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PeopleSoft Financials Implementation Project

User Manual - PeopleSoft Accounts Payable

Version No Date Date Copy No

1.0 04-Oct-07 08-Oct-07 1

Prepared by Reviewed by Approved by Issued to

Ajay Mishra Sandip Saha Anand Kavatkar US Technology Resources

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Table of Contents
1. 2. INTRODUCTION ............................................................................................................................................................ 3 BUSINESS CASES........................................................................................................................................................... 4 2.1. 2.2. 2.3. 2.4. 2.5. 2.6. 2.7. 2.8. 2.9. 2.10. 2.11. 2.12. 2.13. 2.14. 2.15. 2.16. 2.17. 2.18. 2.19. BUSINESS CASE: CREATION OF VOUCHER ................................................................................................................. 4 BUSINESS CASE: APPROVAL OF VOUCHER .............................................................................................................. 14 BUSINESS CASE: CREATION OF PREPAID VOUCHERS ............................................................................................... 15 BUSINESS CASE: CREATION OF ADJUSTMENT VOUCHER ......................................................................................... 19 BUSINESS CASE: CREATION OF JOURNAL VOUCHER ............................................................................................... 22 BUSINESS CASE: CREATION OF VOUCHER WITH WITHHOLDING TAX ...................................................................... 25 BUSINESS CASE: CREATION OF VOUCHER WITH VAT ............................................................................................. 27 BUSINESS CASE: CREATION OF VOUCHER WITH GST .............................................................................................. 28 BUSINESS CASE: VOUCHER POSTING....................................................................................................................... 29 BUSINESS CASE: PAY CYCLE PROCESSING .............................................................................................................. 32 BUSINESS CASE: CREATION OF MANUAL PAYMENTS .............................................................................................. 41 BUSINESS CASE: CREATION OF EXPRESS PAYMENTS............................................................................................... 48 BUSINESS CASE: RECREATE CHECKS ...................................................................................................................... 51 CHANGING BANK INFORMATION ............................................................................................................................. 53 HOLDING PAYMENTS ............................................................................................................................................... 54 PAYMENT POSTING.................................................................................................................................................. 55 VOUCHER AND PAYMENT INQUIRIES ....................................................................................................................... 58 VOUCHER REPORTS ................................................................................................................................................. 60 WITHHOLDING REPORTS ......................................................................................................................................... 68

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1. Introduction
Target users are authorized Finance & Accounts users in the business units. This document is a facilitators guide to Accounts Payables related transactions and lists the high-level steps that the users would need to follow for the most representative cases. This document is intended to be used as an indicative transaction guide and users should additionally consult design documents and PeopleBooks for further reference. This document broadly gives the user a step-by-step procedure for the following Business Cases. Creation of vouchers Approval of vouchers Creation of Prepaid vouchers Creation of Adjustment vouchers Creation of Journal vouchers Voucher Posting Pay Cycle Processing Creation of manual payments Reports and Inquiries Recreates Checks Changing Bank Information Holding Payments Voucher and Payment inquiries Voucher Reports Withholding Reports

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2. Business Cases
2.1. Business Case: Creation of Voucher
Create Voucher Approve Vouchers Do Voucher Posting

The steps involved in the voucher creation process are:

Following is a brief description of the voucher styles, which US Technology would be using. Voucher Style Regular Voucher Description Enter standard vouchers (this is the default setting). This style is also used to enter Direct vouchers and receiving documents. Adjustments Use to enter adjustment vouchers for credit, debit memos or to relate one voucher to another. When entering an adjustment amount, the system calculates whether the adjustment increases or decreases the vendor's balance. Journal Voucher Prepaid Voucher Single Payment Voucher Third-Party Voucher Register Voucher For correcting accounting entries that have already been posted and paid. The Gross amount is not changed. However, the Distribution Line Information is changeable. Use to enter supplier prepayments. Allows a payment to be made to a vendor without an invoice. Enter a voucher for a one-time vendor without having to define the vendor in the system Enter vouchers for charges other than merchandise chargesfor example, freightonly vouchers Accrue an individual voucher for which the expense distribution is not known or not yet approved.

Regular Voucher Entry Typically as part of the laid down processes US Technology will create Regular Vouchers. In case of some utility payments US Technology will use online direct vouchers. This walkthrough will describe the steps that US Technology users would be typically following for Regular vouchers when created online.

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Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry
1. Log on screen for an online direct voucher.

Enter or confirm default values for the following *required and optional fields on the Add Voucher page: Field *Business Unit *Voucher ID NEXT defaults Enter Values/Comments Defaults are based on the User ID. Do not change NEXT when in ADD mode; enter or select from drop-down list when in Update/Display mode *Voucher Style Regular Voucher Select regular voucher style for regular voucher entry. For other voucher styles which are described in subsequent sections use corresponding voucher styles. Short Vendor Name Vendor ID Short Vendor Name Vendor ID If short vendor name is already selected this information will automatically default. Otherwise, Select from the dropdown.

