If any of your Finance users complain about being unable to add new suppliers in PeopleSoft FSCM and they are getting authorization error then there it means there is something missing in security setup. Error received by user is

“You are not authorized to enter suppliers. Contact your system administrator. (7025,9)
Your operator profile indicates that you have no authority to enter suppliers. Contact your system administrator”

Issue can be resolved by following the below steps:

Navigate to Main Menu > Setup FSCM > Common Definitions > User Preferences > Define User Preferences. Enter the user id getting authorization error and click ‘Search’. Click on ‘Procurement’ link as shown below.

Now Click on ‘Supplier Processing Authority’.

Supplier Processing Authority page, allow you to configure the authority of the user. Options that can be set here are: Authority to Enter, Authority to Approve, Authority to Inactivate, Supplier Audit.

Click ‘Ok’ and then ‘Save’. Logout and login as the User that was getting the error and retest. It should solve the issue.

PeopleSoft Purchasing End User Guide

purchasing-day-2 Download

PeopleSoft Asset Management 9.2 Online user guide

Asset Management was designed to help you maintain physical control over your organization’s assets, perform complex financial and tax accounting, enable you to plan for your future asset needs, calculate and maintain lease information, and provide central repository for complex asset information. By incorporating these functions into a single database, Asset Management can reduce the associated maintenance, reconciliation, and data integrity problems.

Add and maintain assets.
Maintain parent and child assets.
Adjust and transfer assets.
Perform physical inventory.
Work with composite assets.
Work with leased assets.
Work with asset budgeting.
Retire assets.
Archive asset information.
Process depreciation.
Use user-defined depreciation.
Create accounting entries.
Allocate depreciation expense.
Integrate with other applications.
Change assets in mass.
Track repairs and service.
Work with joint venture processing.
Run reports.

Adding the Parent Asset

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Owned Assets > Express Add

The Asset ExpressAdd page displays. Use it to define the business unit and asset identification number for your new asset:
- If it didn’t default, enter the appropriate business unit in the Business Unit field.
- Use the Asset Identification field to assign a number to an asset. By default, the application follows an auto numbering sequence for asset identification numbers. You can either assign the asset identification number manually or leave it as “NEXT” and accept the default number assignment upon saving.
- Select Add.

The Cost/Asset Information page displays. Use it to add a new asset to the system.
- In the Asset Information section:
  - Enter or select the appropriate asset profile ID in the Profile ID field. The asset profile ID contains the default information for your asset.
  - Enter an appropriate description of the asset in the Description field.
  - Enter or select the appropriate Location.
  - Enter or select the appropriate date in the Trans Date field.
  - Enter the appropriate date in the Acctg Date field. Note: You cannot enter an accounting date less than the transaction date.
  - Use the Cost field to specify the asset cost. This is not the book value of the asset, but the cost accounted for in acquiring the asset.

Select Default Profile. This button is used to capitalize the asset and create all the corresponding asset books.

Enter the Chartfield string for the asset.
- Enter or select the appropriate business unit in the Oper Unit field.
- Enter or select the appropriate fund in the Fund field.
- Enter or select the appropriate department in the Dept field.
- Enter or select the appropriate class in the Class field.
- Enter or select the appropriate state purpose in the State Purpose field.
- Select the appropriate Cost Type for each cost row added. If the Fund on the Cost row is 997, choose “G“, else choose “P“.
- Select the Expand button in the Asset Additional Information section.

Scroll down to view all the fields in the Asset Additional Information section. Many of these fields will already be populated from the default Profile.

Complete the remaining fields needed in the Asset Additional Information section:
- Use the Parent/Child drop-down button to select ‘Parent.’

Select Save. Note the asset number.

Remember, with Parent-Child assets, create the ‘Parent’ asset first and then create the ‘Child’ asset. Enter the Asset ID of the ‘Parent’ asset in the Additional Information section of the ‘Child’ asset, thereby linking the assets.

Adding the Child Asset

Repeat Steps 1 – 4 above to add another asset.
Scroll down to view all the fields in the Asset Additional Information section.
- Use the Parent/Child drop-down button to select ‘Child.’
- Enter or select the asset ID for the Parent in the Parent ID field.
- Select Save.

Asset Additional Information section for Child asset

Adding an Asset Using Express Add

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Owned Assets > Express Add

The Asset ExpressAdd page displays. Use it to define the business unit and asset identification number for your new asset:
1. If it didn’t default, enter the appropriate business unit in the Business Unit field.
2. Use the Asset Identification field to assign a number to an asset. By default, the application follows an auto numbering sequence for asset identification numbers. You can either assign the asset identification number manually or leave it as NEXT to accept the default number assignment upon saving.
3. Select Add.

The Cost/Asset Information page displays. Use it to add a new asset to the system.
- Enter or select the appropriate asset profile ID in the Profile ID field. The asset profile ID contains the default information for your asset.
- Verify the dates in the Trans Date and Acctg Date fields.
- Do not populate the Trans Code field.

Typically, the transaction date represents the date that you actually acquired the asset and the accounting date represents the date that the transaction is posted to the general ledger. The accounting date is validated against the FIN_OPEN_PERIOD table to determine the period to which the transaction is posted. The difference between the transaction date and the accounting date determines if any prior period depreciation needs to be calculated. For example, suppose that a computer was acquired and placed in service on March 15, 2001, but the information was not entered in ctcLink Asset Management until August 1, 2001. All general ledger periods prior to August are closed. In this case, ctcLink Asset Management automatically calculates depreciation starting in March and posts it to the general ledger in August.

Note: You cannot enter an accounting date that is prior to the transaction date.

Enter an appropriate description of the asset in the Description field.
Enter or select the appropriate location of the asset in the Location field.
Use the Cost field to specify the asset cost. This is not the book value of the asset, but the cost accounted for in acquiring the asset.
Select the appropriate Cost Type for each cost row added. If the Fund on the Cost row is 997, choose “G“, else choose “P“.
Enter or select appropriate values for the Chartfield string.

If the asset was acquired using governmental funds (those Funds not beginning with a ‘4’ or a ‘5’) then always enter Fund 997 when creating the asset using Express Add.

ctcLink requires a Cost Type and the Oper Unit, Fund, Dept, Class, and State Purpose Charfields. The remaining fields are optional.

If necessary, select Add a new row to add additional cost rows, which will break down the total asset cost into multiple transactions and enable you to specify cost for each transaction. For example, the cost of a computer can be broken down into the cost of monitor, CPU, and software, etc. You need to specify one or more rows of cost information before adding asset information.
Select Default Profile. This button is used to capitalize the asset and create all the corresponding asset books.

The updated Express Add page displays. Select Save.

The updated Express Add page displays. Note there are additional tabs at the top of the page.

Note: The system assigns the Asset ID number (if you left the default as NEXT).

Adjusting Asset Information

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Financial Transactions > Cost Adjust/Transfer Asset

The Asset Cost Adjust/Transfers page displays. Use it to enter search criteria for the asset:
1. Enter Business Unit.
2. Enter Asset Identification.
3. Select Search.

The Main Transaction page displays. Use it to perform a financial transaction on an asset:
1. Use the Action drop-down menu to select the ‘Adjustment’ option.
2. Select GO!

Note: If the asset you are adjusting is a parent or child asset, you will receive a message letting you know that there is an associated asset. Select OK to acknowledge the message.

The Cost Information page displays. Use it to enter or adjust the cost information required by the transaction that you initiated from the Main Transaction page:
1. If necessary, adjust the quantity in the Quantity field.
2. Enter the new adjusted cost of the asset in the Cost field.
3. Select Apply.
4. Select Save.

Note: The system automatically adjusts the values in the Quantity and Cost fields by the amounts specified in the Adjust All Rows By fields.

Next, navigate to the Cost History List page to review the asset information.

Reviewing Asset Cost History

You must have at least one of these local college managed security roles:

ZD Asset Management Inquiry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > History > Review Cost

The Asset Cost History search page displays.
1. Enter Business Unit.
2. Enter Asset Identification.
3. Select Search.

The Cost History List page displays. Use it to view the history of an asset’s transactions.

Note: The page displays the total quantity and cost adjusted for this asset. The quantity and cost are adjusted in all cost rows.

Adjust Transfer Recategorize Assets

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Financial Transactions > Cost Adjust/Transfer Asset

The Asset Cost Adjust/Transfers page displays. Use it to enter search criteria for the asset:
1. If it did not default, enter or select the appropriate business unit in the Business Unit field.
2. Enter the asset in the Asset Identification field. Note: If you don’t know the asset ID, you can continue to enter search criteria, and after selecting Search, select the appropriate Asset Identification number from the list provided.
3. Enter any other information that you have and then select Search.

Note: The search results takes you directly to the Main Transactions page for the selected asset.

The Main Transaction page displays. Use it to perform a financial transaction on an asset:
1. Use the Action drop-down button to select the ‘Adjustment’ option.
2. Select GO!

Note: If the asset you are adjusting is a parent or child asset, you will receive a message letting you know that there is an associated asset. Select OK to acknowledge the message.

Note: You can perform these actions on assets from the Main Transaction page:

• Addition adds an adjustment cost line with transaction type ADD as a result of alternate or multiple funding sources.

• Adjustment adjusts the cost or quantity of an existing row and adds a line with transaction type ADJ.

• Fixed Price MarkUp applies a markup to the asset that you are transferring.

• InterUnit Transfer transfers an asset from one business unit to another with different legal entities.

• Recategorize changes an asset category or cost type.

• Revaluation revalues an asset by percentage.

• Transfer transfers an asset within the same business unit.

The Cost Information page displays. Use it to enter or adjust the cost information required by the transaction that you initiated from the Main Transaction page:
1. If necessary, adjust the quantity in the Quantity field.
2. Enter the new adjusted cost of the asset in the Cost field.
3. Select Apply.
4. Select Save.

Note: The system automatically adjusts the values in the Quantity and Cost fields by the amounts specified in the Adjust All Rows By fields.

Next, navigate to the Cost History List page to review the asset information.

Reviewing Asset Cost History

You must have at least one of these local college managed security roles:

ZD Asset Management Inquiry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > History > Review Cost

The Asset Cost History search page displays. Enter Business Unit and Asset Identification, then select Search.

The Cost History List page displays. Use it to view the history of an asset’s transactions.

Note: The page displays the total quantity and cost adjusted for this asset. The quantity and cost are adjusted in all cost rows.

Basic Add

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Owned Assets > Basic Add

The Asset Basic Information search page displays.
Go to Add a New Value.
Enter your Business Unit (it may default).
Leave the Asset Identification as NEXT, or, if desired, enter your own (up to 12 characters).
Select Add.

Asset Basic Information Add a New Value tab

The General Information page: The highlighted fields are required; all others are optional. Numbers in red correspond to the circled red numbers on the page image below.
1 Description: 30 character alphanumeric field. The first 10 characters will default into the Short Descr field, but can be overwritten.
2, 3 Taggable Asset: Select (Check) if this asset will be tagged for physical inventory and tracking, and enter the tag number
4, 5, 6 The values for Asset Class, Asst Type, and Asset Subtype will automatically populate from the Asset Profile entered in (11) below when the asset is saved.
7 The Asset Status will default to In Service, but can be changed. Options are:
- Budgeted
- Commitment
- Disposed
- In Service
- Received (Not in Service)
- Requisitioned
- Suspended
- Transferred
- Work in Progress
8 Acquisition Date is the date the asset was purchased or otherwise acquired.
9 Placement Date: Enter the date that the asset is placed in service for physical purposes. Optional.
10 Acquisition Code defaults to Purchased but can be changed. Options are:
- Constructed
- Donated
- Leased
- Like Exchange
- Purchased
- Trade In
- Transferred
11 Profile ID: For non-capital assets, the Profile ID should always end with “-SA” to indicate that this is a non-capital asset. The first 4 digits generally conform to the old Commodity Code, but some are different. The Profile ID contains default values for several important fields on this page, including the Asset Class, Type, Subtype, and Threshold ID. It also determines, when this is a capital asset, the useful life of the asset for depreciation purposes.
12 Threshold ID: The minimum dollar amount that the system considers eligible for creating an asset. The Threshold ID also defaults when you enter the Profile ID and save the Asset.

The Operation/Maintenance page: There are no required fields on this page. Manufacturer Information section can be completed here, or on the Manufacturer/ License/Custodian page.

The Asset Acquisition Detail page: Category and Cost Type are required fields. Quantity, Amount, and any taxes or freight are recommended for S&A assets, and required for capital assets.

The Cost Type is how PeopleSoft recognizes the proper template for creating the Accounting lines in Asset Management. G = Governmental Fund 997, a governmental asset will process a debit to depreciation amortization expense and a credit to allowance for depreciation. If not Fund 997, select P = Proprietary Funds.

Purchasing Information such as PO # or Voucher # can be entered by selecting the Interfaces Info link.

The Chartfield distribution information is entered by selecting on the Acquisition Detail Chartfields link. Reminder: The 5 populated fields in the screen shot are required on all transactions in FIN. You don’t need to populate the remaining fields unless the Fund used requires and Appropriation Index.

The Location/Comments/Attributes page: Enter a Location for this asset, or change the location if the asset is moved. You may also enter any pertinent Comments on this page, if desired. No other sections of the page are required.

The Manufacture/License/Custodian page: Use this page to enter Manufacturer information and VIN numbers if you did not elect to add that information on the Operation/Maintenance page. You do not need to fill in any other sections of this page.

The Asset Supplemental Data page: No required fields.
When finished entering your information, Save the asset, then process normally.

Note: When you save an asset entered via Basic Add, it is immediately entered in the asset database. You do not have the option to Change/Delete Pending Transactions as you do with assets entered via Express Add or the Interface process.

Change-Delete Pending Transactions

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Financial Transactions > Change/Delete Pending Trans

The Change/Delete Pending Trans search page displays.
Enter Business Unit.
Enter additional Search Criteria to identify your transactions.
Select Search.

The Pending Trans Update/Delete page displays.
Select Update to review Chartfield information
Select Delete to delete the asset and prevent it from further processing.
Select Edit Trans Info to edit transaction information.
Select Save.

Copying an Asset

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Owned Assets > Copy Existing Asset

The Copy Asset search page displays.
Enter Business Unit.
Use the remaining search fields to identify the source asset. In this example, we are looking for a Fitness Bike.
Select Search. The Search Results populate the bottom of the page. Select the right one.

