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PeopleSoft PeopleSoft PracticePractice

Accounts PayableAccounts Payable

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AgendaAccount Payables

Introduction

Creation of Vouchers

Posting the Vouchers

Matching

Payment Processing

Posting the Payments

Q & A

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What is Accounts Payable ?What is Accounts Payable ?

Accounts Payable - Money owed to suppliersAccounts Payable - Money owed to suppliers For goods or services purchased on creditFor goods or services purchased on credit

PeopleSoft Payables Optimizes your procure-to-PeopleSoft Payables Optimizes your procure-to-pay processpay process

Flexible, user-defined setup, streamlined data Flexible, user-defined setup, streamlined data entry, extensive vendor maintenance, and entry, extensive vendor maintenance, and powerful inquiry capabilities enable an powerful inquiry capabilities enable an organization to manage cash disbursements and organization to manage cash disbursements and collaborate with vendors efficiently. collaborate with vendors efficiently.

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Payables Business ProcessesPayables Business Processes

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Payables Integration FlowPayables Integration Flow

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Establishing Payables Business UnitEstablishing Payables Business Unit

A Payables Business Unit is an operations A Payables Business Unit is an operations subset of the organizationsubset of the organization

One Payables BU can be linked to only One Payables BU can be linked to only one General Ledger BUone General Ledger BU

Multiple Payables BU may be associated Multiple Payables BU may be associated to a GL BU to a GL BU

It is the highest level from which It is the highest level from which information can defaultinformation can default

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Establishing Payables OptionsEstablishing Payables Options

Accounting date setupAccounting date setup Approval OptionsApproval Options Duplicate Invoice CheckingDuplicate Invoice Checking Chatfield Edit setupChatfield Edit setup Voucher Balancing SetupVoucher Balancing Setup Payment options - Terms, Method, Bank Payment options - Terms, Method, Bank

Code, Account, Handling CodeCode, Account, Handling Code Tax toleranceTax tolerance

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Basic ConceptsBasic Concepts Voucher OriginVoucher Origin

It is an identifier for specified creation point of voucher. It can be It is an identifier for specified creation point of voucher. It can be a department, operator or interfacea department, operator or interface

Control GroupsControl GroupsIt identifies a group of vouchers that should be processed It identifies a group of vouchers that should be processed together for specific control and verification purposes. together for specific control and verification purposes. Exclusively used for vouchers that are uploaded into PeopleSoft Exclusively used for vouchers that are uploaded into PeopleSoft from other environmentsfrom other environments

VendorVendorIs a supplier or an employee from whom the Business Unit Is a supplier or an employee from whom the Business Unit obtains goods or services. It is defined at Set ID. obtains goods or services. It is defined at Set ID.

Open Item AccountingOpen Item AccountingEnables to define, control and maintain sub-ledger detail. They Enables to define, control and maintain sub-ledger detail. They can be tracked until their balance is zero.can be tracked until their balance is zero.

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Basic ConceptsBasic Concepts

VoucherVoucherIt may be an invoice, expense report or an adjustment It may be an invoice, expense report or an adjustment that requires processing. It can be entered directly into that requires processing. It can be entered directly into Payables or loaded from an interfacePayables or loaded from an interface

Voucher Deletion – Once a voucher is deleted, it Voucher Deletion – Once a voucher is deleted, it cannot be retrieved. However, the data row remains in cannot be retrieved. However, the data row remains in the table and the voucher number cannot be reused.the table and the voucher number cannot be reused.

Unposting Voucher – A voucher can be unposted even Unposting Voucher – A voucher can be unposted even if it has been fully paid, partly paid or scheduled for if it has been fully paid, partly paid or scheduled for payment. However, if the payment has been posted, payment. However, if the payment has been posted, then the amount field cannot be edited on the voucher then the amount field cannot be edited on the voucher distribution lines.distribution lines.

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Basic ConceptsBasic Concepts

Close Voucher – Used when the remaining Close Voucher – Used when the remaining liability has to be written off. A voucher can be liability has to be written off. A voucher can be closed provided it is posted, not selected for closed provided it is posted, not selected for payment and not fully paid.payment and not fully paid.

Quick Invoice Entry – Contains lesser number Quick Invoice Entry – Contains lesser number of fields than Regular Voucher. Can be used of fields than Regular Voucher. Can be used for entering vouchers without any purchase for entering vouchers without any purchase order or receiver data.order or receiver data.

