Requisition to Payment Lifecycle September 2015

Welcome! Purpose of this training session is to provide an overview of the Requisition to Payment process in PeopleSoft. This session will not provide you with the transactional steps. Mute your phone lines upon entry to eliminate background noise and conversations from disturbing others. Enter all questions for the instructors in the chat section; we will pause at logical breaks throughout the session to answer questions.

Agenda Suppliers Requisitions Approvers Purchase Orders Receiving Invoice Payment

Suppliers Check to make sure your supplier is setup in PeopleSoft before entering a requisition or payment request. Suppliers must be setup in PeopleSoft and be in an Approved status or they will not get paid. All Suppliers must have one of the following on file: W-9US Individual or Entity W-8 BENInternational Individual W-8 BEN-EInternational Entity

Approved Suppliers

Suppliers for Payment Requests

Supplier Onboarding Kit

The CrossWalk Page Use this CrossWalk page to enter old accounting information such as Department and Fund to identify your new Chartfield equivalents.

Chartfields Using the new Chartfield equivalents you retreived from the Crosswalk page, complete the Accounting Chartfields in PeopleSoft. These Chartfields are REQUIRED on all transactions.

Chartfield cont’d Department and Class are REQUIRED on all transactions. Product is ONLY required for Banner Journal Entries.

Chartfield cont’d These Chartfields are REQUIRED for Sponsored, Construction, and Internal Projects.

Payments There are three distinct ways to get items paid in PeopleSoft: – Requisition to Purchase Order – Requisition to Purchase Order with good/service already received – Payment Request

Requisition to PO Most of your requests for purchase will start with a requisition. Critical to have the approved supplier when creating a Requisition. Create Requisitions line by line for the 3 Way Matching rule. If these lines do not match, payment processing will be delayed. When creating a multiple line requisition, add the supplier/category on the Requisition Settings page, if the category is the same for all lines.

Requisition to PO cont’d If cost sharing, add the account info at the line level, on the Checkout – Review and Submit page because it allows you to add additional lines. Quantity of one should be an amount only line. This is checked on this page as well.

Requisition to PO cont’d Use the expand buttons to view the Accounting Lines on the Checkout- Review and Submit page.

Comments and Attachments Add comments and attachments at the Line level on the Checkout – Review and Submit page. The Add icon gains squiggle lines when attachments and comments have been added.

Use of Categories Selecting the correct Category for your requisition is important. The Category defaults the Account Number into the Requisition. If you select the wrong category, other processes will also be incorrect, for example Workflow. Categories 9990, 9991, 9992 & 9993 should never be used; they are reserved for SAM office use.

Use of Categories cont’d Most Category Codes are numeric (i.e. 207, 425, 578) and are used for purchasing expenses. Categories that start with alpha characters (i.e. COMPUTERS, FURNITURE, TECHEQUIP) are to ONLY be used when purchasing a Capital Asset. A Capital Asset is an item that is individually greater than $5,000, and expected to be depreciated for more than 2 years. These items are recorded to 56xxx account numbers.

Use of Categories cont’d Use the “View All” link to view all of the categories currently in PeopleSoft. All Account #’s are still valid but may not be categorized. For these Accounts, select the Miscellaneous Products category 578. When selecting this category be sure to change the Account # on the Checkout – Review and Submit page.

Requisition Approvals Approvers should review the requisitions for accuracy and to prevent delay in processing.

Purchase Orders Although the Purchase Order link is active in the lifespan illustration, please remember the following: o The PO is not valid until the status is Dispatched. The PO number should not be communicated to anyone, especially vendors prior to being in a Dispatched status. A procurement is considered unauthorized if the status is not Dispatched. o The official PO is issued by the Purchasing department, it is not official until it has the status of “Dispatched”. Departments wishing to print a PO should use the Print Screen functionality to do so.

Entering Receipts A receipt must be entered in the system in order for suppliers to get paid. Be sure to enter the exact amount received so an overpayment or underpayment will not occur. The “OK to Pay” to Accounts Payable will go away because we need the receipt entered for the 3 way match to work.

Entering Receipts cont’d There are two possible places to enter receipts: via the Manage Receipts or Receipts from the Purchasing menu. Neither Accounts Payable nor Purchasing will NOT be able to enter receipts. They will not have access to the page.

Invoices Paper copies of invoices must be submitted to Accounts Payable with the PeopleSoft purchase order number written on the invoice. Failure to supply this information to AP will result in a delay in payment processing.

Payments There are three distinct ways to get items paid in PeopleSoft: o Requisition to Purchase Order o Requisition to Purchase Order with good/service already received o Payment Request

Invoice On Hand – Goods/Services Received When creating a Requisition for what used to be a DEV be sure to select Savannah Hulon as the Default Buyer on the Requisition Settings page. In the Comments and Attachments section, add the following o See attached invoice o Do not send to supplier o Good and/or services already received

Payments There are three distinct ways to get items paid in PeopleSoft: o Requisition to Purchase Order o Requisition to Purchase Order with good/service already received o Payment Request

Payment Request Examples Honorariums-International Participant Fees Stipends Petty Cash Cash Advance/Gift Cards/Team Travel Advances Some of our more unique types of payments are being reviewed and other payment options are being discussed for these payments and hope to provide additional options in the future for these types of payments. Royalties Moving/Relocation Employee/Student Reimbursements – Supplies/Fees Employee/Student Reimbursements – Food Employee/Student Reimbursements – Memberships

Payment Request Matrix A Payment Request Matrix has been established to outline the requirements for each of these types of payments. The matrix includes Supplier and Attachment information. Please also make note that Payment Request attachments should all be in ONE document and not have multiple attachments. To avoid payment processing delays do not send multiple attachments. A copy of the Payment Request matrix is found on the PeopleSoft website under the Resources section.

Payment Request Matrix Click here to launch

Payment Forms

Payment Request Approval AP has final approval for all Payment Requests. Final approval will be given if all the following are met: Attachments are viewable and meet the requirements found on the Payment Request Matrix. Supplier is setup in the Supplier File in an approved status. Correct account codes are used. Once AP gives final approval the payment runs through the voucher build process then runs through the check process.

Questions If you have any additional questions please them to This presentation is also available to download on our PeopleSoft Training website.

Thank you !