Financial Affairs Training Program

1. Financial Affairs Training Program DePaul University Accounts Payable Invoice Approval & Review PeopleSoft Version 9.1

2. PeopleSoft Version 9.1 Reports (Mobius) Campus Connection University Community PS Financials V9.1 PS SAHR V9.1 eProcurement & Accounts Payable SAHR Delegations Pro-Card’s Intranet https://pwnet.procard.com/depaul/ Pro-Card Staple’s http://www.stapleslink.com Staple’s Financial System Interactions DePaul’s Intranet https://campusconnect.depaul.edu/

3. PeopleSoft Version 9.1 Access Invoice Approval through the Campus Connection website Navigation: Campus Connection > For Employees > Financial System

4. PeopleSoft Version 9.1 Approval Framework - Vouchers New Navigation: Main Menu > Accounts Payable > Vouchers > Approve > Approval Framework > Vouchers Approval Framework – Vouchers to review, approve, or deny invoice approvals

5. PeopleSoft Version 9.1 Approval Framework - Vouchers • The search criteria look & feel remains the same. • Business Unit = DPAUL • Combine fields for an advanced search. The next slide explains choices to fill in the fields.

6. PeopleSoft Version 9.1 VENDOR NAMING CONVENTIONS 7

7. PeopleSoft Version 9.1 Short Name Naming Conventions

8. PeopleSoft Version 9.1 Short Name Abbreviations Abbreviate only the specific words listed below

9. PeopleSoft Version 9.1 Approval Framework - Vouchers Search Results… • Sort by clicking the column headers • Select an invoice to begin to review and/or approve or deny. • Search Results will display invoices you are authorized to review under your Campus Connect security

10. PeopleSoft Version 9.1 Approval Framework - Vouchers New added feature Attachments! To Approve your invoice click on Approve To Deny your invoice, enter a brief reason for denial and click on Deny (e.g. 04/25/2011 Move was canceled. MT)

11. PeopleSoft Version 9.1 Approval Framework - Vouchers Click on the Line Information tab to review line description. IF applicable, PO Number will be referenced as well.

12. PeopleSoft Version 9.1 Approval Framework - Vouchers Click on the Charge Information tab to review Chartfields applied to Invoice.

13. PeopleSoft Version 9.1 Approval Framework - Vouchers New Navigation: Main Menu > Accounts Payable > Review Accounts Payable > Vouchers > Voucher Review Accounts Payable to review invoices, approve, or deny invoice approvals

14. PeopleSoft Version 9.1 Review Accounts Payable Inquiry on… • Detailed Invoice information • Approved Status • Pending Status • Denied Status • Payments • Automatic Clearing House (ACH) • Checks • Wires (International Use Only) • PO Number and related invoices For enhanced performance two or more fields should be entered in criteria. A blank search can be done, however depending on the magnitude of records in the voucher tables related to your security, the search will slow down and it is highly discouraged. Voucher Inquiry is combined to provide an efficient “One Stop, All Shop” and still be downloadable to excel.

15. Voucher Inquiry Results in Voucher Details tab… Sort by clicking the column headers Click on the arrows to tab through the invoices a few at a time or click on View All to review 100 at a time. PeopleSoft Version 9.1 Review Accounts Payable

16. PeopleSoft Version 9.1 Review Accounts Payable • Voucher Inquiry Results in Voucher Details tab… • Click on the Payment Information icon to view Payment Reference ID (Check No.), Payment Date (Check Date), Payment Amount (Check Amount), Voucher Paid Amount (Invoice Amount), and Payment Status (Paid).

17. PeopleSoft Version 9.1 Review Accounts Payable • Voucher Inquiry Results in Voucher Details tab… • Click on the Scheduled Payments icon to view scheduled payment information.

18. Voucher Inquiry Results in Amounts tab… Sort by clicking the column headers Click on the arrows to tab through the invoices a few at a time or click on View All to review 100 at a time. PeopleSoft Version 9.1 Review Accounts Payable All payment transactions are posted to reflect USD currency.

19. Voucher Inquiry Results in More Details tab… Sort by clicking the column headers Click on the arrows to tab through the invoices a few at a time or click on View All to review 100 at a time. PeopleSoft Version 9.1 Review Accounts Payable

20. PeopleSoft Version 9.1 Review Accounts Payable Voucher Inquiry Results in More Details tab… • Click on the Detail Lines icon ___ to view line and distribution line detail for the invoice.

21. Voucher Inquiry Results in Vendor Details tab… Sort by clicking the column headers Click on the arrows to tab through the invoices a few at a time or click on View All to review 100 at a time. PeopleSoft Version 9.1 Review Accounts Payable

22. PeopleSoft Version 9.1 Review Accounts Payable • Voucher Inquiry Results… • Download Search Results to EXCEL • Click on the Show all columns icon ___ to open up all four tabs for review. • Next, click on the Download icon __ to open up a new window for Excel. • Once downloaded to excel Hyperlinks are deactivated

23. PeopleSoft Version 9.1 Financial Affairs Website http://financialaffairs.depaul.edu On this site you will find useful information regarding processes, forms, policies, and helpful hints all designed to assist you with your financial needs.

24. PeopleSoft Version 9.1 Additional Help • Accounts Payable Department (ext. 2-5336) • Procurement Services (ext. 2-7510) • Pro-Card • Laurie Krauel – Procurement Systems Administrator (ext. 2-5272) • Help Desk (ext. 2-8765) • Browser problems • Help with Campus Connection • PeopleSoft Ticketing System • Grants Management & Compliance • Bob McCarthy, Associate Director, Post-Award OSPR (ext. 2-5409) • Verrita Washington, Grant Accounting Manager (ext. 2-8369) • Reading Reports & Journal Entries • Brent Shields – Senior Financial Accountant (ext. 2-5497) • Budget Changes • Vince Milianti – Operational Reporting and Budgets Manager (ext. 2-8695) • Financial System and Security Administration • Jim Kilian, Senior Integration Analyst (ext. 2-7141) • Training • TBD – Training Coordinator (ext. 2-6321)

25. PeopleSoft Version 9.1 Questions