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select a vendor ID from the dropdown. Vendor Location Default vendor location appears when the vendor ID is entered. Value may also be changed on the Invoice Information page Address Sequence Number The default address sequence no for the vendor entered defaults. Default Vendor Address will be applied in the Invoice Information Page, unless specified here. Value may also be changed on the Invoice Information page Invoice Number Invoice Date Gross Invoice Amount Invoice ID Invoice Date Amount Vendors Invoice ID Date as on the Vendor Invoice The Gross Invoice Amount as it appears on the vendors invoice. Miscellaneous Charge Amount Amount The Miscellaneous charge Amount as it appears on the vendors invoice. Freight Amount Amount The freight charges for the voucher as it appear on the vendors invoice. Estimated No. of Invoice Lines 1 defaults Enter the number of lines to be entered on the invoice. If this is not entered one Invoice line will appear in the Invoice information page. You can then manually add lines depending on the requirement. Note: PeopleSoft uses an Auto-Numbering system, whereby Voucher IDs are system generated and sequentially assigned when a voucher is created and NEXT remains in the Voucher ID field. If NEXT is typed into the Voucher ID field, the Voucher ID will be NEXT. Note that this automatic sequential voucher numbering applies to all Business Units, and is distinct from document sequencing which optionally can be required for individual business units. After entering the above information correctly press button.

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Field Invoice Header: *Vendor *Invoice Date Invoice *Gross Amt *Currency code *Name *Location *Address *Terms *Accounting Date

Enter

Values/Comments

Defaults from Voucher Add a New Value page Defaults from Voucher Add a New Value page Defaults from Voucher Add a New Value page Defaults from Voucher Add a New Value page Defaults from Vendor Defaults from Vendor Defaults from Vendor Defaults from Vendor Select Todays date Defaults to DUE NOW, change if required. Defaults to current (entry) date. The accounting date controls the period into which the accounting entry information appears in the General Ledger.

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Non Merchandise Charges: Freight Misc Enter Freight amount for OCTROI and other charges Enter Miscellaneous charge amount against the charge codes defined for Sales Tax, Service Tax, Freight and other miscellaneous charges. Invoice Line: *Distribute by: Amt Accept default Amt. Can also distribute by Quantity. Select Qty for HR POs created on Consultants. SpeedChart Leave blank Use values already configured for Chartfield combinations. Alternatively, you can select the SpeedChart to populate the Account code. * Extended Amount Once saved will get populated from voucher header. In case of more than one lines amounts have to be split manually. Item *Description Quantity UOM Unit Price Ship To Distribution: *Amount Quantity *GL Unit Exch Rate *Account Open Item Operating Unit Department Leave blank Leave blank N/A Accept default (same) Business Unit N/A The account number range. Enter the Open Item value if required. Employee ID will be an open item. Enter the location value. Select a Dept from the list to which the Cost is to be charged. Leave blank Specify Leave blank Leave blank Leave blank Defaults Specify the Line Description or Nature of the transaction here

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Project ID

Select the Process from the list to which the Cost is to be charged.

Miscellaneous Charges Freight, Duty, Handling, Insurance etc are typical example of Miscellaneous charges, which US Technology would be using. In India miscellaneous charge transaction will also include taxes like Sales Tax and Service Tax There are different miscellaneous charge codes defined for different taxes and miscellaneous charges. Clicking the the amount. button takes the user to the page below where the AP user can choose the charge code and enter

Click Non Merchandise Summary to allocate the Miscellaneous & Freight charges to the Invoice Lines.

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Click the

tab.

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In the Payments tab the Bank Information will default based on the AP Business Unit. You may need to change it based on the business case. This will be explained in more details in the section on Payments.

Click the

tab.

Accounting Template: Defaults to STANDARD. Change appropriately based on the following: Template STANDARD This will default if specified at the Vendor level. If this is an import transaction and the exchange rate at which the liability needs to be booked is different from the market exchange rate as defined in the system, then navigate to the Voucher Attributes tab and change the exchange rate Source to User and assign the appropriate exchange rate. Purpose Will default for all trade transactions

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Once you save the voucher, an auto numbered voucher ID will get generated and the Voucher will be sent for Approval to the Approver.

Request Voucher Batch Process Run the Voucher Approval Workflow process (VCHR_APRV_WF) if you are using workflow to approve vouchers. This Voucher Approval Workflow process selects vouchers that require approval and passes them on to Component Interfaces, which invokes two routines: Virtual Approver and Virtual Router.

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Navigation: Accounts Payable > Vouchers > Approve > Request Voucher Batch > Voucher Approval Workflow

Note: Once a Run Control ID is created and saved, the system saves the parameters for running the Request, so the same details need not be keyed in again. Press the RUN button.

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2.2.

Business Case: Approval of Voucher

All Vouchers will go through the Approval process before they can be posted.

