North Dakota University System
Accounts Payable Processes
Voucher Post
Pay Cycle
Payment Post
Training Manual
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North Dakota University System
ACCOUNTS PAYABLE BATCH PROCESSES OVERVIEW .................................................................3
VOUCHER POST ...............................................................................................................................5
Voucher Post Process .....................................................................................................................6
Voucher Posting Request Page ....................................................................................................6
Process Scheduler Page ..............................................................................................................8
Process List Page ........................................................................................................................9
View Voucher Accounting Entries .....................................................................................................9
PAY CYCLE OVERVIEW .................................................................................................................. 11
Step 1 Define Payment Selection Criteria ........................................................................................ 11
Payment Selection Criteria Page................................................................................................. 12
Pay Cycle Manager ....................................................................................................................... 13
Pay Cycle Manager Page............................................................................................................... 13
Payment Selection and Creation ................................................................................................. 14
Pay Cycle Results: Payment Methods ......................................................................................... 17
Process List Page ...................................................................................................................... 19
Printing Checks ............................................................................................................................. 19
PAYMENT POST ............................................................................................................................. 22
Payment Post Request Page.......................................................................................................... 22
Process Scheduler Request Page ............................................................................................... 23
Payment Inquiry Page.................................................................................................................... 24
VOUCHER UNPOST ........................................................................................................................ 27
CANCELING PAYMENTS ................................................................................................................ 29
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ACCOUNTS P AYABLE B ATCH
P ROCESSES O VERVIEW
Once Vouchers are entered into Accounts Payable (either online or through a batch process such as
payroll) and Budget Checked and Approved, they are ready to be posted and paid against. The general
Accounts Payable Process is as follows:
•
•
•
•
•
•
•
•
Create Vouchers online, or in a batch process such as payroll
Budget Check and Approve the Vouchers
Post the Vouchers
Run Pay Cycle
Run Payment Post
Review the accounting entries to verify that all of the information is correct
If necessary, Cancel Payment and run Payment Post to correct the accounting entries
If necessary, UnPost Voucher and run Voucher Post to correct the accounting entries
Note: Voucher Post does not have to be run prior to Payment Post. However, in practice, we suggest
that you run Voucher Post before Pay Cycle. Any time that changes are made to Vouchers or Payments,
such as UnPost or Cancel, you must run the posting processes again before the accounting entries will
reflect the changes.
Voucher Posting Process: Creates expense accrual accounting entries in accounts payable. This
process creates balanced voucher accounting lines entries on the voucher accounting line table. The
source for the voucher accounting entries are the expense distribution on the voucher (DR). The
liability offset (CR) account value (202001) is populated from the default setup on the accounting entry
template. The Fund and Project values on the offset are populated from the ChartField inheritance setup.
Payment Posting Process: Creates voucher payments accounting entries in accounts payable. This
process creates balances payment accounting line entries on the voucher accounting line table. The
payment posting process used the voucher posting process and the accounting entry template as the
source for the cash (CR) side of the accounting entry. The offset (DR) side of the payment accounting
entry is created by reversing the liability offset from the voucher accounting line entry. ChartField
inheritance is defined on the bank account that is making the payment. We currently have selected fund
and project to inherit values. The inheritance creates balanced entries by fund and project.
Journal Generator: This is the process that creates General Ledger journal entries from PS subsystems
(modules). For Accounts Payable, the journal generator selects rows from the voucher accounting line
table that meet the defined selection criteria. These rows are summarized and the data is sent to the
general ledger in the form of a general ledger journal. This process is detailed in the General Ledger
Module training materials.
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Accounts Payable Batch
Processes Overview
Type of
Voucher Entry
Batch
Process
(Payroll)
Online Entry
Approve
Voucher
Budget
Check
Voucher
Voucher Post
Define
Paycycle
Process
Payments
Payment
Post
Voucher
Unpost
(if needed)
Payment
Cancel
(If needed)
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V OUCHER P OST
The PeopleSoft Voucher Post Process creates Voucher accounting line entries for Voucher related
activity such as the initial Voucher accrual, Voucher Close, Voucher Cancel, and UnPost. The general
Voucher life cycle is as follows:
•
•
•
•
Create Vouchers online, or using a Batch Process, such as Payroll.
