CSUCI > FIS 8.4 Accounts Payable Training Guide – AP Inquiry

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FIS 8.4 Accounts Payable Training Guide – AP Inquiry

Last Revised: 11/2/2004

DRAFT

Accounts Payable-v8.4 Training Guide DRAFT AP Inquiry

Table of Contents Page

1.1 Voucher Inquiry Page Steps ............................................................................................... 4

1.1.1 Voucher Inquiry Page Screen Shot ........................................................................ 5 1.1.2 Voucher Inquiry Page Valid Value Tables.............................................................. 6

1.2 Detail Lines button .............................................................................................................. 6 1.2.1 Voucher Line Display Page Screen Shot ............................................................... 7

1.3 Payment Information button................................................................................................ 8 1.3.1 Voucher Payments Page Screen Shot................................................................... 9

1.4 Payment Reference ID Link .............................................................................................. 10 1.4.1 Payment Inquiry Page Screen Shot ..................................................................... 10 1.4.2 Payment Inquiry Page Valid Value Tables ........................................................... 11

2.0 Inquire on Accounting Entries ........................................................................................................ 12 2.1 Voucher Accounting Entries Page Steps.......................................................................... 12

2.1.1 Voucher Accounting Entries Page Screen Shot................................................... 13 2.1.2 Voucher Accounting Entries Page Valid Value Tables......................................... 13

3.0 Inquire on Matched Vouchers ........................................................................................................ 14 3.1 Match Manager Search Page Steps................................................................................. 14

3.1.1 Match Manager Search Page Screen Shot.......................................................... 15 3.1.2 Match Manager Search Page Valid Value Tables................................................ 15

3.2 Voucher ID Link................................................................................................................. 16 3.2.1 Voucher Inquiry Page Screen Shot ...................................................................... 17 3.2.2 Voucher Inquiry Page Valid Value Tables............................................................ 18

3.3 Match Exception Voucher/Purchase Order button ........................................................... 18 3.3.1 Match Exception Voucher/Purchase Order Page Screen Shot............................ 19

3.4 Match Exception Voucher/Receipt button......................................................................... 20 3.4.1 Match Exception Voucher/Receipt Page Screen Shot ......................................... 20

3.5 Match Exception Override button...................................................................................... 21 3.5.1 Match Exception Override Page Screen Shot...................................................... 21 3.5.2 Match Exception Override Page Valid Value Tables............................................ 22

3.6 Match Exception Override History button ......................................................................... 22 3.6.1 Match Exception Override History Page Screen Shot.......................................... 22

4.0 Inquire on Payments ...................................................................................................................... 23 4.1 Payment Inquiry Page Steps ............................................................................................ 23

4.1.1 Payment Inquiry Page Screen Shot ..................................................................... 24

Revised: 2/28/2007 Page 2 of 30


4.1.2 Payment Inquiry Page Valid Value Tables ........................................................... 24 4.2 Payment Reference ID Link .............................................................................................. 26

4.2.1 Payment Voucher Detail Page Screen Shot ........................................................ 27

5.0 Inquire on Purchase Orders........................................................................................................... 28 5.1 PO Inquiry Page Steps ..................................................................................................... 28

5.1.1 PO Inquiry Page Screen Shot .............................................................................. 30



Accounts Payable Inquiry Successful management of accounts payable includes inquiring on voucher information. PeopleSoft offers numerous inquiry pages that can be retrieved to display voucher information. For instance, you can view the processing and match status of vouchers, their accounting line information, and their associated payments. In addition, you can use the drill-down functionality in PeopleSoft to view general ledger and purchasing information related to the vouchers.

Inquire on Vouchers PeopleSoft Payables provides several inquiry pages that enable you to view voucher information. The Voucher Inquiry provides invoice header information such as the Vendor Name, Invoice Number, Invoice Date, Gross Amount, and Payment Due Date. You can also view Voucher Line Information such as: Unit Price, Quantity, Item, Account Numbers, etc. Payment details are also available. The first step in Inquire on Vouchers is to navigate to the correct PeopleSoft page.

