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PISTOL
PeopleSoft Financials
Version 9.1
Hint: To go to section, place mouse on section you would like to go, hold CTRL and click to follow
.
Table of Contents
CHAPTER 7 - ACCOUNTS PAYABLE
2
Recommended Method to Look Up Information on a Voucher
Viewing an image from PISTOL
Payment Inquiry
3
8
10
CHAPTER 8 - PROCUREMENT CARD RECONCILER
GUIDE
13
Reconciling Transactions
Creating the Logsheet
PISTOL 9.1
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23
Chapters 7-8, Revised March 2012
2
CHAPTER 7 - ACCOUNTS PAYABLE
Path from Navigation Menu:
 Accounts Payable
 Review Accounts Payable
 Vouchers
 Voucher
Hint: Add commonly used links to My Favorites. This area is used to view vouchers,
chartfield and payment information.
You can search via voucher number, invoice number, vendor name, vendor ID,
Accounting date, Invoice date, Due Date. Searching via voucher or invoice number allows you
to search for a single value or a range of values. Searching via accounting date, invoice date,
or due date allows you to search on a range of dates.
Always UNWYO
***NOTE: If searching
by vendor ID, make sure to
fill in the Vendor SetID
with UNWYO. It will
NOT work if you don’t.
From Business Unit:
To Business Unit:
From Voucher ID:
Voucher Style:
From Invoice Number:
From Vendor Short Name:
From Vendor ID:
From Accounting Date:
From Invoice Date:
From Due Date:
PISTOL 9.1
UNWYO (always)
UNWYO (always)
Voucher number (including leading zeros)
- not used - ignore Invoice number
Look up vouchers by vendor name
Look up vouchers by vendor ID
Look up vouchers by a date range
Look up vouchers by a date range
Look up vouchers by a date range
Chapters 7-8, Revised March 2012
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Recommended Method to Look Up Information on a
Voucher
On the Voucher tab, enter the complete voucher number in the From Voucher ID field.
Click the
icon to show the search results.
Change Max Rows to “99999” and
Sort Asc/Desc to “Descending”
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Chapters 7-8, Revised March 2012
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Click More Details
tab to get chartfield
information.
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Click here to find
check number and
payment date. See
page 7.
Chapters 7-8, Revised March 2012
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Click on
“Detail
Lines”
The Detail Lines page opens in a new window and shows chartfield information. And the link
to view the document in WebNow.
Link to view document in
WebNow.
Chartfield
information.
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By clicking on the ImageNow link a new window will open and you will be prompted to login to
WebNow.
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The Payment Information page shows detailed voucher information along with payment
information, including the check number and the payment date.
Link to return
to voucher
search.
Link to check
information.
Clicking on the Payment Reference ID (check number) provides more information on the
payment also found through Accounts Payable > Payments > Payment.
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Chapters 7-8, Revised March 2012
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Viewing an image from PISTOL
Once an invoice or voucher document has been scanned and linked to a Voucher within PISTOL
you may view that image within “Voucher Inquiry”.
Navigate to:
Accounts Payable
Review Accounts Payable Info
Vouchers
Voucher
Enter your voucher number or invoice number and hit the “Search” button. Once search is
complete scroll to bottom of page and click on the “More Details” tab. Then click on the Detail
Lines icon.
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Chapters 7-8, Revised March 2012
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In the Voucher Details page you will see the ImageNow button.
When you click on the ImageNow button you will be prompted to login to WebNow. The login
name and password you will use is your Domain name and password. The scanned image will
then appear.
Within WebNow there are many toolbar options that will help you to view the document. Some
of the Icons that are available are:
Zoom In
Increases the magnification of the displayed page.
Zoom Out
Decreases the magnification of the displayed page.
Rotate 90° Left
Rotates the displayed page counterclockwise 90°.
Rotate 90° Right
Rotates the displayed page clockwise 90°.
Fit Window
Resizes the displayed page to fit in the window.
Fit Width
Resizes the displayed page to fit the entire width in the window.
Fit Height
Resizes the displayed page to fit the entire height in the window.
If there are multiple pages the Navigator toolbar at the bottom of the page will move you through
the documents:
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Chapters 7-8, Revised March 2012
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Payment Inquiry
Path from Navigation Menu:
 Payment Inquiry
 Payments
 Payment
Hint: Add commonly used links to My Favorites. If you do not have the voucher number,
you can inquire about a payment by vendor name, single date or range of dates.
Check
Number
Range of Dates
Always
UNWYO
Payment Reference ID:
Vendor Name:
From Date & To Date:
Remit SetID:
Remit Vendor:
All other fields:
Look up by check number
Look up by vendor name
Search with a range of dates
Always UNWYO
Look up by vendor number
- not used - ignore -
Enter one of the searchable fields and click the
PISTOL 9.1
icon to show the search results.
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Entering a Reference shows detailed information on the specific payment including payment
date, payment status, reconcile date (Payment Details), cancel action (if any), check cycle
(Additional Info) and allows you to link back to vendor information (Vendor Details).
Clicking on the Payment Reference ID shows further information for that check number
(remittance address, etc.) including detailed information (invoice numbers and amounts) for all
voucher IDs on that check.
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PISTOL 9.1
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CHAPTER 8 - PROCUREMENT CARD RECONCILER GUIDE
Reconciling Transactions
Path on Navigation Menu:
 Purchasing
 Procurement Cards
 Reconcile
 Reconcile Statement
Enter EmpID (or T and the DeptID if
reconciling a departmental travel card) in
field and click the magnifying glass or
enter Cardholder Name and click the
magnifying glass.
By entering the Billing Date your search results will
only include the transactions for the billing period.
You can also review old transaction by changing the
Statement Status to “Closed” and entering the
Billing Date you are looking for.
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Name will come up in Search Results list. Select it by clicking on the link.
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Click the “Search” Button.