The Create Asset Copies page displays. Enter a valid value in the Num of Asset Copies to Create field.
Select Create Assets.
Enter Description.
Enter Serial ID.
Select Save.

Creating a Purchase Order for an Asset

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Unless your business processes tell you differently, leave “NEXT” in the PO ID field.
Select Add.

The Purchase Order page displays.
Enter Supplier ID.
If you need to, you can change the Buyer in the Buyer field. If you do change the buyer, you will get a warning message, “that doing so will change the default ShipTo ID, etc. continue to retrofit the default values?” Select OK to continue.

Enter Item.
Enter PO Qty.
Enter UOM.
Enter Price.
Select the Schedule icon.

The Schedules page displays.
Ensure that ship-to locations are correct, due dates, comments, sales/use tax, miscellaneous charges, price adjustments, and multiple distributions per schedule within a purchase order line.
Select the Distributions/ChartFields icon.

The Distributions page displays.
Select the Asset Information tab.

The Asset Information tab displays. Use it to identify the business unit and the profile ID.
Enter AM Unit.
Enter Profile ID.
Select OK.

Select Save.
Select Return to Main Page.

The updated Schedules page displays.
Note that PO ID has been assigned.

After the PO is budget-checked and approved, the Dispatch button will become active and you can use it to print, email, fax, etc. the PO.

Processing Physical Inventory

Navigation: NavBar > Navigator > Asset Management > Physical Inventory > Load/Match/Reconcile PI Info

The Physical Inventory run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

The Extract Assets (Step 1 of 6) page displays.
Select this physical inventory option to extract asset data,then select Run to process the step. This step executes the actual data extract from ctcLink Asset Management. When you extract data, you do not need to enter a file name or file type. The data is saved in a relational table called PI_EXTRACT.
Enter Physical Inventory ID.
Select Run. Please refer to the Process Scheduling QRG for instructions.

After Extract Assets (Step 1 of 6) runs to success, the Generate Extract File (Step 2 of 6) page displays.
Select this step to create an output file from the extract data. When you select this option, you must select an export file Format and supply an Export File Name:
- CSV File – Select CSV File for a comma-separated values (CSV) file.
- Scanner File – Select Scanner File as the export file type, and enter a file name (as well as any additional path information) for the file that you want to generate. The output file is formatted for loading into a bar code scanning device in preparation for performing physical inventory.
- Generate Labels – To create a file for printing labels rather than performing inventory, select Generate Labels as the export file type. A label file is created for the printer in a different format from the one used for a scanning device.
- To generate files for both a scanning device and a printer, perform step 2 twice with a different output file type each time.
- Web Service – Select Web Service to use the Integration Broker web service option to load the physical inventory data. This happens without any input or initiation. As soon as an inbound XML message is received from the third party vendor, the associated handler loads the scanned data
Select Run. Please refer to the Process Scheduling QRG for instructions.

After the Generate Extract File (Step 2 of 6) runs to success, the Load Scan File (Step 3 of 6) page displays.
After completing the physical inventory with the scanning system, download the scanner data into a workstation or network server so that it can be converted back into a ctcLink Asset Management table called PI_SCAN. You do this using a communications software package or by using the certified integration solution provided by various software vendors. Consult the bar code scanning device manual or software vendor for more information. After the scanner files are available to load into Asset Management, you can run step 3 of the physical inventory process.
Enter the directory and Import File Name of the inventory file. This is most likely \TEMP\SCAN.DAT. If located on the ctcLink Internet Architecture server, you can run the next process on the server.
Select Run. Please refer to the Process Scheduling QRG for instructions.

After Load Scan File (Step 3 of 6) runs to success, the Generate Results (Step 4 of 6) page displays.
After the inventory data is loaded into Asset Management and you have reviewed it, correcting any duplicates or errors, you can run step 4. ,This step performs matching between a physical inventory scan scope and scanned data and creates physical inventory results for review.
Select Run. Please refer to the Process Scheduling QRG for instructions.

After Generate Results (Step 4 of 6) runs to success, the Generate Transactions (Step 5 of 6) page displays.
After matching is performed, you create physical inventory transactions that reconcile the data in Asset Management with the results of the physical inventory
Select Run. Please refer to the Process Scheduling QRG for instructions.

After Generate Transactions (Step 5 of 6) runs to success, the Delete Data (Step 6 of 6) page displays.
When you no longer need your physical inventory data, select one of the following options:
- Delete All – Select to delete all physical inventory data generated for the specified Physical Inventory ID: (Extract Data, Scan Data, Result Data, and Transaction Data.
- Delete Extract Data – Select to delete the Physical Inventory extract file.
- Delete Scan Data – Select to delete the physical inventory scan data.
- Delete Result Data – Select to delete the physical inventory results data.
- Delete Transaction Data – Select to delete the physical inventory transaction data.
Select Run. Please refer to the Process Scheduling QRG for instructions.

Recategorizing Asset Information

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Financial Transactions > Cost Adjust/Transfer Asset

The Asset Cost Adjust/Transfer page displays. Use it to enter search criteria for the asset:
1. If it did not default, enter or select the appropriate business unit in the Business Unit field.
2. Enter the asset information in the Asset Identification field.
3. Enter any other information that you have and then select Search.

The Main Transaction page displays. Use it to perform a financial transaction on an asset:
1. Use the Action drop-down button to select the ‘Recategorize’ option.
2. Select GO!.

The Cost Information page displays. Use it to enter or adjust the Category information:
1. Use the Category field to define the category assigned to this asset. Category assignment affects depreciation.
2. Select Save.

Note: If the asset is a Parent-Child asset and you are recategorizing the ‘Parent’ asset first, you will receive a warning message upon saving that “Child assets have been left unselected. Are you sure you want to continue?” If necessary, you should go to the Child Asset tab and make the same recategorization to the ‘Child’ asset and save again before exiting.

Next, navigate to the Cost History List page to review the asset cost history information.

Reviewing Asset Cost History

You must have at least one of these local college managed security roles:

ZD Asset Management Inquiry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Asset Management > Asset Transactions > History > Review Cost

The Cost History List page displays. Use it to view the history of an asset’s transactions. Select Cost History Detail.

Note: The page displays the total quantity and cost adjusted for this asset. The quantity and cost are adjusted in all cost rows.

The Cost History Detail page displays. If necessary, select show next row button until you reach the row with Trans Type‘RCT – Asset Recategorization.’

Asset Open Transaction Review and Processing

Navigation: NavBar > Navigator > Asset Management > Depreciation > Open Transactions > Review

Asset management records any kind of action that may generate an accounting entry related to an asset as an Open Transaction. These include things like asset additions, retirements, adjustments, and recategorizations.

The Open Transactions search page displays. Open transactions have three statuses that indicate their overall processing completeness:
- Depreciation Calc Status – Indicates whether Depreciation Calculation has been run for a particular Open Transaction. Open Transactions must go through Depreciation Calc before being processed further.
- Acctg Entry Creation Status – Indicates whether the Open Transactions has been picked up by the Create Accounting Entries process in AM. Create Accounting Entries must be run before an Open Transactions can be picked up by Journal Generation.
- Reporting Process Status – AM stores asset depreciation and cost information is separate reporting tables. The Load Reporting Table processes must be run for an Open Transaction before it will be reflect in reports or queries generated off those reporting tables.
You can use these statuses to filter out a subset of Open Transactions for review.

First, search for any transactions where the Depreciation Calc Status = Pending Depreciation. If any are found, run the “Depreciation Calculation” process..

Depreciation Calc Status Pending Depreciation search

Next, search for transactions where the Acctg Entry Creation Status = Pending Distribution. If any are found, run the “Create Accounting Entries” process.

Accounting Entry Creation Status Pending Distribution search

Lastly, search for transactions where the Reporting Process Status = Pending. If any are found, run the Load Reporting Tables processes.

Updating Noncapitalized Costs

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Financial Transactions > Update Non-Capitalized Cost

The Update Non-Capitalized Costs search page displays.
Enter Business Unit.
Enter additional Search Criteria to identify your asset.
Select Search.

Update Non Capitalized Costs search page

The Update Non-Capitalized Cost page displays. Use it to identify the books associated with the asset and to view the information required to update the noncapitalized cost of the asset.
Enter Cost Type.
Enter Quantity.
Enter Transaction Cost.
Select the Chartfields tab.

The Chartfields tab displays. Use it to associate the non-capitalized cost updates with a specific chartfield values.
Enter Operating Unit.
Enter Fund.
Enter Department.
Enter Class.
Enter State Purpose.
Select Save.

You must have at least one of these local college managed security roles:

ZD Asset Management Inquiry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Next, navigate to:

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > History > Review Cost > Cost History List

The Cost History List tab displays.
Select the Non Cap History List tab.

The Non Cap History List tab displays. Use it to view the history of a non-capitalized asset’s transactions.
Select the Chartfields tab.

The Chartfields tab displays. The chartfield details for this transaction are displayed. You can view the non-capitalized asset cost details for this transaction.
Select the Non Cap History Detail tab.

The Non Cap History Detail tab displays. Use it to view detailed transaction information.

Updating Physical Attributes of an Asset

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Owned Assets > Basic Add

The Asset Basic Information search page displays.
Enter Business Unit.
Enter additional Search Criteria to identify your asset.
Select Search.

The General Information tab displays.
Select the Manufacture/License/Custodian tab.

The Manufacture/License/Custodian tab displays.
Enter Serial ID.
Enter Manufacturer ID.
Enter any other information you consider pertinent.
Select Save.

Processing Depreciation Calculation

Navigation: NavBar > Navigator > Asset Management > Depreciation > Processing > Calculate

The Depreciation Calculation run control ID search page displays. Enter an existing run control ID or select Add a New Value to create a new run control ID.
1. Enter a meaningful Run Control ID for the accounting entry creation process in the Run Control ID field.
2. Select Add.

Depreciation Calculation Add a New Value tab

The Depreciation Calculation page displays. Use it to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
1. Use the Request ID field to define the request calculation number.
2. Use the Process Frequency drop-down button to select the ‘Always’ option.
3. If it did not already default, enter or select the appropriate business unit in the Business Unit field.
4. Enter or select the appropriate asset book name in the Book Name field.
5. Enter or select the asset number in the From Asset ID field. Use the From Asset ID field to define the beginning range of asset ID numbers that this depreciation calculation will be run against.
6. Enter or select the asset number in the To Asset ID field. Use the To Asset ID field to define the ending range of asset ID numbers that this depreciation calculation will be run against.
7. Select Run.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
1. Use the Server Name drop-down button to select the appropriate processing server for the request. Note: you can leave the Server Name blank.
2. Ensure that the Calculate Depreciation Select checkbox is checked.
3. Select OK.

The Process Scheduler Request page disappears. The updated Depreciation Calculation page displays. Note the Process Instance number.
Select Process Monitor. Refer to the Process Scheduling QRG for further instructions.

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status. When completed, the process’s Run Status = “Success” and its Distribution Status = “Posted”.

Adjusting Accumulated Depreciation

Navigation: NavBar > Navigator > Asset Management > Depreciation > Processing > Adjust Accumulated Depr

The Asset Depr Accum Adjustment search page displays.
Enter Business Unit.
Enter Asset Identification.
Select Search.

Asset Depreciation Accumulated Adjustment search page

The Depr Accum Adjustment tab displays.
Use the Trans Date field to display the date of the transaction for adjusting accumulated depreciation.
Use the Acctg Date field to display the date of the transaction is posted to the general ledger.
Enter an amount in the Depr Accum Adjustment field.
Use the Year to Date Depr Adjust field to specify the accumulated depreciation adjustment amount.
Select Save.

When adjusting accumulated depreciation, you need to ensure that each book is adjusted separately. View the adjustments made to the accumulated depreciation.

Select Asset Depreciation.

The Period Depreciation tab displays.
View the adjustments made to the accumulated depreciation.

Closing Depreciation & Accounting Periods

Run the Depreciation Close process (AM_DPCLOSE) to generate period depreciation entries for all depreciable assets in a particular accounting period, including lease payments and offset accounts for the period. You can run this process only for accounting periods that have not yet been closed in Asset Management.

Run this process only once for each accounting period, and only after all of the transaction activity for the period has been completed.

Navigation: NavBar > Navigator > Asset Management > Accounting Entries > Close Depreciation

The Depreciation Close run control ID search page displays. Enter an existing Run Control ID or select Add a New Value to create a new run control ID.
1. Enter a meaningful Run Control ID for the accounting entry creation process in the Run Control ID field.
2. Select Add.

The Close Depreciation page displays. Use it to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
1. Use the Process Frequency drop-down button to select the ‘Always’ option.
2. If it did not already default, enter or select the appropriate business unit in the business Unit field.
3. Enter or select the appropriate asset book name in the Book Name field.
4. Enter or select the accounting year to be closed in the Fiscal Year field.
5. Enter or select the appropriate period in the Period field.
6. Select Run.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
1. Use the Server Name drop-down button to select the appropriate processing server for the request. Note: you can leave the Server Name field blank.
2. Select OK.

The Process Scheduler Request page disappears. The updated Close Depreciation page displays. Note the Process Instance number.
Select Process Monitor. Refer to the Process Monitor QRG for instructions.

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status.

The Process Monitor page displays. Ensure the process runs to Success and is Posted.
The next step is to close the Accounting Period.

Use the Close Accounting Period page (DEPR_CLOS_PD) to close accounting periods to ensure that you do not make any new transactions in the period.

Navigation: NavBar > Navigator > Asset Management > Accounting Entries > Close Accounting Period

The Close Asset Accounting Period search page displays.
Enter Business Unit and Asset Book Name.
Select Search.

Close Asset Accounting Period search page

The Close Accounting Period page displays.
Enter the Year and Period to be closed.
Select Save.

After a period has been closed, you cannot create additional depreciation-related accounting entries for that period.

Consolidating Asset Data

Navigation: NavBar > Navigator > Asset Management > Send/Receive Information > Interface Transactions > Consolidate

The Load-Consolidate Assets page displays.
Select the Add a New Value tab.

The FROM Assets tab displays. Use it to search for and select multiple staged asset records you want to consolidate into a single asset.
Enter Business Unit.
Select Search.