1. Menu > Accounts Payable > Review > Vouchers > Voucher Inquiry

2. The Voucher Inquiry page displays.

1.1 Voucher Inquiry Page Steps Use this page to view the voucher information. The information contained on this page defaults from the voucher information entered. The voucher information includes the Business Unit, Voucher ID, Invoice Number, Invoice Date, Vendor ID, Short Vendor Name, Vendor Location, and Voucher Style. You can also access voucher line details and payment details from this page.

1. Enter the criteria to search for the voucher.

Voucher search options include: Business Unit, Voucher ID, Voucher Style, Invoice Number, Post Status, Approval Status etc.

2. Select a sorting option from the Sort By and Sort Asc/Desc fields, if applicable.

Click .

3. Click .

4. View the results of the voucher inquiry.

Voucher Inquiry Results include: Business Unit, Voucher ID, Invoice Number, Invoice Date, Vendor ID, Short Vendor Name, Vendor Location, Voucher Style, Currency, Gross Invoice Amount, Voucher Unpaid Balance, Unapplied Prepayments, Total Non-Merch, Gross Amount Paid, and Net Amount Paid.



5. Click if you need to view distribution line information for the voucher. This brings you to the Voucher Line Display page. Follow the steps for processing the Voucher Line Display page. When finished, you will be returned to this Voucher Inquiry page.

6. Click if you need to view payment information for the voucher. This brings you to the Voucher Payments page. Follow the steps for processing the Voucher Payments page. When finished, you will be returned to this Voucher Inquiry page.

1.1.1 Voucher Inquiry Page Screen Shot



1.1.2 Voucher Inquiry Page Valid Value Tables

Voucher Style Valid Value Table

Voucher Style Description

All Vouchers Include all vouchers styles in the search.

All Except Prepaid Include all vouchers styles except prepaid vouchers in the search.

Regular Voucher Include only Regular Vouchers in the search.

Adjustments Include only Adjustment Vouchers in the search.

Journal Voucher Include only Journal Vouchers in the search.

Template Voucher Include only Template Vouchers in the search.

Voucher Balance Valid Value Table

Voucher Balance Description

Balance Remains This option allows you to search for vouchers with an unpaid balance.

No Balance Remains This option allows you to search for vouchers with no remaining balance.

Voucher Date Type Valid Value Table

Voucher Date Type Description

Accounting Date Use the accounting date as the search option.

Due Date Use the due date as the search option.

Entered Date Use the date the voucher was entered as the search option.

Invoice Date Use the invoice date as the search option.

Amount Rule Valid Value Table

Amount Rule Description

Any Any gross amount.

Equal to The gross amount is equal to the specified amount.

Greater than The gross amount is greater than the specified amount.

Greater than or equal to The gross amount is greater than or equal to the specified amount.

Less than The gross amount is less than the specified amount.

Less than or equal to The gross amount is less than or equal to the specified amount.

1.2 Detail Lines button The Detail Lines button, available on the Voucher Inquiry page, launches the Voucher Line Display page and is used to view distribution line information for the voucher. The distribution information displayed includes: GL Unit, Account, Department, Fund, Amount, etc.

This page opens in a new browser window.



1. View the distribution line information for the voucher.

Distribution line information includes all of the Chartfields entered for the displayed voucher.

2. Click to close the window and return to the Voucher Inquiry page.

1.2.1 Voucher Line Display Page Screen Shot



1.3 Payment Information button The Payment Information button, accessed from the Voucher Inquiry page, launches the Voucher Payments page, and is used to view payment information for the voucher. From this page, you can access the Payment Inquiry page.

1. View the payment information.

Payment information includes: Bank SetID, Bank Code, Bank Account, Payment Reference ID, Payment Date, Payment Amount, Payment Currency, Payment Status, etc.

