questions to Ask .................................................................................................................................... PeopleSoft Payables Business Unit Setup Steps .................................................................................... Defining Procurement Controls for General Ledger Business Units ............................................................ Understanding Discount Accounting Controls ...................................................................................... Prerequisites ........................................................................................................................................... Pages Used to Define Procurement Controls for General Ledger Business Units ................................. Selecting General Controls ..................................................................................................................... Setting Up Nonmerchandise Charges .................................................................................................... Defining General Ledger Templates ...................................................................................................... Selecting ERS Options ........................................................................................................................... Selecting Withholding Options .............................................................................................................. Specifying Withholding ChartFields ...................................................................................................... Defining PeopleSoft Payables Business Units .............................................................................................. Page Used to Define PeopleSoft Payables Business Units .................................................................... Creating a New Business Unit ............................................................................................................... Linking PeopleSoft Payables Business Units with General Ledger Business Units .............................. Updating Open Periods .......................................................................................................................... Establishing Tax Options ....................................................................................................................... Setting Voucher Build Options .............................................................................................................. Establishing Matching Options .............................................................................................................. Defining Payment Options ..................................................................................................................... Setting Up Numbering ........................................................................................................................... 27 27 28 28 28 29 29 30 30 31 35 35 36 40 43 44 45 46 47 48 49 50 53 55 58 60 62 64

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Defining Summary Invoice Controls ..................................................................................................... Defining PeopleSoft Payables Business Unit Options by SetID .................................................................. Understanding PeopleSoft Payables Business Unit Setup by SetID ....................................................... Pages Used to Define PeopleSoft Payables Business Unit Options by SetID ....................................... Establishing Accounting Date Options .................................................................................................. Defining the Voucher Approval Rules, Default Currency, and Single Payment Master Vendor .......... Defining Voucher Error-Handling Options ............................................................................................ Selecting Payment Options .................................................................................................................... Selecting Tax Options ............................................................................................................................

66 67 68 68 69 69 71 73 79

Chapter 5 Organizing Vouchers with Origins and Control Groups ......................................................................... 83 Understanding Voucher Origins and Control Groups ................................................................................... 83 Voucher Origins ..................................................................................................................................... 83 Control Groups ....................................................................................................................................... 83 Common Elements Used in This Chapter ............................................................................................... 85 Defining Voucher Origins ............................................................................................................................. 85 Prerequisites ............................................................................................................................................ 85 Pages Used to Define Voucher Origins .................................................................................................. 86 Specifying Accounting and Payment Options ....................................................................................... 86 Specifying Voucher Approval, Matching, Currency, and Document Sequencing Settings ................... 88 Specifying Duplicate Invoice Checking, ChartField Editing, and Voucher Balancing Options ........... 89 Setting Tax Options ................................................................................................................................ 89 Defining Voucher Control Groups ................................................................................................................ 90 Pages Used to Define Voucher Control Groups ..................................................................................... 91 Assigning Control Groups ...................................................................................................................... 92 Defining Accounting Options ................................................................................................................ 95 Establishing Vouchering Options ........................................................................................................... 97 Reviewing Vouchers .............................................................................................................................. 98 Setting Tax Options ................................................................................................................................ 99 Checking the Status of a Control Group .............................................................................................. 100 Posting Control Groups ........................................................................................................................ 102 Deleting Control Groups ...................................................................................................................... 102

Chapter 6 Setting Up Payment Formats and Payment Forms ................................................................................ 105 Understanding PeopleSoft Payables Payment Formats .............................................................................. Available PeopleSoft Payables Payment Formats ............................................................................... System and Manual Checks ................................................................................................................. Wire Transfers ...................................................................................................................................... 105 106 106 108


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EFT and ACH Payments ...................................................................................................................... Drafts .................................................................................................................................................... Giros ..................................................................................................................................................... Letters of Credit ................................................................................................................................... Direct Debits ........................................................................................................................................ Deciding Which Payment Forms You Need ............................................................................................... Understanding Which Payment Forms You Need ................................................................................ Deciding Payment Form Layouts .......................................................................................................... Selecting and Configuring Payment Forms .......................................................................................... Specifying Payment Form Attributes .......................................................................................................... Understanding Payment Form Attribute Specifications ........................................................................ Pages Used to Specify Payment Form Attributes ................................................................................. Setting Form and Advice Attributes to Link Payment Layouts to Data .............................................. Selecting Payment Sort Fields .............................................................................................................. Assigning Payment Forms to Bank Accounts ............................................................................................ Page Used to Assign Payment Forms to Bank Accounts ...................................................................... Specifying Payment Form IDs for Bank Accounts .............................................................................. Modifying Payment Forms ......................................................................................................................... Understanding Payment Form Modifications ....................................................................................... Modifying a Payment Form .................................................................................................................. Specifying MICR Fonts .............................................................................................................................. Printing Logos and Signatures with Crystal Reports Checks ..................................................................... Setting Up Workstations to View Crystal Reports Checks and Drafts from the Process Monitor Using the Web Function ........................................................................................................................................... Testing Checks ............................................................................................................................................