Selecting Search collapses the search criteria section and displays your search results. By default, all search results get selected for consolidation.
Select the Consolidate check boxes to identify the staged asset line items you want to merge into a single Asset.
Select the TO Asset tab to specify the details that will be associated with your new consolidated asset.

The TO Asset tab displays.
Enter the desired information into the Tag Number field.
Select Save.

Creating Accounting Entries

The Accounting Entry Creation run control ID search page displays. Enter an existing run control ID or select Add a New Value to create a new run control ID.
1. Enter a meaningful Run Control ID for the accounting entry creation process in the Run Control ID field.
2. Select Add.

Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process that you are running. The Run Control ID defines parameters that are used when a process is run. These parameters ensure that when a process runs in the background, the system does not prompt you for additional values.

Accounting Entry Creation Add a New Value page

The Create Accounting Entries page displays. Use it to enter the request parameters. The system will use these parameters to define the processing rules and data to be included when the process is run.
1. Use the Process Frequency drop-down button to select the ‘Always’ option.
2. If it did not already default, enter or select the appropriate business unit in the Business Unit field.
3. Enter or select “WACTC” in the Book Name field.
4. Use the From Asset ID field to define the beginning range of asset ID numbers that this process will be run against. Enter the desired information into the From Asset ID field.
5. Use the To Asset ID field to define the ending range of asset ID numbers that this process will be run against. Enter the desired information into the To Asset ID field.
6. Select Run.

The From Asset ID and To Asset ID fields can be left blank to process all pending assets.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
1. Use the Server Name drop-down button to select the appropriate processing server, if applicable.
2. Select OK.

The Process Scheduler Request page disappears. The updated Create Accounting Entries page displays. Note the Process Instance number.
Select Process Monitor. Refer to the Process Monitor QRG for instructions.

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status.

The Pre-AM Interface Table Review Screen

Navigation: NavBar > Navigator > Asset Management > Send/Receive Information > Preview AP/PO Information

The Load Preview – Pre-AM search page displays. Filter search to your college’s AM Business Unit and by a Load Status of “Pending” to isolate those items. Select Search.

If Pending items exist, they will display at the bottom of the page, so you can run the Retrieve Info from AP/PO process as described below. If Pending items do not exist, we’re done!

The “Retrieve Info from AP/PO” Staging Process

You must have at least one of these local college managed security roles:

ZZ AM Interface Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > Asset Management > Send/Receive Information > Retrieve Info from AP/PO

The Payables/Purchasing Interface run control ID search page displays. Enter an existing run control ID or select Add a New Value to create a new run control ID..
1. Enter a meaningful run control ID for the accounting entry creation process in the Run Control ID field.
2. Select Add.

Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process that you are running. The Run Control ID defines parameters that are used when a process is run. These parameters ensure that when a process runs in the background, the system does not prompt you for additional values.

Payables Purchasing Interface Add a New Value page

This process will move any Pending items in the Pre-AM interface table to the AM Interface Staging table. The following steps show it being run for all pending transactions.

The Retrieve Info From AP/PO page displays. Use it to enter the request parameters that will define the processing rules and data to be included when the process is run.
1. Enter an appropriate value in the Request ID field.
2. Enter an appropriate description in the Description field.
3. Use the Process Frequency drop-down button to select the ‘Always Process’ option.
4. Use the Process Option drop-down button to select the ‘Process All Pending Entries’ option.
5. Select Run.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
1. Use the Server Name drop-down button to select the appropriate processing server for the request. Note: you can leave the Server Name field blank.
2. Select OK.

The Process Scheduler Request page disappears. The updated Retrieve Info from AP/PO page displays. Note the Process Instance number.
Select Process Monitor. Refer to the Process Monitor QRG for instructions.

Note: A Process Instance number appears when the screen refreshes to the run control page. This number helps you identify the process you have run when you check its status.

After the Retrieve Info from AP/PO process finishes, review the staged assets in the asset interface tables, and, if they are correct, complete the Load Transactions into AM.

The AM Interface Staging Table Review Pages

Navigation: NavBar > Navigator > Asset Management >Send/Receive Information > Interface Transactions > Review

The Review Transactions search page displays.
Enter Business Unit.
For Load Status, select “Pending” via the drop-down menu.
Select Search.

The Review page displays. It allows you to review the asset entry’s information in the AM Interface Staging tables; these are the final staging tables data resides in prior to being created as Asset entries in the AM module
Review and update the page as needed. Select Save.

The Load Transactions into AM Staging Process

Navigation: NavBar > Navigator > Asset Management > Send/Receive Information > Interface Transactions > Load into AM

This process will move any Pending items in the AM Interface Staging table to the AM module as Asset entries.

The Transaction Loader run control ID search page displays. Enter an existing run control ID or select Add a New Value to create a new run control ID.
1. Enter a meaningful Run Control ID for the accounting entry creation process in the Run Control ID field.
2. Select Add.

The Load into AM page displays. Use it to enter the equest parameters that will define the processing rules and data to be included when the process is run. You can use the Find Trans Load ID section to search for pending Interface IDs.
1. Enter an appropriate value in the Request ID field.
2. Use the Process Frequency drop-down button to select the ‘Always Process’ option.
3. Enter the Interface ID and To Interface ID values from the Find Trans Load ID section.
4. Enter or select you AM Business Unit.
5. Select Run.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
1. Use the Server Name drop-down button to select the appropriate processing server for the request. Note: you can leave the Server Name field blank.
2. Select OK.

The Process Scheduler Request page disappears. The updated Load into AM page displays. Note the Process Instance number.
Select Process Monitor. Refer to the Process Monitor QRG for instructions.

Note: A Process Instance number appears when the screen refreshes to the run control page. This number helps you identify the process you have run when you check its status.

Unitizing Asset Data

Navigation: NavBar > Navigator > Asset Management > Send/Receive Information > Interface Transactions > Unitize

The Load-Unitize Assets search page displays.
Enter Business Unit.
Enter additional Search Criteria to identify your assets.
Select Search.

The FROM Asset tab on the Unitize Assets page displays. Use it to review the information for the single staged asset record that you want to unitize into multiple assets.
Select EZ Unitize.

The Proportional Unitization Defaults window displays.
Enter Quantity.
Enter Description.
Select OK.

Proportional Unitization Defaults window

The Proportional Unitization Defaults window disappears.
This opens the TO Assets tab, which now shows separate asset records based on the provided Unitize Quantity.
You can use the record selectors to switch between asset entries and update each as needed.
Select Save.

Add Assets Using Excel to Component Interface Utility

The PeopleSoft system provides a template to import and add transactions financial data from the spreadsheet to Asset Management tables with the Excel to Component Interface utility.

The following is an overview of the steps to add assets using import data from an Excel spreadsheet. This assumes that the user will already have the Excel file to follow along with to compare to the screenshots throughout the QRG.

Connection Information Sheet

The information provided on this sheet is required to create a new template or submit data to the database. You will need to specify environment information as well as information in regard to how each transaction should be handled. The Action will be filled in automatically. By default, character fields which are left blank or only contain blanks will not be submitted for update. There is an option to override this setting.

Enter the database connect information on the template Connect Information tab. You will need:
- PeopleSoft web server name for your specific environment
- HTTP port
- Portal name
- Default local Node

Template Sheet

Here you create the template that you are going to use. The template is based upon the structure of a Component Interface on the PeopleSoft database.

Select the predefined component interface (for this example we use: DEPT_CF) to populate the template on the Template tab. Your value may be different.
Select the fields that are used to enter data.
Select the Add-Ins menu at the top of the Excel file. There are a number of choices in this sub-menu. We will concern ourselves with only two:
- New Template: When prompted, enter the name of your PeopleSoft User ID, password, and the Component Interface you wish to use. The connect information previously provided is used to retrieve the PeopleSoft Component Interface properties. The Component Interface structure is displayed graphically.
- New Data Input: This button copies the selected input cells into the Data Input sheet. The Data Input sheet becomes active, and you will be prompted before the structures and data on that sheet are deleted.

Select New Data Input button to format the Data Input tab with the selected data fields from the Template tab, or the component interface.

Data Input Sheet

Here you enter data values for submission to the PeopleSoft database.

Stage Data for Submission – The data entered on the Data Input sheet is then staged in hierarchical form in preparation for submission to the database.

Input data for all identified and selected record levels on the Data Input tab.
Next you will stage the input data to the Staging & Submissions tab by going back to the Add-Ins menu and selecting the Stage Data for Submission button.
Review the data that is ready for staging.

Once the button is selected, the spreadsheet automatically advances to the Staging & Submission tab.

Staging & Submission Sheet

The last step is to format the data and submit to the database. Once again, we go to the Add-Ins menu to review our choices.

Submit Data: This submits the data to the database. Your PeopleSoft User ID and Password will be required. Each row submitted is marked with the reply from the database which will either be OK, Warning, or Error.

Post Results: This posts the status for each row submitted to the database on the Data Input sheet so that data in a status of error can be corrected and resubmitted.

Select the Submit Data button.
A pagelet displays asking for the following PeopleSoft information:
- User ID
- Password
Submit data for error-checking and transmission to the database, if successful.

Errors are returned to the Staging & Submission Data tab for review.
Select the Post Results option to return processing errors to the Data Input tab for reworking.
Submit data to the PeopleSoft Asset Management database as needed to successfully transmit all input data to Asset Management.
Preview the financial and physical data, using the menu option for importing data through a spreadsheet.
Run the Transaction Loader process to add assets to the database.

Disposal Codes

Source: https://docs.oracle.com/cd/E40049_01/psft/acrobat/fscm92famp-b0313.pdf , page 416

Retiring Assets

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Asset Disposal > Retire/Reinstate Asset

The Asset Retirements search page displays. Use it to enter search criteria for the asset:
1. If it did not default, enter or select the appropriate business unit in the Business Unit field.
2. Enter the asset information in the Asset Identification field.
3. Enter any other information that you have and then select Search.

The Retire Assets page displays. Use it to perform a financial transaction on an asset:
1. Use the Retire As drop-down button to choose the appropriate type of retirement transaction.
2. Select Go.

The updated Retire Assets page displays. Use the Retirement section to enter the disposal accounting information for the asset:
1. Enter the amount of any costs to remove the asset from your possession in the Removal Cost field.
2. Enter the amount of any proceeds for the transaction in the Proceeds field.
3. Select the proper Trans Code to generate proper accounting treatment. You can find the funding source on the By Chartfield tab. If the Fund is 997, use Governmental Funding, else choose Proprietary Funding.
4. Select Save.

If you get an error message, you may have forgotten to change the Trans Code. Only Governmental Funding and Proprietary Funding are valid Trans Codes.

The updated Retire Assets page displays.

Note: The system updated the asset status or tag to ‘Disposed.’

Next, navigate to the Cost History List page to review the asset cost history information.

Reviewing Asset Cost History

You must have at least one of these local college managed security roles:

ZD Asset Management Inquiry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > Asset Management > Asset > Transaction History > Review Cost

Use the Cost History List page to view the history of an asset’s transactions. Note that the page displays the total quantity and cost adjusted for this asset. The quantity and cost are adjusted in all cost rows.

Retired assets still need to be processed through Depreciation Calculation, Create Accounting Entries, and Close Depreciation.

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Asset Disposal > Disposal Worksheet

Using the Disposal Worksheet to Retire Assets

The Disposal Worksheet displays. Use Asset Search Criteria section to enter search criteria to select assets to submit for retirement. The Disposal Worksheet page provides numerous selection options to retrieve assets for retirement. Assets that are available for retrieval are determined by asset ownership and user ID.
1. If it didn’t default, enter the appropriate business unit in the Business Unit field.
2. Enter or select the appropriate category in the Category field.
3. Select Retrieve.

The updated Disposal Worksheet displays. Qualifying assets are listed in the Search Results grid. Select the checkbox in the Dispose column for those assets that you want to select to dispose. If you want to select them all, you can select Select All.
Enter the Retire Date and the Accounting Date. They do not have to be the same date. If desired, select a Disposal Code. The Disposal Code is not required. You can apply the dates and Disposal Code to all selected assets by selecting Set All.

Navigate to the Retirement Information tab and enter the Retire Quantity, and any Proceeds or Removal Costs associated with each selected asset. There is a Detail link at the far right of the grid that you can drill into more detail about the asset, including the associated Chartfields used for accounting entries.

Navigate to the Optional Accounting Information tab and select a Trans Code. The available Trans Codes are PROP for assets recorded in Proprietary Funds (Fund Codes beginning with ‘4xx’ or ‘5xx’) and GOVT for assets recorded in Fund 997. The Trans Code selected drives the accounting entries, and the accounting is different for Proprietary assets than it is for Governmental assets. If no value is selected, the Disposal transactions will cause the disposal to fail downstream processes.
Select Submit for Disposal to save the retirement information.

A warning message displays. Read it, then select OK.

Reinstating Assets

Navigation: NavBar > Navigator > Asset Management > Asset Transactions > Asset Disposal > Retire/Reinstate Asset

The Asset Retirements search page displays. Use it to enter search criteria for the asset:
1. If it did not default, enter or select the appropriate business unit in the Business Unit field.
2. Enter the asset information in the Asset Identification field.
3. Enter any other information that you have and then select Search.

The Retire Assets page displays. Because this asset was already retired, the Reinstate button is active.
Select Reinstate.

The updated Retire Assets page displays.
Select Save.

Note: The system updated the asset status or tag to ‘In Service.’

Running and Retrieving Reports in Finance

Navigation: NavBar > Navigator > General Ledger > Close Ledgers > Closing Trial Balance

The Closing Trial Balance run control ID search page displays. You can run this report by searching for an existing Run Control ID or you can add a new value. The advantage of creating a new Run Control ID is that you can create one that makes sense to you and that you will remember and be able to use again.
Select the Add a New Value tab.
Enter your Run Control ID.
Select Add.

A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID stores parameter values that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

Closing Trial Balance Add a New Value tab

The Closing Trial Balance page displays. Use it to enter the request parameters, some of which might be pre-populated when the page displays. These parameters will be used to define the processing rules and data to be included when the report is run. The parameters will vary depending on which report you are running. For example, other reports might have fields where you specify the SetID, Employee ID, or Department values before running the report.

For the Closing Trial Balances report, we will define the following parameters: Unit, Ledger, and Fiscal Year fields.
After you have defined these parameters, scroll to right side of page and select Run.