Navigation: Worklist > Worklist

The approver should click on the blue colored hyperlink in the worklist line item. The system will then take the approver to the approval page. The approver can choose Approved or Deny depending on the action he/she wants to take. Once the approver does this the item goes out of the worklist of the approver.

To know the Complete Voucher Details, click the Voucher Page. Click on Approved and then click the button.

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2.3.

Business Case: Creation of Prepaid Vouchers

The prepaid voucher creation process mirrors the regular voucher entry with a few minor changes such as applying a regular voucher to the prepaid voucher later. Prepaid vouchers are used to handle cases where there are advances paid out to vendors.

Use prepayments to create payments for vendors before receiving an invoice: 1. 2. 3. Enter and pay a prepaid voucher immediately. Enter it as a regular voucher when the invoice is received. Apply or link the regular voucher and prepaid voucher prior to payment of the regular voucher. The system deducts the payment made on the prepaid voucher from the regular voucher's scheduled payment and remits the balance to the vendor. 4. Post both the prepayment voucher and the prepayment to create the appropriate accounting entries once the prepayment has been made. The voucher and payment posting processes reverse the prepayment entries and charge the final accounts when the regular voucher is posted. The prepayment voucher has all the attributes of a regular voucher, including document sequencing and withholding (TDS). US Technology will do prepayment application manually through the use of Apply Vouchers to Prepayment Component. You can apply multiple vouchers to one prepayment, as well as one voucher to multiple prepayments. To create a Prepayment Voucher select voucher style as Prepaid Voucher at Add a New value page.

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Prepaid voucher will be raised without an invoice. But, the voucher creator will have to enter an invoice ID and invoice date. The creator should enter a descriptive invoice ID for this voucher, which will make the search for this voucher easy while creating the final regular voucher.

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Note: Prepaid vouchers must be paid before you can apply regular vouchers to them. Also note that if you apply vouchers manually, the reversal accounting entries are not created at the time of application; they are not created until you run the Voucher Posting process. Apply Voucher to Prepayment

Navigation: Accounts Payable > Payments > Manual Payment and Prepayment > Apply Vouchers to Prepayment.
Click on the Apply new vouchers to payment link.

Select the payments against the regular voucher

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Press Copy/Back button.

The information of the Regular Voucher gets copied to the first page, where you can apply the Prepaid Voucher amount on the Regular Voucher by pressing Apply All button at the bottom of the page. You can also apply a part of the prepaid voucher amount by changing the amount in the Applied Amount field.

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2.4.

Business Case: Creation of Adjustment Voucher

The Accounts Payable (AP) group will process invoices as vouchers in the PeopleSoft AP module dependent upon specific PeopleSoft business rules. Adjustment vouchers would be used to adjust existing vouchers or to relate two vouchers to each other. For example: If two invoices need to be linked together, you can enter the second invoice as an adjustment. You can also use Adjustment vouchers to enter credit memos. You can enter adjustment vouchers manually, or you can copy the voucher that you want to adjust right into the Adjustment voucher. These Vouchers would be created on the HR vendors for booking credit notes for adjusting the amount paid in lieu of Employees who have resigned within the Claw back period. The adjustment process mirrors the regular voucher entry with a few minor changes such as selecting the adjustment voucher type instead of the regular voucher entry and the addition of entering a reference field to associate the entry with the original voucher(s). Note: Adjustment vouchers are used to record debit and credit memos or to relate one voucher to another. An Adjustment voucher is not used solely to correct accounting entries, but is generally used to adjust existing vouchers (Journal Vouchers are recommended to be used in reference to accounting entry only changes). Adjustment vouchers will typically be used to support credit memo and debit memo processing.

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In the Copy from a Source Document section, it is recommended that users use the Copy From Worksheet option to Copy a related voucher.

Once the voucher is selected, click the Copy to Voucher button to copy information from the source voucher to the adjustment voucher. After clicking the button, some fields will populate.

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Remember: Source vouchers must have the same Business Unit, Vendor SetID, and Vendor ID as the Adjustment voucher you are creating. Note: the Pay Cycle process adjusts the amounts on the Adjustment Vouchers before generating the Cheque. For making Manual payment, use the following Navigation to manually adjust the vouchers: Accounts Payable > Payments > Manual Payment and Prepayment > Create Manual Payment

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2.5.

Business Case: Creation of Journal Voucher

Journal vouchers are used to adjust accounting entries for vouchers that have been posted and paid and for vouchers whose payments have also been posted. For example, let's say a voucher has been entered using expense account 150100. The voucher has been posted and paid, and the payment has been posted, when you discover that the expense should have used account 150101. To avoid making a manual general ledger entry, which would cause PeopleSoft General Ledger and PeopleSoft Payables to get out of sync, and to avoid unposting the voucher, which involves correcting the voucher and then reposting it for payment, you simply enter a journal voucher. On the journal voucher, you reverse the amount to account 150100 and add the amount to account 150101, keeping PeopleSoft General Ledger and PeopleSoft Payables in sync. Then you post the journal voucher without having to post a payment.

