general information - university of wyoming · web viewpistol 9.1chapters 7-8, revised march 2012...

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PISTOLPeopleSoft Financials

Version 9.1

Hint: To go to section, place mouse on section you would like to go, hold CTRL and click to follow.

Table of Contents

CHAPTER 7 - ACCOUNTS PAYABLE 2Recommended Method to Look Up Information on a Voucher 3Viewing an image from PISTOL 8Payment Inquiry 10

CHAPTER 8 - PROCUREMENT CARD RECONCILER GUIDE 13

Reconciling Transactions 13Creating the Logsheet 23

PISTOL 9.1 Chapters 7-8, Revised March 2012

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CHAPTER 7 - ACCOUNTS PAYABLE

Path from Navigation Menu: Accounts Payable

Review Accounts Payable Vouchers

Voucher

Hint: Add commonly used links to My Favorites. This area is used to view vouchers, chartfield and payment information.

You can search via voucher number, invoice number, vendor name, vendor ID, Accounting date, Invoice date, Due Date. Searching via voucher or invoice number allows you to search for a single value or a range of values. Searching via accounting date, invoice date, or due date allows you to search on a range of dates.

From Business Unit: UNWYO (always)To Business Unit: UNWYO (always)From Voucher ID: Voucher number (including leading zeros)Voucher Style: - not used - ignore - From Invoice Number: Invoice numberFrom Vendor Short Name: Look up vouchers by vendor nameFrom Vendor ID: Look up vouchers by vendor ID From Accounting Date: Look up vouchers by a date rangeFrom Invoice Date: Look up vouchers by a date range From Due Date: Look up vouchers by a date range


Always UNWYO

***NOTE: If searching by vendor ID, make sure to fill in the Vendor SetID with UNWYO. It will NOT work if you don’t.

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Recommended Method to Look Up Information on a Voucher

On the Voucher tab, enter the complete voucher number in the From Voucher ID field.

Click the icon to show the search results.


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Click More Details tab to get chartfield information.

Change Max Rows to “99999” and Sort Asc/Desc to “Descending”

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Click here to find check number and payment date. See page 7.

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The Detail Lines page opens in a new window and shows chartfield information. And the link to view the document in WebNow.


Click on “Detail Lines”

Chartfield information.

Link to view document in WebNow.

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By clicking on the ImageNow link a new window will open and you will be prompted to login to WebNow.


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The Payment Information page shows detailed voucher information along with payment information, including the check number and the payment date.

Clicking on the Payment Reference ID (check number) provides more information on the payment also found through Accounts Payable > Payments > Payment.


Link to check information.Link to check information.Link to check information.Link to check information.Link to check information.Link to check information.Link to check information.Link to check information.Link to check information.Link to check information.Link to check information.

Link to return to voucher search.











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Viewing an image from PISTOL

Once an invoice or voucher document has been scanned and linked to a Voucher within PISTOL you may view that image within “Voucher Inquiry”.

Navigate to:

Accounts Payable Review Accounts Payable Info Vouchers VoucherEnter your voucher number or invoice number and hit the “Search” button. Once search is complete scroll to bottom of page and click on the “More Details” tab. Then click on the Detail Lines icon.


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In the Voucher Details page you will see the ImageNow button.

When you click on the ImageNow button you will be prompted to login to WebNow. The login name and password you will use is your Domain name and password. The scanned image will then appear.

Within WebNow there are many toolbar options that will help you to view the document. Some of the Icons that are available are:

Zoom In Increases the magnification of the displayed page.

Zoom Out Decreases the magnification of the displayed page.

Rotate 90° Left Rotates the displayed page counterclockwise 90°.

Rotate 90° Right Rotates the displayed page clockwise 90°.

Fit Window Resizes the displayed page to fit in the window.

Fit Width Resizes the displayed page to fit the entire width in the window.

Fit Height Resizes the displayed page to fit the entire height in the window.

If there are multiple pages the Navigator toolbar at the bottom of the page will move you through the documents:


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Payment Inquiry

Path from Navigation Menu: Payment Inquiry

Payments Payment

Hint: Add commonly used links to My Favorites. If you do not have the voucher number, you can inquire about a payment by vendor name, single date or range of dates.

Payment Reference ID: Look up by check numberVendor Name: Look up by vendor nameFrom Date & To Date: Search with a range of datesRemit SetID: Always UNWYORemit Vendor: Look up by vendor numberAll other fields: - not used - ignore -


Range of DatesRange of DatesRange of DatesRange of DatesRange of DatesRange of DatesRange of DatesRange of DatesRange of DatesRange of DatesRange of Dates

Check Number

Always UNWYO

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Enter one of the searchable fields and click the icon to show the search results.Entering a Reference shows detailed information on the specific payment including payment date, payment status, reconcile date (Payment Details), cancel action (if any), check cycle (Additional Info) and allows you to link back to vendor information (Vendor Details).

Clicking on the Payment Reference ID shows further information for that check number (remittance address, etc.) including detailed information (invoice numbers and amounts) for all voucher IDs on that check.


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CHAPTER 8 - PROCUREMENT CARD RECONCILER GUIDEReconciling Transactions

Path on Navigation Menu: Purchasing

Procurement Cards Reconcile

Reconcile Statement


Enter EmpID (or T and the DeptID if reconciling a departmental travel card) in field and click the magnifying glass or enter Cardholder Name and click the magnifying glass.

