1 Accounts Payable

2 Accounts Payable Change Overview Global Change Page Changes –Summary Tab –Related Document Tab –Invoice Information Tab –Add a New Value Tab Create a PO Voucher from Receiver Copy Worksheet Create a Reversal Voucher

3 Accounts Payable Change Overview Continued Review and Correct Voucher build Errors Close Voucher Delete Voucher Online Budget Exception Inquiry Payment Inquiry Voucher Inquiry Add Update Vender Review Vendor Balances Review Accounting Entries

4 Global Changes to the Accounts Payable Page – Project Costing Fields Project Costing fields including Project Business Unit, Project, Activity, and Source Type are now Chartfields that are included on all distribution lines for Accounts Payable, General Ledger, etc. In order to enter Project information (where it is required), users will now enter the data on the Distribution line with other Chartfields rather than using a hyperlink.

5 Page Changes – Re-wording of Navigation/Pages or Adding New Fields In some instances, either the navigation or fields on a page have changed from the 8.8 version to 9.0. Please see the screen captures to view these page changes. The page changes will affect all UPK Lessons and Topics.

6 Add/Update Regular Voucher Regular Entry – The Summary Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Summary UPK Topics Impacted by Change: 2.2.1, 2.3.2, 2.4.2, The Summary tab has been reorganized in v9.0.

7 Add/Update Regular Voucher Regular Entry – The Summary Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Summary Budget Header Status and Non-Prorated Budget Status field names have changed in v9.0.

8 Add/Update Regular Voucher Regular Entry – The Summary Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Summary A View Related dropdown box has been added allowing the user to view pages related to the selected voucher.

9 Add/Update Regular Voucher Regular Entry – The Summary Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Summary Selecting Accounting Entries Inquiry from the dropdown and clicking on the ‘Go’ hyperlink, the user is directed to a new page automatically.

10 Add/Update Regular Voucher Regular Entry – The Summary Page – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Summary Review all accounting entry information on the new page.

11 Add/Update Regular Voucher Regular Entry –The Related Documents Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Related Documents The Related Documents Tab has been added in v9.0, allowing the user to access a wealth of information about the voucher. This is an entirely new page that did not exist in v8.8.

12 Add/Update Regular Voucher Regular Entry – The Related Documents Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Related Documents Version 9.0 Screen Capture of the Related Documents Page displays a voucher copied from a PO receipt. Sections can be expanded to view the PO information and PO Receipt information.

13 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information The Invoice Information Tab layout has changed in v9.0.

14 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information The Copy from Source Document box has been moved from the bottom of the page to the top under the voucher header information in v9.0.

15 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information The ‘+’ and ‘-‘ symbols used to add a line or delete a line from the invoice section and/or the distribution section are moved from the far right to the far left in v9.0.

16 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information Moving the Copy from Source Document box provides a more logical flow if copying the information from the PO Receipt, which will automatically fill the required fields below the box.

17 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information The payment due information has been reorganized and moved closer to the top of the page. A packing slip field has been added but this field is used for information only. Applies to all voucher entry types.

18 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information The Non-Merchandized Summary and Session Defaults links are new and are not used in State business processes.

19 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information A print invoice button has been added to the window. This button may be implemented later.

20 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information A copy down check box has been added in v9.0 to allow the user to easily copy an existing distribution line down to a new one. In addition, the ‘+’ and ‘-‘ symbols used to add a line or delete a line from the invoice section and/or the distribution section are moved to the far left of the line in v9.0, rather than the far right as in v8.0.

21 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information The GL Chartfields 2 tab no longer appears in v9.0.

22 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information The chartfields in the distribution lines now include the PC Business Unit, Project, Activity, and Source Type. The user no longer has to click on the hyperlink to open a new window to view or enter these fields. The budget date is now visible on the first tab of the distribution line section at the far right.

23 Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information The invoice information has been grouped and summarized at the bottom of the page.

24 Add/Update Regular Voucher Regular Entry – Add a New Value Tab – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Add a New Value New fields have been added to the Voucher page, Add a New Value tab UPK Topics Impacted by Change: 2.2.1, 2.3.2, 2.4.2, 2.5.2, 2.9.2

25 Add/Update Regular Voucher Regular Entry – Add a New Value Tab – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Add a New Value Two new data fields were added in v9.0—Freight Amount and Misc Charge Amount.