The US Technology user needs to follow the steps described below to create a Journal Voucher.

1.

Select Journal Voucher as the voucher style on the add page for the Voucher component.

2.

Enter your new distribution lines. Journal vouchers are zero-amount vouchers; you cannot copy any source documents. For the above said example Journal Voucher distribution lines should be entered as the following.

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Use the Related Voucher field to associate the journal voucher to the voucher whose accounting entries were entered incorrectly. 3. Access additional information for your journal vouchers on the remaining pages in the Voucher component.

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2.6.

Business Case: Creation of Voucher with Withholding Tax

TDS (Global Withholding) Transactions In India US Technology will use PeopleSofts Global Withholding functionality for its TDS payments. The Tax Codes are set up at the vendor level and whenever a voucher is raised for a TDS Applicable vendor a Withholding link appears on the Voucher page. Once you click on the Withholding link, following page opens where you can check the defaulted values for the vendor. You can also change the Withholding Rule if the transaction falls into other category.

You can use the Withholding Basis Amt Override field to enter the basis value on which the system should calculate the withholding amount instead of calculating it on the Gross Invoice amount. Select Rule Override to specify a different Withholding Rule. NOTE: If you change the Withholding Rule at the Voucher, then change the Remit to Vendor for the Withholding payment once the Voucher is posted. When one withholding voucher is posted the system calculates the TDS amount as per the rules specified and creates a separate line in the payment page for the amount to be paid to the IT Authority. The IT Authority vendor is set up with a Payment Term DUE NOW. These values will get defaulted on the voucher payment pages. During normal Pay Cycle run these IT payments will not get created as they will be having a

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separate Pay Group code. Only when the Pay Cycle is run for IT Pay Group, on a designated day these payments will get created. Withholding with Works Contract Tax This business case is similar to TDS (Withholding) Transaction. This case applies to the Vendors for which both the TDS and the Works Contract Tax applies. Once you click on the Withholding link, following page opens where you can check the defaulted values for the vendor. You can also change the Withholding Rule if the transaction falls into other category.

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2.7.

Business Case: Creation of Voucher with VAT

This case is applicable in case of UK BU. Enter the required details in the voucher page. Click on the VAT Summary link on the lines tab and the following screen will appear.

Voucher and Payment posting will be done as like the regular vouchers.

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2.8.

Business Case: Creation of Voucher with GST

This case is applicable in case of Canada BU. Enter the required details in the voucher page. Save the page and click on the Non Merchandise link, the following screen will appear.

It will show the GST amount as per the rate applicable. In this case it is 6%, so the GST amount is CAD720 for the Gross Amount CAD 12000. Voucher and Payment posting will be done as like the regular vouchers.

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2.9.

Business Case: Voucher Posting

The Voucher Posting process creates accounting entries from vouchers. The system uses the accounting entry template and inheritance rules that you set up on the Accounting Entry Template and ChartField Inheritance pages to identify the offset accounts needed to create accounting entries. The entries include the expense distributions entered into the system, as well as additional entries for the payables offset, non-prorated, non-merchandise expenses etc. These accounting entries are then available for generating general ledger journals, using the Journal Generator Application Engine process (FS_JGEN). Vouchers must be entered, approved, and posted before you can send voucher information to the general ledger. Voucher posting process will be a scheduled job which will run on specified intervals for the entire business unit. The user can also run the process manually for a single voucher if required. Following screenshot shows a Voucher Posting run control panel where the user has chosen to post a single voucher.

Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher Posting
Select an existing Run Control id or add a new ID for reference.

Note: Once a Run Control ID is created and saved, the system saves the parameters for running the Request, so the same details need not be keyed in again.

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Specify the Business Unit and Voucher ID. Click the Run button. Click Save to save the details.

Viewing the Accounting Entries

Voucher posting process generates accounting entries within the AP subsystem, which the user can view through the following page.

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Navigation: Accounts Payable > Review Accounts Payable Info > Vouchers > Accounting Entries

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2.10. Business Case: Pay Cycle Processing


US Technology will be using different Pay Cycles for different Banks like HDFC and SBI. On the basis of the information defaulted/provided on the Payments page of Voucher component, the different Pay Cycles will determine the payments to be selected. US Technology will run one Pay Cycle for each bank on a predetermined day of the week. Following is a brief walk through about how to create Pay Cycle Payment Selection Criteria.

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

Important fields to be maintained in this page: Field Pay From Date Explanation Beginning date of the pay cycle. The system compares this date to the scheduled pay date for the voucher payment schedule. If the scheduled pay date is equal to or greater than the pay from date, the voucher payment schedule can be paid in the current pay cycle if the schedule meets the other payment selection criteria.

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Pay Through Date

Ending date of the pay cycle. The system compares this date to the scheduled pay date for the voucher payment schedule. If the scheduled pay date is on or before the pay through date, the voucher payment schedule can be paid in the current pay cycle if the schedule meets the other payment selection criteria.