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Types of BanksTypes of Banks

External: A bank or counter party that exists separately from your External: A bank or counter party that exists separately from your organization. External banks are those you conduct business organization. External banks are those you conduct business with outside of your organization, such as banking partners, with outside of your organization, such as banking partners, brokers, issuers, and guarantors. You can associate external brokers, issuers, and guarantors. You can associate external banks with a reconciliation method, cutoff times, settlement banks with a reconciliation method, cutoff times, settlement instructions, vendor banks, customer banks, and employee instructions, vendor banks, customer banks, and employee banksbanks

Internal: A bank or counter-party that is part of your organization Internal: A bank or counter-party that is part of your organization (for example, a central Treasury, a subsidiary company, or an (for example, a central Treasury, a subsidiary company, or an operating division).operating division).

Netting: Netting: Netting accounts are virtual accounts that exist only Netting accounts are virtual accounts that exist only within your organization. You create netting accounts to net the within your organization. You create netting accounts to net the cash flow between Payables and Receivables items. cash flow between Payables and Receivables items.

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Bank SetupBank Setup

Define Supporting DataDefine Supporting DataBank ID Qualifier and Bank NameBank ID Qualifier and Bank NamePayment formsPayment forms

Define BanksDefine BanksBank Name, Bank address and Credit RatingBank Name, Bank address and Credit Rating

Define Financial contactsDefine Financial contacts Define Bank BranchesDefine Bank Branches

Address and Contact InformationAddress and Contact Information Define External accountsDefine External accounts

Link the account to modulesLink the account to modulesSpecify manual or automatic reconciliation sourcesSpecify manual or automatic reconciliation sourcesSpecify payment method and numbering optionsSpecify payment method and numbering options

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Maintaining Vendor InformationMaintaining Vendor Information

All Payees are considered Vendors

VendorInformation

VendorApproval

VendorConversations

VendorBank Accounts

VendorWithholding

PeopleSoft

Payables

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Maintaining Vendor Information-Maintaining Vendor Information-Continued…Continued…

Defining Vendor Information:Defining Vendor Information: Identifying information that will tell you what kind of vendor you’re Identifying information that will tell you what kind of vendor you’re

entering—status, class, and other basic business information.entering—status, class, and other basic business information. Physical addresses for the vendor.Physical addresses for the vendor. Location information including remit to and pricing locations.Location information including remit to and pricing locations. Procurement defaults that will define your relationship with your Procurement defaults that will define your relationship with your

vendor and tell the system how to handle voucher error and vendor and tell the system how to handle voucher error and approvals.approvals.

Payment options that will establish defaults for payment processing.Payment options that will establish defaults for payment processing. Withholding information used to process withholding.Withholding information used to process withholding. VAT information for processing VAT.VAT information for processing VAT. Vendor contactsVendor contacts Vendor Bank accounts used for EFT processingVendor Bank accounts used for EFT processing

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Voucher Process FlowVoucher Process Flow

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Types of VouchersTypes of Vouchers

Regular Voucher – Used to enter PO vouchers and vouchers Regular Voucher – Used to enter PO vouchers and vouchers that require matching to PO and Receiptsthat require matching to PO and Receipts

Adjustment Voucher – For Credit and Debit memos and relating Adjustment Voucher – For Credit and Debit memos and relating vouchersvouchers

Reversal Voucher – Creates a new voucher with reversal Reversal Voucher – Creates a new voucher with reversal accounting entries and back out encumbrancesaccounting entries and back out encumbrances

Journal Voucher – For adjusting accounting entriesJournal Voucher – For adjusting accounting entries Prepaid Voucher – For down payments, progressive payments Prepaid Voucher – For down payments, progressive payments

and depositsand deposits Register Voucher – To accrue an individual voucher for which Register Voucher – To accrue an individual voucher for which

expense distribution is not known expense distribution is not known Template Voucher To create and enter multiple similar vouchersTemplate Voucher To create and enter multiple similar vouchers Third Party Voucher – Enter vouchers for charges and other Third Party Voucher – Enter vouchers for charges and other

merchandisemerchandise

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Entering VouchersEntering Vouchers

