PeopleSoft BasicsFor Accounts Payable

Learn and LeaveThursday, May 23, 2013

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PeopleSoft BasicsFor Accounts Payable

DEFINEALL

Non-Payroll payments are made through

Accounts Payable.

PeopleSoftVendor 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

DEFINE has ONE

Vendor database

PeopleSoft

PeopleSoft has THREE databases

VendorsStudents

Payroll Liabilities

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PeopleSoft Basics For Accounts Payable

DEFINE

Vendor data is obtained using

various forms or methods.

PeopleSoft

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

DEFINEDepartments create

new vendor records then AP verifies the data

and vendor status prior to approving.

PeopleSoftDepartments create new vendor records,

submit the UT Supplier Info form

to AP then AP completes and

approves the setup.

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PeopleSoft Basics For Accounts Payable

DEFINEDepartments create

address changes for vendor records

then AP verifies the data and vendor status

prior to approving.

PeopleSoftDepartments submit the UT

Supplier Info form to AP then AP updates the

vendor record for address changes.

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PeopleSoft Basics For Accounts Payable

DEFINE

Vendor Payments are made on

VP1-PO vouchersVP2 – Non-PO vouchers

VPE-EntertainmentVP6-Travel Vendors

PeopleSoft

Vendor Payments are made on a SINGLE

voucher document either as

Non-PO vouchers or PO vouchers

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PeopleSoft Basics For Accounts Payable

DEFINE

Direct Billed payments for hotels

are processed on “VP6” Travel

vouchers.

PeopleSoft

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.)

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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

VP1-PO payment voucher creator

must enter separate transaction lines

for different expense items.

PeopleSoft

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

Payment vouchers automatically check for available budget

when a VPm voucher document

is Verified.

PeopleSoft

The “budget checking” process

will be scheduled to happen periodically throughout the day.

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PeopleSoft Basics For Accounts Payable

DEFINE

Vouchers won’t route for approval unless there is available budget. Creators

must resolve Insufficient Funds

errors.

PeopleSoft

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

DEFINEAll DEFINE users

have a “YB2” inbox which lists both pending created documents and

“Information Copies”

PeopleSoftPeopleSoft 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?