Closing Trial Balance Report Request Parameters

The Process Scheduler Request page displays. Use it to enter or update parameters, such as Server name and Process Output format. Here is a list of parameters and their descriptions:
1. The Server Name can remain blank, the system can select a server for you. Or choose the appropriate Server Name from the list. As a general rule, choose the PSNT server for reports.
2. Use the Run Date field to specify the date you want the process to run. This gives you the ability to set a report to run on a future date. Leave this field blank to run the report immediately.
3. Use the Recurrence list to specify the recurring time intervals for a process request to run. For example, if you need to run a process every week day at 5 pm that resolves all the transactions managed by your institution, you could select the run recurrence definition of Monday-Friday at 5 pm to schedule this process to run at the appropriate time. Leave this field blank to run the report one time.
4. Use the Run Time field to specify the time you want the process to run. This gives you the ability to set a report to run at a future time. Leave this field blank to run the report immediately.
5. Use the Reset to Current Date/Time button to set the Run Date and Run Time to the present date and time.
6. Use the Time Zone field to select the time zone in which the process will run. For example, you might be in Eastern Standard Time (EST) and schedule a process to run in Pacific Standard Time (PST). The system is currently defined to use the PST time zone by default.
7. The Description field helps to uniquely identify a process. You should be familiar with the processes that you run as part of your daily tasks to identify them by this description.
8. The Process Name field displays the name of the process as it appears in the definition.
9. The Process Type field displays the type of process, such as SQR, Crystal, and so on.
10. Use the Type list to select the type of output you want to generate for this job. Your choices are:
  1. File: This enables you to write the output to a file that will appear in the Output Destination.
  2. Printer: You can enter a custom printer location if you have the appropriate security access.
  3. Email: You can enter the destination information to send to a particular email recipient(s). Note that Email is available only for SQR and PS/nVision Process Types.
  4. Web: Sends all output of the process to the report repository, including log and trace files.
  5. Window: Sends output to the monitor when finished.
11. Use the Format list to define the output format for the report. The values are dependent upon the Process Type you have chosen. For example, the default format for Process Type SQR Report is PDF.
After you have defined your parameters, select OK.

The Process Scheduler Request page disappears, and your report is now running. The updated Closing Trial Balance page displays. Notice that your report has been assigned a Process Instance number. It is a good idea to make a note of the this number for future tracking. Now that you have used Process Scheduler to run your report, use Process Monitor to monitor the status of your report.
You use the Process Monitor to:
- Check the status of your submitted process requests.
- Cancel process requests that have been initiated or are currently processing.
- Hold process requests that are queued, and queue process requests you have put on hold.
Select the Process Monitor link.

Closing Trial Balance page with Process Instance number

The Process Monitor page displays. It supplies you with two tabs, the Process List tab and the Server List tab. Use the Process List tab to view the status of submitted report/process requests.
Use the fields in the View Process Request For section to filter the display to specific process requests based on the search criteria entered in these fields.
1. Use the User ID field to view the process requests submitted by a user ID. This field defaults to your own user ID. Leave this field blank to view all of the processes that you are authorized to view.
2. Use the Type list to view process requests by a process type, such as Application Engine, COBOL, SQR, or Application Engine processes.
3. Use the Last list to specify an interval of time by which to limit the process requests that appear in the list. Enter a custom numerical value in the field, and then select a unit type: Days, Hours, or Minutes.
4. Use the Server list to view process requests that are run on a particular server.
5. Use the Name field to view all process requests for a specific process name.
6. Use the Instance From and Instance To fields to display results based on the process instance number. This number is automatically generated when a process is requested.
7. Use the Run Status list to view process requests by status, such as Completed or Error.
8. Use the Distribution Status list to view process requests by distribution status, such as Generated, Posted, or Not Posted.

After you have selected your criteria, select the Refresh button to display process request results.
You can view details about a particular process request by selecting the Details link in the Details column. This opens the Process Detail page where you can view such details as request parameters and message logs.
Select the Details link in the last column associated with your process instance.

The Process Detail page displays. Most of the items on the page are display-only; however, you can use some controls to manipulate the program run, as needed.
1. The Process section contains general information to help you identify the process request. This is a display-only section, showing basic descriptive information about this process.
2. The Run section shows specific run information, such as the run control ID and the run location. If the process runs on the server, the server name appears in the Server field and any run recurrence that you have selected appears in the Recurrence field.
3. The Update Process section displays the actions that can be performed on a process request. Based on your user authorization and the current status of the process request, you can choose one of these actions. The possible actions are: Hold, Queue, Cancel, Delete, or Restart.
4. The Actions section contains links to other pages that provide additional details about the process parameters.

Select the Parameters link to view additional information about the process parameters, such as runtime definition variables, the path and program used to run the process request, the location of the completed output, and additional information about the process request status.

The Process Request Parameters page displays. Look it over, then select Return.

You are now back at the Process Detail page. Now we will look at the Message Log page.
Select the Message Log link.

The Message Log page displays. This page will show you the message details relating to the Process Instance number.
Select Return to go back to the Process Detail screen.

We’re back at the Process Detail page again. The Batch Timings link is only available for process requests with a process type of Application Engine. The Batch Timings report contains a set of statistics that system administrators can use to tune the system to gain better performance. This report relates specifically to PeopleSoft Application Engine program performance.
Select the View Log/Trace link to open a new browser window and view links that enable you to view the message log and trace file.
The View Log/Trace link appears on the Process Monitor Detail page when at least one of the following conditions is met:
- The output destination for the process request is Web, and the report and log files were successfully posted to the Report Repository by the Distribution Agent.
- The process request has a run status of Success.
- The process request ran from a ctcLink Process Scheduler Server Agent that was set up using the Server Definition page with a distribution node.
Select Return.

The Process Detail page displays. Select OK.

The Process Detail page disappears. The Process Monitor page displays.
The Run Status field displays the current status of the process request. Knowing the run status helps you to see where the process request is in the queue or identify a problem if the process request has an error.
If the Run Status is Queued it indicates that the process request has not completed running or that this page has not been refreshed lately. The report is finished running when it has a status of Success.
Larger reports will take longer to obtain a status of Success. Y ou can select the Refresh button to update the Run Status to Success if it is in Queued state. For reports that take longer to run, it is a good idea to continue other work while the process request is being run in the background.
If the status is not Success, select the Refresh button to update the page. If your Run Status is in Error, select the Details link as previously outlined, to review the Actions section links to troubleshoot the issue.
When the Run Status field displays Success for your process request, your report has finished running.
Now that your report has finished running, you are ready to use Report Manager to view your report.
Select the Go back to Closing Trial Balance link.

The Closing Trial Balance page displays. Report Manager is like your own personal “inbox” of reports and process output. It provides a secured means to view report content, check the posting status of your output, and see content detail messages.
Select the Report Manager link.

The Report Manager page displays.
The List tab displays the reports from multiple databases to which you have access.
Unlike the Administration tab, the List tab lists reports when both of the following events occur:
1. The Distribution Agent has successfully posted the report to the report repository. After the report has posted, the Distribution Agent publishes a message to have an entry added to the report folder table for the new report.
2. The local message node has subscribed to the message that was sent by the Distribution Agent by adding an entry for the report in the report folder table.
The Explorer tab displays a hierarchical view of folders and reports. Unlike the Administration tab, the Explorer tab lists reports when both of the following events occur:
- First, the Distribution Agent has successfully posted the report to the report repository. After the report has posted, the Distribution Agent publishes a message to have an entry added to the report folder table for the new report.
- Second, the local message node has subscribed to the message that was sent by the Distribution Agent by adding an entry for the report in the report folder table.
The Administration tab displays the report, details about the report, and enables you to delete unwanted reports from the system. New reports that have been scheduled or are in the process of being posted to the report repository are viewed only through the Administration page.
Use the Archives tab to view reports that have been archived.
You need to go to the Administration page to view the report. Select the Administration tab.

The Administration tab displays. The reports are listed in the Report List section of the page. You can sort this list by using the fields in the View Reports For section of the page.
The Closing Trial Balance Report with the Process Instance Number will be at the top of the list, and the status is Posted.
In Report Manager, there are several status possibilities. Knowing what they mean will help you to understand the progress of your job without having to check the Process Monitor.
When the status of your report is Posted, the Details link becomes active. Use the Details link to view your report.
Select the Details link.

The Report Detail page displays. If your report has run to Success, the link for the report contains the process name and the process instance number.
Select the link.

The report displays in a new browser window. Review it and, if you wish, print it via the browser’s print feature. Close the report browser window.

Return to the Report Detail page.
Select OK.
Return to the Administration tab.
If you are authorized to delete a report, the Select check box will be active. This enables you to select the report and then select the Delete button to remove the report from the list.

Note that you must be assigned the ReportDistAdmin (Report Manager administrator) or ReportSuperUser (super user) role in PeopleSoft Security to be able to delete a report in Report Manager.”

Asset Detail Reports

Navigation: NavBar > Navigator > Asset Management > Financial Reports > Asset Details

The Asset Details menu displays. Use it to create reports on Acquisitions, Locations, History, and several others. The most common reports are shown below.

All reports are generated via Run Controls. Run Controls consist of a name and some parameters to pass to the process at run time. The parameters may be different for different reports, and each run control is unique to a single report and user ID.
Reports are viewed with the Report Manager. See the Running and Retrieving Reports QRG for more detail about run controls and the Report Manager.
Many Asset report run control pages contain a section for Report Print Options. This section is collapsed by default and must be expanded and populated for the report to create any output.

Expand the Report Print Options section by selecting the arrow on the left side of the section.
You can choose to organize the report by any of the available Chartfields by selecting a Chartfield in the Report By field. This field is required.
Each report has a default Title that you can Override.
You must define both the CF (Chartfield) Template and the RF (Report Field) Template, and you will need to create templates for each report. The first time you use a run control, you define the templates. The templates can then be re-used for the same run control for subsequent reports of the same type. After a template has been defined, you can edit it if needed.
1. Select the Update/Add CF Template link to select the which Chartfields to include in the Report, and the order to display them. You also choose which Chartfields you want to subtotal. See the ChartField Format Template screenshot below.
2. Select the Update/Add RF Template link to choose available data fields to include in the report. See the Report Fields Format Template screenshot below.

Loading Depreciation Reporting Table

Navigation: NavBar > Navigator > Asset Management > Financial Reports > Load Reporting Tables > Depr Reporting Table

On the Load Depr Reporting Table search page, select the Add a New Value tab.
Enter a Run Control ID.
Select Add. The Load Depr Reporting Table page will display.

A Run Control ID is an identifier that, when paired with your user ID, uniquely identifies the process that you are running. The run control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

Use the Depr Reporting Table page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.

On the Depr Reporting Table page, use the Request ID field to define the request calculation number.
Enter or select “Always” in Process Frequency.

Use the fields in the Run Options section to determine how the Depr Reporting tabled is populated. In this test, we will populate the table with all information for the current fiscal year.

Enter From Year.
Enter or look up Unit.
Select Run. The Process Scheduling page will display.

Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format. Please refer to the Process Scheduling QRG for further instructions.

The Process Scheduler Request pagelet displays.
Ensure that the Select checkbox for Process Name = “AMDPREPT” is checked.
Select OK. The Process Scheduler Request pagelet closes.

The updated Depr Reporting Table page displays. Note the Process Instance number.
Select Process Monitor. The Process List tab displays.

On the Process List tab, select Refresh until your Process Instance‘s Run Status = “Success” and its Distribution Status = “Posted”.

Loading Net Book Value Table

Navigation: NavBar > Navigator > Asset Management > Financial Reports > Load Reporting Tables > Net Book Value Table

The Load Net Book Value Table run control ID search page displays.
Select the Add a New Value tab.

Enter Run Control ID.
Select Add.

Load Net Book Value Table Add a New Value tab

Use the Net Book Value Table page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.

The Net Book Value Table page displays.
Enter Run ID.
Enter Unit.
Enter Book Name.
Enter As Of FY.
Enter Period.
Select the Include Transfers checkbox.
Select the Include Retirements checkbox.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

The Process Scheduler Request page displays.
Ensure that the Select checkbox for Process Name = “AMLDNBVT” is checked.
Select OK.

The Process Scheduler Request page disappears.
The updated Net Book Value Table page displays. Note the Process Instance number.
Select Process Monitor.

The Process List tab displays.
Select Refresh until your Process Instance‘s Run Status = “Success” and its Distribution Status = “Posted”.

Running the Net Book Value Report

Navigation: NavBar > Navigator > Asset Management > Financial Reports > Cost and Depreciation > Asset Net Book Value

On the Asset Net Book Value search page, select the Add a New Value tab.
Enter a Run Control ID.
Select Add. The Asset Net Book Value page will display.

On the Asset Net Book Value page, enter or lookup Business Unit.
Enter As Of Fiscal Year.
Enter Period.
Expand the Report Print Options section by clicking on the arrow.
In the Report Print Options section, enter or select Report By.
Select the Update/Add CF Template link. The ChartField Format Template page will display.

On the ChartField Format Template page, enter CF Template ID.
Select the Add Template link. The Chartfields section will display.

On the ChartField Format Template page, make selections for the Chartfields to be displayed on the report and the subtotals included.
Select OK. The ChartField Format Template page will close.

On the Asset Net Book Value page, select the Update/Add RF Template link. The Report Template page will display.

On the Report Fields Format Template page, enter the RF Template ID.
Select Add Template. The Report Fields Section will display.

On the Report Template page, make selections for the Asset information fields to to be displayed on the report.
Select OK. The Report Fields Format Template page will close.

On the Asset Net Book Value page, select Run. The Process Scheduler Request page will display.

On the Process Scheduler Request page, enter or update parameters such as Server Name and process output format.
Select the Select checkbox for process Asset Net Book Value Detail.
Select OK to initiate the selected process. The Process Scheduler Request page will close.

On the Asset Net Book Value page, note the Process Instance number.
Select the Process Monitor link. The Process Monitor page will display.

On the Process Monitor page, look for the Process Instance number noted above and ensure that the Run Status is “Success” and the Distribution Status is “Posted”. Please refer to the Process Scheduling QRG for further instructions.
Select the Go Back to Asset Net Book Value link. The Asset Net Book Value page will display.

On the Asset Net Book Value page, select the Report Manager link to access the report. The Report Manager page will display.

On the Report Manager page, select the Administration tab.
Select the Report link to view the report.