Define a Voucher Posting Request using the Voucher Posting Request page
Run Voucher Posting using the Process Scheduler
Review Posting results using the Voucher Accounting Entries page
In order for a Voucher to be posted, it must meet the following criteria:
•
•
•
•
•
•
•
•
•
Passed all Validations upon “Save”
Valid upon Budget Check
Approved
Entry Status is “Postable”
Voucher has not already been posted
Voucher has not been deleted (Higher Education will not use voucher deletion.)
Document Tolerances are valid
Voucher Business Unit matches Posting Request Business Unit
Post Checkbox on the Voucher is selected (This should default as checked. If it is unchecked, it
must be re-selected before the Voucher can be posted.)
There are two basic options for running Voucher Post. These options are described below.
Process Scheduler
The Voucher Post process will be scheduled to run at a specific time of day for each campus. It will
automatically run, and may be setup as a nightly process. The Process Scheduler will be the most
frequently used process. However, there may be occasions when a manual Voucher Post Process is
necessary. Since this process is setup to run automatically, it is not included in this training manual.
Manually Post Vouchers
The Manual process can be done in many different ways, including posting a single voucher and posting
all the vouchers for a business unit. It is used when vouchers must be posted before the next Scheduled
Process is run. This process will be the focus of this training manual. The options for manually Posting
Vouchers include:
1. Post all Units: This will Post all Vouchers for all Business Units. This process is not recommended.
2. Post Business Unit: This will Post all Vouchers for a particular Business Unit.
3. Post Contract: You can select this option to post all of the vouchers related to a certain contract.
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4. Post Group: Higher Education is not using this functionality.
5. Post Origin: Allows you to post vouchers only for a certain origin, for example, all vouchers created in
the Business Office.
6. Post Voucher: Allows you to post a single voucher.
Of these options, Voucher Post and Post Business Unit will be used the most frequently.
NOTE: Throughout this manual page shots are included to illustrate and describe the data fields that
must be entered for specific transactions. Not all pages or fields on a page will be explained. This manual
focuses on those pages and fields that are required for data entry for the North Dakota University System.
VOUCHER P OST P ROCESS
VOUCHER POSTING R EQUEST PAGE
Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher Posting Request
We first utilize the above navigation to enter a Run Control ID. Click
Run Control ID.
to find the appropriate
Click on the appropriate Run Control ID for this process. This takes you to the Voucher Posting Request
page, where you enter the parameters for the Voucher Posting Process.
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Request ID: Enter a unique ID for this process, such as VOUCHER_POST. Anything entered in this field
will default to caps.
Description: Enter a unique description for this process, such as Voucher Post. Use upper and lower
case for your description.
Process Frequency: select “Always Process”
Post Voucher Option: click on the drop down to view your options.
Select “Post Business Unit”
Each selection runs the same process using different criteria:
1. Post All Units: Posts all available Vouchers for all Business Units. Do not select this option.
2. Post Business Unit: Posts all Vouchers that are available for posting for this business Unit. Select
this option if you want all vouchers posted for your campus. Once you select this option, a Business Unit
field will appear below. Enter your Business Unit in the field.
3. Post Contract: If selected, you will post all of the vouchers related to a certain contract. Once you
select this option, the Business Unit field and the Contract ID field will appear below. These fields must
be populated before you can continue
4. Post Group: Higher Ed is not using this functionality.
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5. Post Origin: If selected, you can post vouchers for a specific origin. Once you select the Post Origin
option, the SetID and Origin fields will appear. These fields must be populated before you can continue.
6. Post Voucher: If selected, you can post a single voucher. Once you select this option, the Business
Unit and Voucher ID fields will appear. Both of these fields must be populated before the process can be
run.
Prepayment Application Method: Select Invoicing Vendor
Click on
at the top right of the page. This will take you to the Process Scheduler page.
PROCESS SCHEDULER PAGE
The Process Scheduler Request page is used to kick off PeopleSoft processes. This page allows you to
define parameters for the process that you are planning to run. This page will be used whenever you
manually run a PeopleSoft process, such as Voucher Post, Payment Post, and Pay Cycle.
