GL Mods

Shakirs's General Ledger  Modificationad and Customzations

General Ledger

Tables:

  JRNL_LN  JRNL_HEADER 

GL Mods:

1) Modified the allocations page to accomodate a new account.

 

General Ledger Questionnaire  

General Notes

SETID being used in General Ledger 

ALLST

How many users have access to the GL module?  Any users outside the GL Department? 

Capital Projects – Donna Fong mostly for reportingBudgets -  Don Esse & Andrew Griffin (Jim Shelton mgr.)

Security requirements for GL? 

Needs to be looked at for PS 8.4

Is documentation up-to-date and being used? 

Documentation is not used on a regular basis.  It is not reflective of the GL processes being used today.

Is query used by all GL users? 

 

Training requirements for the GL users?  

Delta??  Change Management team will assess with the GL users.

Are there other systems being used to supplement PS GL?  Excel, Access database, etc.  

Excel spreadsheet is maintained for COA

Is multi-currency functionality used in GL?  

No

Operator Preferences 

 

GL Business Unit Structure  

 Business Units established for GL  

PCJPB – also PO BU, AP BU (Capital Projects) – Peninsula Corridor Joint Powers BoardSAMTR – also PO BU, AP BU – San Mateo County Transit DistrictSMCTA – also PO BU, AP BU – San Mateo County Transportation Authority  

 Is inter-company (inter-unit) transactions done? 

 Yes.  Not working as they would like.  Neng does manual entries to clear the clearing accounts created by the system generated inter-unit transactions.

 Is any workflow used in GL? 

No

Relationship between General Ledger and other modules

Each GL unit has a corresponding business unit in AP, AM, PO, AR/Billing

General Ledger Questionnaire  

General Notes

 

Is there GL related activity within Sam Trans that will not be included in the PS GL module? 

 

How is information shared between GL BU’s?  

 

Ledgers  

How many ledgers are set up? ACTUALS – Actuals Ledger (Detail)APPROP – Appropriations Budget Ledger (Detail)ORG – Organization Budget Ledger (Detail)PROJ_GRT – Project/Grant Budget Ledger (Detail)STD_BUDG – Standard Budget Ledger (Detail) Set up but not being used:ALLOT – Allotment Budget LedgerREVEST – Revenue Estimate Budget Ledger 

Chart of Accounts  

 What chartfields are being used?          Account         Budget Year         Fund         Organization         Project/Grant         Sub Class

Who is responsible for adding/maintaining the chartfields?

 General ledger group – Dina and Neng 

Is Open Item accounting used? What accounts are designated as Open Item?  What reporting is done from Open Item?

 Yes. 

   

Combination Edits  

Are you using combo edits? No

What accounts are used in the combo edit tables?

 

 Who maintains the combo edits?  

Do all modules use the combo edit functionality?

 

    

  Budget Checking Definitions  

What account types are subject to budget checking? 

At SamTrans only Expense type accounts will be budget controlled.  Every expense transaction has either

         Appropriation and Organization budget  OR         Appropriation and Project/grant budget

 What are the BCM checks? 

         Only Expense type accounts (Note:  all accounts are subject to the BCM process whether or not they are budget controlled)???Is this still the same in 8.4?

General Ledger Questionnaire  

General Notes

         Validates transaction date         Validates transaction type         Validates combo edits         Updates budgets

Do you use the budget override feature? What types of accounts use this? 

 

How are BCM errors handled?  

Is budget checking usually done online or via a batch process?

 

Journal Processing  

Are journals still completed manually and then added to the PS system? 

Is it from lack of accessibility to the PS system or training??

What are your journal sources? ADJ – Accounting Adjustments ALO – AllocationsAM – Asset ManagementAP – Accounts PayableAR – Accounts ReceivableEJE – Excel JournalsHR – Human ResourcesONL – OnlinePO  - Purchasing   

Is auto-numbering used for journals? Yes by Journal Source

How does journal data get into the PS journal tables?  