The following spreadsheet below provides the standard key processes to Asset Management, such as:

Expense Add and AP PO Add Checklist, Asset Management roles, and Queries/Reports.

Asset Management Checklist and Process Steps Guide

The link below provides access to an Asset Management Processing Checklist in ctcLink. It provides a basic guide to interface processes, core processes, and other resources. Some of the document formatting may be lost in the preview mode. To view document in its entirety, select the download icon (down arrow with a line underneath) on the right side of the document to download and/or edit the processing guide.

AM Processing Checklist

PeopleSoft Finance- PO User Mannual

Requisitions

Requisitions consist of four basic elements: headers, lines, schedules, and distributions. Each requisition has one header, which can have multiple lines. Each line can have multiple schedules, and each schedule can have multiple distributions. The schedule defines when and where you want the line items delivered. The distribution defines internal information for the schedule, such as the way in which accounts and departments should be charged for the purchase and the total price each department should pay.

A requisition in Purchasing can have one of five different statuses during its life cycle:

Approved
Canceled
Complete
Open
Pending Approval

The Requisition page enables you to determine the defaults to use for creating requisitions. This page also enables you to enter item information, modify item lines as needed, establish schedules and distributions, and define internal delivery and accounting information.

Create Requisition

Navigation: NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitions

The Requisitions search page displays.
Enter the Business Unit.
Enter the Requisition ID or leave defaulted at NEXT.
Select the Add button.

The Requisition page displays.
The Requester field displays the ID of the person logged into the system and entering the requisition.
Use the Requisition Date field to enter the creation date of the requisition. The field default value is the current system date, but you can change it.
The Origin field provides information about the origin of the requisition. ONL means the requisition is being generated online.
The Currency Code field displays the requisition transaction currency. This value is populated from the Requester Setup page by default.
The value in the Accounting Date field determines the open period or allowable open date range for budget checking a requisition when you are using commitment control. If the requisition’s accounting date falls before or after the open period date range, the system provides a message or warning to prevent you from running budget checking.
Select the Add Comments link to enter comments for a transaction. You can enter a unique comment or select from predefined standard comments.
Go to the Requisition Line subsection and select the Details tab.
The Details tab displays.
In the Item field, enter the ID of the item that you want to order.
If the item that you want to order does not have an item ID, you can choose to order the item by description only. To do this, enter item information in the Description field (locally defined).
Enter the desired information into the Quantity field.
Enter the Category, if you choose to order the item by description only.
Use the Unit of Measure (UOM) field to enter a default unit of measure for the requisition.

Go to Ship To/Due Date tab.
The Ship To/Due Date tab displays.
Enter the desired information into the Due Date field.
Use the Ship To field to enter the default location to where the supplier will ship the order. Ship To should default if based on the requester, but can be changed for each line item.

Go to Supplier Information tab.
The Supplier Information tab displays.
You may get “Supplier item price is not available – use item standard price” message. If applicable, select the OK button to return to the Supplier Information tab.
Enter the desired Supplier ID.
Select the correct supplier location in the Location field. Supplier location will default in, but can be changed for each line item.

Go to the Details tab.
The Details tab displays.
Select the Schedule Icon button to access the Schedule page, where you can view schedule shipment details and distribution information for each line item.

The Schedule page displays.
Use the Attention To field to define the person to whom or place where the services or goods are to be. Field displays requester name by default but can be changed.
Select the Distribution Icon button on right-hand side.

The Distribution Detail page displays.
Use the Distribute By list to select to distribute by either amount or quantity.
Enter the desired information into the Percent field. The sum of the line distribution percentages must equal 100 percent.
Enter the Distribution (ChartField) details. Use the scroll bar to scroll to the right of the page to enter the valid ChartString(s). For Project-related ChartStrings, enter the PC Business Unit to access the Project and Activity fields.

Fill in the remainder of the Chartfields.

Back on the left-side of the Distributions page, select the Details tab within the Distributions subsection.
The Details tab displays.
Enter the Location. Location will be defaulted, but can be changed.

Select the Asset Information tab to add asset information if needed.
Select the OK button.

Use the Asset Information tab to add asset information;

AM Unit = Business Unit
Profile ID: Use the lookup tool to search for the Profile ID. The Profile ID contains default values for the Asset Class, Type, Subtype, and Threshold ID. It also determines, when this is a capital asset, the useful life of the asset for depreciation purposes. For non-capital assets, the Profile ID should always end with “-SA” to indicate that this is a non-capital asset.
The Capitalize checkbox will be automatically checked when a Profile ID is entered.
The Cost Type is how PeopleSoft recognizes the proper template for creating the Accounting lines in Asset Management. Select either;
- G = Governmental, Fund 997, a governmental asset will process a debit to depreciation amortization expense and a credit to allowance for depreciation.
- P = Proprietary Funds, if not Fund 997.

The Schedule page displays.
Select the Save button.

The Requisition page displays.
From the Line subsection and on the Details tab, enter the desired information into the Price field.
Select the Line Comments Icon button to access the Line Comments page. Use that page to maintain line comments.
Select the Save button.

Notice that the Requisition ID and Requisition Name fields have been updated with the new requisition values. The Status field displays the requisition status.
Select the Budget Pre-Check icon to the right of “Budget Status”.
Select the tick mark link to the right of the Status field for Submit For Approval.

The process to create a requisition is now complete. The Requisition is ready to be Approved and Budget Checked.

Copying a Requisition

Navigation: NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitions

The Requisitions search page displays.
Select Add a New Value tab to create a new value.
1. If it didn’t populate, enter or select the appropriate business unit in the Business Unit field.
2. Leave the default value of NEXT in the Requisition ID field.
3. Select Add.

The Requisition page displays.
Select Copy From.

The Copy Requisition page displays. Use the Header section to mix and match search criteria to locate a requisition to copy. Some possibilities include:
1. Enter or select the Requisition number in the Requisition ID field. Note: If an entry is made in this field, there is no value in entering any other search criteria. Simply proceed to step f – select Search.
2. Enter or select a status in Req Status.
3. To display only those requisitions you created, enter or select your name in either Requester Name or Requester.
4. To display only those requisitions for a specific supplier, enter or select the supplier in either Supplier ID or Supplier Name.
5. Enter or select the appropriate department in Department.
6. Select Search.

The updated Copy Requisition page displays.
The qualifying requisitions will show in the Requisition section.
Select the Sel box of the requisition you want to copy.
Select OK.

Note: If you want to preview a requisition before copying it you can select the hyperlinked Requisition ID.

The requisition lines from the copy source are copied into your new requisition.
The header information of your requisition is unaffected.

Review the requisition line(s) carefully. If you copy a requisition line that has a value for Due Date (for example), it might be several years old. The line might have now-inappropriate comments. It is your responsibility to ensure the validity of the data.
Add additional lines or remove lines as needed using the Add multiple new rows [ + ] and Delete rows [ – ]buttons at the end of each requisition line.
When finished updating the new requisition, select Save.
The updated Requisition page displays. Note that your requisition has been assigned a unique Requisition ID that can be used to identify it.

When you are satisfied with the requisition, submit it for approval by selecting the Submit for Approval icon.

The Status of the Requisition will change from ‘Open’ to ‘Pending’ (approval).

Sourcing a Requisition – Manually

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Stage/Source Requests > Requisition Selection

The Requisition Selection page displays. Enter Search Criteria:
1. Enter your Business Unit first (otherwise no other field will display search content).
2. Configure additional search fields as required to locate your requisition.
3. Select Search. The system populates the Select Requisition Lines grid with requisitions that match the criteria you entered. To perform another search, change the criteria and select Search again.

The PO Calculations process does not overwrite these purchase order configurations, even if the Consolidate with Other Reqs check box on the requisition is selected. In addition, you must specify the supplier for the purchase order, as the PO Calculations process does not select a supplier for you.

If selected, the information that you view on the Requisition Selection – Sourcing page is exactly what will be on the purchase order and each requisition line that you source will be on its own purchase order line, even if others exist for the same item.

If you want to use the Define PO Check box, you must select this check box before selecting requisitions for sourcing. Similarly, if you don’t want to use the Define PO check box, you must clear the check box before selecting requisitions for sourcing.

Note: If a line that you have selected for sourcing on this page has been sourced to a blanket purchase order contract, you will not be able to select the Define PO check box. Instead, you will receive a message that this option is not valid for the selected line. This check box only applies to lines that are selected by the Inc field after you select the Define PO check box.

Choose from the following sourcing Selection Options:
1. Define PO– Select to define purchase orders using the structure of requisitions as they appear on this page, rather than allowing the system to use predefined rules.
2. All Lines From Req– Select to source all lines from the same requisition.
3. Check Item Available– Select this check box if you want to be informed that there is available stock for this item and that you have the option to source the selected requisition line. If there is enough available inventory, the system asks you whether you want to source this request from inventory. If you select Yes, the system sets the inventory source option accordingly.
4. PO Item Supplier Option– Select a purchase order supplier option. This value appears by default. Possible values are:
  - No Edit Required: The system does not verify whether selected items are defined for the current supplier on the item-supplier table.
  - Edit Required When Use Item ID: The system verifies the item-supplier combination only for items with item IDs and not for those ordered by description only. This value cannot be changed.
  - Edit Required Must Use Item ID: The system requires item IDs and verifies item-supplier combinations. This value cannot be changed.

Use the Sourcing tab in the Selection Requisition Lines section to stage the following purchase order information:
1. Include– Select to include the requisition line for sourcing. After you select a requisition line, it becomes unavailable for entry. To make any further changes to the requisition line, clear the check box, make the change, and select it again.
2. Supplier ID– Select the supplier that you want to use on the purchase order. The system stores the last supplier ID, whether entered or loaded from a requisition line. If you include a line without specifying a supplier ID, the system uses the last entered supplier ID as the default. If you include a line without specifying a supplier ID and the stored supplier ID is blank, the system issues an error message. You cannot change the supplier when a contract is specified.
3. Supplier Location– Select the supplier location used for ordering and determining the pricing location. The priority location appears by default from the item and ship to or from the item supplier.
4. PO Qty– Displays the purchase order quantity. The quantity appears as a default value from the requisition line. You can enter a purchase order quantity that exceeds the original requisition open quantity (oversourcing). You can also enter a quantity that is below the original requisition open quantity (partial sourcing), but only when all the requisition schedules for the line are charged by quantity. Partial sourcing and oversourcing is possible only when the Define PO check box is selected.
5. PO UOM– Displays the UOM that you want to use on the purchase order. The UOM appears by default from the requisition line. If you are working with an ad hoc item, you can enter any UOM.
6. Select View Related Links to view details about the item. You can then select to view the item’s availability or substitute items.
7. Description link – Select to view a description of the item.
8. Req ID link – Displays the requisition ID to which this requisition line belongs. Select the link to access additional requisition details.
9. Line # – Displays the originating requisition line number.
10. Procurement Card link – Displays the actual value of the procurement card assigned to the requisition. If no procurement card was assigned to the requisition as of yet it will display Procurement Card.
11. Select the linked procurement card value to access the Requisition Selection – Procurement Card Information page. Use this page to override the current procurement card, view the current procurement card information or to assign a procurement card.
12. Calc Price– Indicates whether the PO Calculations process should recalculate the price or use the price from the requisition. If set to Y (yes), the PO Calculations process recalculates the price. If set to N (no), the PO Calculations process uses the price from the requisition. This option is set to Y and cannot be changed when using an item ID and a contract is specified. Note: If set to N, the PO Calculations process does not search for an available contract.
13. Schedule Split– Indicates that the quantity was partially sourced.
14. Staging Information link – Select to access the Staging Information page. The page displays staging information for the requisitions that you selected for staging.
15. Check for Contract button – Select to have the system search for and use appropriate contracts on manually entered purchase orders. This enables you to receive contract prices for requisition items and to more accurately track budget, pre-encumbrance balances and control contract leakage. This can be established at the business unit level. This button appears when you have selected automatically to default a contract onto a requisition. Select the Default Contract on Req check box on the Business Unit Option page.

When you select the Check for Contract button, the system searches for manually entered purchase orders and requisitions and ensures that the correct contract is selected for use with the requisition. After locating possible contracts, the system copies them to transaction lines. The contract check takes place when the Supplier, Quantity, UOM, Shipto, Item, or Item Description fields are created or changed. You can override contracts that have been selected by the system using the requisition header.

Use the Requisitions tab on the Selection Requisition Lines section to view details on the original requisitions:
1. Rq ID link – Select to access the Requisition Details page.
2. Req Line button – Select to view details about the requisition line.
3. Req Sched– Displays the schedule line number that includes this requisition line.
4. Requisition Name– Displays the name assigned to the requisition when it was created. If you are using eProcurement this value is carried from the eProcurement requisition to the Purchasing requisition. Requisition names assist you in identifying purchase orders associated with eProcurement requisitions.
5. UOM (unit of measure) – Displays the unit of measure for this requisition line.
6. Due Date– Displays the shipment due date to populate the requisition schedule. You define the due date when you create requisition header defaults.
7. Req Qty (requisition quantity) – Displays the number of items for this requisition line.
8. Amount Only– Indicates that this requisition line is specified as amount only.
9. Qty Req St (quantity requested standard) – Quantity ordered expressed in the item standard unit of measure.
10. %Prc Tol Under (percent price tolerance under) and Price Tol Under (price tolerance under) – The under-percentage and under-amount price tolerance per unit. This indicates the acceptable range within which the price can fall below that on the created purchase order. The tolerance appears by default from the Maintain Requisitions – Requisitions page under the Sourcing Controls tab for the requisition.

Use the Change Supplier tab on the Selection Requisition Lines section if you need to make any change to the Supplier:
1. Change Supplier– Select this check box to activate the Change Supplier link to access the Override Selected Requisition Supplier page, where you can change the supplier on all selected lines simultaneously.
2. Location– Supplier location used for ordering.
3. Item– Item ID from the requisition line. When you order an item that has a valid outstanding contract and the contract supplier is not selected for the line, the system displays a warning. You can decide to continue the transaction using the non-contract supplier.
4. Select All– Select this link to include all lines on the page for sourcing.
5. Clear All– Select this link to clear the selection for all lines on the page.
6. Split Line– This button becomes available after you change the quantity on a line that you want partially sourced. Select to insert a new line with the unsourced requisition quantity. You can source the remaining requisition quantity to different suppliers.