2. If you need to inquire on more payment details, click the Payment Reference ID link, otherwise continue with Step 3.

3. Click the Back to Voucher Inquiry link to return to the Voucher Inquiry page.



1.3.1 Voucher Payments Page Screen Shot

Additional Links:

Back To Voucher Inquiry link

This link takes you back to the Voucher Inquiry page.

Payment Reference ID link

This link takes you to the Payment Inquiry page, where you can view additional payment information.



1.4 Payment Reference ID Link The Payment Reference ID link, available from the Voucher Payments page, launches the Payment Inquiry page, and is used to view detailed payment information.

1. View the results of the Payment Inquiry.

Payment results include: Payment Reference ID, Payment Method, Amount, Currency, Creation Date, Payment Date, Payment Status, Recon Status, and Reconcile Date.

2. Click the Back to Voucher Payments link to return to the Voucher Payments page.

1.4.1 Payment Inquiry Page Screen Shot

Additional Links:

Back to Voucher Payments link

This link takes you to back to the Voucher Payments page.


This link takes you the Payment Voucher Detail page, where you can perform inquiries on the vouchers that make up the payment.



1.4.2 Payment Inquiry Page Valid Value Tables

Payment Status Valid Value Table

Payment Status Alignment Deleted Escheated Overflow Paid Pre-note Replaced Same Ref Stale Stopped Undo Void

Payment Method Valid Value Table

Payment Method Check Direct DB Giro-Man LC Manual Treas Wire Wire


Amount Rule Description Any Any gross amount. Equal to The gross amount is equal to the specified amount. Greater than The gross amount is greater than the specified amount. Greater than or equal to The gross amount is greater than or equal to the specified

amount. Less than The gross amount is less than the specified amount. Less than or equal to The gross amount is less than or equal to the specified amount.



2.0 Inquire on Accounting Entries PeopleSoft Payables provides several inquiry pages that enable you to view voucher information. The inquiry on accounting entries allows you to view the accounting lines of a voucher sent from the Accounts Payable system to the General Ledger. Accounting line information includes: account numbers, monetary amounts, ledgers, journal dates, journal numbers, status, etc. The first step in Inquire on Accounting Entries is to navigate to the correct PeopleSoft page.

1. Menu > Accounts Payable > Review > Vouchers > Voucher Accounting Entries

2. The Voucher Accounting Entries page displays.

2.1 Voucher Accounting Entries Page Steps Use this page to view the accounting entries for a voucher.

1. Accept the default Business Unit for CSUCI it is CICMP.

2. Enter the Voucher ID or Invoice Number as a search criterion.

3. Select an Accounting Line View Option. See Valid Values.

4. Click .

5. View the main information for the voucher accounting lines.

6. Click the Chartfield tab to view the Chartfields for the voucher accounting lines.

7. Click the Journal tab to view journal information for the voucher accounting lines.

Journal information includes: Journal ID, Journal Date, Budget Date, Budget Status, etc.



2.1.1 Voucher Accounting Entries Page Screen Shot

2.1.2 Voucher Accounting Entries Page Valid Value Tables

Accounting Line View Option Valid Value Table

Accounting Line View Option

Description

Standard Non-Entry Event accounting entries display. CSU is not using Entry Event.

Supplemental Entry Event accounting entries display. CSU is not using Entry Event.

View Both All accounting entries display. This is the default.



3.0 Inquire on Matched Vouchers After the matching process runs, you can view a list of matched vouchers and the purchase orders and receipts associated with those vouchers. You can also unmatch vouchers that were previously matched. Unmatching a voucher resets the match status of any corresponding purchase orders and receivers that were matched to the voucher. These purchase orders and receivers can then be matched to other vouchers, if necessary. The first step in Inquire on Matched Vouchers is to navigate to the correct PeopleSoft page.

