Accounts Payable Presentation BOSTON COLLEGE 1 PeopleSoft Voucher Workshop

Accounts Payable Presentation BOSTON COLLEGE 2 AGENDA 1.Description of Department Roles 2.Department Role Comparison 3.P1 Listing 4.Overview of PeopleSoft Chart of Accounts 5.Process Map 6.Reviewing frequently asked questions Creating a Voucher or Paying an Invoice How do I check on the status of a voucher How do I find a voucher What is the check number 7.Queries 8.Reports 9.Inquiries

Accounts Payable Presentation BOSTON COLLEGE 3 Overview of Department Roles

Accounts Payable Presentation BOSTON COLLEGE 4 Department Role Comparison

Accounts Payable Presentation BOSTON COLLEGE 5 P1 List by Area

Accounts Payable Presentation BOSTON COLLEGE 6 Overview of Chart of Accounts Structure ChartField Dept ID Fund Fund Source Program Function Property Account Project/Grant Definitions Department or responsibility center Global classification of funding source Identifies specific sources from operations, sponsors, donors Formal (named) and informal Programs Functional Purpose and Activity Building Asset, Liability, Net Asset, Revenue, Expense classification Sponsored programs and capital projects Dept ID (6) Fund (3) Fund Source (5) Program (5) Function (3) Property (5) Account (5) Project/ Grant (7)

Accounts Payable Presentation BOSTON COLLEGE 7

Accounts Payable Presentation BOSTON COLLEGE 8 How do I pay an invoice? How do I create a voucher for a Grant? How do I check on the status of my voucher once I submit it? Who do I call to approve my voucher? I forgot to write down the voucher number. How do I find my voucher? How do I know a check was sent to the vendor? Questions You May Want To Ask

Accounts Payable Presentation BOSTON COLLEGE 9 Question: How do I pay an invoice? Answer: To pay an invoice, you need to create a Voucher. Navigation: Accounts Payable > Vouchers > Entry > Regular Entry Note: “Add a New Value” tab defaults along with Business Unit, Voucher ID, and Voucher Style Action: Click to the right of the Short Vendor Name field.

Accounts Payable Presentation BOSTON COLLEGE 10 Action: Enter a partial description of the vendor name in the Name 1 field. Action: Click the button. The screen below will appear. Action: Select the vendor from the list by clicking on the vendor name hyperlink.

Accounts Payable Presentation BOSTON COLLEGE 11 Action: Enter in the Invoice Number, Invoice Date and Gross Invoice Amount. Click the button, which will takes you to the Voucher screen

Accounts Payable Presentation BOSTON COLLEGE 12 Action: Reference AP Step by Step for Creating VoucherReference AP Step by Step for Creating Voucher

Accounts Payable Presentation BOSTON COLLEGE 13 Question: How do I create a voucher for a Grant? Answer: To pay an invoice for a Grant, follow the same procedure for creating a voucher. Navigation: Accounts Payable > Vouchers > Entry > Regular Entry

Accounts Payable Presentation BOSTON COLLEGE 14 Action: Enter Description and Chartfield strings. To enter Project information, click the Projects link.

Accounts Payable Presentation BOSTON COLLEGE 15 Action: Select or Enter PC Business Unit, Project ID, and Activity ID and click the button. Continue at #10 of the AP Voucher Step-By-Step Guide.AP Voucher Step-By-Step Guide

Accounts Payable Presentation BOSTON COLLEGE 16 How do I pay an invoice? (answered on pages 9 – 12 and Step by Step) How do I create a voucher for a Grant? (answered on pages 13 – 15 and Step by Step) How do I check on the status of my voucher once I submit it? Who do I call to approve my voucher? I forgot to write down the voucher number. How do I find my voucher? How do I know a check was sent to the vendor? Questions You May Want To Ask

Accounts Payable Presentation BOSTON COLLEGE 17 Question: How do I check on the status of my voucher once I submit it? Answer: To check on the status of the Voucher go to the Voucher Attributes Tab. Under Status you will find the Approval Status message. Navigation: Accounts Payable > Vouchers > Entry > Regular Entry > Find an Existing Value tab Action: Use the Name 1 field and click on for a list of vouchers for this vendor.

Accounts Payable Presentation BOSTON COLLEGE 18 Action: Select the voucher from the list by clicking on the voucher hyperlink.

Accounts Payable Presentation BOSTON COLLEGE 19 Action: Click on tab.

Accounts Payable Presentation BOSTON COLLEGE 20 Action: On Voucher Attributes tab Approval Status listed (see next page for status explanations).

Accounts Payable Presentation BOSTON COLLEGE 21

Accounts Payable Presentation BOSTON COLLEGE 22 How do I pay an invoice? (pages 9 – 12 and Step by Step) How do I create a voucher for a Grant? (pages 13 – 15 and Step by Step) How do I check on the status of my voucher once I submit it? (pages 17 – 21) Who do I call to approve my voucher? (answered on pages 21) I forgot to write down the voucher number. How do I find my voucher? How do I know a check was sent to the vendor? Questions You May Want To Ask

Accounts Payable Presentation BOSTON COLLEGE 23 Question: I forgot to write down the voucher number. How do I find my voucher? Answer: Accounts Payable > Vouchers > Entry > Regular Entry > Find an Existing Value > Name 1 or if you know the Invoice Number

Accounts Payable Presentation BOSTON COLLEGE 24 Question: How do I know a check was sent to the vendor? Answer: Use the Accounts Payable>Entry>Regular Entry>Find an Existing Value Action: To see payment information go to the Payments Tab. Find the check number in the Reference field and the date the check was sent out under Payment Date.