Use the Contract Information tab on the Selection Requisition Lines section if you need to update/change any of the contract information:
1. Contract Setid– Displays the SetID to which the contract belongs.
2. Contract Version– Displays the contract version number. Procurement contract versions refer to the revision of the procurement contract transaction. Contract versions enable contract administrators to create and maintain multiple versions of a contract in the procurement system.
3. Contract Line Nbr– Displays the contract line number to which this line item belongs. Contract line numbers represent each item that is on a contract.
4. Category Line Number– Displays the contract category line number. Categories enable you to specify groups of items on a contract, rather than having to enter the items one at a time.
5. Group ID– Displays the line group ID associated with the contract line number.
6. Use Contract if Available– Select to apply negotiated prices for purchases and transactions against the contract. The system searches for purchase order, general, and release-to-single-PO-only contracts. Batch processing uses a different set of rules and does not automatically apply contract prices to requisitions.

Use the Item Substitution tab on the Selection Requisition Lines section, if you need to identify possible item substitutions:
1. Item ID– This field is available for entry when the requisition line contains an ad hoc item (description only). This enables the buyer to enter an item ID (when appropriate) based on the ad hoc item description entered by the requester.
2. Item Description– Displays the type of item.
3. Original Substituted Item– Displays the original Item ID on a procurement transaction that is being substituted. After an Original Substituted Item is designated for a procurement transaction, it is carried all the way through to the Receipt and cannot be changed (this is also referred to as ‘Original Item’ in some cases where the Item may or may not have been substituted).
4. Auto item Substitution– Select to uncheck the ‘Auto Item Substitution’ box on a requisition line when you wish to retain the current Item ID and do not want it automatically substituted during sourcing. Additionally, you will be able to reject a Substitute Item found by Auto Item Substitution on the online Requisition.

Select Save.

Navigation: NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitions

The Requisitions search page displays. Select Find an Existing Value. Enter search criteria to find the requisition:
1. If it didn’t default, enter or select the business unit in the Business Unit field.
2. Enter additional search criteria or enter the Requisition number in the Requisition ID field.
3. Select Search.

The Requisitions page displays.
Select the Create Header Change triangle.

FYI – You can access the Change Order button in the following ways:

Select the Create Header Change triangle.
Select the Details button next to the item number.
Select the line Status tab.

Note: If this triangle is not visible, it may be because your status is not approved.

The Requisition page updates and displays “Track Batch” next to the Requisition ID number. Use the Details section to change/update the requisition line item(s):
1. As appropriate, update the item quantity in the Quantity field.
2. As appropriate, update the item price in the Price field.
Select Save.

The message displays that changes have occurred and the requisition schedule has been set to “Out of Balance”.
Select OK.

The Reason Code Page displays. Use it to enter your reason for modifying the requisition. Completion is mandatory.
1. If it didn’t default, enter or select the reason in the Reason Code field. Doing so will populate the Comment field.
2. Select OK.

Use the comment section to add individual details or justification of the change order.

The updated Requisition page displays. Note that the Track Batch field now reflects the number of times the Requisition has changed.

Perform Requisition Budget Pre-Check

Note: The requisition must be created and saved before the Budget Pre-Check icon can be seen. Budget Pre-Check Status will be “Not Chk’d” before Pre-Budget Check is run.

Navigation: NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitions

On the Requisitions search page, select the Find an Existing Value tab.
Enter Business Unit.
Enter Requisition ID.
Select Search. The Requisition page will display.

On the Requisition page, validate that the Budget Status is “Not Chk’d”.
Select the Budget Pre-Check icon in Budget Status. System starts to perform Pre-Budget Check. This process can take 1-2 minutes.

Verify that the Budget Status is now “Prov Valid”.
If errors are found, Budget Status shows “Error”. Fix the error(s) as needed and try again.
Select Save.

Process Requisition Approvals

Navigation: NavBar > Navigator > Purchasing > Requisitions > Manage Requisition Approvals

The Manage Requisition Approvals search page displays.
Enter search criteria to identify your requisition.
Select Search.

Manage Requisition Approvals search page

The Requisitions section of the page populates.
Select the Req ID of your requisition.

The Requisition page displays.
Select Approve or Deny.

The Approver Comments window displays.
Enter your comments.
Select Submit.

The Approver Comments window disappears.
The Requisition page displays the outcome of your action.
Return to the Manage Requisition Approvals page.

The Manage Requisition Approvals page displays.
Your requisition’s Action/Status shows the result of your action.

Budget checking Requisition in Batch

Navigation: NavBar > Navigator > Purchasing > Requisitions > Budget Check

The Requisition Budget Check run control ID search page displays. Enter an existing Run Control ID or select the Add a New Value tab on the Requisition Budget Check page to add a new value.
1. Enter a meaningful Run Control ID for the accounting entry creation process in the Run Control ID field.

Select Search if you’re using an existing run control ID. Select Add if you’re creating a new one.

Requisition Budget Check Add a New Value tab

The Budget Check page displays. Use it to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
1. Select Always Process.
2. Enter a short description in the Description field.
3. Enter or select the appropriate business unit in the Business Unit field.
4. Additional fields can be used to narrow down the processes from ALL to a specific group of transactions or just one transaction.
5. Select Run.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
1. If applicable, use the Server Name drop-down button to select a processing server for the request.

Note: You can leave the Server Name field blank.

Select OK.

The Process Scheduler Request page disappears.
The updated Budget Check page displays. Note the Process Instance number.

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status.

Select Process Monitor. Refer to the Process Monitor QRG for instructions.

Reopen Requisition

Navigation: NavBar > Navigator > Purchasing > Requisitions > Reconcile Requisitions > Reopen Requisitions

The Reopen Closed Requisitions search page displays. Create or Find a Run Control ID.
To create a new Run Control ID, click the Add a New Value tab. Enter the desired Run Control ID and select Add.
Or to Find an existing Run Control ID, select the Find an Existing Value tab. Search and select a Run Control ID previously created.

The Reopen Requisitions page will display. Enter or update the parameters.
Choose one of the following options:
- Last Close Requisitions Run: reverses the effects of the Close Requisitions process on the most recently processed group of requisitions
- Select Requisitions to be Reopened to select a specific document.

Note: Skip to Step 9 if the Last Close Requisitions Run option is selected.

Select Specific Document from drop down menu for Reopen Request.
Enter the Business Unit.
Enter the Requisition ID. This can be left blank if reopening requisition by Activity Dates or Requester.
You may select Accounting Date Option based on your requirement.
Select Save.
Select the Run button. The Process Scheduler Request page will display.

On the Process Scheduler Request page, select the OK button. The Reopen Requisition page will display.

On the Reopen Requisition page, notice that the Process Instance number appears. This number helps you identify the process you have run when you check the status.
Select the Process Monitor link. The Process Monitor page will display.
On the Process List tab, select the Refresh button until the Run Status is Success and the Distribution Status is Posted.

To view the reopened requisition, navigate to Purchasing>Requisitions>Add/Update Requisitions and search for the Requisition.
The Requisition status displays the last status of the requisition when it was closed. Budget status shows as Not Chk’d.
Update the requisition as needed. The Requisition is ready to be Approved (if needed) and Budget Checked.

Submit Requisitions for Approval

Navigation: NavBar > Navigator > Purchasing > Requisition > Add/Update Requisitions

The Requisitions search page displays.
Select the Find an Existing Value tab.
Enter the Business Unit.
Enter an existing Requisition ID.
Select the Search button.

The Maintain Requisitions page displays.
Select the Submit For Approval icon that looks like a box with a green checkmark.

The Status will change from Open to Pending and the Submit for Approval button will go away.
Select the View Approvals link to preview approval workflow.

Adding a Supplier

Navigation: NavBar > Navigator > Suppliers > Supplier Information > Add/Update > Supplier

The Supplier Information search page displays.
Select the Add a New Value tab.

When you add a new supplier, the system prompts you to enter a supplier ID, which is the primary key to the supplier tables. The supplier ID is a unique identifier that you can use to locate specific supplier information.
- Depending on how you set up your autonumbering defaults on the Supplier Set Control page, you enter either you own unique supplier ID or let the system assign one for you. Each supplier belonging to a SetID must have a unique number as its supplier ID.
- If you have enabled autonumbering, the supplier ID appears as “NEXT” on the search page. The system assigns a sequential ID number after you enter the supplier information and save the page.
- Use the Persistence list to select a persistence level for this supplier. Values are: “One Time”, “Permanent”, “Regular”, and “Single Payment Supplier”.
- If you specify a persistence level of “Single Payment Supplier” when you add a new supplier, the first page in the Supplier Information component that you enter is the Single Payment Supplier page.
- If you are creating a “One Time”, “Permanent” or “Regular” supplier, you first access the Identifying Information page.

Select Add.

Supplier Information Add a New Value tab

The Identifying Information tab displays.
Enter identifying information for a supplier. This information includes the supplier name and short name, classification, status, persistence, withholding and VAT eligibility, relationships with other suppliers, duplicate invoice checking settings, and additional identifying elements required for reporting to governmental agencies. Use the Supplier Short Name field to provide an alternate search key to access supplier data. The system enables you to assign the same supplier short name to multiple suppliers, and it makes the short name unique by appending a numeric value to the end. For example, if you enter the supplier short name “SMITH”, when you save, the system makes the short name “SMITH-001”. If you ever have another supplier for whom you want to use “SMITH” as the short name, the system enters “SMITH-002”, and so on.

Enter the desired information into the Supplier Short Name field.
Use the Supplier Name fields to enter the supplier’s name. There are two lines for the supplier name in case you’re dealing with divisions, subsidiaries, or other complex organization entities that require detailed identification. Enter the desired information into the Supplier Name field.

Use the Supplier Status list to select the supplier’s status. Values are:
- Approved: If you have authority to approve suppliers as defined in your procurement user preferences, the system automatically assigns a status of “Approved” to the supplier. The system does not recognize a supplier as approved unless an authorized payables or purchasing user enters or approves it.
- Inactive: You cannot enter new vouchers for this supplier.
- To Archive: You cannot enter new vouchers for this supplier; the supplier is purged from the system.
- Unapproved: If you do not have the authority to approve suppliers as defined in your procurement user preferences, another user needs to approve the supplier before users can enter vouchers into the system for this supplier.
Use the Classification list to select the supplier’s classification. Values are:
- Attorney: Indicates that the supplier is an attorney.
- Employee: Assign this classification to suppliers only if they are college personnel.
- HRMS (human resources management system): Indicates that the supplier is a third-party supplier from the ctcLink Human Capital Management (HCM) system, such as an insurance carrier or taxing authority. Selecting this value activates the HCM Class field.
- Supplier: Most are suppliers.
Use the Persistence list to select the supplier’s persistence. Values are:
- One-Time: Select for suppliers you know you will use only once. You can enter only one voucher for this supplier, after which the supplier status changes to “Inactive” automatically. A one-time supplier is different from a single payment supplier in that a one-time supplier adds rows to the supplier tables. A single payment supplier does not affect supplier tables and is used as the default master supplier for single payment vouchers.
- Permanent: Select for suppliers you know your organization will always use, even if not on a frequent basis. You can create an unlimited number of vouchers for this supplier. The supplier is not purged from the system unless you specifically request that they be archived in a supplier archive request.
- Regular: Select for a supplier only if you don’t mind that it is removed from the system after activity for the supplier stops for a designated period. You can create an unlimited number of vouchers for this supplier. However, if there is no activity for the supplier by the as-of date in a supplier archive request, the supplier is purged from the system.
Use the VAT Registration option when entering VAT-applicable suppliers, to activate the Registration, VAT Default, and VAT Service Treatment Setup links. This option appears only if the Display VAT Flag option on the Supplier Set Control page is selected.

When entering withholding or 1099 suppliers, select the Withholding option to enable withholding for the supplier. You specify withholding options on the Withholding Supplier Information page.
- While the Withholding option and the Withholding Supplier Information page are available to you to make updates after you have defined your suppliers, the most efficient way to handle withholding suppliers is to make sure that you mark them as withholding when you first enter them. If you do, all vouchers that you enter for withholding suppliers are automatically flagged for withholding reporting as you enter them into the system.

Select the Open For Ordering option to certify the supplier for purchasing goods and services. If this option is clear, you cannot enter purchase orders (POs) for this supplier in ctcLink Purchasing.
Select the Corporate Supplier option and Corporate Supplier ID field to associate the supplier that you are creating with a corporate supplier.
Select the InterUnit Supplier option and InterUnit Supplier ID field to identify this supplier as an interunit supplier.
Select the Create Bill To Customer option if you want the system automatically to create a bill-to customer upon saving the supplier. The bill-to customer is created with default information.
Select the Create Bill To Customer option.
Enter the desired information into the Support Team Code field.
Enter the desired information in the Collector field.
Enter the desired information into the Credit Analyst field.

After the bill-to customer is successfully created, the Create Bill-To Customer group box no longer appears on the page.

Select the Bill-To Customer Details link to modify the bill-to customer. This link is located under the Additional ID Numbers region of this page. Also use this region to enter information-only additional identifiers for the supplier. The data here is not used for processing, but may be required for reporting purposes.
Use the Duplicate Invoice Settings region to enter duplicate invoice checking parameters. The options in the Duplicate Invoice Settings region are the same as those defined in the Payables Options component. In the Payables Options component, you define these options for the business units sharing a SetID; here, you define them for the supplier.
Use the Government Classifications region to enter government classifications required for reporting by some U.S. organizations. In the U.S., companies report information about the classification of suppliers with whom they do business to the government; they are also sometimes required to report similar information to their customers. Suppliers receive certain classifications of certification, for example “Small Business – Hispanic Woman Owned” from various government sources.
Use the Standard Industry Codes region to enter standard industry classification (SIC) codes required for reporting by some governments.
- Depending on your organization’s reporting requirements, you can apply SIC codes here for the supplier or on the Location page for a supplier location. The information that you enter for the supplier location is informational only. The data is not used elsewhere in the system. The information you enter for the supplier, however, is used for U.S. government compliance reporting. If you are not doing government reporting, you may chose to define these numbers at the supplier location only.
- You can supply multiple types of industry codes for the same supplier. For example, a standard USA SIC code and a North American Industrial Classification System (NAICS) code can be defined for the same supplier. You can also supply multiple SIC codes for the same SIC type.
Use the Additional Reporting Elements region to enter supplier information required for Federal Procurement Data Systems reporting.