Interfaces between AP, PO , AR/Billing Inventory data comes from the Spear interface which uses the CM_Acctg_ Line to store inventory data HR data via interface.  This data from this interface needs additional editing from the GL group after interface process is run

What journal data is entered manually? 

 

Do you use the spreadsheet upload functionality? 

 Yes – Excel.   Used for standard entries by GL

Are journals approved by someone other than who created them? 

  No.  Set up as pre-approved

How are journal edit errors handled?  

From the sub-systems who is responsible for running Journal Generate? Who checks for journal edit errors?

Run by the sub-systems.  Errors handled by the GL group via reports. 

 Reporting  

 Do you use consolidations? 

No

 What reports are used for financial  

General Ledger Questionnaire  

General Notes

reporting? 

   

 Calendar  

When is the beginning of your year? Fiscal Year begins on July 1st each year

What is the period type?  Monthly

How many periods are there in your year?

12

Do all the companies have the same calendar? Explain.

Yes

When closing at year end do you use a 13th period?

No

Do you have a naming convention for the periods?

No

What is the policy for opening a new period?

 

What is the policy for closing a period?  

Do you use batches to enter journals?  

Do you reverse journals on a regular basis? Explain.

 

Do you have standard journals that are done regularly? Which ones or what would your recurring journals be?

No

Do you have formula recurring journals?  Skeleton Journals?

No

Do you use control totals when entering journals?

 

Do you upload journal information via file into the General Ledger?

Yes

How often do you post journals to your General Ledger balances?

 

What are the procedures you use to post these journals?

 

Who posts the journal batches? Who approves the posting?

GL

Do you allow for posting out-of-balance journals into a suspense account?  If so, do you have multiple suspense accounts?

Use Recycle

Mass Allocations  

Do you perform mass allocations?  What types? When?

Yes.  Payroll data, Revenue, Fringe benefits, PCJPB expenses, etc.

How many formulas do you use in your allocations?

Allocate on a ‘Fixed Basis’ by Account

Do you use step down mass allocations?

 

What are your allocations based on?  

Do you always allocate 100% of the account you are allocating?

 

General Ledger Questionnaire  

General Notes

Do you create offset accounts or remove moneys from the allocation accounts

 

Do you currently have automated step down allocation functionality?  Will you require this?

 

Budgeting  

How many budgets do you prepare?  When are they prepared?

 

   

What level do you budget at? Cost center, company...?

 

What individuals prepare the budgets?

 

   

Do budgets have to be frozen at any time?

 

   

What will the different budget organizations be?

 

What will the names of the different budgets be?

 

What chartfields, other than account should be used by the budget checking program? 

 

Is there any special budgeting for projects?

 

 Year-end  - what should happen to unspent budget?

 

 Are tolerances by distribution line?  

   

Financial Reporting  

 What types of financial reports do you run and how often?

 

 Commitment Control  

What current budget scenarios are in use?

FINALTEMP

What is the purpose of each scenario?  

How do budget scenarios map to data for commitment control purposes?

 

Will all budget data be used by commitment control or will a subset of accounts/chartfields be utilized by commitment control? 

 

What account types will be included for commitment control purposes?

 

General Ledger Questionnaire  

General Notes

 How many budget periods are there? 

 

Can money be spent in any of the 12 periods i.e. left over accrues to next period?

 

   

 Sub-system entries into GL  

 What type of inventory transactions are entered into General Ledger (write-offs/ups).

 

 Should all AM journal sources budget check data as indicated at the business unit level? 

 

 Aside from depreciation expense, what other transactions originate from Asset Management (re-allocations)? 

Transfers using the ORG functionAsset Adds, Deletes, etc.

 Should AM transactions be budget checked prior to being journal generated to General Ledger? 

Not budget checked.  Depreciation is not an account type set up for budget checking – uses budget override functionality.

 Are there any budget checking components that we need to address for A/R?

 

 Are there any budget checking components that we need to address for Billing?