1. Menu > Accounts Payable > Review > Vouchers > Match Manager

2. The Match Manager Search page displays.

3.1 Match Manager Search Page Steps

Use this page to view a list of matched vouchers. From this page, you can access and view the voucher records and their corresponding purchase orders and receipts. Matched vouchers can also be unmatched from this page.

CSU has added functionality that allows you to view match exceptions by User ID. This allows the ability to research the matching problems for only the vendors that a user is responsible for maintaining. Please refer to the CSU Match Exceptions Inquiry Business Process Paper for more information on this topic.

1. Enter criteria to search for the matched voucher.

Search criteria includes: Business Unit, Voucher ID, Voucher Style, Invoice Number, Match Status, Buyer, Vendor Name, Voucher Date Type, Vendor ID, Vendor Location, From/To Date, and Control Group ID.

2. Click .

3. View the matched vouchers.

4. Select the checkbox of the voucher that is to be unmatched, if applicable.

5. Click .

6. Click .

7. If you need to inquire on the voucher, click the Voucher ID link, otherwise continue with Step 8.

8. Click (in the Purchase Orders field) if you need to view purchase order details for a voucher. This brings you to the Match Exception Voucher/Purchase Order page. Follow the steps for processing the page. When finished, you will be returned to this Match Manager Search page. Continue with Step 9.

9. Click (in the Receipts field) if you need to view receiver details for a voucher. This brings you to the Match Exception Voucher/Receipt page. Follow the steps for processing the page. When finished, you will be returned to this Match Manager Search page. Continue with Step 10.

If no receiver information exists for the matched voucher, the Receipts field will not display.



10. Click (in the Exceptions Log field) if you need to view/override match exceptions. This brings you to the Match Exception Override page. Follow the steps for processing the page. When finished, you will be returned to this Match Manager Search page. Continue with Step 11.

If no exceptions exist for the matched voucher, the Exceptions Log field will not display.

11. Click (in the Override History field) if you need to view the history of a match exception that has been overridden. This brings you to the Match Exception Override History page. Follow the steps for processing the page. When finished, you will be returned to this Match Manager Search page.

If there is no history of an overridden exception for the matched voucher, the Override History field will not display.

3.1.1 Match Manager Search Page Screen Shot

Additional Links:

Voucher ID link This link takes you to the Voucher Inquiry page, where you can view detailed voucher information.

3.1.2 Match Manager Search Page Valid Value Tables













Voucher Date Type Option Description

Accounting Date Use the accounting date as the voucher date.

Due Date Use the due date as the voucher date.

Entered Date Use the date the voucher was entered as the voucher date.

Invoice Date Use the invoice date as the voucher date.

Match Status Valid Value Table

Match Status Description

Ready The voucher is ready to for matching.

No Match The voucher has been flagged as do not match.

Matched The voucher passed the matching process.

Exceptions The voucher has failed the matching process and has match errors/exceptions.

Matching The match process is currently running for the voucher.

Overridden The voucher has match exceptions, but those exceptions have been overridden.

Rejected The voucher cannot be paid due to errors during matching. The voucher can be posted.

3.2 Voucher ID Link The Voucher ID link, available from the Match Manager Search page, launches the Voucher Inquiry page, and is used to view the voucher information. The information contained on this page defaults from the voucher information entered. The voucher information includes the Business Unit, Voucher ID, Invoice Number, Invoice Date, Vendor ID, Short Vendor Name, Vendor Loc, and Voucher Style. You can also access voucher Line Details and Payment Details from this page.

1. View the voucher details for the matched voucher.

Voucher Inquiry Results include: Business Unit, Voucher ID, Invoice Number, Invoice Date, Vendor ID, Short Vendor Name, Vendor Location, Voucher Style, Currency, Gross Invoice Amount, Voucher Unpaid Balance, Unapplied Prepayments, Total Non-Merch, Gross Amount Paid, and Net Amount Paid.