Next, access the Address page to enter details about the supplier’s address. Select the Address tab.

Use the Address tab to specify one or more addresses for the supplier. You can enter multiple addresses for the different sites that a supplier might have.

Enter the desired information into the Description field.
Use the Effective Date field to specify the date from which this address is valid. It defaults to the current system date; however, you can override this, if necessary.
Use the Country field to select the supplier’s country. After you select a country, the appropriate address form appears. Depending on the country that you select, the form of the address field varies. Enter all fields that are necessary for the country that you select.
Enter the desired information into the Address 1 field.
Enter the desired information into the City field.
Enter the desired information into the State field.
Enter the desired information into the Postal field.
Use the Email ID field to enter the supplier’s email address. This is the address that the email application engine process uses when you select the dispatch method of email in ctcLink Purchasing. Multiple email addresses can be entered in the Email ID field, but they must be separated by semicolons.
Use the Payment/Withholding Alt Names (payment and withholding alternate names) section to specify alternate names for the supplier that can be used for payment and withholding purposes. When the system generates payments for the location that uses this address, it uses the alternate name information on the payment forms. Likewise, if you specify an alternate withholding name, the system uses this name on withholding reports instead of the name that you specified on the Identifying Information page. This function is useful if a supplier wants to conduct business under another name. For example, Alvarez Consulting may be the supplier, but may want to receive payments or report withholdings under the name of Jose Alvarez.
Use the Phone Information group box to enter phone information for the supplier.
Use the Type list to select the type of phone number (cellular, business, fax, home, pager).
Enter Type = “Business Phone”.
Enter Prefix.
Enter the desired information into the Telephone field.
Enter the desired information into the Extension field.
Next, access the Contacts tab to specify the details of the contact person. Select the Contacts tab.

Use the Contacts tab to enter information about the people whom you contact on a regular basis, so that you can easily determine whom to contact if you have questions and can discern why a contact might want to talk to you, before you return the contact’s call.
The Contact ID field displays the contact ID number. When you add a new supplier contact, the system automatically increments the supplier contact’s number in this field.
Enter the desired information into the Description field.
The Effective Date field specifies the date from which this contact is valid. This date defaults to the current system date, but can be changed if needed.
Use the Type list to select the type of contact (such as Management or Sales) to define the contact’s role.
Enter the desired information into the Name field.
Use the Address field to select an address for the contact from one of the addresses that you entered on the Address page. This enables you to associate different addresses with each contact.
After you select an address for the contact, the system displays the associated phone numbers for that address in the Phone Information group box. The system will copy over all of the address phone numbers when there is no existing phone number defined for the contact. If there are existing phone numbers for the contact, the system will prompt you to confirm if you want to override the existing entries and copy the new address phone numbers into this contact phone list.
Enter the desired information into the Address field.
Use the View Internet Address link to open a new browser window that shows the website.
Use the Email ID field to enter the contact’s email address. Multiple email addresses can be entered in this field, but they must be separated by semicolons.
Enter the desired information into the Email ID field.
Finally, access the Location tab to specify location details for the new supplier. Select the Location tab.

Use the Location tab to enter one or more locations for the supplier. Each supplier must have one default location, but can also have multiple locations, including an invoicing from, remit to, and return to location. Enter identifying information and VAT information for each supplier location.
If you have more than one location, add additional locations by selecting the Add a New Row [+] icon in the Location section.
Use the Add a New Row [+] icon in the Details section to update information for each location. Location information is effective-dated.
Use the Location field to enter an identifier for this location. This field enables you to differentiate supplier locations, if you have more than one.
Enter the desired information into the Location field.
Use the Default option to select the default location. Only one location can be the default location. Information for the default location appears by default on all the vouchers for the supplier, but you can change the location on the voucher when necessary.
Enter the desired information into the Description field.
Select the RTV Fees link to access the Supplier’s RTV Fees page, where you can enter RTV fee information for this supplier.
Use the Effective Date field to enter the date from which this location is valid. This field defaults to the current system date; however, you can change the effective date to a past or present date, if necessary.
Select the Payables link to access the Payables Options page, where you can define invoicing and remitting addresses, payment options, matching and approval options, EFT options, self-billed invoice options, supplier bank account information, supplier type options, and (USA only) HIPAA information.
Select the Procurement link to access the Procurement Options page, where you can define purchasing process information and return to vendor options.
Select the Sales/Use Tax link to access the Tax Options page, where you can define SUT options for the supplier location.
Select the Global/1099 Withholding link to access the Withholding Supplier Information page, where you can specify withholding options for the supplier location.
Use the Additional ID Numbers region to enter additional identifiers for the supplier location. These fields are the same as those found on the Identifying Information page. Enter ID numbers here to override those entered on the Identifying Information page for the supplier header.
Use the Comments region to enter any comments you have about the supplier.
Use the Internet Address region to enter URLs and descriptions for the supplier’s websites. Select the Open URL link in this region to open an URL in your browser.
Use the VAT region to enter VAT options for VAT-applicable supplier locations. VAT options for the supplier location override those for the supplier.
Select the Custom tab.

Use the Custom tab to create user-definable supplier fields that can be used in custom reports and queries. There are ten predefined 30-character alphanumeric customizable fields.
Select Save.

Editing a Denied Requisition

On the Pending Approvals page, the Approver selects the Deny button.

The requisition’s approval status changes to Denied, prior routing is canceled.

PeopleSoft requires a denied requisition to have one of the following fields changed to prompt reapproval routing: Quantity, Price, or Merchandise Amount. *While editing a pending requisition, the Price field will be editable.

Example of restarting a denied requisition:

Decrease the Denied Requisition’s Line Price by one penny.
Input edits, such as changing the chartfield string values, as needed.
Save. The Approval Status changes from Denied to Pending.

Immediately change the price back to the original value.
Select Save.
Note the Requisition remains in Pending Status.
Budget check as needed.

Approval routing is updated based on current values.

The AWE admin would then use the Monitor Approvals screen to search for and select the requisition, then Restart the approval routing.

Restarting the approval results in the cancellation of the prior routing:

The approval routing is updated based on the requisition’s current values.

Closing a Requisition

PO Status: The close process verifies that the purchase orders to which the requisition lines are sourced have a Completed status.

Close Days: The close process verifies that the number of close days defined for the requisition PeopleSoft Purchasing business unit have elapsed.

Note: The Close Days field is configured on the Purchasing Definition – Business Unit Definition page and specifies the number of days beyond a requisition’s last activity date during which the requisition cannot be closed. The close days value creates a grace period during which you can change the requisition before the requisition closes. If you leave the Close Days field blank, the system uses zero close days.

Cancel Days: The value for the Cancel Days field works in the same way as the value for the Close Days field, but for canceled requisitions. The close process does not change the line status from Canceled to Complete. However, it does change the header status to Complete. The requisition line status remains Canceled so that you can distinguish canceled lines from closed lines.

Activity Date: The Close Requisitions process adds criteria, such as close days and cancel days, to the last modified date and time on the requisition Activity Log page. Then the process compares the resulting date to the Close Requisitions process run date (current date) to determine whether it can close the requisition.

Distribution Line Status: The close process verifies that the requisition distribution line status is set to X (canceled) or P (processed). A requisition has a status of P after it is sourced to a purchase order.

Navigation: NavBar > Navigator > Purchasing > Requisitions > Requester’s Workbench

The Requester’s Workbench – Filter Options page displays.
Click on Search to find an existing Run Control ID.
Or, add a new Run Control ID by clicking on the Add a New Value tab. Input a Workbench ID, then click Add.

The Requester’s Workbench Filter Options page will open. Enter search criteria and select Search.

Use the Search Criteria fields to refine your search or leave blank for all values.

The Requester’s Workbench page will open and requisitions will be listed based on the search parameters.
If a new Run Control ID was added, enter a description in the *Description field as this is a required field.

Options are available that will produce various details;
- Clicking on the Requisition ID number will open the Requisition Inquiry screen so that requisition details can be reviewed.
- Clicking on the Document Status icon will open the Document Status screen which will list any associated documents (purchase orders, receipts, vouchers, and payments).
- To select requisitions, check the box next to the requisition number. Select All or Clear All options are available if needed.

The following Action buttons are available if not ‘grayed-out’;
- Approve – Click this button to change the status of the selected requisitions to Approved.
- Unapprove – Click this button to change the status of the selected requisitions to Open.
- Cancel – Click to cancel the selected requisitions.
- Close – Select to close the selected requisitions from further processing.
- Budget Check – Click to initiate the budget check process for the selected requisitions. When you click the Budget Check button, the Processing Results page appears. Use this page to review the selected requisitions and select to proceed with processing.
- Budget Pre-Check – Click to check the budget only. This button enables you to check whether a budget exists for a requisition before the amount is committed to the pre-encumbrance and makes it possible to validate documents in work-in-progress mode without affecting budget balances. The statuses of Provisionally Valid or Error on the transaction pages indicate whether a budget is available.

The Action buttons availability is based on the user’s User Preferences-Requisition Authorization settings.

The Go To options at the bottom of the screen, provide access to the following:
- Set filter options – Click to return to the Requester’s Workbench – Filter Options page to modify the search parameters.
- View Processing Results – Click to access the Requester’s Workbench – Processing Results page, where you can view the results of the actions that you have performed.
- Save – Click the button to save the search criteria that generated the list of requisitions on the Requester’s Workbench page.

After the selections have been made (example below lists Requisition ID 497 selected) select the Close button to close the selected requisitions from further processing and navigate to the results screen.

The Requester’s Workbench Processing Results page displays.
A ‘Not Qualified‘ and ‘Qualified’ box will display.
- If the requisition is listed in the Qualified box, click on the Proceed (Yes) button. A message will display asking whether to continue with the close process. Click Yes to continue or choose No to cancel.
- OR If the requisition is listed in the Not Qualified box, click the Log icon next to the requisition number to view why the requisition was not qualified for close.

Requisitions with this message can be overridden and closed:

The requisition may not be closed because it has not been fully sourced.

Requisitions with either of these messages cannot be overridden and closed:

The Requisition is associated with a Purchase Order that has not been closed.
Cannot close REQ with unchecked or error budget status on header
The requisition is on Hold from Further Processing.

Note: You can override unqualified requisitions and make them available for closing, by selecting the requisition ID and clicking the Override button. To give a user the authority to override non-qualified requisitions, click the Override Non-Qualified requisitions for Close check box on the User Preferences – Procurement: Requisition Authorizations page.

After the close process completes, the Requester’s Workbench will reappear. The status of the qualified requisitions should read Complete.
Next run the Budget Check process. The closed requisition will remain selected.
Click on the Budget Check button to run a final budget check.
The Processing Results screen will display and the closed requisition will be listed in the Qualified box. Click on Proceed Yes.
A message will display asking whether to continue with the budget check requisitions process, click Yes to proceed or No to cancel. The final budget check will liquidate any remaining Pre-Encumbrance.

Navigation: NavBar > Navigator > Purchasing > Requisitions > Requester’s Workbench

The Requester’s Workbench – Filter Options page displays.
Click on Search to find an existing Run Control ID.
Or, add a new Run Control ID by clicking on the Add a New Value tab. Input a Workbench ID, then click Add.

The Requester’s Workbench Filter Options page will open.
Select the checkbox for specific Requisition ID number.
Scroll over to right of the page to select the Lines icon.

The Requisition Line displays.
Optional to select (or clear all) requisition lines.
Select the Return to Requester’s Workbench link.

The Requester’s Workbench main page displays.
Perform an Action for individual lines associated with the requisition;
- Approve – Click this button to change the status of the selected requisitions to Approved.
- Unapprove – Click this button to change the status of the selected requisitions to Open.
- Cancel – Click to cancel the selected requisitions.
- Close – Select to close the selected requisitions from further processing.
- Budget Check – Click to initiate the budget check process for the selected requisitions. When you click the Budget Check button, the Processing Results page appears. Use this page to review the selected requisitions and select to proceed with processing.
- Budget Pre-Check – Click to check the budget only. This button enables you to check whether a budget exists for a requisition before the amount is committed to the pre-encumbrance and makes it possible to validate documents in work-in-progress mode without affecting budget balances. The statuses of Provisionally Valid or Error on the transaction pages indicate whether a budget is available.

The Action buttons availability is based on the user’s User Preferences-Requisition Authorization settings.

Running the Requisition Close Batch Process

Use the Close Requisitions process to close requisitions that are fully canceled or fully sourced and no longer need to be modified. When you run the Close Requisitions process, it reconciles requisition-related settings and statuses to change the status of applicable requisitions to C (completed).

The benefit of this status change is that completed requisitions no longer appear in your list of available requisitions when you access requisition pages in update or display mode. These completed requisitions are also removed from the view in many other situations in which the available options have been set to exclude completed or canceled requisitions. Removing these requisitions from these prompts improves system performance and decreases the time required to find requisitions that you must modify.

If commitment control is enabled, the Close Requisitions process also sets the budget header and line statuses, the KK_CLOSE_FLAG option, and PROCESS_MANUAL_CLOSE option accordingly so that the Commitment Control Budget Processor process (FS_BP) can liquidate pre-encumbrance budget amounts for outstanding requisitions.

Although the Close Requisitions process is optional and you can run it at any time, you should run the process at the end of each month to help improve the efficiency of your requisitioning process. Schedule the Close Requisitions process to run at an interval of your choosing using the ctcLink Process Scheduler or run it manually using the Close Requisitions page.

Use the Close Requisitions page to run the Close Requisitions process and produce the Requisition Reconciliation report.

Run the Close Requisition Process

Navigation: NavBar > Navigator > Purchasing > Requisitions > Reconcile Requisitions > Close Requisitions

The Close Requisitions search page displays. Use Find an Existing Value tab for an existing value OR Add a New Value to add a new value.
Select Search if using Find an Existing Value.
Select Add if using Add a New Value.

Use the Close Requisition page to run the Close a Requisitions process and produce the Requisition Reconciliation report.

Note: To close requisitions, they must be first fully sourced to a PO and that PO should be fully sourced into a Receipt, then a Voucher and a Payment
OR the Requisition must be Canceled (click on the red X on top right of the Requisition page next to the Status Field).

Once the Requisition is fully sourced or Canceled, you can run the Req Close process.