 

Interfaces  

What other PS modules interface with the GL system?  

 

 What external sources interface with GL? 

 

Reporting  

Standard PS reports used:  Sam Trans custom reports used:   

 

 GL Customizations  

Journal Date Update  

 Sub Class??  

  

 

 

https://sites.google.com/site/shakirps2/apoverviewAP OverviewShakir's Accounts Payables Overview for PeopleSoftONLINE VOUCHERS

Once you have set up all your control information, established your Payables control hierarchy, and entered approved vendors in the system, you are ready to enter vouchers into the system.

The pages in this component are the equivalent of electronic voucher forms on which you can record invoice information from your vendors in the PeopleSoft Payables database. You can also quickly copy line item information from purchase orders and receivers from PeopleSoft Purchasing tables.

We also provide a batch process method called Voucher Build (APVCHRBLD) for creating vouchers. This process builds voucher records from various sources including Quick Invoice Entry pages that facilitate heads down data entry. The voucher records built by Voucher Build are then passed to Voucher Edit (APVCHREDT) for further default processing and field edits to create completed voucher record sets.

When you first enter a voucher into the Payables system, it has an entry status of open. When you save it for the first time, the system validates your input with information defaulted from the control hierarchy to ensure correct entries. If the voucher passes all validations, it goes into a  postable state. The system generates accounting entries when the voucher posting process (AP_PSTVCHR) selects the voucher for posting. At this time, the voucher is available for distribution to the general ledger using the Journal Generator.

Less restrictive error handling such as recycle, which lets you save the voucher. However, you cannot post or pay the voucher until you correct the error.

Until a voucher has been reviewed for approval, or unless it is pre-approved, it has an approval status of pending. After that, a voucher can be approved or denied. A voucher cannot be paid unless it has been approved. However, you can post a voucher even though it has not been approved for payment, if your business unit definitions enable you to.

When you post a voucher in PeopleSoft Payables, the system creates balanced accounting entries to record your liability and sets the post status to posted. When a voucher is in a posted state, you can make only limited changes to it. Essentially, you can only change descriptive information that does not impact the numbers on the voucher. To change the numbers on a posted voucher, you must first unpost the voucher to create reversing entries. This action puts the voucher back into a postable state, as if it had never been posted. You can then change the necessary fields.

PeopleSoft Payables provides a variety of methods for entering vouchers:

· Online voucher pages (described in this chapter).

· Quick Invoice Entry pages for heads down data entry (described in the Voucher Build chapter).

· Voucher Build and Voucher Edit batch processes for automatically creating vouchers from various source transactions (described in the Voucher Build chapter).

If you receive multiple similar vouchers from a vendor, you can set up a template voucher to improve data entry efficiency. Use a voucher for a particular vendor as a model for other vouchers that you will enter in the future for that same vendor by creating a template voucher.

Adjustment vouchers are used to adjust existing vouchers or to relate two vouchers to each other.

Journal vouchers are used to adjust accounting entries for vouchers that have been posted and paid, and whose payments have also been posted.

For example, let's say a voucher has been entered using expense account 123. The voucher has been posted and paid, and the payment has been posted, when you discover that the expense should have used account 456. To avoid making a manual General Ledger entry, which would result in General Ledger and Payables being out of sync, or unposting the voucher, correcting the voucher and then reposting the voucher and payment, you simply enter a journal voucher. On the journal voucher, you reverse the amount to account 123 and add the amount to 456, keeping General Ledger and Payables in sync. Then post the journal voucher without having to post a payment.

Reversal vouchers enable you to do several things. Primarily, Reversal vouchers let you back out incorrect vouchers and start over.

PeopleSoft Payables supports third party vouchers. These are invoices you receive that contain charges other than merchandise charges. There are no charges on these invoices for merchandise. The merchandise is billed separately on another invoice.