Invoice Header informationInvoice Header information Line Information and ChargesLine Information and Charges Schedule PaymentSchedule Payment Record PaymentRecord Payment Approvals and MatchingApprovals and Matching Accounting informationAccounting information CurrencyCurrency Template InformationTemplate Information Status SummaryStatus Summary Voucher PostingVoucher Posting

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Methods of Entering VoucherMethods of Entering Voucher

Online VouchersOnline VouchersEnter Invoice information, vendor information, freight and taxes, Enter Invoice information, vendor information, freight and taxes, payment schedule and payment methodpayment schedule and payment method

Quick Invoice EntryQuick Invoice EntryThere are only 4 required fields – Business Unit, Vendor ID, There are only 4 required fields – Business Unit, Vendor ID, Invoice ID, Invoice date and merchandise Amount. Rest of the Invoice ID, Invoice date and merchandise Amount. Rest of the fields will be pulled in by Voucher Build processfields will be pulled in by Voucher Build process

Voucher Build and Voucher Edit Batch Process - Voucher Build Voucher Build and Voucher Edit Batch Process - Voucher Build associates purchase orders and receivers for vouchers based on associates purchase orders and receivers for vouchers based on the Voucher Build Criteria, creates any control groups, enters the Voucher Build Criteria, creates any control groups, enters miscellaneous charges, checks header and line balances, and miscellaneous charges, checks header and line balances, and logs any errors. If applicable, it creates payment records.logs any errors. If applicable, it creates payment records.

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Voucher ProcessingVoucher Processing

Voucher Edit is an Application Engine program that loads new Voucher Edit is an Application Engine program that loads new voucher data from the Voucher Build temporary processing voucher data from the Voucher Build temporary processing tables and/or any recycled vouchers from the online tables to the tables and/or any recycled vouchers from the online tables to the Voucher Edit work tables Voucher Edit work tables -- Updates the vouchers with default values for fields without -- Updates the vouchers with default values for fields without datadata-- Performs field-level, relational, and balancing edits for the -- Performs field-level, relational, and balancing edits for the voucher header, voucher line. voucher header, voucher line. -- Calculates net payment dues dates, discount due dates, and -- Calculates net payment dues dates, discount due dates, and discount amounts according to the payment terms.discount amounts according to the payment terms.-- Prorates freight, miscellaneous charges, sales tax, use tax, -- Prorates freight, miscellaneous charges, sales tax, use tax, VAT, and discounts across distribution lines for applicable VAT, and discounts across distribution lines for applicable voucher lines.voucher lines.

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Establish Recurring Voucher ContractsEstablish Recurring Voucher Contracts

PeopleSoft allows creating recurring voucher contracts PeopleSoft allows creating recurring voucher contracts by establishing a base voucher as a template and setting by establishing a base voucher as a template and setting a recurring payment schedule for it.a recurring payment schedule for it.

From base voucher create recurring vouchers and From base voucher create recurring vouchers and schedule the vouchers.schedule the vouchers.

In the second panel in the Recurring Voucher Contracts In the second panel in the Recurring Voucher Contracts panel group, Schedule Contract, specify the interval panel group, Schedule Contract, specify the interval between vouchers, the duration of the contract, and between vouchers, the duration of the contract, and generate a payment schedule for the series of vouchers. generate a payment schedule for the series of vouchers. This panel is used to explode the recurring vouchers.This panel is used to explode the recurring vouchers.

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Organizing Voucher with Control GroupsOrganizing Voucher with Control Groups

Voucher control groups are groups of vouchers Voucher control groups are groups of vouchers that are processed together for specific control that are processed together for specific control or verificationor verification

Enter Number of Vouchers in a batch through Enter Number of Vouchers in a batch through control groupcontrol group

Define, assign, and review voucher control Define, assign, and review voucher control groups in the Enter Voucher Information, Use, groups in the Enter Voucher Information, Use, Group Information panel group.Group Information panel group.

Control Group is one among the Control Control Group is one among the Control Hierarchy in Accounts PayableHierarchy in Accounts Payable

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Regular EntryRegular EntryPayables->Vouchers->Regular EntryPayables->Vouchers->Regular Entry

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Tables Getting ImpactedTables Getting Impacted PS_GRP_AP: Stores AP control groups.PS_GRP_AP: Stores AP control groups.

PS_VOUCHER: AP voucher header table.PS_VOUCHER: AP voucher header table.

