financial affairs training program depaul university accounts payable invoice approval & review...

Financial Affairs Training ProgramFinancial Affairs Training Program

DePaul University

Accounts Payable Invoice Approval & Review

PeopleSoft Version 9.1

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Financial System InteractionsFinancial System InteractionsDePaul’s Intranet

https://campusconnect.depaul.edu/

Pro-Card Pro-Card’s Intranethttps://pwnet.procard.com/depaul/

Staple’s Staple’s http://www.stapleslink.com

CampusConnection

W orkstation

UniversityCommunity PS

FinancialsV9.1

eProcurement & Accounts Payable

Reports(Mobius)

SAHR Delegations

PS SAHRV9.1

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Access Invoice Approval through Access Invoice Approval through the Campus Connection websitethe Campus Connection website

Navigation: Campus Connection > For Employees > Financial System

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Approval Framework - VouchersApproval Framework - VouchersNew Navigation:

Main Menu > Accounts Payable > Vouchers > Approve > Approval Framework > Vouchers

Approval Framework – Vouchers to review, approve, or deny invoice approvals

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Approval Framework - VouchersApproval Framework - VouchersThe 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.

Guidelines for Creating Name 1: Example

Do not include articles before the Vendor Name 1 field The Wonder Society

Type an individual's first name, Middle Initial, then last name

Margaret C Ross

If the vendor's name is a person, begin with the first name

Michael Jordan's Restaurant

Include appropriate punctuation (other than periods) Mary's Finest Fruits

Do not put spaces or periods between initials AB Uniform Co

Type numbers as they appear in the company name 100% Accurate Audit Co

Use Abbreviations if (and only if) they appear in the official company name.

Betty's T'Com Services; or Fine Arts Publ

Write a University name as it is written by the University

University Of Illinois; or Illinois State University

Write foreign names as they are written by the supplier La Samaritaine

VENDOR NAMING CONVENTIONSVENDOR NAMING CONVENTIONS


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Short Name Naming Short Name Naming ConventionsConventions

Guidelines for Creating Short Name Example

Exclude all articles in the vendor name (the) SOLUTIONS CO

Type an individual's last name ADAMS

If the company name is a person's name, begin with the first name

FRED GRAY CO

Exclude all punctuation MOMS HOME CO

Do not add spaces between initials US POSTAL, H&H

Type numbers as they appear in the company name 5 WAY CH

Use US Postal abbreviations for the state names AZ RODEO ASSN

Enter universities or states by name, then UNIV OF or STATE OF

IL UNIV OF; or IL STATE OF

Write foreign names as companies write them, even if articles are included

LA SAMARIT


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Short Name AbbreviationsShort Name Abbreviations

American AMER International INTL Society SOC

Associates ASSOC National NATL Illinois IL

Association ASSN United States US Chicago CHGO

Company CO University UNIV Department DEPT

Incorporated INC Service SERV Center CTR

Abbreviate only the specific words listed below


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Search Results…• Sort by clicking the column headers • Select an invoice to begin to review and/or approve or deny.

Approval Framework - VouchersApproval Framework - Vouchers

Search Results will display invoices you are authorized to review under your Campus Connect security

• 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)

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New added feature Attachments!Approval Framework - VouchersApproval Framework - Vouchers

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Click on the Line Information tab to review line description. IF applicable, PO Number will be referenced as well.


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Click on the Charge Information tab to review Chartfields applied to Invoice.


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Approval Framework - VouchersApproval Framework - VouchersNew Navigation:

Main Menu > Accounts Payable > Review Accounts Payable > Vouchers > Voucher

Review Accounts Payable to review invoices, approve, or deny invoice approvals

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Review Accounts PayableReview Accounts PayableVoucher Inquiry is combined to provide an efficient “One Stop, All

Shop” and still be downloadable to excel.

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.

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Review Accounts PayableReview Accounts Payable

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.

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Review Accounts PayableReview Accounts PayableVoucher 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).

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Review Accounts PayableReview Accounts PayableVoucher Inquiry Results in Voucher Details tab…• Click on the Scheduled Payments icon to view scheduled

payment information.

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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


All payment transactions are posted to reflect USD currency.

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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


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Review Accounts PayableReview Accounts PayableVoucher Inquiry Results in More Details tab…• Click on the Detail Lines icon ___ to view line and distribution

line detail for the invoice.

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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.

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Review Accounts PayableReview Accounts PayableVoucher 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

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Financial Affairs WebsiteFinancial 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.

http://www.depaul.edu/~faffairs/

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Additional HelpAdditional 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)

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