Procure-to-Pay and the General Ledger Presenter: Emmett Folk, ctcLink Functional Analyst BAR January 23, :30 PM – 4:30 PM

Thank you! We would like to thank everyone at the colleges who have been involved with us on this project. If you haven’t already, we encourage everyone to subscribe to our listserv: Ctclinksme_fin You can find it on the public mailing list page ( that’s available through the IT section of the SBCTC website.

Today’s Topics 1)Procure-to-Pay Overview o Basic Stages o PeopleSoft Modules Used o Stages that Post to the General Ledger 2)AP Vouchers and Payments o Voucher/Payment Overview o General Ledger Impact 3)Processing Vouchers and Payments o Processing AP Vouchers o Processing AP Payments 4)Accounting Entry Templates o Setup and Purpose o General Ledger Impact

Procure-to-Pay Overview Submit Requisition Source Requisition Process PO Process Receipt Process Voucher Process Payment eProcurement / Purchasing eProcurement / Purchasing eProcurement / Purchasing Accounts Payable

Processes that Hit the General Ledger Submit Requisition Source Requisition Process PO Process Receipt Process Voucher Process Payment eProcurement / Purchasing eProcurement / Purchasing eProcurement / Purchasing Accounts Payable

AP Vouchers and Payments – What are they? A Voucher is a document that details the nature of a potential payment(s) so it can be reviewed and approved. It acknowledges that money is owed to a Supplier. A Payment is a physical check or electronic fund transfer that is created as a result of a finalized, approved Voucher. It is a remittance of money to a Supplier.

AP Vouchers and Payments – Sample Voucher

AP Vouchers and Payments – GL Impact A Voucher recognizes an expense and creates an offsetting liability(s): A Payment reduces the appropriate liability and recognizes the associated remittance of funds:

AP Voucher Processing – Create Voucher

AP Voucher Processing – Schedule Payments

AP Voucher Processing – Status

AP Voucher Processing – Budget Check

AP Voucher Processing – Status

AP Voucher Processing – Voucher Posting

AP Voucher Processing – Status

AP Voucher Processing – Accounting Entries

AP Voucher Processing – Journal Generate

AP Voucher Processing – Accounting Entries

AP Payment Processing – Create Payment

AP Payment Processing – Run Pay Cycle

AP Payment Processing – Create Payments

AP Payment Processing – Post Payments

AP Payment Processing – Accounting Entries

Accounting Entry Templates The Accounting Entry Template identifies the Chartfield Distribution to be used in the offsetting entry associated with each GL transaction:

Accounting Entry Templates and the GL In our sample Voucher and Payment, you can see the Distribution provided by the document creator and the offsetting distribution provided by the Accounting Entry Template:

Any Questions?

Thank you for your time! Please let us know if you have any questions or feedback! Finance SME Listserv: OR Any of the ctcLink Finance Team: Cindy SchafferLisa WolcottSherry StroudEmmett Folk Finance Functional Lead Grants, Contracts, Budgeting Student FinancialsAP, Purchasing, ePro, Asset Management