Accounts Payable Presentation BOSTON COLLEGE 25 How do I pay an invoice? (pages 9 – 12 and Step by Step) How do I create a voucher for a Grant? (pages 13 – 15 and Step by Step) How do I check on the status of my voucher once I submit it? (pages 17 – 21) Who do I call to approve my voucher? (page 21) I forgot to write down the voucher number. How do I find my voucher? (page 23) How do I know a check was sent to the vendor? (page 24) Questions You May Want To Ask

Accounts Payable Presentation BOSTON COLLEGE 26 Queries BC_GL_ACR_STDNT_SLRY BC_GM_BUD_ACCTD_GRANTS Reports ACR Re-runnable ACR Inquiries Transactional Detail Inquiry Transactional Detail Inquiry Grants

Accounts Payable Presentation BOSTON COLLEGE 27 Transaction Detail Transaction detail of a specific department chartstring TDR or TRI Transaction Detail Report Online ACR Accounting comparison report Online Account Balances by Chartstring Budget/Account Comparison Report Account detail of a specific department chartstring BC_GL_ACR

Accounts Payable Presentation BOSTON COLLEGE 28 Navigation: Reporting Tools > Query > Query Viewer > BC_GL_ACR_STDNT_SLRY You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Property and Budget Period You can use the % which is a wildcard that will bring back results for all Functions and Accounts

Accounts Payable Presentation BOSTON COLLEGE 29 Navigation: Reporting Tools > Query > Query Viewer > BC_GM_BUD_ACCTD_GRANTS You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Function, Property, Account and Project/Grant. You can use the % which is a wildcard for all fields and just enter the Project ID.

Accounts Payable Presentation BOSTON COLLEGE 30 BC Report ACR Report Navigation: BC Report > Commitment Control > ACR Report Step 1: Enter Run Control

Accounts Payable Presentation BOSTON COLLEGE 31 Navigation: BC Report > Commitment Control > ACR Report Step 2: Enter Budget Period, Accounting Period and Department Business Unit: EAGLE (will default)Department: xxxxxx Budget Period: Enter Budget Year i.e Account Period – Enter Period i.e. 4 Fund Code Range – Select All or2xx and 6xx or 9xx Salary Data will default based on your role Step 3: Run Button

Accounts Payable Presentation BOSTON COLLEGE 32 Navigation: BC Report > Commitment Control > ACR Report Step 4: Enter the following: 1.Verify Server Name: PSUNX 2.Select ACR Funds 1xx, 2xx, 3xx, 6cc, 9xx 3.Hit OK

Accounts Payable Presentation BOSTON COLLEGE 33 Navigation: BC Report > Commitment Control > ACR Report Note: You will return to the ACR Run Control Page Step 5: Click on Process Monitor. You will be brought to the Process Monitor Page

Accounts Payable Presentation BOSTON COLLEGE 34 Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Monitor Page Step 6: Once the report has finished processing, click on the Details Hyperlink Run Success = Success, Distribution Status = Posted

Accounts Payable Presentation BOSTON COLLEGE 35 Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Detail Page Step 7: Click on the View Log/Trace Hyperlink

Accounts Payable Presentation BOSTON COLLEGE 36 Navigation: BC Report > Commitment Control > ACR Report You will be on the View Log/Trace page Step 8: Click on the bcglr004.xxxxx.PDF Hyperlink Note: Once you open the PDF you can save by selecting File > Save As > …

Accounts Payable Presentation BOSTON COLLEGE 37 Navigation: BC Report > Commitment Control > ACR Report This will open up the ACR Report

Accounts Payable Presentation BOSTON COLLEGE 38 Transaction Detail Inquiry Navigation: BC Report > Commitment Control > Transaction Dtl Inquiry Step 1: Enter appropriate Values

Accounts Payable Presentation BOSTON COLLEGE 39 Navigation: BC Report > Commitment Control > Transaction Dtl Inquiry

Accounts Payable Presentation BOSTON COLLEGE 40 Transaction Detail Inquiry Navigation: BC Report > Commitment Control > TDI - PG Step 1: Enter appropriate Values

Accounts Payable Presentation BOSTON COLLEGE 41 Navigation: BC Report > Commitment Control > TDI - PG

Accounts Payable Presentation BOSTON COLLEGE 42 Grant Reports For instructions on how to run the below reports, please go to OSP’s website: Grant Balance Available Summary Report - A timely formatted summary balance available report with subtotals and totals.Grant Balance Available Summary Report Grant Online ACR - Provides budgeted and expended summary data with balance available.Grant Online ACR Grant Online TDR - Provides detail activity. It contains individual transactional detail for the budget transfers, requisitions, purchase orders, vouchers, expense reports, salary encumbrances, salary actuals, and journal entries for standard charges (PCard, Pitney Bowes, BOC) and allocations (Fringe Benefits, Plant Maintenance, F&A)Grant Online TDR

Accounts Payable Presentation BOSTON COLLEGE 43 Helpful Hints To save your query click Add to Favorites located in the far right in the search results To do additional research without losing your results click on New Window located in the top right corner below worklist To save your chartstring information to avoid entering each time, click Save Search Criteria