Payment Date

The system tags all payments created in the pay cycle with this date and prints it on checks or shows it on other payment methods. It can differ from the pay through date. The scheduled pay date has to be between the pay from date and the pay through date so that it is included in the pay cycle.

Accounting date

Determines the fiscal year and period to which the payment accounting entries are posted. There are three options for the date that the system uses as the accounting date for the payments created in the pay cycle: Current: The current date. Payment: The value in the Payment Date field. Specific: The specific value that you enter. When you select this option, the date field next to the Accounting Date field is activated. Enter the specific date in the date field.

Withholding Date

Date that determines the reporting period in which a withholding amount is reported for a vendor. There are three options for the date that the system uses as the withholding date for withholdings associated with payments created in the pay cycle. This date is important for US Technology Indias TDS payment processing.

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Preferences Tab

Field Use Vendor Pay Group

Explanation Includes vendor pay group information as part of your pay cycle selection criteria. Selecting this check box enables the vendor pay group information on the Pay Group/Netting page. The fields on the Pay Group/Netting page are not enabled unless you select this check box. US Technology can use Vendor Pay Group for their India Business Unit. This will be used to segregate Income Tax authority TDS payments and normal vendor payments.

Approval

Identify whether approvals are necessary, and if so, by whom: User or Certifier. There are three values: Certifier, None, User. Choosing Certifier or User makes the pay cycle remain in Unapproved status until the pay cycle is approved on the Pay Cycle Approval page. Note: Once the payments are created all the payments together can be accepted or rejected if this option is used.

Credit Vouchers

The value will be set as Process Credit Vouchers. This will apply credit vouchers automatically during the Pay Cycle process.

Suppress Zero Amount check

Check to prevent the system from printing void/zero amount cheques.

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Field Source Transaction

Explanation The Source Transactions define the types of payments processed in a pay cycle. This will be set as VCHR always for all the US Technology Payable Pay Cycles

Business Unit

Values of the Business Units to be processes should be entered here. For US Technology Business Units to be processed: USI01, USB01 For UK US Technology Business Units to be processed: UKI01,UKB01 For India US Technology Business Units to be processes: INI01, etc. (As of go live date)

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Bank/Method Tab

Field Bank Account Information Payment Method

Explanation For a particular Pay Cycle the applicable Bank Account information will be entered here. At US Technology all the Payables Pay Cycle will have System Check as the payment method.

Once the Pay Cycle selection criteria are set use Cycle manager.

link on the first tab to go to the Pay

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Pay Cycle Manager The centerpiece of payment processing in PeopleSoft Payables is the Pay Cycle Application Engine process (AP_APY2015). The Pay Cycle process is a flexible tool. You can review payments after specific processing steps such as after payment selection and before payment creationand correct exceptions before proceeding to the next step.

At US Technology users should always run the Payment Selection process first. The process status can be seen at the status field. Keep pressing button to see the status. Once the process completes the status changes to Selected

and one Detail link appears.

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You can use the Detail link to see details of all the selected payments. At the detail page you can even choose to exclude some of the payments, which you want to be selected during the next Pay Cycle run.

If you want to exclude some of the payments at this level change Action to Exclude and press at the bottom of the page. The excluded payments will be picked up again during the next Pay Cycle run.

button

Next step after this is to create the payments for selected vouchers. Go back to the Pay Cycle manager page by clicking the Pay Cycle Manager link at the top of the Details page.

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Now run the Payment Creation process. Mention server name and click on the process button.

After the process runs successfully, one line gets created at the bottom of the Pay Cycle Manager page. One line will get generated for the check file in Advice over Check format.

Before generating the check files you can generate a Trial Register report by clicking on the the Pay Cycle manager page. The trial register report represents the check amounts and advice details.

link on

Then Click the Process button to view the checks in the Process Monitor.

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The Cheques generated are displayed using Crystal Report.

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2.11. Business Case: Creation of Manual Payments


Manual record payment is a method that will be used to record all kinds of transactions like Manual Check, Wire Transfer, LC, etc. If US Technology is using Manual Check, Bank Transfer or LC for a Vendor Payment the AP User should use Record Payment method to create such a payment in the system. Only when the voucher is approved and condition then only the user can create Record payment for a voucher. NOTE: For Vouchers on which TDS is applicable, you cannot make payment till those Vouchers have been posted.

Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry

Find the Voucher for the Vendor that is to be paid. Click the Search button

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Go to the

tab of the Voucher.

Change the Default Bank Account for payment, if required

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In the voucher Payments tab, under the Schedule Payment group box the user should choose Record at the Action field. In the reference field the user should enter a six-digit reference number. The reference number should be either a manual check number (in case of handwritten check payment) or a number as provided by the bank on issuance of the payment (for other payment types) Click the Save button to record the payment. Making Manual Payment for Several Vouchers for a Vendor

Navigation: Accounts Payable > Payments > Manual Payment and Prepayment > Create Manual Payment

Specify the Bank Details and click the Add button.

