vendor payments vendors & accounts payable vouchers 1
TRANSCRIPT
![Page 1: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/1.jpg)
1
Vendor PaymentsVendors & Accounts Payable Vouchers
![Page 2: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/2.jpg)
2
Welcome to Training!
• Why PeopleSoft?– PeopleSoft will help UTEP to grow.
• What’s Your Part?– We need your skills and expertise in order to utilize
PeopleSoft. It’s a vehicle and you’re the driver!– Over time you will build your own history with
PeopleSoft.• What to Know About Training? – Training is an investment in your professional growth.– Be open to change.
![Page 3: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/3.jpg)
3
Setting Expectations
• Only core functionality will be available at go-live.• We’re starting with limited workflow—we’ll be using
interim approval processes outside of PeopleSoft for certain HR & Financial transactions.
• We’ll have to work through the kinks—some functionality may not work smoothly right at implementation.
• We’ll have to be patient—we’ll need additional time to process and enter transactions in the beginning.
• We will be using a PeopleSoft simulation environment during training.
![Page 4: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/4.jpg)
4
What Can You Do?
• Feel free to ask questions and take notes.• Contact the Help Desk if you encounter a glitch or
forget how to complete a transaction.• Revisit the training webpage to review training
materials and videos.• Become your office’s “Go-To” person. Be willing to
offer your help. • Attend our Drop-In Help Sessions—open lab time can
be used to process live documents/transactions.
![Page 5: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/5.jpg)
5
Define-to-PeopleSoft Account Conversion
Go to: peoplesoft.utep.edu
![Page 6: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/6.jpg)
6
Vendors in PeopleSoft
• PeopleSoft Vendor menu is used to perform various types of vendor inquiries, including searching for vendors and looking up vendor information.
![Page 7: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/7.jpg)
7
What is NOT changing?• PO voucher payments will be processed through
Miner Mall.• All Non-PO (VP2) voucher payment information
will be processed in PeopleSoft.• Types of expenses entered – Non-PO voucher
payments (VP2).– For example: APS forms, registrations
![Page 8: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/8.jpg)
8
What IS Changing?• Payee Information Form (PIF) will no longer be used.• Supplier Information Form (SIF), which vendors fill out will
now be used.• Non-PO vouchers will now be processed through PeopleSoft.• New accounting string used to enter transactions. • Recall function is invalid. • Temporarily, an interim approval process must be completed
prior to a voucher payment being created in PeopleSoft.
![Page 9: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/9.jpg)
9
Vendor Form- BeforeBefore
![Page 10: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/10.jpg)
10
Vendor Form- NowNow
This form can be downloaded from the PeopleSoft training site.
![Page 11: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/11.jpg)
11
Searching for Vendors in DefineGG3 Vendor searching in
Define
![Page 12: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/12.jpg)
12
Searching for Vendors
Main Menu> Vendors> Vendor Information> Add/Update> Vendor
![Page 13: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/13.jpg)
13
Searching for Vendors
1
2
3
4
1. Under the Find an Existing Value tab, verify the SetID field as UTSHR.
2. Enter the information for the vendor in Vendor ID, Short Vendor Name, or Name 1 field.
3. Click on Search.4. Search results are displayed at
the bottom of the screen.
![Page 14: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/14.jpg)
14
Non-PO Voucher Process
Initiator: Submits Non-PO voucher using interim
approval process
Approver: Approves Non-PO voucher using
interim approval process
Processor: Receives email notification to enter in
PeopleSoft
Green: PeopleSoft Process
Yellow : Interim Approval Process
![Page 15: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/15.jpg)
Interim Approval Process
15
1. Enter the Cost Center/ Project IDs, for funding sources.
2. Enter Amount of invoice.
1 2
Note: Gray areas will be automatically populated.
![Page 16: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/16.jpg)
Interim Approval Process
16
1
2
31. Enter the appropriate information for all
the fields highlighted in red.2. Enter Additional Comments (if needed).3. Click OK to submit for approval.