INVOICE LINES

Use the Invoice Line group box to enter information for each line on the invoice: the merchandise amount, the unit price, quantity, and description. You may enter as many lines as you need. The system assigns a line number to each voucher line you add to ensure that each voucher line is unique. The system also automatically calculates the line and distribution amounts based on the gross amount less taxes, freight, and miscellaneous invoice charges.

For example, if you enter a gross amount of USD 100.00 in the invoice group box and a sales tax of USD 10.00, the first line amount defaults to USD 90.00 as does the first distribution for the first voucher line. If you update the first voucher line to an amount of USD 70.00 and insert a new voucher line, the amount for the second line defaults to USD 20.00.

Distribution Lines

For each voucher line you enter, you must also enter the distribution information in the Distribution Lines group box. Each voucher line can have more than one distribution line.

The project information that you capture on vouchers is available to PeopleSoft Projects. If you add project information to a distribution line, you need at minimum to add the PC Business Unit (Projects business unit), Project ID, Activity ID, and Resource Type. The other fields are optional. By entering multiple distribution lines, you can add multiple project lines for each voucher line to categorize project costs.

PeopleSoft Payables schedules payments for a voucher when you save the voucher. At that time the system processes the voucher fields against the Payment Terms table to determine the Net Due, Discount Due, and Scheduled Due dates for the payment.

VOUCHER APPROVAL

You can approve vouchers manually, or you can approve them through Workflow. If your business has a single approver, you may want to approve vouchers by accessing the Voucher Approval component directly. If your business has multiple levels of approval, you probably want to use Workflow.

How to approve vouchers:

1. Set voucher approval rules.

2. (Optional) Run the Voucher Approval Application Engine process.

Only run this process if you are using Workflow to approve vouchers.

3. Use the Voucher Approval component to approve vouchers.

APP ENG PROCESS

The Voucher Approval Application Engine process runs a query that looks for vouchers that are not yet approved and need to go through Approval Workflow.

The result set of the query is passed to the Voucher Approval Component Interface, which feeds unique key information—such as BUSINESS_UNIT and VOUCHER_ID—into the search record of the Voucher Approval page

UNPOST VOUCHER

When a voucher is posted, PeopleSoft Payables prevents changes from being made to critical fields by disabling those fields. This is an important control feature. But sometimes an error is detected after posting that requires that a change be made to that critical information. To reedit the field, you must first unpost the voucher.

Unposting a voucher instructs the Payables system to create adjusting entries that will undo the effects of the posting. Unposting happens immediately when you save the UnPost Voucher page.

CLOSE VOUCHER

You close vouchers when you want the remaining liability to be "written off" the vendor balance and the voucher to be considered complete. Let's say, for example, that you have items in dispute and you have arranged with the vendor that you do not need to make a payment. You can now close the voucher to credit the expense accounts and debit the liability accounts.

To close a voucher, the voucher must be:

· Posted

· Not selected for payment

· Not fully paid

 VOUCHER BATCH PROCESS

The Voucher Batch process is comprised of two interconnected processes, Voucher Build, and Voucher Edit. Voucher Build (AP_VCHRBLD) is a batch program that builds voucher record sets from limited information entered online or retrieved from other procurement processes. Once voucher record sets are successfully built, Voucher Build calls the Voucher Edit program (APVCHREDIT) to complete these record sets.

Note. Voucher Build creates skeleton voucher record sets that Voucher Edit can complete.

Voucher Edit (APVCHREDT) is an Application Engine program that loads new voucher data from the Voucher Build temporary processing tables and/or any recycled vouchers from the online tables to the Voucher Edit work tables and performs the following:

· Updates the vouchers with default values for fields without data using the PeopleSoft Payables control hierarchy.

· Performs field-level, relational, and balancing edits for the voucher header, voucher line, voucher distribution line, and Scheduled payment records.

· Calculates net payment dues dates, discount due dates, and discount amounts according to the payment terms.

· Prorates freight, miscellaneous charges, sales tax, use tax, VAT, and discounts across distribution lines for applicable voucher lines.