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Select the Vendor to be paid and enter the Payment currency

Click

to apply the Manual payment against the Vouchers

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Field Payment Date

Value Enter the date of payment as on the cheque or supporting document

Accounting Date Payment Ref

Enter the accounting date for the payment Enter a six-digit Reference number i.e. either cheque no, bank advice no, etc for Bank reconciliation purposes

Amount Comments

Enter the Payment amount Enter Description for information

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Click the

tab

All the vouchers eligible to be paid for the Vendor are displayed

Select the Voucher which is to be applied against the payment and click Save.

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System gives a message saying that the payment has been successfully created.

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2.12. Business Case: Creation of Express Payments


US Technology will use Express Payment functionality to create a one off payment for individual vouchers. Express payment can be created for any vouchers irrespective of the schedule payment date calculated during voucher save. Following is a walk through on the Express Payment creation steps. Open the voucher for which you want to make the payment. Go the Payments tab of the voucher.

Click on the Express Payment hyperlink, which appears just below the Schedule Payment group box. The system takes you to the Express Payment component.

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Once you enter the server name and press the Create Payment button, the system runs a Pay Cycle for Express Payment creation. The system reserves QUICK1 through QUICK9 Pay Cycles for Express payment and assigns the first available one of them automatically once you run the creation process.

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After the creation process runs successfully, check file gets generated as described for normal Pay Cycle operation.

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2.13. Business Case: Recreate Checks


India US Technology will use HDFC and HSBC bank continuous check stationery for check printing. The stationery will be having preprinted check numbers printed on it. If during check printing the paper gets stuck, some of the check may have to be reprinted. If you print the same check file on a new series of check paper then payment reference number (check number) recorded in the system will not be matching with the new numbers in the hard copy checks. PeopleSoft gives you the flexibility of recreating the check file with a new range of numbers or with the old set of numbers. You should use this functionality in the scenarios described above.

After you generate the first check file Recreate button appears. Once you press the Recreate button the following page opens

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Field From Payment Ref and To Payment Ref

Explanation Defaults to the original first and last payment references. Reprint only part of a pay cycle by selecting just some of the reference numbers.

Recreate with new reference

Select to void the original reference numbers (for checks, these are the check numbers) and recreate the payments with new numbers.

Re-Print using same reference

Select to reprint the payments using the original reference numbers.

Click the Process button to Re-create the cheques. Note on payment reference: The Payment Creator should ask the AP Administrator (who is having access to the Bank setup) to reset the last payment ID number if you are using new set of continuous stationery, the beginning sequence of which does not succeed the last system generated number. E.g. If the last check generated by the system is 100100 and the first number of the new stationery is 200201 (not 100101) the last number used for this particular bank account should be reset to 200200.

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2.14. Changing Bank Information


If you want to shift the payment of one voucher to another bank account of yours, you should change the bank information defaulted at the voucher level.

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2.15. Holding Payments


If you want to hold the payment for a voucher, you should check the Hold Payment check box on the Payments page of Voucher component. Once checked this payment will not get selected by any of the Pay Cycles as long as the field is not unchecked again.

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2.16. Payment Posting


The Payment Posting process creates accounting entries from payment-related transactions, such as systemcreated payments, manual payments and canceled payments. The Payment Posting process also creates realized 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 and payment dates. These accounting entries are then available to the Journal Generator process to pass to your general ledger. Payment posting process will be a scheduled job, which will run every night for the entire Bank.

The user can also run the process manually for a single payment, if required. Following screenshot shows a Voucher Posting run control panel where the user has chosen to post a single voucher.

Navigation: Accounts Payable > Batch Processes > Payment > Payment Posting

Accounting Entries
Payment Posting process generates accounting entries within the AP subsystem, which the user can view through the following page.

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Navigation: Accounts Payable > Review Accounts Payable Info > Vouchers > Accounting Entries

Voucher Build Process To create the vouchers and push the above staged vouchers into the Accounts payable system, the Voucher Build process needs to be run

Navigation: Accounts Payable> Batch Processes> Vouchers> Voucher Build


Select a Run Control Id and enter the Voucher Build run control page as under:

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Field Request Id Description From Date/ To Date Process Option Voucher Sources Voucher Build Interfaces Publish Voucher Messages

Description Enter any identifier value Enter any value Enter the from Date and To Date between which the voucher building has to be done Set the Process Option to Process Vendor Set the Voucher Sources to New Voucher Data In the Voucher Build Interfaces Option select ALL Interfaces. Check it. button to run the Voucher build

Click on

button to save the Run Control parameters and click

process, which generates the requisite vouchers

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2.17. Voucher and Payment Inquiries


Navigation: Account Payable > Review Accounts Payable info > Vouchers > Voucher

You can use this page to find Vouchers for some Vendor(s), date-wise, currency wise, amount wise etc.