PS_VOUCHER_LINE: AP voucher line.PS_VOUCHER_LINE: AP voucher line.

PS_DISTRIB_LINE: Voucher distribution table.PS_DISTRIB_LINE: Voucher distribution table.

PS_RT_RATE_TBL : Market Rate Data Tale. There is PS_RT_RATE_TBL : Market Rate Data Tale. There is also the market rate default view RT_DFLT_VW.also the market rate default view RT_DFLT_VW.

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Vendor Tables:-Vendor Tables:-

VENDOR: Stores vendor related information.VENDOR: Stores vendor related information.

VENDOR_ADDR: Vendor address related info.VENDOR_ADDR: Vendor address related info.

VENDOR_LOC: Vendor locations.VENDOR_LOC: Vendor locations.

VENDOR_PAY: Payment processing sepecifications such as payment method, payment handling code, bank code and so forth.VENDOR_PAY: Payment processing sepecifications such as payment method, payment handling code, bank code and so forth.

VENDOR_ADDR_SCROL: Index to address table.VENDOR_ADDR_SCROL: Index to address table.

VENDOR_CNTCT_SCR: Index to contact table.VENDOR_CNTCT_SCR: Index to contact table.

VENDOR_LOC_SCROL: Index to location table.VENDOR_LOC_SCROL: Index to location table.

VENDOR_ID_NBRS: Additional ID numbers (Dun & Bradstreet numbers).VENDOR_ID_NBRS: Additional ID numbers (Dun & Bradstreet numbers).

VENDOR_ADDR_PHN: Vendor phone numbers.VENDOR_ADDR_PHN: Vendor phone numbers.

VENDOR_CNTCT: Vendor contacts.VENDOR_CNTCT: Vendor contacts.

VENDOR_CONVER: Vendor conversations.VENDOR_CONVER: Vendor conversations.

VENDOR_INVOICE: Stores vendor invoice related flags.VENDOR_INVOICE: Stores vendor invoice related flags.

VENDOR_TYPE: Vendor type codes.VENDOR_TYPE: Vendor type codes.

VNDR_BANK_ACCT: Vendor electronic payment information.VNDR_BANK_ACCT: Vendor electronic payment information.

VNDR_CNTCT_PHN: Vendor contact phone numbers.VNDR_CNTCT_PHN: Vendor contact phone numbers.

VNDR_IND_CLASS: Vendor Standard Industrial Classification (SIC) codes.VNDR_IND_CLASS: Vendor Standard Industrial Classification (SIC) codes.

VNDR_URL: Vendor website address.VNDR_URL: Vendor website address.

VNDR_VAT_RGSTRN: Vendor VAT information.VNDR_VAT_RGSTRN: Vendor VAT information.

VENDOR_WTHD: Witholding data.VENDOR_WTHD: Witholding data.

VENDOR_WTHD_JUR: Witholding type.VENDOR_WTHD_JUR: Witholding type.

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Posting VouchersPosting Vouchers The Voucher Posting Application Engine process (AP_PSTVCHR) creates The Voucher Posting Application Engine process (AP_PSTVCHR) creates

balanced accounting entries for vouchers. The system combines information balanced accounting entries for vouchers. The system combines information entered for a voucher with other control information—offset accounts stored entered for a voucher with other control information—offset accounts stored on the accounting entry templates and Chartfield inheritance rules—to on the accounting entry templates and Chartfield inheritance rules—to create the balanced entries. Vouchers do not have to be approved for create the balanced entries. Vouchers do not have to be approved for accounting entries to be created. accounting entries to be created.

You post vouchers through a batch process that you run periodically using You post vouchers through a batch process that you run periodically using Process Scheduler. You can continue to process new transactions online Process Scheduler. You can continue to process new transactions online during posting. during posting.

PeopleSoft Payables also enables you to unpost vouchers—that is, you can PeopleSoft Payables also enables you to unpost vouchers—that is, you can back out the accounting entries made to accrue the liability and reopen the back out the accounting entries made to accrue the liability and reopen the vouchers for amendment or closure. vouchers for amendment or closure.

Once vouchers are posted, the information created is available for Once vouchers are posted, the information created is available for distribution to other business processes, such as the Journal Generator distribution to other business processes, such as the Journal Generator Application Engine process (FS_JGEN), which converts payables Application Engine process (FS_JGEN), which converts payables accounting entries to general ledger journal entries. accounting entries to general ledger journal entries.