2. Click to close the new window and return to the Match Manager Search page.



3.2.1 Voucher Inquiry Page Screen Shot



3.2.2 Voucher Inquiry Page Valid Value Tables









Voucher Balance Valid Value Table

Voucher Balance Description

Balance Remains This option allows you to search for vouchers with an unpaid balance.

No Balance Remains This option allows you to search for vouchers with no remaining balance.


Voucher Date Type Option Description

Accounting Date Use the accounting date as the voucher date.

Due Date Use the due date as the voucher date.

Entered Date Use the date the voucher was entered as the voucher date.

Invoice Date Use the invoice date as the voucher date.


Amount Rule Description

Any Any gross amount.

Equal to The gross amount is equal to the specified amount.

Greater than The gross amount is greater than the specified amount.

Greater than or equal to The gross amount is greater than or equal to the specified amount.

Less than The gross amount is less than the specified amount.

Less than or equal to The gross amount is less than or equal to the specified amount.

3.3 Match Exception Voucher/Purchase Order button The Match Exception Voucher / Purchase Order button, available from the Match Manager Search page, launches the Match Exception Voucher / Purchase Order page and is used to compare the purchase order information with the matched voucher.

1. View the voucher and purchase order information.



Voucher line information includes: Line, Terms, Vendor, Quantity, Unit Price, and Merchandise Amount.

PO line information includes: Unit, ID, Line, Schedule, Terms, Vendor Quantity, Price, Merchandise Amount, PO Date, Match Status, Match Control, Buyer, etc.


3.3.1 Match Exception Voucher/Purchase Order Page Screen Shot



3.4 Match Exception Voucher/Receipt button The Match Exception Voucher/Receipt button, available from the Match Manager Search page, launches the Match Exception Voucher/Receipt page and is used to compare the receipt information with the matched voucher.

1. View the voucher and receipt information.

Voucher line information includes: Line, Vendor, Quantity, Unit Price, and Merchandise Amount.

Receipt line information includes: Unit, ID, Line, Seq, Vendor, Accepted Quantity, Price, Merchandise Amount, Receiver Date, Match Status, Match Control, etc.


3.4.1 Match Exception Voucher/Receipt Page Screen Shot



3.5 Match Exception Override button The Match Exception Override button, available from the Match Manager Search page, launches the Match Exceptions Override page and is used to view match exceptions. You then can choose to reject or override the exceptions. CSU has added functionality so that the Match Rule that caused the exception displays on this page, as well as the Exception Message.

1. View the details of the Match Exceptions.

Details include: Match Control, Match Rule, Match Level, and Exception description.

2. Select a Match Status.

Match Status options include: Rejected, Overridden, or Exceptions.

If one voucher has multiple exceptions, select the Override checkbox to override a specific exception and leave the other exceptions intact.


3.5.1 Match Exception Override Page Screen Shot



Additional Links:

View Purchase Order link

This link takes you to the Match Exception Voucher/Purchase Order page, where you can inquire on voucher and PO information.

3.5.2 Match Exception Override Page Valid Value Tables

Match Status Valid Value Table

Match Status Description

Rejected Indicates the exception has been rejected.

Overridden Indicates the exception has been overridden and will be matched the next time matching runs.

Exceptions Indicates that matching exceptions exist.

3.6 Match Exception Override History button The Match Exception Override History button, available from the Match Manager Search page, launches the Match Exception Override History page and is used to view the history of a match exception that has been overridden.

1. View the override history for the match exception.

Override history includes: Match Rule, Overridden By, Overridden Date/Time, etc.


3.6.1 Match Exception Override History Page Screen Shot



4.0 Inquire on Payments PeopleSoft Payables provides several inquiry pages that enable you to view payments. The Payment Inquiry is the most common inquiry used in searching payment details. The payment information displayed includes Payment Method, Payment Cycle, Amount, Payment Date, Vendor, Bank Account Type, Bank Account Number, etc. The first step in Inquire on Payments is to navigate to the correct PeopleSoft page.