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Payment Inquiry

Navigation: Account Payable > Review Accounts Payable info > Payments > Payment

You can use this page to know payment details based on bank account, currency, amount, date wise etc.

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2.18. Voucher Reports


List of the Reports available in AP module.

Report

ID

and

Description

Navigation

Run Control Page

Report Name APS8001J Federal Voucher Activity (USF) Lists voucher activity by business unit, fund, department, program, class, account, budget period, project/grant, remaining amount, due date, and agency location code. (Crystal Report) APY1010 Voucher Register Lists vouchers by business unit, date entered, and Voucher ID. (Crystal Report) Accounts Payable, Reports, Vouchers, Voucher Register, Voucher Register APY1011 Control Group Register Lists vouchers entered into Payables by business unit, control group ID, date entered, and voucher ID. For each Business Unit and Control Group ID combination, the report lists all the vouchers that meet these criteria by their Date Entered. For each Voucher, the report lists Voucher Header Information, Voucher Line Information, and Distribution Line Information. (Crystal Report) APY1020 Posted Voucher Listing Lists all posted vouchers for a given business unit and date range. For each Voucher ID, the report lists Document Type, Document Date, Document Sequence, Ledger, Accounting Date, Application Journal, Dist Type, Vchr Line, Dist Line, GL Unit, Account, Dept, Product, Project, Debit Amount, Credit Amount, Currency Code, and Unpost Seq#. (Crystal Report) APY1400 Compares the AP Open Liability balance to the GL Open Liability balance. (Crystal Accounts Payable, Reports, Voucher RUN_APY1405 Accounts Payable, Reports, Vouchers, Posted Voucher, Posted Voucher Listing RUN_APY1020 Accounts Payable, Reports, Vouchers, Control Group Register, Control Group Register RUN_APY1011 RUN_APY1010 Accounts Payable, Reports, Vouchers, Voucher Activity, Voucher Activity Report RUN_APS8001

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Report

ID

and

Description

Navigation

Run Control Page

Report Name Summary AP/GL Open Liability Account Reconciliation Report APY1405 Detail AP/GL Open Liability Account Reconciliation Report APY1406 Payables Open Liability Report Shows all accounting activity for accounts payable transactions for each voucher. Use the detail report to validate the AP Open Liability balance to the General Ledger. (Crystal Report) See APY1400. Lists all open liabilities by business unit. (Crystal Report) Accounts Payable, Reports, Voucher Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation RUN_APY1405 Report) Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation

Accounts Payable, Reports, Voucher Reconciliation, Payables Open Liability, Payables Open Liability

RUN_APY1406

APY1408 Vendor Liability Aging Data & Report

Lists all vouchers that have not been paid by the As of Date. You can run the report in either summary or detail format for specific vendors. The report excludes vouchers that are in the Recycled status and categorized scheduled payments on hold or on hold for withholding. (Crystal Report).

Accounts Payable, Reports, Voucher Reconciliation, Vendor Liability Aging.

RUN_APY1406

APY1410 AP/GL Journal Reconciliation Report

Lists totals by journal line and journal ID. (Crystal Report).

Accounts Payable, Reports, Voucher Reconciliation, AP/GL Journal Recon Request, AP/GL Journal Reconciliation

APGL_RECN_REQ1

APY1420 AP/GL Account Reconciliation Report

Lists account totals by Journal ID and Account. (Crystal Report).

Accounts Payable, Reports, Voucher Reconciliation, AP/GL Account Recon Request, AP/GL Account

APGL_RECN_REQ2

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Report

ID

and

Description

Navigation

Run Control Page

Report Name Reconciliation APY2000 Detailed (Summary) Payment History by Vendor Provides a register of payments for a vendor. Using the Print Options radio buttons on the Payment History by Vendor page, you can generate either a Detail, or a Summary version of this report. (Crystal Report) APY2001 Detailed (Summary) Check Register Provides a register of payments by Pay Cycle, run date, and payment method. Using the Print Options radio buttons on the Payment Register by Payment page, you can generate either a Detail, or a Summary version of this report. (Crystal Report) The title is based on the payment method. For example, Detailed Check Register, Detailed EFT Register, etc. APY2004 Detail (Summary) Payment History by Bank Provides a register of the payments for a bank. Using the Detail/Sum field on the Pymnt Control Rpt page, you can generate either a Detail, or a Summary version of this report. (Crystal Report) APY2030 AP Trial Payment Register Provides a printable summary of payments by bank account, after payment selection and creation, but before you print checks or create EFT or ACH files. (Crystal Report) APY2031 SF1166 Schedule Register (USF) Provides a listing of all vouchers that were paid by a schedule ID. (Crystal Report) Accounts Payable, Reports, Payments, Schedule Register, Register RUN_APY2031 Accounts Payable, Reports, Payments, Trial Register, Register RUN_APY2030 Accounts Payable, Reports, Payments, Payment History by Bank, Payment History by Bank RUN_APY2004 Accounts Payable, Reports, Payments, Payment History by Payment, Payment History by Payment RUN_APY2001 Accounts Payable, Reports, Vendor, Payment History by Vendor, Payment History by Vendor RUN_APY2000