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This is the Reconciler page. Notice that there are two tabs – you can either expand it to show all or toggle back and forth. Also note that
you will need to use the horizontal scroll bar to see all of the data.
Click the
button to show
all information on both tabs.
If there are more than 9
transactions, click the View All
link or use the Show Next
button.
Do not use these
links.
PISTOL 9.1
Scroll to see
more.
Click the
button to view level 3 data,
which is additional information from the bank.
See page 11.
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On the “Billing” tab, enter the invoice number in the “Reference ID UW” field. Enter the date the goods are received in the “Received Date
UW” field. Enter the description of goods in the “Description” field. Travel Received Date will be the beginning and ending dates of trip.
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“Received Date”
* Date goods received…not the date invoice was received or receipts given to you.
Item or Service Being Paid For
Supply items used in department
Subscriptions/ /Memberships/Books
(pre-paid)
In-Restaurant Meals
Motel charges
Travel on P-Card
Car Rental
Advertising
Contracts/Personal Services/Subcontracts
Utilities (Gas, phone, etc.)
On-line services
Conference Registration
PISTOL 9.1
Date To Use
The actual date the item is received or
NYR if Item hasn’t been received
NYR (Not Yet Received)
The date the meal was consumed
Begin and End date of stay
Begin and End dates of travel
Begin and End dates of rental
The last day of the ad
The day of the performance or the last
day of the contract work
The last day of that billing cycle (for
example – your phone service was
from 3/29/09 thru 4/28/09 use 4/28/09
as the date received)
The last day of that service
Dates of Conference
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Then go to the “Distribution” page (this is back on the Transaction tab).
Click the
button to go to the Account
Distribution page.
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On the Account Distribution page, change the “Account” code to the correct code and edit the chartfields if necessary.
Do not use these
tabs.
Do not use Percent
field.
Click the “OK” button when done.
PISTOL 9.1
This is where you would
change/split distributions. To
change simply go into the fields
and change the chartfield
information. To split distributions
click on the + key to add lines, it
will ask you how many lines are
to be added. Then enter the
amounts and chartfield
information.
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Change the Status to “Approved” when you are finished with the transaction. Then click “Save”. Repeat these steps for each transaction. If
you need to make changes later you can up until the point the voucher is created.
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Below is an example of the Level 3 data provided by the bank. To get to this page, click the
button located on the Reconciler page next
to the transactions. Travel card Level 3 data will provide itinerary information like passenger name (see below) and origination of flight.
By expanding the tabs you can see all that information.
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Creating the Logsheet
Path on Navigation Menu:
 Purchasing
 Procurement Cards
 CC_RUN_LOGFILE_UW_GBL
The first time you run the log you will need to add a Run Control, to do that Click on the “Add a New Value” tab. Type in the name of the
Run Control. For example; PC_LOG. The system does not accept spaces or symbols. It is highly recommended that you only create ONE
Run Control and use that for every cardholder’s log.
After the first time running a log, stay in “Find an Existing Value” tab and click on “Search”, your Run Control will come up.
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Enter the EmpID, click on the magnifying glass and select the cardholder with the hyperlink.
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Make sure the Cardmember Number field is blank then click on the magnifying glass and select the appropriate cardmember number.
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Fill in the Billing Date or select the desired date by using the magnifying glass. Then click the “Run” button.
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Make sure the Server Name is “PSNT” and the Format is “PDF”. Then click the “OK” button.
If you don’t have Adobe Reader you will need to download it from http://www.adobe.com/products/acrobat/readstep2.html
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A Process Instance will appear. Click on the “Process Monitor” link to go to the Process monitor.
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Click on the “Refresh” button until the Run Status shows “success” and the Distribution Status shows “Posted”. When it shows both
“Success” and “Posted” click on the “Details” hyperlink.
Click on the “View Log/Trace” link.
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Click on the “PCDLOGUW.xxxx.PDF” link.
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This will open the log into an Adobe file.
Obtain all signatures and legibly print the names.
Please also include a contact phone number.
Make sure all transactions are in an “Approved” status and the “Acct” fields are NOT 999900. If any transactions still show as
“Staged” or “999900” you will need to go back and finish reconciling those transactions.
Print the log and close the page. You can run this process multiple times and print logs at any time.
You will follow this procedure to print all logs for each cardholder. If a cardholder has transactions on multiple cards (they were issued a
new card during the billing period) it will be necessary to print a log for each card.
Attach all receipt documentation in the same order that the transactions appear on the log.
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Other Items:

There will be one voucher created to UMB Bank with one line for each transaction.

Transactions will be downloaded from the bank every day! You will receive an e-mail from Accounts Payable at the end of a billing
period when all the transactions have been loaded. Check to make sure you have reconciled all transactions at that time. You DO
NOT have to wait for this message to begin reconciling transactions. We recommend that you reconcile throughout the month.

Transactions must be reconciled and approved by the 7th working day of the month.

Print your logs by the 8th working day of the month, if you do it later some of the data fields change on the log.

Logs will be due to Accounts Payable by the 15th of the month. Attach receipt documentation in the same order that the transactions
appear on the log.

If you need to change chartfield coding after the check has been cut there is a JE form for the P-Card on the Accounting Office’s web
channel.
PISTOL 9.1
Chapters 7-8, Revised March 2012