Evaluate posting results using the Voucher Accounting Entries pageEvaluate posting results using the Voucher Accounting Entries page

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Voucher PostingVoucher Posting Accounts Payable->Batch Processes->Vouchers- Accounts Payable->Batch Processes->Vouchers-

>Voucher Posting>Voucher Posting

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Running MatchingRunning Matching

Matching is a flexible process that compares vouchers Matching is a flexible process that compares vouchers with purchase orders and receiving documents. with purchase orders and receiving documents.

Types of MatchingTypes of Matching Two-way matching - matches vouchers and purchase Two-way matching - matches vouchers and purchase

ordersorders Three-way matching - matches vouchers, receiving Three-way matching - matches vouchers, receiving

information and purchase ordersinformation and purchase orders Four-way matching – matches vouchers, receiving Four-way matching – matches vouchers, receiving

information, purchase orders and inspection status information, purchase orders and inspection status Evaluated Receipt Settlement (ERS) - matches receivers Evaluated Receipt Settlement (ERS) - matches receivers

against purchase orders and generates vouchers without against purchase orders and generates vouchers without requiring an invoicerequiring an invoice

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Payment CreationPayment CreationPayments can be created in two ways:Payments can be created in two ways:

Express Payment creation:-Express Payment creation:-

Only one payment is created for the vendor, unless the Separate Payment option or the Do Only one payment is created for the vendor, unless the Separate Payment option or the Do Not Mix Units options are selected. In those cases, more than one payment can be created Not Mix Units options are selected. In those cases, more than one payment can be created to pay the vendor. to pay the vendor.

Paycycle creation:-Paycycle creation:-

The Pay Cycle process is a flexible tool. You can review payments after specific processing The Pay Cycle process is a flexible tool. You can review payments after specific processing steps—such as after payment selection and before payment creation—and correct steps—such as after payment selection and before payment creation—and correct exceptions before proceeding to the next step. Or you can run the Payment Selection and exceptions before proceeding to the next step. Or you can run the Payment Selection and Payment Creation processes together if there is no need to review the payments after Payment Creation processes together if there is no need to review the payments after selection. If you have a large payment run and only a very small percentage of exceptions, selection. If you have a large payment run and only a very small percentage of exceptions, you do not have to delay payment processing—you can continue the current pay cycle, you do not have to delay payment processing—you can continue the current pay cycle, resolve exceptions, then process the payments in a different pay cycle run. resolve exceptions, then process the payments in a different pay cycle run.

The centerpiece of payment processing in PeopleSoft Payables is the Pay Cycle Application The centerpiece of payment processing in PeopleSoft Payables is the Pay Cycle Application Engine process (AP_APY2015), which creates the payments. Various output process then Engine process (AP_APY2015), which creates the payments. Various output process then transform these payments to flat files that are sent to the financial institution for settlements. transform these payments to flat files that are sent to the financial institution for settlements.

Pay Cycle is also integrated with PeopleSoft Financial Gateway processing. PeopleSoft Pay Cycle is also integrated with PeopleSoft Financial Gateway processing. PeopleSoft Financial Gateway handles electronic settlements between PeopleSoft Payables and Financial Gateway handles electronic settlements between PeopleSoft Payables and financial institutions, formatting payments, and sending acknowledgement messages financial institutions, formatting payments, and sending acknowledgement messages between the systems.between the systems.

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Establish Pay CyclesEstablish Pay Cycles

Payment Process starts when a voucher is entered, Payment Process starts when a voucher is entered, approved and scheduled.approved and scheduled.

Steps in Payment ProcessSteps in Payment Process Schedule PaymentsSchedule Payments

One payment per voucher is automatically scheduled based on One payment per voucher is automatically scheduled based on Invoice Date and Payment Terms provided during Voucher EntryInvoice Date and Payment Terms provided during Voucher Entry

Select PaymentsSelect PaymentsVouchers are selected for payment by Pay Cycles based on Vouchers are selected for payment by Pay Cycles based on criteria specified on Payment Selection Criteria page. criteria specified on Payment Selection Criteria page.