108 111 115 117 119 119 120 120 121 121 121 122 122 126 126 127 127 128 128 129 129 129 130 130

Chapter 7 Configuring the PeopleSoft Payables Payment Interface ...................................................................... 133 Understanding the PeopleSoft Payables Payment Interface ....................................................................... Common Elements Used in This Chapter ............................................................................................. Setting Up the PeopleSoft Payables Payment Interface .............................................................................. Pages Used to Set Up the PeopleSoft Payables Payment Interface ...................................................... Defining Payment Sources ................................................................................................................... Entering Source Search Definitions ..................................................................................................... Setting Up Pay Cycle Mapping ............................................................................................................ Mapping Fields ..................................................................................................................................... 133 133 134 134 135 136 137 138

Chapter 8 Establishing Pay Cycles ............................................................................................................................. 141 Understanding Pay Cycle Processing ......................................................................................................... 141

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Payment Process Flow ......................................................................................................................... Creating a Pay Cycle ................................................................................................................................... Understanding Pay Cycle Configuration ............................................................................................... Pages Used to Create a Pay Cycle ......................................................................................................... Defining Pay Cycle Steps ..................................................................................................................... Defining Step Groups ........................................................................................................................... Adding User-Defined Pay Cycle Steps ................................................................................................ Defining Bank Replacement Rules ............................................................................................................. Understanding Bank Replacement Processing ..................................................................................... Prerequisites .......................................................................................................................................... Page Used to Define Bank Replacement Rules .................................................................................... Defining Bank Replacement Rules ...................................................................................................... Creating, Updating, and Reusing Pay Cycles ............................................................................................. Understanding Pay Cycle Definition .................................................................................................... Prerequisites ......................................................................................................................................... Pages Used to Create, Update, and Reuse Pay Cycles .......................................................................... Defining Pay Cycle Date Criteria ......................................................................................................... Setting Pay Cycle Preferences .............................................................................................................. Specifying Source Criteria ................................................................................................................... Specifying Bank and Payment Methods Criteria ................................................................................. Specifying Pay Group and Netting Criteria ......................................................................................... Setting Pay Cycle Draft Options .......................................................................................................... Configuring Pay Cycles for PeopleSoft Financial Gateway Processing ..................................................... Understanding Pay Cycle and PeopleSoft Financial Gateway Integration ........................................... Pages Used to Configure Pay Cycles for PeopleSoft Financial Gateway Processing ........................... Defining PeopleSoft Financial Gateway Mapping Details ..................................................................

142 144 145 145 145 146 148 149 149 155 156 156 160 160 163 164 165 168 175 176 178 179 182 182 183 183

Chapter 9 Setting Up Draft, Payment, and Voucher Processing ............................................................................. 185 Setting Up Bank Transfer Charges ............................................................................................................. Understanding Bank Transfer Charge Setup ........................................................................................ Pages Used to Set Up Bank Transfer Charges ...................................................................................... Enabling Bank Transfer Charge Processing at the Bank Level ........................................................... Defining Bank Charge Options at the Vendor Level ........................................................................... Setting Up Payment Rescheduling .............................................................................................................. Pages Used to Set Up Payment Rescheduling ...................................................................................... Setting Up the Reschedule Payments Conditions ................................................................................ Setting Up Reschedule Options for Vendors ....................................................................................... Setting Up Aging Categories for Vendor Liability Aging Reports ............................................................ Pages Used to Set Up Aging Categories for Vendor Liability Aging Reports ..................................... Setting Up Aging Categories for Vendor Liability Aging Reports ...................................................... Setting Up Draft Processing ........................................................................................................................ 185 186 186 187 188 189 189 189 192 192 193 193 195