· Schedules one or more payments according to payment terms and/or user-entered control data.

· Validates the vouchers, assigning document sequencing numbers and updating the status of one-time vendors, where appropriate.

· Moves the voucher data from the edit work tables to the online voucher tables.

At the end of the Voucher Edit process, error-free vouchers are set to a status of Postable. Vouchers that are flagged with errors during the APVCHREDT process are assigned a status of Recycle. You can inquire on vouchers with errors using Batch Voucher Error Detail component.

The APVEDTLOAD module called from APVCHREDIT selects transactions from the following Voucher Build temporary processing tables:

·         VCHR_HDR_TMP

·         VCHR_LINE_TMP

·         VCHR_DIST_TMP

·         VCHR_PYMNT_TMP

·         VCHR_MSCH_TMP

·         VCHR_MSCL_TMP

VOUCHER BUILD

Voucher Build first populates temporary tables with Quick Invoices and other available Interface sources, depending upon Run Control Selection criteria. Staged Vouchers from prior Voucher Build processes that have been released for processing and Vouchers with Pre-Edit errors can also be selected for re-processing and are inserted into the temporary tables with the new transactions.

QUICK INVOICE ENTRY

The Quick Invoice Entry pages contain a minimal amount of PeopleCode, are easy to configure and upgrade, and offer improved performance on save. Vouchers input via the Quick Invoice Entry component are not required to enter all the information but can elect to have information default from the receivers or purchase orders. Quick Invoice Entry pages do not feature the field relational edits, balancing edits, or field defaulting found in the online Voucher component. Think of the Quick Invoice Entry component as online key punch cards. Editing and defaulting are performed by Voucher Edit.

MATCHING

Matching is a flexible process that compares vouchers with purchase orders and receiving documents to ensure that you are paying for what you ordered and received. To run matching, you must have PeopleSoft Payables and PeopleSoft Purchasing installed on the same database. The system automatically performs the required matching based on the document characteristics. Users need only choose STANDARD as the Match Control ID and the system does the rest.

VOUCHER     AND PAYMENT POSTING PROCESS

The PeopleSoft Payables Voucher Posting process (AP_PSTVCHR) creates accounting entries from vouchers. These accounting entries are then available for General Ledger journal generation. Vouchers must be entered, approved, and posted before you can send voucher information to the general ledger.

The PeopleSoft Payables Payment Posting process (AP_PSTPYMNT) creates accounting entries from payment-related transactions, such as system-created payments, manual payments, drafts, EFT payments, ACH payments, and cancelled payments. Payment posting also creates realized gain or loss offsets when a transaction is entered in a different currency than the base currency and the rates have fluctuated between the Invoice and Payment dates. These accounting entries are then available to the Journal Generator to pass to your general ledger.

To perform voucher posting:

1. Create vouchers using the online Invoice Information page or Quick Invoice Entry page.

2. Define a voucher posting request using the Voucher Posting Request page.

3. (Optional) If required, perform matching and budget checking use the Match Request page, the AP Voucher Exceptions page, and the AP Voucher (NP) Exceptions page.

4. Run voucher posting using the Process Scheduler.

5. Evaluate posting results using the Voucher Accounting Entries page.

To perform payment posting:

1. Create Payments using the Pay Cycle Manager page, Express Payments page, and Create Manual Draft page.

2. (Optional) Run voucher posting after the Pay Cycle process.

3. Define and verify a payment posting request using the Payment Posting Request page.

4. Run payment posting using the Process Scheduler.

5. Evaluate the results using the Voucher Accounting Entries page or Vendor Balance page.

 

PREPAYMENT

·         Allows a payment to be made to a vendor without an invoice.

·         Creates accounting entries for the prepayment.

·         Applies VAT and withholdings to the prepayment.

·         Facilitates the application of the prepayment to the final voucher.

You use prepayments to create payments for vendors before receiving an invoice as follows:

·         Enter and pay a Prepaid voucher immediately.