26 Create a PO Voucher from Receiver The page changes for the Invoice Information data entry and creating new vouchers from PO Receipts are the same as discussed earlier with a previously saved voucher. The chartfields in the distribution lines now include the PC Business Unit, Project, Activity, and Source Type. The user no longer has to click on the hyperlink to open a new window to view or enter these fields. The ‘+’ and ‘-’ symbols used to add or delete invoice lines and distribution lines to the voucher have been moved from the far right of the page to the far left of the page in v9.0. A copy down check box has been added to allow the user to copy distribution lines down. A packing slip field has been added.

27 Create a PO Voucher from Receiver (continued) A print invoice button has been added to the window so that the user can print the invoice/voucher information. This feature will be implemented at a later date. The budget date is now visible on the first tab of the distribution line section—the user no longer has to go to the GL Chartfields 2 tab to view the budget date, just scroll to the far right of the page. The Copy from Source Document box has been moved from the bottom of the page to the top under the voucher header information. This provides a more logical flow if copying the information from the PO Receipt, which will automatically fill the required fields below the box.

28 Create a PO Voucher from Receiver (continued) The payment due information has been reorganized and moved closer to the top of the page. The Non-Merchandized Summary and Session Defaults links have been added but are not used in State business practice.

29 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information Screenshot of v8.8 Regular Voucher Invoice Information tab. UPK Topics Impacted by Change: 2.2.1, 2.3.2, 2.4.2, Add/Update Regular Voucher – Create Voucher from Receiver – v8.8

30 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information The ‘+’ and ‘-’ symbols used to add or delete invoice lines and distribution lines to the voucher have been moved from the far right of the page to the far left of the page in v9.0. Add/Update Regular Voucher – Create Voucher from Receiver – v9.0

31 Invoice Information Tab Copy Worksheet – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information>Copy Worksheet When the user clicks on the Worksheet Copy option on the Invoice Information page, the user is navigated to the Copy Worksheet page. UPK Topics Impacted by Change: 2.2.1,

32 Invoice Information Tab Copy Worksheet – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry> Invoice Information>Copy Worksheet This page in v9.0 has more field options; Receipt Number From, Receipt Number To, Receiver Line From, and Line.

33 Create a Reversal Voucher – v8.8 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry (choose Reversal as Voucher type) The layout has changed between 8.8 and 9.0 but the functionality remains the same. UPK Topics Impacted by Change: 2.3.3

34 Create a Reversal Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry (choose Reversal as Voucher type) The Copy from a Source Document box has been moved to the top of the page to keep consistent with the other Invoice pages.

35 Create a Reversal Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry (choose Reversal as Voucher type) The Payment information has been reorganized and moved underneath the Copy from box.

36 Create a Reversal Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry (choose Reversal as Voucher type) The Packing Slip field has been added at the bottom of the page in v9.0.

37 Create a Reversal Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry (choose Reversal as Voucher type) The Invoicing Summary section at the bottom of the page was added in v9.0.

38 Review and Correct Voucher Build Errors – v8.8 Navigation: Accounts Payable>Vouchers>Maintain>Voucher Build Error Detail The navigation remains the same in the two versions when reviewing and correcting errors resulting from the Voucher Build Process. UPK Topics Impacted by Change: N/A—those users whose vouchers are entered offline and uploaded.

39 Review and Correct Voucher Build Errors – v9.0 Navigation: Accounts Payable>Vouchers>Maintain>Voucher Build Error Detail The User arrives at the Voucher Build Error Detail when clicking on one of the vouchers with an error. When the user clicks on the hyperlink to Correct Errors, the user is taken to the Quick Invoice Page. This page has many additions in v9.0.

40 Review and Correct Voucher Build Errors – v9.0 Navigation: Accounts Payable>Vouchers>Maintain>Voucher Build Error Detail A packing slip field and a print invoice button have been added to the page.

41 Review and Correct Voucher Build Errors – v9.0 Navigation: Accounts Payable>Vouchers>Maintain>Voucher Build Error Detail The Review Errors hyperlink exists on both pages though it has moved to the right side of the page. This link is clicked to access the cause of the error. From this window the user clicks on the Override Session Default link that returns the user to the Quick Invoice page in order to correct the error.

42 Review and Correct Voucher Build Errors – v9.0 Navigation: Accounts Payable>Vouchers>Maintain>Voucher Build Error Detail The Quick Invoice Page has additional fields and has been reorganized to make it more consistent with the other Invoice Page changes previously discussed.

43 Close Voucher – v8.8 Navigation: Accounts Payable>Vouchers>Maintain>Close Voucher The navigation to the Close Voucher window has changed between version 8.8 and 9.0. UPK Topics Impacted by Change:

44 Close Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Close Voucher Only the navigation to the page has changed—the functionality is the same.