![Page 17: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/17.jpg)
17
Entering Non PO Vouchers in DefineVP2 Entering a Voucher in
Define
![Page 18: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/18.jpg)
Entering Non-PO Vouchers Main Menu> Accounts Payable> Vouchers> Add/Update> Regular Entry
18
![Page 19: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/19.jpg)
19
Entering Non-PO Vouchers1. Under the Add a New Value tab,
verify the following default values:a. Business Unit – UTEP1b. Voucher ID – NEXT c. Voucher Style – Regular Voucher
2. Look up the Short Vendor Name and select the vendor.
3. Vendor ID is populated. 4. Complete the information for:
a. Invoice Numberb. Invoice Datec. Gross Invoice Amount (Enter entire
amount you want to pay) 5. If more invoice lines are needed,
enter the number of lines in the Estimated No. of Invoice Lines.
6. Click the Add button.
1
23
4
5
6
![Page 20: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/20.jpg)
20
Non-PO Voucher Overview
Section A
Section B
Section C
![Page 21: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/21.jpg)
21
Entering Non-PO Vouchers
In Section A:• Under the Invoice Information tab, Pay
Terms are defaulted to NET30. (DO NOT CHANGE).
• Click on the Calc Basis Date link to determine payment basis.
Section A
Pre-populated
![Page 22: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/22.jpg)
22
Entering Non-PO Vouchers1. Enter the Invoice Receipt Date 2. Enter Goods/Services Receipt Date.
Enter Service Date and Service End Date. (Please note: all these dates should be the same).
3. Click on Update ALL Voucher Lines.4. Verify Date Calculation Basis
displays: Texas Prompt Pay. 5. Click the Calculate button to
generate the Payment basis date.6. Click Back to Invoice link to return
to the main page.
1
2
5 3
64
• Invoice Receipt Date – Date when invoice has been received• Goods/Services Receipt Date – Date when merchandise has been received • Invoice Date – Default• Acceptance Date – Leave blank• Service Start Date – Date when paid services are begun• Service End Date – Date when paid services have ended
![Page 23: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/23.jpg)
23
Entering Non-PO Vouchers
Scroll down to Sections B & C:1. Under Invoice Lines, verify pre-
populated Ship To field.2. Enter the information for:
⁻ SpeedChart – First 8 digits of define ⁻ Account – BIS Object Code
3. Enter Description for the invoice.4. Click View all to view additional lines.5. Add additional Distribution Lines by
clicking on the + and – to delete Distribution Lines and allocate expenses.
6. Click the Payments link/tab.
31
2
5
6
Section B
Section C
4
![Page 24: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/24.jpg)
24
1. Under the Payments tab, click on Schedule Payments button.
2. Verify a. Remit Address code.b. In the Handling field, select the
handling code (Default US).3. Scheduled Due can be changed to a
later payment date.4. Click Invoice Information tab to
return to the main page.
Entering Non-PO Vouchers
2a
1
3
4
2b
![Page 25: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/25.jpg)
25
Entering Non-PO Vouchers1. Click the Attachments link to attach
documents. (Optional).2. Click the Comments link to add any
additional information. 3. Scroll down to Save.
1
3
2
![Page 26: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/26.jpg)
26
Entering Non-PO Vouchers1. A Voucher ID number will be assigned.
Please note, the Summary and Related Documents tabs will appear.
2. Print Screen and attach this to all other supporting documentation and send them to Accounts Payable for record retention purposes.
1
![Page 27: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/27.jpg)
27
Vendor Payment Examples
• Interim approval processa) Initiator: Create non-PO paymentsb) Approver: Approve non-PO payments
• Non-PO Payments in PeopleSofta) Searching for vendors.b) Non-PO voucher (two invoice/distribution lines)
![Page 28: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/28.jpg)
28
References• Additional information and resources can be
found on the PeopleSoft website.
Job AidsPower Point slidesQuick GuidesCrosswalkUPKs
![Page 29: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/29.jpg)
Classroom Summary
• Topic summary.• Web page location. (Peoplesoft.utep.edu)• Training materials and UPK’s available.• Help Desk support available.• Drop in sessions available May 5th.• FAQ’s will be posted on the web site.
29
![Page 30: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/30.jpg)
30
Questions?
![Page 31: Vendor Payments Vendors & Accounts Payable Vouchers 1](https://reader030.vdocuments.mx/reader030/viewer/2022033101/56649d215503460f949f663b/html5/thumbnails/31.jpg)
31
Thank You!