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Report

ID

and

Description

Navigation

Run Control Page

Report Name APY2050 Payment History by Payment Method - Detail or Summary APY2051 Payment Aging Summary (Detail) Report by Bank APY2052 Payment Aging Summary (Detail) Report by Vendor Provides a report listing payments aging by vendor. (Crystal Report) Provides a listing of payments aging by bank. (Crystal Report) Provides a history of payments by payment method. (Crystal Report) Accounts Payable, Reports, Payments, Payment History by Pay Method, Payment Hist by Pymnt Method RUN_APY2050

Accounts Payable, Reports, Payments, Payment Aging by Bank, Payment Aging by Bank

RUN_APY2051

Accounts Payable, Reports, Vendor, Payment Aging by Vendor, Payment Aging by Vendor

RUN_APY2052

APY2100 Open Prepayments

Lists unapplied prepaid vouchers. (Crystal Report)

Accounts Payable, Reports, Prepayments, Open Prepayments, Open Prepayments Report

RUN_APY2100

APY2101 Prepayment Settlements

Lists regular voucher payment schedules that have been fully applied. (Crystal Report)

Accounts Payable, Reports, Prepayments, Prepayment Settlements, Prepayment Settlements Report

RUN_APY2101

APY3012 Vendor Withholding Balances Control Report APY3020 Outstanding Balance by

Lists withholding activity for internal audits. We recommend that you run the report on a regular basis to check the withholding summaries. (Crystal Report)

Vendors, 1099/Global Withholding, General Reports, Withhold Control Report

RUN_APY3012

Lists the gross amount of all the outstanding vouchers for the specified vendor. (Crystal Report)

Accounts Payable, Reports, Vendor, Vendor Balance, Outstanding

RUN_APY3020

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Report

ID

and

Description

Navigation

Run Control Page

Report Name Vendor APY7050 Withholding Calculations Verification Report Shows calculations made during the pay cycle that pertain to withholding. For each voucher ID, the report lists detail withholding calculation information, including withholding entity, withholding type, and withholding rules that applied to the voucher. (Crystal Report) APY9010 Withholding Mismatch Report Identifies all voucher lines on which the withholding applicable flag does not match the withholding flag on the vendor. The report does not compare the withholding code on the vendor to the withholding code on the voucher lines. It only checks the withholding flag. (Crystal Report) APYVR_LC Registered Voucher Listing Lists all registered vouchers that have not been completed. For each vendor, the report lists voucher, invoice, accounting date, VAT amount, gross amount, and voucher status. (Crystal Report) WTP2_001 Withholding Record Corresponds to the year-end Withholding report (APY8025), which is printed per vendor. The summary sheet has both detailed and summarized information for the applicable withholding transactions that are processed (paid) in the Payables module. (Crystal Report) Vendors, 1099/Global Withholding, Global Withholding Reports, Withholding Report by Class, Withholding Report by Class WTP2_RUN_WTP2_001 Accounts Payable, Reports, Vouchers, Registered Voucher, Registered Voucher Listing RUN_APYVR_LC Vendors, 1099/Global Withholding, General Reports, Wthd Voucher/Vendor Mismatch, Withhold Mismatch Request WTHD_MISMTCH_RQST Balance by Vendor Accounts Payable, Reports, Payments, Withhold Calculation, Withholding Calculation Report RUN_APY7050

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1. Posted Voucher Listing Use this report to know the Voucher accounting details for a Business Unit/Vendor/period combination.

Navigation: Accounts Payable > Reports > Vouchers > Posted Voucher

Select a Run Control ID from the list. Select the Payables Business unit.

Click the

button.

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To view in Excel, select XLS from the format list. View the report from the Process Monitor.

2. Payables Open Liability report


Use this report to know the amount outstanding for all Vendors

Navigation: Accounts Payable > Reports > Voucher Reconciliation > Payables Open Liability
Select a Run Control ID from the list.

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Enter the As Of Date. Select the PO Business unit from the list. To view for a Vendor, select the Vendor from the list

Click the

button.

View the report from the Process Monitor.

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2.19. Withholding Reports


Before running any Withholding (TDS) report, you must post all withholding details, by running this process:

Navigation: Vendors > 1099/Global Withholding > Maintain > Post Withholdings
Select a Run Control ID from the list.

Enter the Through Date and other details

Click the

button to post the data.

Run the Create Reporting Information process This process extracts all withholding related details for Reporting purposes. This must be run before TDS Certificates can be generated.

Navigation: Vendors > 1099/Global Withholding > Global Withholding Reports > Create Reporting information
Select a Run Control ID from the list.

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Enter the Report Date Enter the Fiscal Year, Period Check the Withhold Certificate box, to use this information for printing the TDS certificates. Click the button.

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