45 Delete Voucher – v8.8 Navigation: Accounts Payable>Vouchers>Maintain>Delete Voucher Like the navigation to Close a Voucher, the navigation to Delete a Voucher has changed as well. UPK Topics Impacted by Change:

46 Delete Voucher – v9.0 Navigation: Accounts Payable>Vouchers>Add/Update>Delete Voucher Only the navigation to the page has changed—the functionality is the same.

47 Online Budget Exception Inquiry – v8.8 Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry There are changes in the navigation to reach the drill- down to the budget errors. The hyper-link is on a different page in 9.0. UPK Topics Impacted by Change: 2.1.3

48 Online Budget Exception Inquiry – v8.8 Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry In v8.8, when online budget checking is run and an error results, the user clicks on the Invoice Information page to find the dropdown to Go To. The user selects Budget Exception to navigate to the Budget Exception page to determine why the voucher failed budget check.

49 Online Budget Exception Inquiry – v9.0 Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry>Summary>Exceptions In v9.0, the user may drill down to online budget exceptions from the Voucher Summary Tab. If the voucher is budget checked and it errors, a hyperlink is available on the Summary Tab.

50 Online Budget Exception Inquiry – v9.0 Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry>Summary>Exceptions When the Exceptions link is clicked, a new window will open to the Commitment Control > Review Budget Check > Accounts Payable > Voucher page automatically so that the user may determine why the voucher failed budget check.

51 Payment Inquiry – v8.8 Navigation: Accounts Payable>Review Accounts Payable Info>Payments>Payment The layout of the Payment Inquiry page has changed. UPK Topics Impacted by Change:

52 Payment Inquiry – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Payments>Payment Rather than the columnar layout of v8.8, v9.0 has the fields represented in a vertical format with From and To columns in order that a range of payments may be searched for.

53 Voucher Inquiry – v8.8 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher The layout of the Voucher Inquiry page has changed in the same manner as Payment Inquiry UPK Topics Impacted by Change:

54 Voucher Inquiry – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher Rather than the columnar layout of v8.8, v9.0 has the fields represented in a vertical format with From and To columns in order that a range of vouchers may be searched for.

55 Voucher Inquiry – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher Voucher Inquiry page bottom view.

56 Voucher Inquiry – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher After selecting a voucher for Inquiry, icons are available to drill down to Accounting Entries and Payment Information from the Inquiry Page.

57 Add Update Vendor – v8.8 Navigation: Vendors>Vendor Information>Add/Update>Vendor A Create Bill to Customer box has been added to v9.0 Update Vendor page. UPK Lesson Impacted by Change: 12.1

58 Add Update Vendor – v9.0 Navigation: Vendors>Vendor Information>Add/Update>Vendor This box contains a check box so that a Bill to Customer may be created in the event of an Interunit transaction. This functionality is not used in State business practices.

59 Review Vendor Current Balances – v8.8 Navigation: Accounts Payable>Review Accounts Payable Info>Vendor> Current Balances The layout of the page for Reviewing Vendor Current Balances has changed. UPK Topics Impacted by Change: ,

60 Review Vendor Current Balances – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vendor> Current Balances The same fields are present, but a Max Row return field was added to the page in version 9.0.

61 Review Accounting Entries – v8.8 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers> Accounting Entries The Chartfields tab of the Accounting Entries page has changed in v9.0.

62 Review Accounting Entries – v9.0 Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers> Accounting Entries More fields are visible on the Chartfields tab of the Accounting Entries page. Since PC Business Unit, Project, and Activity are now Chartfields, they are visible on the Chartfields tab of the Voucher Accounting Entries page.

PeopleSoft Financials v9.0 Upgrade

64 Banking Streamlined & Non Streamlined

65 Bank Administration – v8.8 Navigation: Banking > Banks Accounts > External Accounts There are several field name changes in the External Accounts page. There are a few additional fields added to pages in External Accounts tab. UPK Topic Both Streamlined and Non Streamlined Banking

66 Bank Administration – v9.0 Navigation: Banking > Banks Accounts > External Accounts There are several field name changes in the External Accounts tab. There are a few additional fields added to pages in External Accounts tab. UPK Topic Both Streamlined and Non Streamlined Banking

67 Bank Administration – v8.8 Navigation: Banking > Banks Accounts > External Accounts UPK Topic New field added – External Bank ID. Both Streamlined and Non Streamlined Banking

68 Bank Administration - v9.0 Navigation: Banking > Banks Accounts > External Accounts UPK Topic External Bank ID field added. New field added – External Bank ID. Both Streamlined and Non Streamlined Banking