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Common Elements Used in This Section .............................................................................................. Pages Used to Set Up Draft Processing ................................................................................................ Creating Draft Sight Codes .................................................................................................................. Creating Stamp Tax Definition ............................................................................................................ Specifying Stamp Tax Minimization Rules ......................................................................................... Setting Up Multicurrency Tables ................................................................................................................ Pages Used to Set Up Multicurrency Tables ......................................................................................... Assigning Gain or Loss ChartFields .................................................................................................... Specifying a Journal Template ............................................................................................................. Setting Up Multiple Currencies in PeopleSoft Payables Control Tables ................................................... Pages Used to Set Up Multiple Currencies in PeopleSoft Payables Control Tables ............................ Defining Currency Options for PeopleSoft General Ledger Business Units ....................................... Defining Currency Options for PeopleSoft Payables Business Units .................................................. Defining Currency Options for Voucher Origins ................................................................................. Defining Currency Options for Control Groups .................................................................................. Defining Currency Options for Vendors .............................................................................................. Defining Currency Options for Banks ................................................................................................. Setting Up the PeopleSoft Payables Revaluation Process .......................................................................... Understanding the PS/AP Revaluation Process .................................................................................... Prerequisite ............................................................................................................................................ Pages Used to Setup the PeopleSoft Payables Revaluation Process ..................................................... Selecting a Reversal Code .................................................................................................................... Specify PeopleSoft Payables Journal Templates ................................................................................. Selecting a Revaluation Posting Option ............................................................................................... Setting Up the PeopleSoft Financial Gateway Integration ......................................................................... Understanding PeopleSoft Financial Gateway Integration Setup ......................................................... Prerequisite ............................................................................................................................................ Pages Used to Set Up the PeopleSoft Financial Gateway Integration .................................................. Registering PeopleSoft Payables with PeopleSoft Financial Gateway ................................................ Establishing Payment Errors Email Notification ................................................................................. Setting Up Inquiry Search Criteria .............................................................................................................. Page Used to Set Up Inquiry Search Criteria ........................................................................................ Defining Inquiry Search Criteria ..........................................................................................................

195 195 196 197 197 198 199 200 200 201 201 202 202 203 203 204 204 204 205 205 205 205 206 206 208 208 209 209 210 211 212 212 212

Chapter 10 Setting Up PeopleSoft Payables Accounting ............................................................................................ 215 Understanding the Accounting Environment Setup ..................................................................................... Interunit Accounting Setup in PeopleSoft Payables ............................................................................ Posting Method Definition ................................................................................................................... ChartFields Definitions in the Accounting Entry Template ................................................................. ChartFields Definitions for PeopleSoft General Ledger Business Units ............................................. Prerequisites ................................................................................................................................................ 215 215 219 226 227 227

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Setting Up ChartField Inheritance Options ................................................................................................. Understanding ChartField Inheritance Setup ........................................................................................ Pages Used to Set Up Inheritance Options ............................................................................................ Defining Non Bank-Related ChartField Inheritance Options .............................................................. Defining Bank-Related ChartField Inheritance Options ...................................................................... Validating Posting Setup ......................................................................................................................

228 228 229 229 232 233

Chapter 11 (USF) Setting Up PeopleSoft Payables for U.S. Federal Agencies ......................................................... 235 Setting Up EFT and ACH Payment Formats ............................................................................................... Understanding EFT and ACH Payment Format Setup ........................................................................ Pages Used to Set Up EFT and ACH Payment Formats ....................................................................... Defining Agency Location Codes ............................................................................................................... Understanding Agency Location Codes ................................................................................................ Pages Used to Set Up Agency Location Codes ..................................................................................... Defining Agency Location Codes ......................................................................................................... Specifying GWA Reporting Options ................................................................................................... Setting Up Vendors for Federal Payment Processing ................................................................................. Defining Federal Spending Regions ........................................................................................................... Prerequisite ............................................................................................................................................ Pages Used to Define Federal Spending Regions ................................................................................. Specifying the Federal Spending Region Chartfield and Processing Options ..................................... Defining Spending Region ChartField Values ..................................................................................... Associating Spending Region Codes with States ................................................................................. Defining Regional Financial Codes ............................................................................................................ Understanding Regional Finance Code Definition ............................................................................... Page Used to Define Regional Financial Codes .................................................................................... Specifying Restrictions for Federal Payment Schedules ............................................................................ Understanding Federal Payment Schedule Restrictions ........................................................................ Page Used to Specify Restrictions for Federal Payment Schedules ...................................................... Specifying Federal Payment Schedule Restrictions .............................................................................. Configuring Workstations for IPAC Inbound Processing ........................................................................... Configuring Workstations for IPAC Inbound Processing .................................................................... Setting Up CCR Processing ........................................................................................................................ Understanding CCR Processing Setup .................................................................................................. Pages Used to Set Up CCR Processing ................................................................................................. Enabling CCR Processing .................................................................................................................... Maintaining CCR Codes ...................................................................................................................... Defining CCR Registration Status and Dun & Bradstreet Suffixes ..................................................... Defining CCR ID Numbers .................................................................................................................. 235 235 237 237 238 239 239 239 241 242 242 242 243 244 244 245 245 245 246 246 246 246 247 247 248 249 249 250 251 251 252