Enter the following information:
Server Name: PSNT
PS/AP Voucher Posting: make sure that this is selected.
Type: Select “Web” from the list
Format: Verify that “TXT” is selected.
Do not fill in any other fields.
Click
. This will take you back to the Voucher Posting Request page. There you will see that
a Process Instance number has appeared at the top right of the page.
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Click the Process Monitor hyperlink. This will bring you to the Process List page.
PROCESS LIST PAGE
This page allows you to track the progress of your processes.
To get up to date information on this screen, click on the
button. Refreshing the screen does
not help the process along, it simply allows you to view the status of the process but retrieving information
about the process’s progress. New information for the process is available every 4 to 5 seconds.
Clicking the refresh button more than once every 5 seconds will not produce any faster results.
Run Status:
Queued: Process is waiting to be picked up.
Initiated: Process is started
Posting: Process results are posting
Error: Process did not run correctly. There was some error in processing the request.
Success: Process was able to run. “Success” does not mean that there is data present to
process. The user must verify that the vouchers were posted to be certain.
VIEW VOUCHER ACCOUNTING E NTRIES
Since the Process list does not show whether or not Vouchers have actually posted successfully, follow
the next steps to verify that your vouchers have posted and that the accounting entries have been made.
Navigation: Accounts Payable > Review > Vouchers > Voucher Accounting Entries
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Business Unit: Verify that your Business Unit defaulted in.
Voucher ID: use the lookup
to find the Voucher for which you wish to view the accounting entries.
Invoice Number: Will automatically populate when the Voucher ID is entered. You may also find your
voucher by entering the Invoice Number. But you do not have to look up both. Either use the Invoice
number, or the Voucher ID.
Click on
. This will bring up the information for your voucher.
Main Information: This tab shows you the debit (positive amount) and credit (negative amount) that was
posted to AP. If a debit and credit appear, the Voucher has posted to AP successfully.
ChartField: This tab will show the distribution for the AP accounting entries.
Journal: This tab will show the General Ledger accounting entries, after the Journal Generate Process is
run by GL.
Note the debit and credit to Accounts Payable and Expense Distribution. This Voucher has posted
successfully.
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P AY C YCLE O VERVIEW
The PeopleSoft Pay Cycle creates checks from Vouchers that have been budget checked and approved.
There are two basic options for running Pay Cycle. These options are described below.
Process Scheduler
At some point, individual campuses may schedule their Pay Cycles to run automatically. However, the
campuses will not initially use the process scheduler for Pay Cycle.
Run Pay Cycle Manually
The Manual Pay Cycle process gives the users more control over the payments that are selected to run.
By manually running the process, the users can better track the progress of the various processes
involved in Pay Cycle to ensure greater success and accuracy. The Manual Pay Cycle Process is
described in detail in the sections to follow
STEP 1 D EFINE P AYMENT S ELECTION C RITERIA
Navigation: Accounts Payable > Payments > Define Pay Cycle > Payment Selection Criteria
On the Find an Existing Value page, use the search icon
Unit. Once you enter your Pay Cycle, click on
Payment Selection Criteria page.
to find the Pay Cycle for your Business
. This brings you to the Dates tab on the
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PAYMENT S ELECTION CRITERIA PAGE
Note: The Dates tab is the only page that you will need to view or change. The other tabs: Preferences,
Source / BU, Bank / Method, Pay Group / Netting, and Replacement are configuration pages and
should not be modified.
On this page, only change the fields in the Pay Cycle Selection Dates Section.
Pay Cycle: Select your Pay Cycle from the
lookup
Pay From Date: Enter the first day of this Pay Cycle
Pay Through Date: Enter the last day of this Pay Cycle
Payment Date: Enter the date that the payment will be processed. (Usually today’s date.)
Next Pay Through Date: Enter the first day of the next Pay Cycle
Next Payment Date: Enter the day that the next payment will be processed
To select your dates, you may use the
decrease by one day. The
fields by the same increment.
by one day.
lookup to find a specific date, or the
buttons to increase or
buttons on the top of the page will change the dates in all of the
and
will change the dates by one week.
will change the dates
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When you have entered all of the appropriate information, click on
.
