PeopleSoft Enterprise Accounts Payable Module in a Slide - Sreekanth Mukalla

- Mohan Sareddy

Voucher Build AE Program

AP_VCHRBLD

PS_VCHR_HDR_STG PS_VCHR_LINE_STG PS_VCHR_DIST_STG PS_VCHR_PYMNT_STG

PS_VCHR_HDR_QV PS_VCHR_LINE_QV PS_VCHR_DIST_QV PS_VCHR_PYMT_QV

Voucher • PS_VOUCHER • ENTRY_STATUS = ‘P’ ( Postable ) • ENTRY_STATUS = ‘R’ ( Recycle) • BUDGET_HDR_STATUS = ‘N’ (Not Checked)

BUDGET_MISC_STATUS = ‘N’ (Not Checked) • PS_VOUCHER_LINE • PS_DISTRIB_LINE • PS_PYMNT_VCHR_XREF

Successful

Budget Check

successful

Commitment Control

PS_LEDGER_KK PS_KK_BUDGET_HDR PS_KK_BUDGET_LN PS_KK_SOURCE_HDR PS_KK_SOURCE_LN PS_KK_ACTIVITY_LOG

Budget Check AE Program

FS_BP

Pre_Edit Errors

Pre-Edit Errors Information

PS_TSE_VCHR (One Entry for every Voucher in error) PS_TSE_VCHR_FLD (Voucher Header Errors) PS_TSE_VCHRLN_FLD (Voucher Line Errors ) PS_TSE_ACCTLN_FLD (Voucher Distribution Line Errors) PS_TSE_PYMNT_FLD (Schedule Payment Errors)

Matching AE

AP_MATCH

Purchase Order PS_PO_HDR MATCH_ACTION = 'Y' (Standard Match) MATCH_STATUS_PO = ‘P’ ( Partial Match) MATCH_STATUS_PO = ‘T’ ( To Match) PS_PO_LINE REC_REQ = ‘N’ (Optional) REC_REQ = ‘X’ (Do not) REC_REQ = ‘Y’ (Required) INSPECT_CD = ‘Y’ ( Four Way Match) PS_PO_LINE_MATCHED PS_PO_LINE_SHIP

Receipt

Receipt

PS_RECV_HDR MATCH_STATUS_RECV = ‘P’ (Partial Match ) MATCH_STATUS_RECV = ‘T’ ( To Be Matched) RECV_STATUS <> ‘H’ ( Hold) RECV_STATUS <> ‘ X ‘ (Canceled ) PS_RECV_LN_DISTRIB PS_RECV_LN_SHIP MATCH_LINE_FLG = 'Y' (Yes) RECV_LN_MATCH_OPT = 'N' (No Match) RECV_LN_MATCH_OPT = 'P' (Partial) RECV_SHIP_STATUS <> 'X' ( Canceled )

Matching Successful

Voucher ( Match Exception )

PS_VOUCHER MATCH_STATUS_VCHR = 'E' Exception PS_VOUCHER_LINE PS_DISTRIB_LINE PS_PYMNT_VCHR_XREF

Voucher ( Paid )

PS_VOUCHER POST_STATUS_AP = ‘U’ (Unposted ) PS_VOUCHER_LINE PS_DISTRIB_LINE PS_PYMNT_VCHR_XREF PYMNT_SELCT_STATUS = 'P' ( Paid )

Payment Post AE

AP_PSTPYMNT

Voucher Post AE

AP_VCHRPST

Successful

Voucher

PS_VOUCHER POST_STATUS_AP = ‘P’ ( Posted ) POST_STATUS_AP = ‘U’ ( Unposted ) PS_VCHR_ACCTG_LINE ( Rows based on Distribution Line ) GL_DISTRIB_STATUS = ‘N’ ( None )

General Ledger Journal

PS_JRNL_HEADER JRNL_HDR_STATUS = 'V' (Valid) PS_JRNL_LN MOVEMENT_FLAG = 'N' (Natural) MOVEMENT_FLAG = 'R' (Reversal) JRNL_LINE_STATUS = 0 (No Errors) JRNL_LINE_STATUS = 1 (Errors) BUDGET_LINE_STATUS = 'B' (Bypass) BUDGET_LINE_STATUS = 'E' (Error) BUDGET_LINE_STATUS = 'N' (Not Chk'd) BUDGET_LINE_STATUS = 'V' (Valid) BUDGET_LINE_STATUS = 'W' (Warning) CLOSING_STATUS = 'C' (Closed) CLOSING_STATUS = 'U' (Unclosed) PS_VCHR_ACCTG_LINE GL_DISTRIB_STATUS = ‘N’ ( None )

Journal Generator AE FS_JGEN

This calls GL_JEDIT – For Checking Valid Chartfield Combinations

Successful

Requisition

PS_REQ_HDR PS_REQ_LINE PS_REQ_LINE_DISTRIB PS_REQ_LINE_SHIP PS_REQUESTOR_TBL

Vouchers in ReCycle Status are also loaded into Voucher tables If duplicate vouchers are found, then both are set to recycle status.