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Chapter 12 Setting Up Sales and Use Taxes and Value-Added Taxes (VAT) .......................................................... 253 Establishing PeopleSoft-Only Sales and Use Tax Processing ..................................................................... Understanding PeopleSoft-Only Sales and Use Tax Processing ......................................................... Setting Up PeopleSoft-Only Sales and Use Tax Processing Options .................................................. Establishing Taxware and Vertex Sales and Use Tax Processing .............................................................. Setting Up Taxware and Vertex Processing Options ............................................................................ Establishing the PeopleSoft Payables VAT Default Hierarchy .................................................................. Setting Up the PeopleSoft Payables VAT Default Hierarchy ............................................................... 253 253 258 260 260 264 264

Chapter 13 Setting Up PeopleSoft Payables Withholding .......................................................................................... 269 Setting Up the PeopleSoft Payables Withholding Environment ................................................................. Understanding Withholding Entity Setup ............................................................................................ Pages Used to Set Up the PeopleSoft Payables Withholding Environment ........................................ Defining Withholding Rules ................................................................................................................ Defining Withholding Types and Classes ............................................................................................ Defining Withholding Jurisdictions ..................................................................................................... Defining Business Unit Categories ...................................................................................................... Defining Vendor Categories ................................................................................................................. Defining Withholding Entities ............................................................................................................. Defining Withholding Options ............................................................................................................. Defining Vendor Information for the Entity ........................................................................................ Defining Business Unit Information for the Entity .............................................................................. Setting Up Withholding at the General Ledger Business Unit Level .................................................. Defining Withholding Codes ............................................................................................................... Setting Up PeopleSoft Payables Withholding Reports ............................................................................... Pages Used to Set Up PeopleSoft Payables Withholding Reports ....................................................... Specifying Withholding Report Selection Criteria .............................................................................. Specifying Process Type and Name ..................................................................................................... 269 270 273 275 277 277 278 278 278 283 284 285 285 286 286 287 287 288

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Part 2 Basic Voucher and Payment Processing

Chapter 14 Entering and Processing Vouchers Online: General Voucher Entry Information ............................. 291 Understanding Voucher Processing and the Voucher Life Cycle ............................................................... Voucher Process Flow .......................................................................................................................... Voucher Life Cycle .............................................................................................................................. Voucher Styles ..................................................................................................................................... Voucher Validation .............................................................................................................................. Voucher Session Defaults .................................................................................................................... Processing That Is Initiated by the Voucher Component ..................................................................... (USA) Vouchers for HIPAA Payments ............................................................................................... Prerequisites ................................................................................................................................................ Entering Invoice Information for Online Vouchers .................................................................................... Understanding Voucher Dependencies and Balancing Functionality ................................................... Pages Used to Enter Invoice Information for Online Vouchers ............................................................ Accessing the Voucher Component ..................................................................................................... Creating Vouchers Online .................................................................................................................... Defining Payment Terms ..................................................................................................................... Entering Nonmerchandise Charge Details ........................................................................................... Reviewing Nonmerchandise Charges .................................................................................................. Viewing Purchase Order and Receiver References .............................................................................. Associating Receivers with Voucher Lines ......................................................................................... Associating Receiver Lines with Voucher Lines for Matching ........................................................... Entering Sales and Use Tax Summary Information ............................................................................. Entering Voucher Line Tax Information .............................................................................................. Entering Session Defaults .................................................................................................................... Copying Source Documents to Create Vouchers Online ............................................................................ Understanding Source Document Copy Functionality .......................................................................... Pages Used to Copy Source Documents to Create Vouchers Online .................................................... Copying Purchase Order Information .................................................................................................. Copying Receiver Information ............................................................................................................. Copying Voucher Information ............................................................................................................. Copying Template Information ............................................................................................................ Scheduling and Creating Voucher Payments for Online Vouchers ............................................................ Pages Used to Schedule and Create Voucher Payments for Online Vouchers ..................................... Entering Payment Information for Vouchers ....................................................................................... Defining Holiday Processing and Currency Options ........................................................................... 292 292 294 296 297 299 299 300 301 301 302 303 306 307 327 330 331 332 333 334 335 336 338 340 340 344 345 348 352 354 355 355 357 366


