Training People Soft AP Power Users

Basic Training PS AP Module

Topics:

1 Set Up AP Business Unit2 Vendors3 Purchase Orders

1 Set up AP Business Unit

Navigation: Go_ Define Business Rule _ Establish Business Units _ USE N-Z, Payable Options

All AP Business Units are set up individual in these panels PS, all default values for the specific BU are coming from these panels:

Voucher Currency:

Duplicate Invoice Checking:

Chart Field Editing:, in case invalid chart fields are used, the voucher ends up with the recycle status same goes when a voucher in unbalanced.

Query COMBO_EDITS will show all the valid combinations, like account/department/project for a specific Country.

Payment Terms, Pay from Bank, Payment Method, Vat Options:

Payables Definition

2 Vendors

Navigation: Go_ Administer Procurement_ Maintain Vendors

Procurement vendors can be set up in SET ID’s NL100 or NL200, this vendor SET ID’s are linked to the different AP Business Units, see print shot below:

Vendor Set ID NL100 is linked to AP BU NL100Vendor Set ID NL200 is linked to all the other AP BU’sThe employees for each individual AP BU are set up in their respective Vendor Set ID

Important key fields on the Identifying Information Panel:

Under the Additional ID Numbers button, the EDI Link from the vendor with People Soft is defined, this number: 6097109, in case the vendor has dispatch method EDI (see Key Fields Location Panel), the PO’s created in PS, are sent via EDI to the vendor and PO Acknowledgements are sent by the vendor to PS, this number is stated in the EDI files, PO/Acknowledgement/Invoice Files by stating this number, the PS Vendor can be assigned to the Data sent in the file and can be loaded in PS.

Also the RMT/EML is defined here when an email address is defined in the vendor panel (see Key Fields Location Panel), the vendor receives a remittance advise after completing a pay cycle via email.

Important key fields on the Identifying Information Panel:Under the Alternate Names button a different vendor name can be entered, when this is done, this name is stated on the Trial Register and on the Payment CSV File as pay to vendor.

Under the Telephone button, the fax number from the vendor is defined, in case the vendor has dispatch method fax (see Key Fields Location Panel), the PO’s created in PS are faxed to this number and the vendor automatically receives the PO on their fax machine.

Important key fields on the Location Panel:

Under the Bank Account button the bank details are defined from the vendor

Under the Internet Address button email address from the vendor is defined, in case the RMT/EML is defined on the Additional ID Numbers button the remittance advice with all payment details for the vendor from a specific pay cycle is sent to this email address.

Under the Procurement Options button the following information can be defined

_ Accounting Template, in case of inter company vendor (see topic Accounting Entry Templates)

- Payment Term from the vendor needs to be defined on this panel (see topic Payment Terms)

- PO Dispatching, the dispatch method from the vendor is defined here, in case of EDI the ID Number needs to be filled out on the Additional ID Numbers button, and in case of fax, the fax number needs to be filled out on the Telephone buttonVendors then automatically receive RA PO’s in their System or via the Fax Machine.

- Matching, RA requires 3 Way Matching, PO, Receiver and Invoice in order to pay the invoices from the vendor

- Currency Information, when a vendor is invoicing us in a specific currency which is different from the AP BU Default Currency you can specify this here

Under the Payment Options button the following information can be defined

- Pay Group, each vendor has their specific pay group, as one of PS Pay cycle criteria is selecting the pay group for invoices that needs to be paid.

- Bank, when the vendor is being paid in a specific currency other then the default pay from bank from the BU, the pay from bank needs to be defined here.

- Payment Method, the payment method EFT is the method which RA uses.

Under the EFT Options button the following information can be defined

- Payment Format, with payment method EFT, STND SWIFT is the format which Needs using.

- Transaction Handling, Pay Advice is the handling that goes together with STND Swift payment format.

3 Purchase Orders

There are 2 types of Purchase Orders namely: A Sellable PO’s and B Non-Sellable PO’s

Sellable PO’s can be split by Inventory PO’s and Drop ship PO’s, both types of PO’s can be generated by PS or entered manually by the Purchasing Team.

A Sellable Inventory PO’s

The Vendor id from the Purchase Order always needs be equal to the vendor id on the voucher, when this is not the case, and this can only happen with EDI Vouchers, the voucher ends up in the recycle status as when vouchers are entered manual all

the data from the PO is copied into the voucher and it is not possible to change the vendor id on the voucher.

The items ordered on these type of PO’s are shipped by the vendor to our Warehouse in Best, which means that these PO’s require receivers in order to match the vouchers with the PO (3 Way Matching)

The Items ordered on Sellable PO’s are set up in PS and have default values such as prices, chart fields (account & Department), vendor id’s etc.

Important key fields on the Purchase Order Lines Panel:

Under the Line Details button , the receiving required flagged is clicked on, meaning that the PO requires a receiver, when this flag is turned off (in case of Drop Ship PO’s) the voucher will match with the PO/Line without a receiver even though on the header of the PO the 3 Way is defined (see Header Panel)

Important key fields on the Distribution Panel:

On the Distribution Panel the accounting information (also Project info) is defined, please be aware that when a PO has been created no accounting entries are generated, this only happens when a voucher is booked against a specific PO and is picked up by the Voucher Posting Process.

Also here you can see if a PO Line has multiple Schedules, meaning that when a voucher is booked against that specific PO, the correct schedule for that PO line needs to be selected, if both vouchers are linked to the same schedule line, the voucher ends up in Match Exceptions.

Under the Distribution VAT button, the VAT Values are populated.

Important key fields on the Header Panel:

Status in order for AP to book a PO Voucher the status of the PO should always be dispatched

Payment Terms defaulted from the vendor

Currency defaulted from the vendor

Matching defaulted from the vendor, which should always be 3 Way Match

VAT Amount the vat amount calculated on the PO will not reflect in the voucher,

Vat amount is filled out in the VAT box on the voucher header

B Non-Sellable PO’s

Non-Sellable PO’s are PO’s on Item Description, meaning that no items have been set up for Non-Sellable goods/services so no price and accounts are defaulted.

By using a category code on the line details the account is defaulting on the PO like X7590, will default to account 759000, but this can be overwritten by the user.

All the important key fields which are listed for Sellable PO’s apply also for Non-Sellable PO’s

PO Activity Panel

The PO Activity Panel shows if a voucher has already been linked to a PO, if you click on the words “Receipt” or “Invoice” it will show the respective voucher/receiver id click on the box and you can click in the Go To Voucher Box which will open a new panel and shows the voucher inquiry panel for this specific voucher, same goes for the receiver.