1. Menu > Accounts Payable > Review > Payments > Payment Inquiry

2. The Payment Inquiry page displays.

4.1 Payment Inquiry Page Steps Use this page to view detailed payment information.

1. Enter payment Search Criteria.

Payment Search Criteria options include: Payment Reference ID, Payment Method, Bank Code, Bank Account, Vendor ID, Vendor Location, Amount, etc.

2. Click .

3. View the results of the Payment Inquiry.

Payment results include: Payment Reference ID, Payment Method, Amount, Currency, Creation Date, Payment Date, Payment Status, Recon Status, and Reconcile Date.

4. If you need to view voucher details, click the Payment Reference ID link.



4.1.1 Payment Inquiry Page Screen Shot

Addtitional Links:


This link takes you the Payment Voucher Detail page, where you can perform inquiries on the vouchers that make up the payment.

4.1.2 Payment Inquiry Page Valid Value Tables

Payment Status Valid Value Table

Payment Status Alignment Deleted Escheated Overflow Paid Pre-note Replaced Same Ref Stale Stopped



Payment Status Undo Void

Payment Method Valid Value Table

Payment Method Check Direct DB Giro-Man LC Manual Treas Wire Wire


Amount Rule Description Any Any gross amount. Equal to The gross amount is equal to the specified amount. Greater than The gross amount is greater than the specified amount. Greater than or equal to The gross amount is greater than or equal to the specified

amount. Less than The gross amount is less than the specified amount. Less than or equal to The gross amount is less than or equal to the specified amount.



4.2 Payment Reference ID Link The Payment Reference ID link, available from the Payment Inquiry page, launches the Payment Voucher Detail page and is used to view the different vouchers that make up the payment. From this page, you can access the Voucher Inquiry page.

1. View the payment voucher details.

Payment voucher details include: Bank Name, Bank Account Number, Pay Cycle, Payment Amount, Payment Reference ID, Payment Date, Days Outstanding, Payment Clear Date, Reconcile Date, Value Date, etc.

2. Click the Voucher ID link if you need to access the Voucher Inquiry page where you can view details for the voucher.

3. Click the Back to Payment Inquiry link to return to the Payment Inquiry page.



4.2.1 Payment Voucher Detail Page Screen Shot

Additional Links:

Back to Payment Inquiry link

This link takes you back to the Payment Inquiry page.

Voucher ID link This link takes you to the Voucher Inquiry page, where you can view detailed voucher information.



5.0 Inquire on Purchase Orders You can view purchase order details for a voucher in the Accounts Payable module. The PO inquiry displays purchase order line, voucher line, and receiver line information. The first step in Inquire on Purchase Orders is to navigate to the correct PeopleSoft page.

1. Menu > Accounts Payable > Review > Interfaces > Purchase Order Inquiry

2. Enter Search by criteria.

Search by criteria include: Business Unit, Purchase Order, Purchase Order Date, Short Vendor Name, and Vendor ID.

3. Click .

You will either go directly to the page or see a list of search results. Click the desired search result.

4. The PO Inquiry page displays.

5.1 PO Inquiry Page Steps Use this page to view purchase order, voucher, and receiver line information.

1. View the PO Line, PO Voucher Line, and PO Receiver Line information.

PO Line information includes: Line Number, Sched Num, Amount, PO Qty, and Match



Status.

PO Voucher Line information includes: AP Unit, Voucher (ID), Line (number), Entry Status, Match Status, Amount, UOM, Quantity, BU Recv, Receipt No, Receipt Line, and Finalized Distribution (status).

PO Receiver Line information includes: BU Recv, Receipt No, Receipt Line, Match Status, Amount, UOM, Recv Qty, and Accept Qty.



5.1.1 PO Inquiry Page Screen Shot


Documents

CSUCI > FIS 8.4 Accounts Payable Training Guide – AP Inquiry