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Overriding Late Charge Information .................................................................................................... Entering Draft Settings for Draft Payments ......................................................................................... Entering Layout Information ................................................................................................................ (USA) Entering HIPAA Information ................................................................................................... Completing Voucher Attributes .................................................................................................................. Page Used to Complete Voucher Attributes ......................................................................................... Viewing and Modifying Voucher Attributes ....................................................................................... Viewing Voucher Summary Information ................................................................................................... Page Used to View Voucher Summary Information ............................................................................. Viewing Voucher Summary Information ............................................................................................. Viewing Related Documents Information .................................................................................................. Page Used to View Related Documents Information ............................................................................ Viewing Related Documents Information ............................................................................................ Viewing Voucher Error Information ........................................................................................................... Pages Used to View Voucher Error Information .................................................................................. Viewing Voucher Errors Using the Voucher Component .................................................................... Running On-Demand Voucher Processes as a Batch Request .................................................................... Page Used to Run On-Demand Voucher Processes as a Batch Request ............................................... Running Batch On-Demand Voucher Processes ...................................................................................

367 368 369 369 370 371 371 376 377 377 380 380 380 382 383 384 385 386 386

Chapter 15 Entering and Processing Vouchers Online: Specific Voucher Styles .................................................... 389 Entering Regular Vouchers ......................................................................................................................... Entering Adjustment Vouchers ................................................................................................................... Understanding Adjustment Vouchers ................................................................................................... Pages Used to Enter Adjustment Vouchers ........................................................................................... Creating Adjustment Vouchers ............................................................................................................. Creating Credit Memo Adjustment Vouchers ...................................................................................... Adjusting Matched Values ................................................................................................................... Reversing Quantities or Amounts for Purchase Order Information ..................................................... Reversing Quantities or Amounts for Receipt Information ................................................................. Modifying Claim Vouchers ........................................................................................................................ Understanding Claim Vouchers ............................................................................................................ Pages Used to Modify Claim Vouchers ................................................................................................ Entering Journal Vouchers .......................................................................................................................... Understanding Journal Vouchers .......................................................................................................... Pages Used to Create Journal Vouchers ................................................................................................ Creating Journal Vouchers .................................................................................................................... Entering Prepaid Vouchers .......................................................................................................................... Entering Registered Vouchers .................................................................................................................... Understanding Registered Vouchers ..................................................................................................... Prerequisites .......................................................................................................................................... 390 390 390 391 391 392 392 393 394 394 394 396 397 397 397 397 398 398 398 399

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Pages Used to Enter and Complete Registered Vouchers .................................................................... Creating Registered Vouchers ............................................................................................................... Unposting Registered Vouchers ........................................................................................................... Completing Registered Vouchers ......................................................................................................... Entering Reversal Vouchers ........................................................................................................................ Understanding Reversal Vouchers ........................................................................................................ Pages Used to Enter Reversal Vouchers ............................................................................................... Creating Reversal Vouchers .................................................................................................................. Entering Single Payment Vouchers ............................................................................................................ Understanding Single Payment Vouchers ............................................................................................ Prerequisites .......................................................................................................................................... Pages Used to Enter Single Payment Vouchers .................................................................................... Entering Vendor Information for a Single Payment Voucher .............................................................. Completing the Single Payment Voucher ............................................................................................ Entering Template Vouchers ...................................................................................................................... Understanding Template Vouchers ...................................................................................................... Pages Used to Enter Template Vouchers .............................................................................................. Creating Template Vouchers ................................................................................................................ Entering Third-Party Vouchers ................................................................................................................... Understanding Third-Party Vouchers .................................................................................................. Pages Used to Enter Third-Party Vouchers ........................................................................................... Creating Third-Party Vouchers .............................................................................................................

399 400 400 401 401 401 403 403 404 404 406 406 407 408 409 409 409 409 410 410 410 410

Chapter 16 Processing Batch Vouchers ....................................................................................................................... 413 Understanding Voucher Build Processing .................................................................................................. Voucher Build Process Flow ................................................................................................................ Tables That Are Accessed by the Voucher Build Process ................................................................... Voucher Build Process Errors .............................................................................................................. Understanding Voucher Build Source Transactions ................................................................................... Claims Management Data .................................................................................................................... Consigned Inventory ............................................................................................................................ Customer Refunds from PeopleSoft Receivables ................................................................................ Debit Memo Vouchers .......................................................................................................................... EDI Records ......................................................................................................................................... ERS Vouchers ...................................................................................................................................... Interunit Invoices from PeopleSoft Billing .......................................................................................... Invoices from Spreadsheet Vouchers .................................................................................................... Invoices from Summary Invoices ......................................................................................................... Invoices from Quick Invoice Entry ...................................................................................................... PeopleSoft Pay/Bill Management Transactions ................................................................................... Procurement Cards ............................................................................................................................... 413 413 416 419 420 421 421 423 423 424 428 429 429 429 430 430 430