·         When the invoice is received, enter it as a regular voucher.

·         Prior to payment of the regular voucher, apply or link the prepaid voucher and regular voucher.

The system deducts the payment made on the prepaid voucher from the regular voucher's scheduled payment and remits the balance to the vendor.

·         Once the prepayment has been made, post both the prepayment voucher and the prepayment to create the appropriate accounting entries.

The posting programs reverse the prepayment entries and charge the final accounts when the regular voucher is posted.

Prepayment application can be done in batch processing (part of voucher posting), or manually using the Apply Vouchers to Prepayment page. You can apply multiple prepayments to one voucher as well as one prepayment to multiple vouchers.

PAYABLES PAYMENT INTERFACE

To set up Payables to process payments from another source, define the payment source you are using in the Payment Source component.

To process payments for any new payment source that you define, the Pay Cycle Manager needs to know where your payment data is staged and how to map the data to the corresponding table in PeopleSoft Payables. You define this information using the Pay Cycle Mapping component.

After mapping your Pay Cycle, you can define your Pay Cycle in the Payment Selection Criteria component.

Here's how you set up the Payables Payment Interface:

1.       Define payment sources.

2.       Enter search records.

3.       Set up pay cycle mapping.

4.       Map fields.

PAY CYCLE

The ultimate goal of any accounts payable system is to produce payments, either by printing a paper check, sending an electronic funds transfer, or processing a draft. The key is to make payments on time to take advantage of discounts and maintain strong vendor relations, while achieving optimal cash flow.

The PeopleSoft Application Engine program (AP_APY2015) exclusively handles the Pay Cycle process, from Payment Selection through Payment Creation. This Application Engine program requires the pay cycle status to be set to specific values when processing specific steps. Because of this requirement, adding a new status, for example, between the Payment Selection and Payment Creation process, requires that you modify the Application Engine program.

Payment Process Steps

1. Scheduling payments:

You can configure the system to automatically select scheduled payments, or you can manually select them any time. You provide necessary information, such as vendor payment terms, due dates, or business calendar, as part of the control hierarchy or at voucher entry. If the voucher is to be paid in one payment, the system automatically schedules the payment. If you decide to pay the voucher in multiple payments, you can apply split payment terms to the voucher, and the system automatically creates multiple payment schedules. You can also schedule the payments manually using the Payments page.

2. Selecting payments

You create, run, and update pay cycles that select vouchers for payment. Pay cycles are payment selection templates that store the criteria the system uses to select vouchers for payment. These are some of the criteria:

·         Pay through date.

·         Vendor pay group.

·         Business unit.

·         Bank account.

·         Payment method.

If you want to schedule a pay cycle to run automatically, use the Payment Selection Criteria pages to set up the criteria and schedule the process. Once you set up your standard pay cycles, you can run them repeatedly by manually or automatically updating the pay through and payment dates.

3.       Reviewing payments

You review payments online in a number of ways before you create the actual checks and payment advice. During this iterative process, you evaluate whether any payments should be put on hold, determine how to deal with payments that require special handling, and schedule multiple payments for each invoice. You also analyze potential vendor issues by monitoring the payment statuses. PeopleSoft Payables alerts you to potential lost discounts if you leave a voucher payment schedule unpaid until the next payment run. You can find the online components for reviewing payments on the Payment Inquiry page.

4.       Creating payments

Once you define your pay cycle criteria, you run a process (AP_APY2015), from the Pay Cycle Manager to select eligible payments and generate the required payment records. This process enables you to flag vouchers as paid and then run the print job separately. In addition, if something does go wrong with your printer, you can elect to restart the check run at a specific number. If you are using preprinted check stock, void any numbered checks that were mangled and renumber the check run starting at the next available check. For system-numbered checks, select the Use Same Check Reference check box to reuse the check numbers.

5.       Posting payments

You run the payment posting process (AP_PSTPYMNT) on the Payment Posting Request page to create accounting entries based on your payments. You can run posting using PeopleSoft Process Scheduler.

