PeopleSoft Basics For Accounts Payable

Learn and Leave Thursday, May 23, 2013

PeopleSoft Basics For Accounts Payable

DEFINE

ALL Non-Payroll payments are made through Accounts Payable.

PeopleSoft

Vendor payments are made through

Accounts Payable

and ALL employee reimbursements are made in the

Travel and Expense

module.

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PeopleSoft Basics For Accounts Payable

DEFINE PeopleSoft

DEFINE has ONE Vendor database PeopleSoft has THREE databases Vendors Students Payroll Liabilities 3

PeopleSoft Basics For Accounts Payable

DEFINE PeopleSoft

Vendor data is obtained using various forms or methods.

Vendor data will be obtained using a single Supplier Information Form shared by the UT Institutions.

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PeopleSoft Basics For Accounts Payable

DEFINE

Departments create new vendor records then AP verifies the data and vendor status prior to approving.

PeopleSoft

Departments create new vendor records, submit the UT Supplier Info form to AP then AP completes and approves the setup. 5

PeopleSoft Basics For Accounts Payable

DEFINE

Departments create address changes for vendor records then AP verifies the data and vendor status prior to approving.

PeopleSoft

Departments submit the UT Supplier Info form to AP then AP updates the vendor record for address changes. 6

PeopleSoft Basics For Accounts Payable

DEFINE PeopleSoft

Vendor Payments are made on VP1-PO vouchers VP2 – Non-PO vouchers VPE-Entertainment VP6-Travel Vendors Vendor Payments are made on a SINGLE voucher document either as Non-PO vouchers or PO vouchers 7

PeopleSoft Basics For Accounts Payable

DEFINE PeopleSoft

Direct Billed payments for hotels are processed on “VP6” Travel vouchers.

Direct Billed payments for hotels are VENDOR payments and are processed through Accounts Payable NOT Travel & Expenses.

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PeopleSoft Basics For Accounts Payable In both systems, Non-PO voucher payments include for example: memberships, registrations, utilities, or student/camp deposit refunds . (Note: This is NOT an all inclusive list.) 9

PeopleSoft Basics For Accounts Payable In both systems, the purchase of ALL goods and services requires a purchase order prior to payment on a PO voucher.

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PeopleSoft Basics For Accounts Payable

DEFINE PeopleSoft

VP1-PO payment voucher creator must enter separate transaction lines for different expense items.

A PO payment voucher is auto populated by the individual line items from the originating PO.

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PeopleSoft Basics For Accounts Payable

DEFINE PeopleSoft

Payment vouchers automatically check for available budget when a VPm voucher document is Verified.

The “budget checking” process will be scheduled to happen periodically throughout the day.

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PeopleSoft Basics For Accounts Payable

DEFINE PeopleSoft

Vouchers won’t route for approval unless there is available budget. Creators must resolve Insufficient Funds errors.

Vouchers won’t route for approval unless the budget status is “Valid”. Creators must resolve budget errors.

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PeopleSoft Basics For Accounts Payable

DEFINE

All DEFINE users have a “YB2” inbox which lists both pending created documents and “Information Copies”

PeopleSoft

PeopleSoft has a user “Worklist” for documents pending budget authority or processing office approval.

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PeopleSoft Basics For Accounts Payable

Any Accounts Payable or Vendor set-up questions?

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