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PeopleSoft Promotions Management Data .......................................................................................... PeopleSoft Real Estate Management Data ........................................................................................... Recurring Voucher Contracts ............................................................................................................... RTV Adjustments ................................................................................................................................. Self-Service Invoices from PeopleSoft eSettlements ........................................................................... Voucher EIP ......................................................................................................................................... XML Invoices ...................................................................................................................................... Prerequisites ................................................................................................................................................ Running the Voucher Build Process and Reviewing Messages ................................................................. Common Elements Used in This Section .............................................................................................. Pages Used to Run the Voucher Build Process and Review Messages ............................................... Running the Voucher Build Process .................................................................................................... Reviewing Process Messages ............................................................................................................... Reviewing Vouchers with Errors ......................................................................................................... Reviewing Voucher Build Process Errors .................................................................................................. Understanding Voucher Build Error Review ........................................................................................ Pages Used to Review Voucher Build Process Errors .......................................................................... Reviewing Voucher Build Process Error Details .................................................................................

431 431 432 432 434 434 436 437 438 438 438 439 442 443 443 444 445 445

Chapter 17 Using Quick Invoices ................................................................................................................................. 447 Understanding Quick Invoices and Summary Invoices .............................................................................. 447 Quick Invoice Overview ....................................................................................................................... 447 Purchase Order and Receiver Copy Functionality for Quick Invoices ................................................ 449 Summary Invoice Processing ................................................................................................................ 450 Voucher Build Processing Logic for Associating Voucher Lines with Purchase Order and Receiver Lines ............................................................................................................................................................ 451 Quick Invoice Entry Component Configuration .................................................................................. 453 Prerequisites ................................................................................................................................................ 453 Entering and Updating Quick Invoices ....................................................................................................... 453 Common Elements Used in This Section .............................................................................................. 454 Pages Used to Enter and Update Quick Invoices .................................................................................. 455 Entering Quick Invoices Using the Complete Worksheet ................................................................... 457 Entering Distribution Line Information ............................................................................................... 463 Entering Quick Invoices Using the Simple Worksheet ........................................................................ 464 Overriding Defaults .............................................................................................................................. 466 Entering Payment Information ............................................................................................................. 467 Entering Prepayment Vouchers Using the Quick Invoice Entry Component ...................................... 468 Reviewing and Updating Quick Invoices, Staged Vouchers, and Vouchers with Pre-Edit Errors ...... 469 Entering Summary Invoices ........................................................................................................................ 471 Page Used to Enter Summary Invoices ................................................................................................. 471 Entering Summary Invoices .................................................................................................................. 472

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Chapter 18 Entering and Importing Spreadsheet Vouchers ..................................................................................... 475 Understanding Spreadsheet Vouchers ........................................................................................................ Spreadsheet Voucher Processing ......................................................................................................... Spreadsheet Voucher Flow ................................................................................................................... Spreadsheet Voucher Data Fields ........................................................................................................ Spreadsheet Voucher Process Edits ..................................................................................................... Prerequisites ................................................................................................................................................ Setting Up Spreadsheet Vouchers ............................................................................................................... Entering and Importing Spreadsheet Vouchers .......................................................................................... Reviewing Spreadsheet Vouchers ............................................................................................................... Understanding How to Review Spreadsheet Vouchers ......................................................................... Pages Used to Review Spreadsheet Vouchers ...................................................................................... 475 475 476 477 478 479 480 482 484 484 485

Chapter 19 Managing Vouchers ................................................................................................................................... 487 Understanding Voucher Management ........................................................................................................ Voucher Approval ................................................................................................................................ Voucher Deletion, Closure, and Unposting ......................................................................................... Voucher Correction and Mass Maintenance ........................................................................................ OpenItem Accounting .......................................................................................................................... Approving Vouchers ................................................................................................................................... Understanding Voucher Approval ........................................................................................................ Prerequisites ......................................................................................................................................... Pages Used to Approve Vouchers ......................................................................................................... Running the Voucher Approval Workflow Process ............................................................................. Using the Voucher Approval Component to Approve Vouchers ......................................................... Unposting Individual Vouchers .................................................................................................................. Pages Used to Unpost Individual Vouchers .......................................................................................... Unposting Vouchers ............................................................................................................................. Closing Individual Vouchers ...................................................................................................................... Understanding Voucher Close Functionality ........................................................................................ Pages Used to Close Individual Vouchers ............................................................................................ Closing Vouchers ................................................................................................................................. Restoring Encumbrances ....................................................................................................................... Deleting Individual Vouchers ..................................................................................................................... Pages Used to Delete Individual Vouchers ........................................................................................... Deleting Vouchers ................................................................................................................................ Searching for and Correcting Individual Vouchers .................................................................................... 487 488 488 488 489 489 489 493 494 494 494 496 496 496 499 499 503 504 507 507 508 508 509