Setup is now complete for the Pay Cycle. The next step is manually running the Pay Cycle Process via
the Pay Cycle Manager. Click on the Go to Pay Cycle Manager link to navigate quickly to the Pay Cycle
manager
P AY C YCLE MANAGER
The Pay Cycle Manager searches for all payment methods and banks defined for the Pay Cycle. Once
you run the Payment Selection and Creation Process, each valid payment type for this Pay Cycle will be
placed in a row under Pay Cycle Results at the bottom of the page.
To get to the Pay Cycle Manager page, either click on the Go to Pay Cycle Manager link at the top of the
Payment Selection Criteria Page, or Navigate to: Accounts Payable > Payments > Define Pay Cycle >
Pay Cycle Manager
On the Find an Existing Value page, use the lookup to find your Pay Cycle. Then click on
This takes you to the Pay Cycle Manager page.
.
P AY C YCLE MANAGER P AGE
The Pay Cycle Manager searchers for all banks and all payment methods defined for the Pay Cycle.
Once each payment method is activated, you can select which payment method(s) you wish to process.
When you start running Pay Cycle processes, the Pay Cycle Manager will keep you informed of the
current status of each step of the Pay Cycle.
Approved: Pay Cycle has been approved
Completed: The Pay Cycle is finished. You can start payment selection again using the next payment
dates.
Confirmed: You have successfully confirmed that the payment references are correct on the Confirm
Payment Reference page.
Created: Payments are ready to print. EFT payments (if applicable) are being processed. The files are
ready to be formatted or sent through the approval process.
Exceptions: Pay Cycle exceptions have been found.
No Work: No payments have been selected or created for processing.
Printed: Payments are printed or data has been written to a file
Rejected: The Pay Cycle has been rejected.
Reset: The Pay Cycle has been reset.
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Restarted: The Pay Cycle has been restarted and is ready for Payment Creation
Running: One of the Pay Cycle processes is currently running.
Selected: Payment selection has completed successfully
Staged: Payment selection has completed successfully and Draft payments have been successfully
staged.
Note: Clicking on
will kick off a process to clear all of the scheduled payments currently being
processed in the pay cycle. It is used when there is a mistake in the Pay Cycle, or if for some reason the
Pay Cycle process gets “stuck” and will not finish. This option is available when payments are created,
selected and rejected. It remains active until the Pay Cycle has been “Approved.”
Setup for the Pay Cycle process has already been completed. The only thing left to do is run the
processes on this page. Each process must be run for Pay Cycle to be complete. Start with the
Payment Selection process.
PAYMENT S ELECTION AND CREATION
Payment Selection: Use the drop down to select PSNT as the server for this process.
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Click on the
process.
button next to the Payment Selection dropdown to start the Payment Selection
Notice that the Payment Selection and Payment Selection & Creation options have disappeared.
Notice that the Status is “Running.” This verifies that the process has begun.
Click on
to track the progress of the process. Click on Refresh every few seconds (if
necessary) until the Status is “Selected.”
Notice that the Status is “Selected” and the Payment Selection option is no longer available. At this point
in the Pay Cycle, you can review the payments selected and if necessary select an Action for each
payment. Click on the Details link. This will transfer you to the Pay Cycle Data Page. Click
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This will bring you to the Results Tab where you can select an action if necessary. The Actions are
• Exclude
• Hold
• Hold & Separate
• None (default)
• Separate
At the More Details Tab, withholding vendors are noted. An example of use for action would be if
necessary, to put withholding vouchers on hold for furher review of withholding reporting accuracy before
payments are processed.
Once the Details review/work has been completed, press SAVE. Return to the Pay Cycle Manager link to
continue the Pay Cycle Process.
Now run through the same steps for the Payment Creation process.
Payment Creation: Use the drop down to select PSNT as the server for this process.
Click on the
process.
button next to the Payment Creation dropdown to start the Payment Creation
Notice that the Payment Selection & Creation option has disappeared. Notice that the Status is
“Running.” This verifies that the process has begun.
Click on
to track the progress of the process. Click on Refresh every few seconds (if
necessary) until the Status is “Approved”
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Notice that the Pay Cycle Results Section has changed. This indicates that the Payment Types have
been selected and created.
