PeopleSoft 8.4 Payment Requests and Inquiry Training Participant Guide for PeopleSoft Financials Version 8.4 June 2004 © Copyright 2004 Cedar Enterprise Solutions, Inc. and Case Western Reserve University. All rights reserved, including the right to reproduce this manual or any part of it. Restricted Rights The information contained in this document is proprietary and confidential to Cedar Enterprise Solutions, Inc. and Case Western Reserve University. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for non-education purposes to any user or employee outside of Case Western Reserve University, without the express written permission of Cedar Enterprise Solutions, Inc. or Case Western Reserve University. Cedar Enterprise Solutions, Inc. has made every effort to ensure that the information in this guide is complete, concise, and current. Cedar Enterprise Solutions, Inc. assumes no responsibility for the consequences of any errors beyond its control. The examples, sample screens, and reports used throughout this guide are for illustrative purposes only and may not conform to your system requirements. Cedar Enterprise Solutions, Inc. makes no implied warranties or merchantability or fitness for a particular purpose, and such implied warranties are hereby specifically disclaimed. PeopleSoft, PeopleTools, PeopleCode, and PS/n Vision are registered trademarks of PeopleSoft, Inc. Windows is a registered trademark of Microsoft Corp. All other product and company names are trademarks of their respective owners. Documentation Assistance To obtain additional documentation assistance, contact: Cedar Enterprise Solutions, Inc. 2727 Paces Ferry Road Suite 2-380 Atlanta, Georgia 30339 Attention: Training Assistance Phone: (404) 816-6672 Fax: (404) 816-9968 PeopleSoft Assistance To obtain additional help with your PeopleSoft functionality, contact 368-HELP (368-4357) or [email protected]. Table of Contents Before you begin… ......................................................................... v Intended Audience................................................................................. v How This Guide Is Organized................................................................ v Symbols and Conventions .........................................................................................vi Chapter 1 Introducing PeopleSoft Accounts Payable .............. 1-1 Lesson 1: Course Overview.................................................................................... 1-2 Agenda ............................................................................................... 1-2 Course Objectives .............................................................................. 1-2 Chapter Structure ............................................................................... 1-3 Lesson 2: Accounts Payable Overview................................................................... 1-4 Key Components ................................................................................ 1-4 Application Features........................................................................... 1-4 Scope of the Application..................................................................... 1-5 Lesson 3: The AP Control Structure ....................................................................... 1-6 Business Unit...................................................................................... 1-6 Voucher Origin.................................................................................... 1-7 Vendor................................................................................................ 1-7 Review Questions................................................................................................... 1-8 Chapter 2 Submitting Payment Requests.................................. 2-1 Lesson 1: Payment Request Process Overview ..................................................... 2-2 Lesson 2: Submitting Payment Requests ............................................................... 2-3 Case Payment Request...................................................................... 2-3 Procedure – To Enter and Sumbit a New Payment Request.............. 2-7 3/17/2005 Proprietary and Confidential to Case iii and Cedar Enterprise Solutions, Inc. Table of Contents PeopleSoft 8.4 Payment Requests and Inquiry Review Questions................................................................................................. 2-11 Chapter 3 Performing Payables Inquiries..................................3-1 Lesson 1: Voucher Inquiries ................................................................................... 3-2 Voucher Inquiry Page......................................................................... 3-2 Voucher Accounting Entries Page...................................................... 3-7 Procedure – Performing Voucher Inquiries ........................................ 3-9 Lesson 2: Payment Inquiries ................................................................................ 3-11 Payment Inquiry Page...................................................................... 3-12 Replaced Payments ......................................................................... 3-17 Procedure – Payment Inquiry........................................................... 3-18 Lesson 3: Vendor Inquiries ................................................................................... 3-19 Scheduled Payments on Hold Page................................................. 3-20 Rejected Vouchers Page.................................................................. 3-21 Procedure – Inquiring on a Vendor Payment ................................... 3-23 Review Questions................................................................................................. 3-24 Appendix A Review Questions and Answers........................... A-1 Chapter 1: Introducing PeopleSoft Accounts Payable ............................................A-2 Chapter 2: Submitting Payment Requests..............................................................A-3 Chapter 3: Performing Payables Inquiries ..............................................................A-4 Appendix B Payment Request Forms ....................................... B-1 Individual Information Form ....................................................................................B-2 Supplier Information Form ......................................................................................B-3 Travel Reimbursement Form ..................................................................................B-6 Petty Cash Expenditure..........................................................................................B-7 iv Proprietary and Confidential to Case 3/17/2005 and Cedar Enterprise Solutions, Inc. Before you begin… You will use this guide during class to follow the topics as your instructor presents them. The instructor may also provide you with additional materials to support the training outlined in this guide. After class, use this guide as a reference document for completing tasks within the PeopleSoft system. Intended Audience This guide is intended for personnel who are responsible for entering and processing data in the PeopleSoft system. We assume that you are familiar with Microsoft Windows. If you are new to the Windows environment, you should complete a Windows Tutorial prior to working in the PeopleSoft environment. How This Guide Is Organized This guide is organized into modules and lessons to correspond with the topics your instructor will cover in class. Each module contains practice exercises that your instructor will walk you through, and individual exercises for you to complete on your own. There are review questions at the end of each module to recap the major points of the module. 03/17/05 Proprietary and Confidential to Case v and Cedar Enterprise Solutions, Inc. Before you begin PeopleSoft 8.4 Payment Requests and Inquiry Symbols and Conventions The following conventions are used in this guide to help you distinguish between various types of information: Element How It Is Used bold text Command and toolbar buttons that you click. Text you type. Menus, text and radio buttons that you select. Check boxes you turn on or off. <bold text> Function keys on your keyboard that you press. Procedural information. Warnings and cautions that require careful attention. Term definition—appears in the page margin. Noteworthy comments or important additional information—generally about the item immediately preceeding the note. Appears in the main body of the document. Noteworthy comments or important additional information—generally additional information about a series of steps or the topic being discussed. Appears in the page margin. vi Proprietary and Confidential to Case 03/17/05 and Cedar Enterprise Solutions, Inc. Chapter 1 Introducing PeopleSoft Accounts Payable Your payment requests and inquiries are a part of the PeopleSoft 8.4 Accounts Payable application. This course will introduce you to the PeopleSoft tools you need to enter payment requests and inquire on your accounts payable information. Chapter Objectives This chapter explains: • The agenda and objectives for this course • The PeopleSoft Accounts Payable application Chapter Lessons This chapter contains the following lessons: Lesson 1: Course Overview.....................................................................1-2