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Understanding the Voucher Maintenance Search and Voucher Maintenance Components ................ Common Elements Used in This Section .............................................................................................. Pages Used to Search for and Correct Individual Vouchers ................................................................. Searching for Vouchers Needing Correction or Updating ................................................................... Viewing Voucher Summary Information ............................................................................................. Viewing and Modifying Voucher Header Information ........................................................................ Searching for and Modifying Voucher Lines ....................................................................................... Searching for and Modifying Distribution Lines ................................................................................. Searching for and Modifying Scheduled Payments ............................................................................. Viewing Summarized Voucher Errors ................................................................................................. Modifying, Unposting, Deleting, and Closing Multiple Vouchers ............................................................. Understanding Voucher Mass Maintenance ......................................................................................... Common Elements Used in This Section .............................................................................................. Pages Used to Modify, Unpost, Delete, and Close Multiple Vouchers ................................................ Searching for Vouchers and Selecting the Maintenance Operation ..................................................... Performing Mass Field Replacement ................................................................................................... Performing Mass Voucher Closure ...................................................................................................... Performing Mass Voucher Unposting .................................................................................................. Performing Mass Voucher Deletion ..................................................................................................... Viewing Voucher Mass Maintenance Request Information ................................................................ Using OpenItem Accounting in PeopleSoft Payables ................................................................................. Understanding OpenItem Accounting .................................................................................................. Pages Used with OpenItem Accounting in PeopleSoft Payables .......................................................... Entering OpenItem Accounts ............................................................................................................... Entering OpenItem Transactions on Vouchers .................................................................................... Tracking OpenItem Accounts ..............................................................................................................

509 510 510 512 515 515 516 519 521 523 523 524 531 532 532 534 536 537 539 540 540 540 544 544 546 547

Chapter 20 Running the Matching Process ................................................................................................................. 551 Understanding the Matching Process .......................................................................................................... Matching Types ..................................................................................................................................... Matching Process Flow ........................................................................................................................ Matching Options with Purchase Orders ............................................................................................. Matching Tolerances ............................................................................................................................ Matching Workflow ............................................................................................................................. Delivered Document Association Group ............................................................................................. Delivered Document Association Rules .............................................................................................. Delivered Match Rule Types ................................................................................................................ Delivered Match Rules ......................................................................................................................... Delivered Match Rule Controls ............................................................................................................ Matching Examples .............................................................................................................................. Prerequisites ................................................................................................................................................ 551 552 553 555 557 559 560 560 560 561 573 586 590

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Initiating the Matching Application Engine Process .................................................................................. Understanding the Matching Engine ..................................................................................................... Pages Used to Initiate the Matching Process ........................................................................................ Running the Matching Process in Batch .............................................................................................. Running the Matching Process from the Voucher Component ............................................................. Running the Matching Process from the Match Workbench ................................................................ Managing Matches and Match Exceptions ................................................................................................. Understanding the Match Workbench .................................................................................................. Pages Used to Manage Matches and Match Exceptions ....................................................................... Searching for Vouchers To Be Matched .............................................................................................. Searching for Matched Vouchers ......................................................................................................... Searching for Match Exceptions .......................................................................................................... Searching for Match Disputes ............................................................................................................... Searching for Manually Overriden Vouchers ....................................................................................... Undoing Matched Vouchers ................................................................................................................. Reviewing Matches .............................................................................................................................. Reviewing Match Exceptions ............................................................................................................... Reviewing Overridden Match Exceptions ........................................................................................... Reviewing Suppliers Disputed Vouchers and Match History .............................................................. Processing Debit Memo Adjustment Vouchers .......................................................................................... Understanding Debit Memo Processing ............................................................................................... Pages Used to Process Debit Memo Adjustment Vouchers .................................................................. Dispatching Debit Memo Information .................................................................................................