PAY CYCLE R ESULTS : PAYMENT M ETHODS
There are separate processes for each type of payment. Only the payment types that are approved will
appear in this section. For example, if there are no payments for vendors who use ACH payments, that
option will not appear in this section for that Pay Cycle.
You must run the Process for each Payment method.
Server Name: Select PSNT from the dropdown.
Output Type: Select Web from the dropdown.
Output Destination: <blank> (do not fill in this field.)
Click on the
button for this process. Notice that an Instance number has appeared. This
verifies that the process is running for this payment meathod. If necessary, click
Pay status is “Completed.”
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Notice that the
button has appeared. This option is available if you need to recreate the
transaction, in case of error, etc.
Follow the same steps for each of the remaining payment methods, until each method is “Completed.”
This is what the screen should look like after each process has been started. Notice that the Status is
“Completed,” the “Reset” button is inactivated or “grayed out” and each of the Pay Statuses is
“Completed.”
This does not mean that each process has been completed. To track the progress of each process, you
must go to the Process Monitor. Click on the Process Moniter Link at the top right of the page. This will
take you to your process list, where you can view the processes that have run.
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PROCESS LIST PAGE
P RINTING CHECKS
Notice the Process Type: Crystal Check. Click on the Details link for one of the Crystal Checks. This
brings you to the Process Detail page.
Process Detail Page
Click on the View Log/Trace link. This takes you to the View Log/Trace page.
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View Log/Trace Page
Note: the Return button allows you to back track to the previous page without using the “Back” button on
your toolbar.
Click on the CHKBNDBNDPM.RPT link This will open Crystal, where you can view and print the checks.
You will be prompted to either open or save the file. That is a user preference decision. We suggest that
you save the report to your desk top and open the file from there. Once you open the file, click on the
printer icon at the top of the page. This will print the checks.
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Checks or ACH Advices will be printed directly from Crystal. You can either use the Printer Icon on the
tool bar, or go to File, Print.
The payment is now ready for posting.
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P AYMENT P OST
In order for payment information to post to the General Ledger, the payments must be posted in
PeopleSoft Payables.
Navigation: Accounts Payable > Batch Processes > Payment > Payment Posting Request
Click
to find your Run Control ID for this process. Click on your Run Control ID. This brings
you to the Payment Post Request Page.
P AYMENT P OST R EQUEST P AGE
Request ID: Enter a unique name for this process. Will default to caps.
Description: Enter a unique description for this process, using upper and lower case.
Process Frequency: Select “Always Process” from the drop down.
Post Option: Select “Post Bank Account” from the drop down.
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Notice that the SetID, Bank Code and Bank Account fields have appeared in the Payment Options
section.
SetID: Enter your Business Unit
Bank Code: Select BND from the
Bank Account: Select BND from the
Click on
Click on
lookup.
lookup.
to save the information for the next time the process is run.
. This will bring you to the Process Scheduler Request page.
PROCESS SCHEDULER R EQUEST PAGE
Select PSNT as the server.
Make sure that PS/AP Payment Posting is selected.
Click
. This will bring you back to the Payment Post Request page.
Notice that there is now a process instance in the upper right corner of the page.
Click on the Process Monitor link. This takes you to the Process List page.
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To verify that the payment has posted, go to the Payment Inquiry page.
Navigation: Accounts Payable > Review, Payments, > Payment Inquiry
P AYMENT INQUIRY P AGE
This page will pull up information about pay cycles that have processed. First, you must enter your
search criteria.
When entering search criteria, use only the fields that you need so that the search does not become too
narrow. If an error is made in even one of the fields, the search may come back with no matching values.
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Pay Cycle is a good field to use. If you would like to refine your search, the From Date and To Date
fields are also helpful. For example:
Pay Cycle: NDUSO
From Date: 05/23/2004
To Date: 05/24/2004
rd
th
This search will only bring up NDUSO Pay Cycles from May 23 and May 24 . If the From Date and To
Date fields were not populated, the first 300 Pay Cycles ever run for NDUSO would appear in the search
below.
Click on
. Notice that the Payment Inquiry Result section has been populated.