By entering the Billing Date your search results will only include the transactions for the billing period.You can also review old transaction by changing the Statement Status to “Closed” and entering the Billing Date you are looking for.

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Name will come up in Search Results list. Select it by clicking on the link.


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Click the “Search” Button.


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This is the Reconciler page. Notice that there are two tabs – you can either expand it to show all or toggle back and forth. Also note that you will need to use the horizontal scroll bar to see all of the data.


Scroll to see more.Do not use these

links.

Click the button to view level 3 data, which is additional information from the bank. See page 11.

If there are more than 9 transactions, click the View All link or use the Show Next

button.

Click the button to show all information on both tabs.

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On the “Billing” tab, enter the invoice number in the “Reference ID UW” field. Enter the date the goods are received in the “Received Date UW” field. Enter the description of goods in the “Description” field. Travel Received Date will be the beginning and ending dates of trip.


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“Received Date”

* Date goods received…not the date invoice was received or receipts given to you.

Item or Service Being Paid For Date To UseSupply items used in department The actual date the item is received or

NYR if Item hasn’t been receivedSubscriptions/ /Memberships/Books (pre-paid)

NYR (Not Yet Received)

In-Restaurant Meals The date the meal was consumedMotel charges Begin and End date of stayTravel on P-Card Begin and End dates of travelCar Rental Begin and End dates of rentalAdvertising The last day of the adContracts/Personal Services/Sub-contracts

The day of the performance or the last day of the contract work

Utilities (Gas, phone, etc.) The last day of that billing cycle (for example – your phone service was from 3/29/09 thru 4/28/09 use 4/28/09 as the date received)

On-line services The last day of that serviceConference Registration Dates of Conference


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Then go to the “Distribution” page (this is back on the Transaction tab).


Click the button to go to the Account Distribution page.

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On the Account Distribution page, change the “Account” code to the correct code and edit the chartfields if necessary.

Click the “OK” button when done.


Do not use these tabs.

Do not use Percent field.

This is where you would change/split distributions. To change simply go into the fields and change the chartfield information. To split distributions click on the + key to add lines, it will ask you how many lines are to be added. Then enter the amounts and chartfield information.

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Change the Status to “Approved” when you are finished with the transaction. Then click “Save”. Repeat these steps for each transaction. If you need to make changes later you can up until the point the voucher is created.


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Below is an example of the Level 3 data provided by the bank. To get to this page, click the button located on the Reconciler page next to the transactions. Travel card Level 3 data will provide itinerary information like passenger name (see below) and origination of flight. By expanding the tabs you can see all that information.


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Creating the Logsheet

Path on Navigation Menu: Purchasing

Procurement Cards CC_RUN_LOGFILE_UW_GBL

The first time you run the log you will need to add a Run Control, to do that Click on the “Add a New Value” tab. Type in the name of the Run Control. For example; PC_LOG. The system does not accept spaces or symbols. It is highly recommended that you only create ONE Run Control and use that for every cardholder’s log.

After the first time running a log, stay in “Find an Existing Value” tab and click on “Search”, your Run Control will come up.


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Enter the EmpID, click on the magnifying glass and select the cardholder with the hyperlink.


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Make sure the Cardmember Number field is blank then click on the magnifying glass and select the appropriate cardmember number.

Fill in the Billing Date or select the desired date by using the magnifying glass. Then click the “Run” button.


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Make sure the Server Name is “PSNT” and the Format is “PDF”. Then click the “OK” button.


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If you don’t have Adobe Reader you will need to download it from http://www.adobe.com/products/acrobat/readstep2.html

A Process Instance will appear. Click on the “Process Monitor” link to go to the Process monitor.


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Click on the “Refresh” button until the Run Status shows “success” and the Distribution Status shows “Posted”. When it shows both “Success” and “Posted” click on the “Details” hyperlink.


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Click on the “View Log/Trace” link.

Click on the “PCDLOGUW.xxxx.PDF” link.


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This will open the log into an Adobe file.


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Make sure all transactions are in an “Approved” status and the “Acct” fields are NOT 999900. If any transactions still show as “Staged” or “999900” you will need to go back and finish reconciling those transactions.

Print the log and close the page. You can run this process multiple times and print logs at any time.

You will follow this procedure to print all logs for each cardholder. If a cardholder has transactions on multiple cards (they were issued a new card during the billing period) it will be necessary to print a log for each card.

Attach all receipt documentation in the same order that the transactions appear on the log.

Other Items:


Obtain all signatures and legibly print the names. Please also include a contact phone number.

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There will be one voucher created to UMB Bank with one line for each transaction.

Transactions will be downloaded from the bank every day! You will receive an e-mail from Accounts Payable at the end of a billing period when all the transactions have been loaded. Check to make sure you have reconciled all transactions at that time. You DO NOT have to wait for this message to begin reconciling transactions. We recommend that you reconcile throughout the month.

Transactions must be reconciled and approved by the 7th working day of the month.

Print your logs by the 8th working day of the month, if you do it later some of the data fields change on the log.

Logs will be due to Accounts Payable by the 15th of the month. Attach receipt documentation in the same order that the transactions appear on the log.

If you need to change chartfield coding after the check has been cut there is a JE form for the P-Card on the Accounting Office’s web channel.


general information - university of wyoming · web viewpistol 9.1chapters 7-8, revised march 2012...

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