592 592 595 596 597 597 597 598 599 602 604 607 608 610 610 611 613 616 619 619 620 625 627

Chapter 21 Processing Pay Cycles ................................................................................................................................ 629 Understanding Pay Cycle Manager ............................................................................................................. Pay Cycle Process Flow ....................................................................................................................... Pay Cycle Statuses ............................................................................................................................... Pay Cycle Exceptions ........................................................................................................................... Draft Payments ..................................................................................................................................... Payment Formatting ............................................................................................................................. Separate Payments ................................................................................................................................ Payment Sorting ................................................................................................................................... Check Payments That Never Reach the Banking System ..................................................................... Pay Cycle Processing Using the PeopleSoft Payables Payment Interface ........................................... Pay Cycle Processing Using the PeopleSoft Financial Gateway ......................................................... Common Elements Used in This Chapter ............................................................................................. Running and Managing Pay Cycles ............................................................................................................ Page Used to Run and Manage a Pay Cycle ......................................................................................... Processing and Managing Pay Cycles .................................................................................................. Reviewing Vouchers Selected for Payment ................................................................................................ 629 630 632 633 633 634 635 635 636 637 637 642 642 643 643 651


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Contents

Pages Used to Review Vouchers Selected for Payment ........................................................................ Reviewing Pay Cycle Data ................................................................................................................... Reviewing Summary Data ................................................................................................................... Reviewing a Pay Cycle Summary Data Chart ..................................................................................... Handling Pay Cycle Exceptions and Alerts ................................................................................................ Understanding Pay Cycle Alerts .......................................................................................................... Understanding Financial Sanctions Validation .................................................................................... Pages Used to Handle Pay Cycle Exceptions and Alerts ...................................................................... Handling Potential Lost Discounts ....................................................................................................... Handling Denied Discounts ................................................................................................................. Viewing Withholding Alerts ................................................................................................................ Viewing Pay Cycle Errors .................................................................................................................... Viewing Bank Replacement Exceptions .............................................................................................. Viewing Financial Sanctions Exceptions ............................................................................................. Reviewing Draft Payments ......................................................................................................................... Pages Used to Review Draft Payments ................................................................................................. Approving Staged Draft Payments ....................................................................................................... Viewing Details About Draft Payments ............................................................................................... Viewing Details About Draft Vouchers ............................................................................................... Viewing the Trial Register .......................................................................................................................... Page Used to View the Trial Register ................................................................................................... Using a Trial Register ........................................................................................................................... Approving the Pay Cycle ............................................................................................................................ Page Used to Approve the Pay Cycle .................................................................................................... Approving the Pay Cycle ..................................................................................................................... Verifying Payment References ................................................................................................................... Understanding Payment Reference Verification ................................................................................... Page Used to Verify Payment References ............................................................................................. Confirming Payment References ......................................................................................................... Unconfirming Payment References ..................................................................................................... Producing Manual Positive Payment Files ................................................................................................. Understanding How to Produce Manual Positive Payment Files ......................................................... Page Used to Produce Manual Positive Payment Files ......................................................................... Producing Positive Payment Files ......................................................................................................... Restarting Pay Cycles and Re-creating Checks .......................................................................................... Understanding Pay Cycle Restart .......................................................................................................... Pages Used to Restart Pay Cycles and Re-create Checks ..................................................................... Re-creating and Reprinting Checks ...................................................................................................... Resending Payment Advices ................................................................................................................. Running the Pay Cycle Job ......................................................................................................................... Page Used to Run the Pay Cycle Job .................................................................................................... Running the Pay Cycle Job ...................................................................................................................

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Contents

Chapter 22 Using Additional Payment Processing Options ....................................................................................... 683 Understanding Additional Payment Processing Options ............................................................................ Express Payments ................................................................................................................................. Manual Payments ................................................................................................................................. Manual Payment Eligibility Requirements .......................................................................................... Payment Cancellation ........................................................................................................................... Payment Escheatment .......................................................................................................................... Payment Forecasting ............................................................................................................................ Bank Transfer Charge Process ............................................................................................................. Reschedule Payments Process .............................................................................................................. Using Express Payments .............................................................................................................................. Pages Used to Create and Review Express Payments ........................................................................... Creating Express Payments .................................................................................................................. Reviewing Express Payments .............................................................................................................. Recording Manual Payments ...................................................................................................................... Page Used to Record Manual Payments ............................................................................................... Recording Manual Payments ................................................................................................................ Assigning Special Check Numbers to Manual Payments .................................................................... Creating Manual Payments ......................................................................................................................... Pages Used to Create Manual Payments ............................................................................................... Setting Auto-Numbering for Manual Payments ................................................................................... Building Manual Payment Worksheets ................................................................................................ Entering Manual Payments .