Voucher Approval is Optional but can be configured through Workflow

Voucher • PS_VOUCHER • ENTRY_STATUS = ‘P’ ( Postable )

• BUDGET_HDR_STATUS = ‘V’ (Valid) • BUDGET_MISC_STATUS = ‘V’ (Valid)

• MATCH_ACTION = 'Y' (Standard Match) • MATCH_STATUS_VCHR = 'E' (Exceptions) • MATCH_STATUS_VCHR = 'O' (Override) • MATCH_STATUS_VCHR = 'T' (To Be Matched) • MATCH_DUE_DT <= Sysdate ( Current Date) • MATCH_OVERRIDE = 'N' (No) • MATCH_OVERRIDE = 'O' (Override Exception) • PS_VOUCHER_LINE • MATCH_LINE_OPT = 'E' (ERS) • MATCH_LINE_OPT = 'F' (Full Match)

Voucher • PS_VOUCHER • ENTRY_STATUS = ‘P’ ( Postable ) • BUDGET_HDR_STATUS = ‘E’ (Error) • BUDGET_MISC_STATUS = ‘E’ (Error) • PS_VOUCHER_LINE • PS_DISTRIB_LINE • PS_PYMNT_VCHR_XREF

Check if sufficient Budget is available. Budget Errors can be usually corrected by : • Adjusting amount on the Voucher so that it is within budget limit • Increasing the budget amount • Overriding the budget or Overriding the entire transaction.

Purchase Order

PS_PO_HDR MATCH_STATUS_PO = ‘P’ ( Partial Match) MATCH_STATUS_PO = ‘M’ ( Matched) PS_PO_LINE PS_PO_LINE_MATCHED PS_PO_LINE_SHIP

Receipt PS_RECV_HDR MATCH_STATUS_RECV = ‘P’ (Partial Match ) MATCH_STATUS_RECV = ‘M’ ( Matched) PS_RECV_LN_DISTRIB PS_RECV_LN_SHIP RECV_LN_MATCH_OPT = ‘F' (Full Match) RECV_LN_MATCH_OPT = 'P' (Partial)

Voucher • PS_VOUCHER • ENTRY_STATUS = ‘P’ ( Postable ) • BUDGET_HDR_STATUS = ‘V’ (Valid) • BUDGET_MISC_STATUS = ‘V’ (Valid) • MATCH_STATUS_VCHR = ‘M' (Matched) • MATCH_STATUS_VCHR = 'O' (Override) • AP_MATCH_TYPE = 'C' ( Matched with Credit Note ) • AP_MATCH_TYPE = 'D' ( Matched with Debit Memo ) • AP_MATCH_TYPE = 'O' ( Matched with Override ) • AP_MATCH_TYPE = 'P' ( Auto - Matched ) • MATCHED_DT = ‘Sysdate' ( Current Date) • DOC_TOL_HDR_STATUS = 'V' ( Valid ) • PS_VOUCHER_LINE • PS_DISTRIB_LINE • PS_PYMNT_VCHR_XREF • PYMNT_SELCT_STATUS = 'N' ( Not Selected for Payment ) • PYMNT_HOLD = 'N' ( No ) • PYMNT_HOLD_WTHD = 'N' ( No )

Key Tables after Successful Matching

PS_RECV_LN_SHP_MTH QTY_MATCHED = Added Voucher Line Qty AMT_MATCHED = Added Voucher Line Amount PS_RECV_VCHR_MTCH ( Row for each Receiver matched successfully to each Voucher Line) PS_VCHR_RECV_MTCH (Row for each Voucher Line matched successfully) PS_VCHR_MTCH_DETLS (Row for each Voucher Line) AP_VCHR_HDR_SUM (Row for each Voucher Line) AP_VCHR_LN_SUM (Row for each Voucher Line) MTCH_RULE_OVRD (Row for each Match Exception overridden)

Payment Selection AE

AP_PAYSELCT

Payment Creation AE

AP_APY2015

Key Tables after Payment Selection

PS_PYCYCL_DATA ( Rows for each Voucher) PS_PYMNT_VCHR_XREF PYMNT_SELCT_STATUS = 'R' (Requested for Payment) PS_PYCYCL_STAT PAY_RUN_AP_STATUS='R' ( Selected )

