requisition to payment lifecycle
TRANSCRIPT
Requisition to Payment
Lifecycle
September 2015
Welcome!
• Purpose of this training session is to provide an overview of the Requisition to Payment process in PeopleSoft. This session will not provide you with the transactional steps.
• Be sure to adjust the volume on your computers to make sure there is no echo and you can hear clearly.
• Enter all questions for the instructors in the chat section; we will pause at logical breaks throughout the session to answer questions.
Agenda
• Suppliers
• Requisitions
• Approvers
• Purchase Orders
• Receiving
• Invoice
• Payment
Suppliers
• Check to make sure your supplier is setup in PeopleSoft
before entering a requisition or payment request.
• Suppliers must be setup in PeopleSoft and be in an
Approved status or they will not get paid.
• All Suppliers must have one of the following on file:
W-9 US Individual or Entity
W-8 BEN International Individual
W-8 BEN-E International Entity
Approved Suppliers
Suppliers for Payment Requests
Supplier Onboarding Kit
The CrossWalk Page
• Use this CrossWalk page to enter old accounting information such as Department
and Fund to identify your new Chartfield equivalents.
Chartfields
• Using the new Chartfield equivalents you retreived from the Crosswalk page,
complete the Accounting Chartfields in PeopleSoft.
• These Chartfields are REQUIRED on all transactions.
Chartfield cont’d
• Department and Class are REQUIRED on all transactions. Product is ONLY
required for Banner Journal Entries.
Chartfield cont’d
• These Chartfields are REQUIRED for Sponsored, Construction, and Internal
Projects.
Payments
• There are three distinct ways to get items paid in
PeopleSoft:
– Requisition to Purchase Order
– Requisition to Purchase Order with good/service already
received
– Payment Request
Requisition to PO
• Most of your requests for purchase will start with a requisition.
• Critical to have the approved supplier when creating a
Requisition.
• Create Requisitions line by line for the 3 Way Matching rule. If
these lines do not match, payment processing will be delayed.
• When creating a multiple line requisition, add the
supplier/category on the Requisition Settings page, if the
category is the same for all lines.
Requisition to PO cont’d
• If cost sharing, add the account info at the line level, on the Checkout –
Review and Submit page because it allows you to add additional lines.
• Quantity of one should be an amount only line. This is checked on this
page as well.
Requisition to PO cont’d
• Use the expand buttons to view the Accounting Lines on the Checkout- Review
and Submit page.
Comments and Attachments
• Add comments and attachments at the Line level on the
Checkout – Review and Submit page.
• The Add icon gains squiggle lines when attachments and
comments have been added.
Use of Categories
• Selecting the correct Category for your requisition is
important.
• The Category defaults the Account Number into the
Requisition. If you select the wrong category, other
processes will also be incorrect, for example Workflow.
• Categories 9990, 9991, 9992 & 9993 should never be used;
they are reserved for SAM office use.
Use of Categories cont’d
• Most Category Codes are numeric (i.e. 207, 425, 578) and
are used for purchasing expenses.
• Categories that start with alpha characters (i.e.
COMPUTERS, FURNITURE, TECHEQUIP) are to ONLY be
used when purchasing a Capital Asset. A Capital Asset is an
item that is individually greater than $5,000, and expected
to be depreciated for more than 2 years. These items are
recorded to 562xx account numbers.
Use of Categories cont’d
• Use the “View All” link to view all of the categories currently in
PeopleSoft.
• All Account #’s are still valid but may not be categorized. For these
Accounts, select the Miscellaneous Products category 578. When
selecting this category be sure to change the Account # on the Checkout
– Review and Submit page.
Requisition Approvals
• Approvers should review the requisitions for accuracy and to prevent
delay in processing.
Purchase Orders
• Although the Purchase Order link is active in the lifespan illustration,
please remember the following:
o The PO is not valid until the status is Dispatched.
• The PO number should not be communicated to anyone, especially vendors prior
to being in a Dispatched status.
• A procurement is considered unauthorized (illegal) if the status is not Dispatched.
o The official PO is issued by the Purchasing department, it is not official
until it has the status of “Dispatched”.
• Departments wishing to print a PO should use the Print Screen functionality to do
so.
Entering Receipts
• A receipt must be entered in the system in order for suppliers
to get paid.
• Be sure to enter the exact amount received so an
overpayment or underpayment will not occur.
• The “OK to Pay” email to Accounts Payable will go away
because we need the receipt entered for the 3 way match to
work.
Entering Receipts cont’d
• There are two possible places to enter receipts: via the
Manage Receipts or Receipts from the Purchasing menu.
• Neither Accounts Payable nor Purchasing will be able to
enter receipts. They will not have access to the page.
Invoices
• Paper copies of invoices must be submitted to
Accounts Payable with the PeopleSoft purchase
order number written on the invoice.
• Failure to supply this information to AP will result
in a delay in payment processing.
Payments
• There are three distinct ways to get items paid in
PeopleSoft:
o Requisition to Purchase Order
o Requisition to Purchase Order with good/service
already received
o Payment Request
Invoice On Hand – Goods/Services Received
• When creating a Requisition for what used to be a DEV be sure to
select Savannah Hulon as the Default Buyer on the Requisition
Settings page.
• In the Comments and Attachments section, add the following
o See attached invoice
o Do not send to supplier
o Good and/or services already received
Payments
• There are three distinct ways to get items paid in
PeopleSoft:
o Requisition to Purchase Order
o Requisition to Purchase Order with good/service
already received
o Payment Request
Payment Request Examples
• Honorariums-International
• Participant Fees
• Stipends
• Petty Cash
• Cash Advance/Gift Cards/Team Travel Advances
Some of our more unique types of payments are being reviewed and
other payment options are being discussed for these payments and hope
to provide additional options in the future for these types of payments.
• Royalties
• Moving/Relocation
• Employee/Student Reimbursements – Supplies/Fees
• Employee/Student Reimbursements – Food
• Employee/Student Reimbursements – Memberships
Payment Request Matrix
• A Payment Request Matrix has been established to outline the
requirements for each of these types of payments.
• The matrix includes Supplier and Attachment information.
• Please also make note that Payment Request attachments should all
be in ONE document and not have multiple attachments. To avoid
payment processing delays do not send multiple attachments.
• A copy of the Payment Request matrix is found on the PeopleSoft
website under the Resources section.
Payment Request Matrix
Click here to launch
Payment Forms
Payment Request Approval
AP has final approval for all Payment Requests. Final
approval will be given if all the following are met:
• Attachments are viewable and meet the requirements found on the
Payment Request Matrix.
• Supplier is setup in the Supplier File in an approved status.
• Correct account codes are used.
Once AP gives final approval the payment runs through the
voucher build process then runs through the check process.
Questions
• If you have any additional questions please email them to
• This presentation is also available to download on our
PeopleSoft Training website.
Thank you !