6.       Reconciling payments

Bank Account Reconciliation supports both manual and electronic entry of bank reconciliation data. Transactions can be automatically matched and reconciled, or you can manually match and force them to reconcile. Online inquiries and reports are available to review the results of the reconciliation process. You initiate the reconciliation process (FSPRECON) from the Reconciliation page.

7.       Cash clearing

Use cash clearing to track cleared and uncleared amounts in the banking system. The more often you reconcile payment information from your bank, the more accurate your cash account balances are. To use this feature, define a cash clearing account and a cash account for each bank account. Payment posting creates accounting entries that credit the cash clearing account. You run the Cash Clearing process (AP_APCSHCLR) from the Cash Clearing Request page.

 Payment Forecast report (APY2040), which enables you to see your cash requirements by business unit, vendor, bank, or payment method.

NETTING

Netting offsets accounts receivable and accounts payable transactions with a customer who is also a vendor. It decreases the number of transactions between you and your customer/vendor and, by reducing banking fees, saves you business costs. The Netting Bank is a virtual bank account meaning that no funds are actually paid into or out of the netting account. It is debited and credited by the netted amount of the accounts payable and accounts receivable transactions.

PAY CYCLE MANAGER

Pay Cycle Manager is the focal point of PeopleSoft Payables. From the Pay Cycle Manager page, you process each of the steps necessary to turn bank account, vendor, voucher, and business unit information into actual payments. Use Pay Cycle Manager to create, view, and send payments to a printer or a file, and create ACH files, drafts, EFT files, wire transfer reports, and positive payment files.

The Pay Cycle Manager is the place to go any time during the process of creating payments. The Pay Cycle Manager tells you exactly where your payments are in the payment process.

It even notifies you of any exceptions that might occur during processing and transfers you to the appropriate page so that you can decide how best to handle these conditions.

Provide features that enable you to:

·         Create express payments

·         Enter and apply manual payments

·         Cancel a payment

After completing the payment selection process, you might find it necessary to place certain payments on hold, temporarily exclude them from the Pay Cycle, or review the total and amount for the Pay Cycle by business unit or by bank account before you proceed with payment creation and printing. You can view:

·         Cash requirements, either by business unit or bank account.

·         Vouchers by vendor or business unit to determine if individual vouchers should be paid separately or placed on hold. You can change information or add information, such as a payment message, before the payment creation process. You can also exclude individual payments from the Pay Cycle.

·         Payment requirements for vendors by bank account.

·         The number of scheduled payments and the total dollar amount by business unit or bank account that has selected payments in the Pay Cycle.

To send payment information to the general ledger, you must first post the payments in PeopleSoft Payables.

Start the Pay Cycle by clicking the process button on either Payment Selection or Payment Selection & Creation. The Pay Cycle Manager searches for all banks and payment methods defined for the Pay Cycle. Each type of output is placed in a row in the bottom of the page.

Pay cycle processes are the applications that must run before you start getting output from each bank account or payment method. These processes can consist of Payment Selection, Draft Staging, and Payment Creation, individually. Or, you can run them all together by selecting Payment Selection & Creation.

You can reset a payment cycle in the Pay Cycle Manager if you decide against creating any payments for the selected vouchers. This option gives you the flexibility to deselect vouchers for payment after you run a Pay Cycle, but before you print the checks. You can reset a pay cycle after Payment Selection, but to reset after Payment Creation requires extra steps. To reset after Payment Creation, go through Pay Cycle Approval to reject the pay cycle. Then, perform the reset.

Pay Cycle Job streamlines the two main Pay Cycle processes, Select and Create process (AP_APY2015) and Output File process (FIN2025.SQR), so they run as a job without user intervention.

When you have successfully selected your payments, viewed and processed any exceptions, generated payments, approved the Pay Cycle, printed payments, confirmed payment reference numbering, and formatted and produced the positive payment file, the Pay Cycle Manager shows a status of Completed.