Key Tables after Payment Creation

PS_PAYMENT_TBL ( Rows for each Payment with Payment Id and Pymnt_id_ref) PS_PYMNT_VCHR_XREF ( Payment ID is updated ) PYMNT_SELCT_STATUS = 'P' ( Paid ) PS_PYCYCL_STAT PAY_RUN_AP_STATUS='C' ( Completed ) PS_BANK_ACCT_DEFN ( LAST_PYMNT_ID_USED is updated ) PS_BANK_ACCT_MTHD ( LAST_FORM_NBR_USED is updated ) PS_PYMNT_ADVICE ( Rows for each payment with Payment Id )

• Sreekanth Mukalla

• http://www.linkedin.com/pub/sreekanth-mukalla/a/242/b91

• Email : msk252@gmail.com

• The Author is a PeopleSoft General Ledger Certified Expert and he is working as a Functional Consultant in one of the Leading IT Companies of India.

• He is currently working on the PeopleSoft Implementation for a major US Retail Giant for a Finance Transformation Program. He has performed diverse roles ranging from Database Administration, Pre-Sales, Bid Management, Requirements Gathering, Due Diligence, Solutions Defense to Enterprise Consultant spanning his career of more than 5 years .

• He was awarded the Bell Labs Scholarship Award 2000 by Lucent Technologies India, Ltd.

• He holds an Electronics Engineering degree and a Post Graduate Diploma in Management with Finance Specialization from International Management Institute, New Delhi.

• His other interests include playing chess and watching cricket.

• Mohan Sareddy • http://www.linkedin.com/pub/mohan-sareddy/25/687/986

• Email : smohan37@gmail.com

• The Author is a PeopleSoft Tools Certified Expert and he is working as a Technical Consultant in one of the Leading IT Companies of India.

• He is also currently working on the PeopleSoft Implementation for a major US Retail Giant for a Finance Transformation Program. He has more than 9 years experience in the IT Industry and expertise in the entire SDLC cycle for multiple PeopleSoft HRMS Implementations, Upgrades and AMS projects.

• He holds Master of Computer Applications degree from Osmania University, Hyderabad.

© 2012, Sreekanth Mukalla & Mohan Sareddy

ALL RIGHTS RESERVED. This illustration contains material protected under International and Federal Copyright Laws and Treaties. Any unauthorized reprint or use of this material is prohibited. No part of this illustration may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system without express written permission from the author / publisher.

While care has been taken to prepare this illustration as accurate as possible, the Authors shall not be liable for any damages arising out of use of the same. Please contact your technical personnel for decision making.

References :

1. Oracle PeopleSoft Enterprise Payables 9.1 PeopleBook ( http://docs.oracle.com/cd/E16303_01/psft/acrobat/fscm91fapy-b1109.pdf )

Accounts Payable > Batch Processes > Vouchers > Voucher Build The Voucher Build Process is used to process voucher Staging data from different Source Transactions. This has two main sub processes: 1) Pre-Edit Process : First Level of Validations for Vendor ID, Business Unit, Voucher Origin , etc. Vouchers with Pre-Edit errors will be stored in the _QV

tables. 2) Edit Process : Validations after the Pre-Edit errors . Ex : Combination Editing, Balancing of the Amounts on the Header & Line, etc. Vouchers which fail the

Edit Process will be available in the Voucher Tables but with Recycle status.

Accounts Payable > Batch Processes > Vouchers > Voucher Build > Build Errors The Voucher Build Error Page is used to correct Vouchers with Errors during the Voucher Build Process run. Depending on the type of Error, control is transferred to • Quick Invoice Entry component for vouchers with pre-edit errors. • Voucher component for vouchers in recycle status. Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail Alternatively, Use this Navigation to correct the Vouchers

Accounts Payable > Vouchers > Add/Update > Regular Entry Use Find an Existing Value to identify a Voucher that is already present or created through the Voucher Build process Alternatively, Use this page to manually create a Voucher online with available information.

Accounts Payable > Batch Processes > Vouchers > Budget Check Vouchers can be Budget Checked in Batch Mode by selecting Transaction type and other criteria. Vouchers which fail the Budget Check have to be corrected accordingly.

Accounts Payable > Batch Processes > Vouchers > Matching > Match Request Matching Application is used to Match Vouchers with 1) Purchase Order for Two Way Matching with Receipt Required as ”Do Not“ 2) Purchase Order and Receipt for Three Way Matching 3) Purchase Order, Receipt and Inspection for Four Way Matching We have to configure Document Association Rules, Match Control , Match Rules to define the business rules applicable for matching. PeopleSoft also provides the option to match the Voucher and create a Debit Memo in case of a match exception for violation of certain Match Rules.

Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench Use the Match Workbench as One Stop Solution • To search for Vouchers which are already Matched, Not Yet Matched, or in Exception, or Match Dispute • Run Matching , Undo Matching ( AP_MTCHUN AE ) or Review the Vouchers with Match Exceptions • It even allows you to create Debit Memos and manually Override Matching. Accounts Payable > Vouchers > Add/Update > Regular Entry > Summary Click on the Match Exceptions Hyperlink to know the details

Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager Use Payment Selection if you want to review the payments before running the Payment Creation or if you are using Draft processing. Also, you can use the Reset button to reset the PayCycle If you want to perform all the steps at once use Payment Selection & Creation But, you wont be able to review the exceptions

Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager Use Payment Creation to create the payments after reviewing the data from Payment Selection

Payment Selection & Creation AE

AP_APY2015

• Voucher Build Interfaces • PeopleSoft Billing (interunit) invoices. • Debit memo vouchers. • Electronic data interchange (EDI) invoice transactions. • PeopleSoft Pay/Bill Management transactions. • Procurement card invoices

• PeopleSoft Promotions Management transactions. • PeopleSoft Receivables refunds. • Spreadsheet vouchers. • Voucher enterprise • Any Other Custom Interface

Voucher Build Interfaces • eSettlements Self-Service Invoices. • Summary invoices • Quick invoices • XML invoices

Payment Reset AE

AP_PAYRESET

Payment Table PS_PAYMENT_TBL PYMNT_STATUS = 'P' (Paid) PYMNT_STATUS = 'V' (Void) PYMNT_STATUS = 'W' (Escheated) PYMNT_STATUS = 'S' (Stop) PYMNT_STATUS = 'D' (Deleted) DFT_STATUS = 'D' (Due) DFT_STATUS = ' C' (Created) DFT_STATUS = 'A' (Approved) DFT_STATUS = 'D' (Due) DFT_STATUS = 'N' (Non-Draft) POST_STATUS_AP = 'U' (Unposted) POST_STATUS_AP = 'P' (Posted) RECON_STATUS = 'PEN' (Pending) RECON_STATUS = 'PEC' (Pecon) RECON_STATUS = 'STP' (Stop) RECON_STATUS = 'UNR' (Unrecon) RECON_STATUS = 'VOI' (Void) POSITIVE_PAY_STAT = 'C' (Sent) POSITIVE_PAY_STAT = 'N' (Not Sent) POSITIVE_PAY_STAT = 'S' (Selected) POSITIVE_PAY_STAT = 'Z' (Zero Pay) CANCEL_POST_STATUS = 'N' (N/A) CANCEL_POST_STATUS = 'P' (Posted) CANCEL_POST_STATUS = 'W' (Pending) PYMNT_HOLD_REASON = 'ACC' (Accounting in Dispute) PYMNT_HOLD_REASON = 'ACV' (Federal Vendor Inactive) PYMNT_HOLD_REASON = 'OTH' (Other)

Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager PayCycle Exceptions can be reviewed after the PayCycle process for Pay Cycle Errors, Discount Lost/Denied, Withholding Bank Replacement , Financial Sanctions Exceptions

Successful

Successful

Accounts Payable > Batch Processes > Vouchers > Voucher Posting > Voucher Posting Request Accounting Entries are generated based on the Voucher Distribution Lines, Accounting Entry Template and ChartField Inheritance.

General Ledger > Journals > Subsystem Journals > Generate Journals > Generate Journals Request Post Journals to the General Ledger from the Subsystem - Accounts Payable

Accounts Payable > Batch Processes > Payment > Payment Posting Accounting entries are created from Payments

Key Tables after Payment Post PS_PAYMENT_TBL POST_STATUS_AP = 'P' (Posted) PS_VCHR_ACCTG_LINE ( Rows for POSTING_PROCESS = ‘PYMN’ ( Payment )

Accounts Payable > Review Accounts Payable Info > Payments > Detail Data Review the Results of the PayCycle process

After Voucher Post, • We can Close the Voucher, if we want to write-off the liability. Ex: In Dispute and we do not want to pay further. • The Distribution Line Chart-fields cannot be edited. We have to UnPost the voucher if we want to change the same

Accounts Payable > Review Accounts Payable Info > Voucher > Accounting Entries Accounting Entries can be reviewed for the Voucher after Voucher Post and Payment Post processes.