Notice the information provided on the Payment Details tab. This tab does not show whether or not the
payment has been posted.
Click on the Additional Info tab.
Notice the information provided on this tab. Notice that the Post Status is “Posted”
Click on the Vendor Details tab.
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Notice the information provided on this tab.
You can also click on the Payment Reference ID links for more information about this payment.
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V OUCHER UNP OST
Unposting Vouchers instructs the Payables system to create adjusting entries that will undo the effects of
the posting. The Voucher will be Unposted as soon as you save the UnPost Voucher Page.
Navigation: Accounts Payable > Vouchers > Maintenance > Voucher UnPost
This brings you the Voucher UnPost Search page.
Fill in your Business Unit, and whatever other search criteria you would like to use to narrow your
search. For this exercise, enter:
Business Unit:
Voucher ID:
Click
. Notice that your Voucher has appeared in the Search Results section. Click on the
Voucher. This brings you to the UnPost Voucher page.
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If this is the Voucher you wish to UnPost, click on
message.
. This will bring you to the following error
Click
if you wish to proceed and UnPost the Voucher. This brings you back to the UnPost
Voucher page, where the following message will appear.
Click OK. The Voucher has been Unposted.
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CANCELING P AYMENTS
Navigation: Accounts Payable > Payments > Cancel/Void Payments > Payment Cancellation
This brings you to the Search page for Cancel a Payment.
Enter Search Criteria. Click
. This brings you to the Cancel a Payment page.
This page contains several options for Canceling payments. You can use any combination of Payment
Status and Cancel Action. The combination of the options depends upon the situation.
Payment Status
Void: Void Payments is for payments that are still under your control. If the check has not been sent out
or printed, use this option. If you use this option, the system will automatically reconcile the voided
payment.
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Stop: Stop Payments are used for checks that have already been sent out and are out of your control. In
this case, you have asked the bank to stop payment on the check. With this option, you will need
confirmation from the bank before you manually reconcile the account, or the bank file will have the stop
payment recorded and it will be reconciled when Bank Recon is completed.
Undo Cancel: You can undo any cancellation as long as the canceled payment has not been posted.
Cancel Action
These options have to do with the handling of the Vouchers that are affected by the Payment Cancel.
PeopleSoft Payables backs out all payment information for the vouchers affected by the payment to be
cancelled. Depending on which option you chose, the system will reopen or close the Vouchers the next
time you run Voucher and Payment Posting. The Voucher information will not be updated until the
Cancel information is picked up by the next Voucher and Payment Posting processes.
Note: If you chose either of the Re-Open Voucher(s) options, you must run the Payment Posting
process to record the reversal before the Voucher(s) will be available for a new payment selection.
These Vouchers must then be Budget Checked, Approved and Posted again before they will be available
for the next Pay Cycle.
Re-Open Voucher(s)/Reissue: The Voucher(s) will be re-opened and available to be changed or
reissued.
Re-Open Voucher(s)/Put on hold: The Voucher(s) will be re-opened and put on hold.
Do Not Reissue/Close Liability: If you select this option, the Voucher Accounting Entries will be
reversed. The Voucher is closed after the Payment and Voucher Posting processes are run.
Select the Payment Status option you wish to use.
Select the Cancel Action option you wish to use.
Run the Payment Posting Process again. (See the Payment Post section of this training manual.)
If you selected either of the Re-Open Voucher(s) options, follow these steps.
1. Make changes to the Voucher(s) (if needed.)
2. Budget Check the Voucher(s)
3. Approve the Voucher(s)
4. Run the Voucher Posting Process again.
The Voucher(s) will now be picked up by the next Pay Cycle.
Accounts Payable Processes (Revised August 2004/LR)
MAXIMUS, Inc. – Proprietary & Confidential – Unauthorized reproduction prohibited.
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North Dakota University System
If you selected the Do Not Reissue/Close Liability option, run the Voucher Posting Process again. Your
accounting entries will now reflect the payment cancel.
To verify the accounting entries, follow the steps in the veiw Voucher Accounting Entries section of this
training manual.
Accounts Payable Processes (Revised August 2004/LR)
MAXIMUS, Inc. – Proprietary & Confidential – Unauthorized reproduction prohibited.
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