69 Bank Administration - v8.8 Navigation: Banking > Banks Accounts > External Accounts Field added in 9.0 Account Reconciliation tab. The External Bank ID field is carried over on all the tabs for External Accounts. UPK Topic Both Streamlined and Non Streamlined Banking

70 Bank Administration - v9.0 Navigation: Banking > Banks Accounts > External Accounts UPK Topic Field added (External Bank Statement Edits and Enforce UnReconciliation Edits in 9.0 Signatories tab. New field added – External Bank ID. Both Streamlined and Non Streamlined Banking

71 Bank Administration - v8.8 Navigation: Banking > Bank Accounts > External Accounts Fields added in 9.0 Collection Methods tab UPK Topic Both Streamlined and Non Streamlined Banking

72 Bank Administration - v9.0 Navigation: Banking > Bank Accounts > External Accounts Fields added in 9.0 Collection Methods tab- Value Date Days, Value Date and Payment Cutoff Times. New field added – External Bank ID. UPK Topic Both Streamlined and Non Streamlined Banking

73 Bank Administration - v8.8 Navigation: Banking > Bank Accounts > External Accounts --Fields moved and added in 9.0 to Payment Methods tab. UPK Topic Both Streamlined and Non Streamlined Banking

74 Bank Administration - v9.0 Navigation: Banking > Bank Accounts > External Accounts Fields moved and added in 9.0 to Payment Method tab. New field added – External Bank ID. UPK Topic Both Streamlined and Non Streamlined Banking

75 Bank Reconciliation - v8.8 Navigation: Banking > Reconcile Statements > Reconciliation Manager— Automatic Reconciliation Link A new field has been added in 9.0 – Date field. Also, some of the fields in the Bank Statement section have been renamed – e.g.. Stmt ID to Statement ID, Load Date and Time to As of Date, etc. UPK Topic Both Streamlined and Non Streamlined Banking

76 Bank Reconciliation - v9.0 Navigation: Banking > Reconcile Statements > Reconciliation Manager – Automatic Reconciliation Link A new field has been added in 9.0 – Date field. Also, some of the fields in the Bank Statement section have been renamed – e.g.. Stmt ID to Statement ID, Load Date and Time to As of Date, etc. UPK Topic Both Streamlined and Non Streamlined Banking

77 Bank Reconciliation - v8.8 Navigation: Banking > Reconcile Statements > Reconciliation Manager > Automatic Reconciliation link, Exceptions Link On the Automatic Reconciliation Exceptions tab, new fields were added and fields have been renamed. UPK Topic Both Streamlined and Non Streamlined Banking

78 Bank Reconciliation - v9.0 Navigation: Banking > Reconcile Statements > Reconciliation Manager --- Automatic Reconciliation link, Exceptions Link On the Automatic Reconciliation Exceptions tab, new fields were added (Currency Code) and fields have been renamed UPK Topic Field names have been renamed. Both Streamlined and Non Streamlined Banking

79 Review Bank Statement – v8.8 Navigation: Banking > Bank Accounts > My Account Groups – View Bank Statement button UPK Topic a On the Bank Statement Manager page, the field Recon Status has been changed to Reconciliation Status. Both Streamlined and Non Streamlined Banking

80 Review Bank Statement - v9.0 UPK Topic a On the Bank Statement Manager page, the field Recon Status has been changed to Reconciliation Status. Navigation: Banking > Bank Accounts > My Account Groups – View Bank Statement button Both Streamlined and Non Streamlined Banking

81 Review Bank Statement – v8.8 Navigation: Banking > Bank Statements > Enter Bank Statements UPK Topic a On the Bank Transaction Entry tab, the field Recon Status has been changed to Reconciliation Status. Both Streamlined and Non Streamlined Banking

82 Review Bank Statement - v9.0 Navigation: Banking > Bank Statements > Enter Bank Statements UPK Topic a On the Bank Transaction Entry tab, the field Recon Status has been changed to Reconciliation Status. Both Streamlined and Non Streamlined Banking

83 Bank Reconciliation - v8.8 Navigation: Banking > Reconcile Statement > Semi- Manual Reconciliation On the Semi Manual Reconciliation page, new fields were added, fields have been renamed and a few fields have shifted slightly. UPK Topic Streamlined Banking Only

84 Bank Reconciliation - v9.0 Navigation: Banking > Reconcile Statements > Semi-Manual Reconciliation On the Semi Manual Reconciliation page, new fields were added (Search By, Currency Code and Amount), fields have been renamed and a few fields have shifted slightly (Bank Date and Tran Date. UPK Topic Streamlined Banking Only