Review PaymentsReview PaymentsThe Pay Cycle Manager integrates Vendor information, The Pay Cycle Manager integrates Vendor information, vouchers, business unit information and payment method vouchers, business unit information and payment method information to produce payments. On running the Pay cycle information to produce payments. On running the Pay cycle Manager, the selected payments can be put to 5 actions – None, Manager, the selected payments can be put to 5 actions – None, Exclude, Hold, Hold & Separate and separateExclude, Hold, Hold & Separate and separate

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Establishing Pay CyclesEstablishing Pay Cycles--continuedcontinued

Create PaymentsCreate PaymentsAfter reviewing, create and send payments to a printer or a file such as After reviewing, create and send payments to a printer or a file such as ACH files, EFT files, wire transfer reports and positive payment filesACH files, EFT files, wire transfer reports and positive payment files

Print Checks, Advices and TransfersPrint Checks, Advices and TransfersCreate payment outputs such as system generated checks, EFT or Create payment outputs such as system generated checks, EFT or ACH payments or letter of credit advicesACH payments or letter of credit advices

Post PaymentsPost PaymentsThe process of payment posting creates accounting entries from The process of payment posting creates accounting entries from payment related transactions and realized gain/loss offsets. payment related transactions and realized gain/loss offsets.

Reconcile PaymentsReconcile Payments Cash clearingCash clearing Express Checks – Enables to quickly create adhoc payments outside Express Checks – Enables to quickly create adhoc payments outside

regular payment cycle. It can be for more than one voucher for a regular payment cycle. It can be for more than one voucher for a specific vendorspecific vendor

Manual Payments – They are entered by creating a voucher for Manual Payments – They are entered by creating a voucher for payment and selecting Record as payment action.payment and selecting Record as payment action.

PeopleSoft Payables Control Hierarchy

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Express PaymentExpress PaymentAccount Payables->Payments->Express PaymentsAccount Payables->Payments->Express Payments

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Paycycle ManagerPaycycle ManagerAccount Payables->Payments->Pay Cycle ProcessingAccount Payables->Payments->Pay Cycle Processing

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Posting PaymentsPosting Payments The Payment Posting process creates accounting entries from payment-The Payment Posting process creates accounting entries from payment-

related transactions, such as system-created payments, manual payments, related transactions, such as system-created payments, manual payments, drafts, electronic file transfer (EFT) payments, ACH payments, and drafts, electronic file transfer (EFT) payments, ACH payments, and canceled payments. The Payment Posting process also creates realized canceled payments. The Payment Posting process also creates realized gain or loss offsets when a transaction is entered in a different currency gain or loss offsets when a transaction is entered in a different currency than the base currency and the rates have fluctuated between the invoice than the base currency and the rates have fluctuated between the invoice and payment dates. These accounting entries are then available to the and payment dates. These accounting entries are then available to the Journal Generator process to pass to your general ledger. Journal Generator process to pass to your general ledger.

There is a difference between running the Voucher Posting and Payment There is a difference between running the Voucher Posting and Payment Posting processes and running the Journal Generator process. Before you Posting processes and running the Journal Generator process. Before you can transfer a voucher or payment to the general ledger, it must be can transfer a voucher or payment to the general ledger, it must be associated with accounts. The posting processes create all accounting associated with accounts. The posting processes create all accounting lines. Voucher accounting lines are created based on the distribution lines lines. Voucher accounting lines are created based on the distribution lines from voucher entry. However, proration of non-merchandise charges result from voucher entry. However, proration of non-merchandise charges result in accounting lines that are different from what was actually entered in the in accounting lines that are different from what was actually entered in the distribution lines. distribution lines.

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Payment PostingPayment Posting Accounts Payable->Batch Processes->Payment->Payment PostingAccounts Payable->Batch Processes->Payment->Payment Posting

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Main Tables getting ImpactedMain Tables getting Impacted

PS_PAYMENT_TBL: AP disbursements table.PS_PAYMENT_TBL: AP disbursements table.

PS_PYMNT_VCHR_XREF: Voucher Scheduled Payment.PS_PYMNT_VCHR_XREF: Voucher Scheduled Payment.

PS_VCHR_ACCTG_LINE: AP accounting entries.PS_VCHR_ACCTG_LINE: AP accounting entries.

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Q&AQ&A ANY QUESTIONS

PLEASE

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Thank You for Your Participation