The Close Requisitions page displays.
1. To close all eligible requisitions, select “1 Bus Unit” in Requisition Run Option.
2. Enter your college Business Unit in the Business Unit Field.
3. You can leave the Chartfield Criteria blank, this is optional.
4. Accounting Date for Action can be current date.
5. You can check Update Budget Date Equal to Accounting Date (an optional checkbox which aligns the budget date to the specified accounting date for action).

Use the ChartField Criteria group section to select requisitions for processing based on ChartField values. This option is useful if you are using commitment control and want to process requisitions based on ChartField values.

Select Run.
- When you select Run, Server Name/Recurrence/Time Zone can be left blank.

The Process Scheduler Request page displays. Select appropriate parameters, then select OK.
- From the Process List, you can select PO_REQRQ and then select OK.

Optional to run a Close Requisition Report [PORQ009], the Close Requisitions [PO_REQRCON], or both the Report and Close Requisitions Process [PO_REQRQ].

The Process Scheduler Request page disappears. The updated Close Requisitions page displays. Note the Process Instance number. Select Process Monitor. Refer to the Process Monitor QRG for instructions.

To verify if the Requisition is closed, navigate to:
- NavBar > Navigator > Purchasing > Requisitions > Review Requisitions Information > Requisitions
- Use the Requisition Inquiry page to search for the Requisition and check the “requisition status”. The Status should show “Complete”.

Purchase Order from a Requisition

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays. You can elect to Find an Existing Value or Add a New Value.
If you already have a PO you want to update, enter the Business Unit and PO ID. Make sure the PO has not already been approved. Select Search and select your appropriate row. This should take you to the Maintain Purchase Order page. You can skip through the next section and go directly to instructions pertaining to the Maintain Purchase Order page.

Purchase Order Find an Existing Value tab

In this QRG, we will use the Add a New Value tab.
Enter Business Unit. The PO ID field will be auto-populated with NEXT for the new PO are you creating.
Select the Add button.

The value in the PO Date field is the current system date by default. You can override the purchase order date. This appears on the purchase order and is the date used for price calculation if the price date is defined as the purchase order date.

The Maintain Purchase Order page displays. Use it to enter or change PO information online.
Enter the desired information into the Supplier ID field.
Select the Copy From field and choose Requisition. This will automatically take you to the Copy Purchase Order from Requisition page.

When you copy from a requisition, you are sourcing the requisition onto the purchase order. The Copy From field on the previous page enables you to turn a requisition into a purchase order without going through sourcing. If you want to partially source, split source, or consolidate requisitions, use the Requisition Selection component. If a blanket purchase order is specified on the requisition line, it cannot be sourced to the purchase order here. In addition, the procurement card information will be copied to the new purchase order if all the requisitions selected are using the same procurement card information. If the information between the requisitions is not the same, the procurement card will be blank or the buyer’s procurement card will become the default value. If a supplier card currently exists on the purchase order, it will not be overridden by the requisitions procurement card information.

The Copy Purchase Order from Requisition page displays. Enter the Supplier ID or the Requisition ID in the Requisition Selection Criteria section.
Select the Search button. This populates the Select Requisition Lines section.
Select the relevant Requisition Line(s) from the search results.
Select the Copy To PO button.

The Purchase Order page displays. Notice that the page displays the details of the items that you selected to copy. Also notice the fields that are auto-populated throughout the Purchase Order screen. Information that you would have otherwise had to enter manually.
Select Save.

The Purchase Order page redisplays. Notice that the system has automatically assigned the new PO ID if you were creating a new PO. Otherwise, it will update your existing PO.

Req-to-PO Sourcing – Via Copy from Requisition

Update Existing POs

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays.
If you already have a PO you want to update, enter the Business Unit and PO ID.
Make sure the PO has not already been approved.
Select Search and select your appropriate row. This should take you to the Maintain Purchase Order page.
You can skip the Add a New PO ID section and go directly to the Maintain Purchase Order section.

Add a New PO ID

From the Purchase Order search page, select the Add a New Value tab.
Enter Business Unit. The PO ID field will be auto-populated with NEXT for the new PO are you creating.
Select the Add button.

Maintain Purchase Order

The Add/Update POs page displays.
The value in the PO Date field is the current system date by default. You can override the purchase order date. This appears on the purchase order and is the date used for price calculation if the price date is defined as the purchase order date.
Enter the desired information into the Supplier ID field.
Select the Copy From field and choose Requisition. This will automatically take you to the Copy Purchase Order from Requisition page.

The Copy Purchase Order from Requisition page displays.
Enter the Supplier ID or the Requisition ID.
Select the Search button. This populates the Select Requisition Lines section.
Select the relevant Requisition Line(s) from the search results.
Select the Copy To PO button.

Copy purchase order from requisition page

The main Purchase Order page displays.
Notice that the page displays the details of the items that you selected to copy. Also notice the fields that are auto-populated throughout the Purchase Order screen. Information that you would have otherwise had to enter manually.
Select the Save button.

Notice that the system has automatically assigned the new PO ID if you were creating a new PO. Otherwise, it will update your existing PO.

Creating a Purchase Order Online

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

To Create a PO using a Withholding Supplier, first follow the following steps:

Run 1099 Suppliers Query to find a Withholding Supplier to use on a Purchase Order
- Navigate to Reporting Tools > Query > Query Manager
- Enter Query Name: CTC_AP_1099_SUPPLIERS
- Click Search
- Click on “HTML” link (New Window will open)
- Enter: Supplier Status: Approved
  Location: Enter your Business Unit Location
- Click View Results
- Search for a supplier where Withholding = “Y”
- Note down Supplier ID (ex: V000015200)
Use Withholding Supplier when creating a Purchase Order.

The Add a New Value tab of the Purchase Order search page displays.
If it did not default, enter or select the appropriate business unit in the Business Unit field.
Select the Add button.

The Maintain Purchase Order -Purchase Order page displays.

Use the Purchase Order page to enter or change purchase information.

The PO Status field displays the status of the entire purchase order. Values include; Initial, Open, Pending Approval, Approved, Dispatched, Canceled, and Complete.

The PO Date field automatically defaults to the current system date. You can override the purchase order date. This appears on the purchase order and is the date used for price calculation if the price date is defined as the purchase order date.

Buyer field will default based on the User Preferences.

Enter Supplier ID.
Select Supplier Details hyperlink to ensure you have selected the correct supplier location.

The Supplier Details window opens.
1. Enter the *Location or use the look up tool to add a location.
2. Enter the *Address or use the look up tool to add the supplier’s address.

Note: The Supplier Location and Address selected in the PO header is for Procurement purposes and does not copy over when a PO Voucher is created. Instead the Location and Address information defaults from the Supplier Information settings. Notify AP staff if the voucher payment should be routed to a remittance address other than the default – or if the remittance address needs to be updated for the Supplier. (This would be updated in the Supplier’s Location information tab, Payables Options, in the Remitting Address field).

Select the OK button

The Supplier Details window disappears.

*NOTE – If the Supplier ID or Short Supplier Name is not known, use the Supplier Search hyperlink to enter additional search criteria. If the Supplier ID or Short Name are available, proceed to Step 17.

Select the Supplier Search hyperlink next to the PO Date in the Header section.

Supplier Search hyperlink of the Header section

The Supplier Search page displays.
Enter the appropriate supplier search criteria into the various Search Criteria fields to locate the supplier. (Most often it is the Name.)
Select the Search button.
Search Results are displayed in the grid. Be sure to look at the row controls because there can be multiple rows, more than initially displayed.
Select the Select checkbox for the line of the appropriate supplier.
Select the OK button.

Select Priority. Approvers can sort and filter Purchase Orders by Priority to accelerate time for urgent purchases of goods and services.

Select Header Details.

The PO Header Details window displays.
Use the PO Type field to enter the type of purchase order that you are creating. This value, with the exception of Kanban, is not used in purchase order processing, but can be used for informational purposes.
The Billing Location field displays the location code that designates the billing address displays.
Select the Tax Exempt option if the purchase order is exempt from sales and use taxes.
Use the Currency Code field to enter the currency to use on the purchase order displays.
You can override the default dispatch method by selecting EDX, Fax, Phone, Email, or Print.
The date in the Accounting Date field determines the open period or allowable open date range for budget checking a purchase order when you are using commitment control. If the purchase order’s accounting date falls before or after the open period date range, the system provides a message to prevent or warn you from running budget checking.
Select the OK button.

The PO Header Details window disappears.
Select PO Defaults.

The Purchase Order Defaults window displays. Use it to override the defaults set at the business unit, buyer, or supplier level and set defaults when none exist.
If you make changes or add values to the defaults on this page, when you exit the page, you are prompted with the Retrofit field changes to all existing PO line, schedule, and distribution page.
If you select the PO Default option, the new default value that you enter on this page is assigned to the given field if no other value is assigned from prior defaults.
If you select the Override option, the new value that you enter on this page overrides any value that is assigned from prior defaults. Only non-blank values are assigned.
Enter the Chartfield information in the Distributions (Account, Operating Unit, Fund or Appropriation, Department, Class, and State Purpose).
Select the OK button.

Note: If the PO item is an asset, you would need to select the Asset Information tab and complete the AM Unit, Cost Type and the Profile ID fields as well;

Enter or select the appropriate business unit in the AM Unit field.
Enter or select the appropriate asset profile in the Profile ID field.
Select the Cost Type.
Select the OK button.

AM Unit = Business Unit
Profile ID: Use the lookup tool to search for the Profile ID. The Profile ID contains default values for the Asset Class, Type, Subtype, and Threshold ID. It also determines, when this is a capital asset, the useful life of the asset for depreciation purposes. For non-capital assets, the Profile ID should always end with “-SA” to indicate that this is a non-capital asset.
The Capitalize checkbox will be automatically checked when a Profile ID is entered.
The Cost Type is how PeopleSoft recognizes the proper template for creating the Accounting lines in Asset Management.
- G = Governmental, Fund 997, a governmental asset will process a debit to depreciation amortization expense and a credit to allowance for depreciation.
- P = Proprietary Funds, if not Fund 997.

The Purchase Order Defaults window disappears.
Select Add ShipTo Comments.

The PO ShipTo Comments window displays.
Enter Comments.
Select the OK button.

The PO ShipTo Comments window disappears.
Enter the desired information into the Item field.
Enter the desired information into the Description field.
Enter the desired information into the Due Date field.
Enter the desired information into the PO Qty field.
Enter the desired information into the Price field.
Select the Save button.

The user can set matching tolerance in the PO Line’s schedule on the Matching tab. This will allow for an over/under price tolerance when matching to a voucher.

Note: Fill out all of the amounts and percentages fields leaving a value blank equates to zero tolerance.

Use the Receiving tab if a receipt is required (for three way matching) or not. Especially for services where a receipt would not normally be entered.

Your new PO is saved. Note the PO ID number.

Copying a Purchase Order

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays. Select the Add a New Value tab to add a new value.
1. If it did not default, enter or select the appropriate business unit in the Business Unit field.
2. Select the Add button.

Purchase Order search page Add a New Value tab

The Purchase Order page displays. Use the Copy From drop-down menu to select the Purchase Order option.

The Copy Purchase Order from Purchase Order pagelet displays. Complete the following:
1. Enter or select the PO number in the PO ID field of the PO from which you want to copy.
2. Select the Search button.

Copy Purchase Order from Purchase Order pagelet

The Select PO section is populated. Complete the following:
1. Select the Select checkbox for the PO ID.
2. Select the OK button.

Select the OK button to acknowledge the message letting you know that you are copying.

Select the OK button to acknowledge the second message regarding the taxes.

Review the new PO to ensure that you don’t have any adjustments to quantities or pricing.
Select the Save button to create the new PO.
Note: The PO ID field now has the PO number assignment.

Create of PO by Copying a PO

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page will display. On the search page, enter the Business Unit.
PO ID defaults to NEXT.
Select the Add button. The Purchase Order page will display.

Use the Purchase Order page to enter or change PO information online.
Select the Copy From list. Select Purchase Order from the drop-down menu. The Copy Purchase Order from Purchase Order pagelet will display.

On the Copy Purchase Order from Purchase Order pagelet, use the PO ID field to enter the identification number of the PO that you want to use to create another PO. Enter the desired information into the PO ID field.
Select the Search button. The results will display in the Select PO section.

On the Select PO section, notice that the details of the PO ID displayed. You now need to select this PO ID to create a PO.
Select the checkbox for the Select column.
Select the OK button. The Purchase Order page will display.

On the Purchase Order page, the details of the selected PO are displayed.
Select the Save button.

Perform Purchase Order Budget Pre-Check

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order page displays.
Select the Find an Existing Value tab.

The Find an Existing Value tab displays.
Enter Business Unit.
Enter additional Search Criteria to identify your purchase order.
Select Search.

The Maintain Purchase Order page displays.
Select the Budget Pre-Check icon.

Verify Budget Status changes to “Prov Valid”.
Note: If errors are found, Budget Status shows “Error”. Fix error as needed and try again.
Select Save.

The Budget Pre-Check is done successfully. The PO is ready to be submitted for Approval and Budget Check.

Process PO Approvals

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Approve POs

The Approve Purchase Orders search page displays.
Enter search criteria to identify your PO.
Select Search.

The Purchase Orders section of the page populates.
Select the PO ID link of your PO.

The Purchase Order page displays.
Select Approve or Deny.

The Approver Comments window displays.
Enter comments.
Select Submit.

The Approver Comments window disappears.
The Purchase Order page displays the results of your action.

Perform Purchase Order Budget Check

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget check

The PO Budget Check Request search page displays. On the search page, enter a new or existing Run Control ID.
Select the ADD or Search button. The Budget Check page will display.

On the Budget Check page, select the Always option.
Enter the desired information into the Description field.
Specify the business units – whether All or a specific business unit in the Business Unit field.
Select the value for the PO ID field:
- All: Select to budget check all purchase orders.
- Range: Displays the From/To fields. Budget checks all purchase orders for which creation dates fall within the dates specified in the From/To fields.
- Value: Displays the PO ID field. Budget checks purchase orders for the PO ID listed in the PO ID field.
Select a value for the PO Date field:
- All: Select to budget check all purchase orders.
- Range: Displays the From/To fields. Budget checks all purchase orders for which creation dates fall within the dates specified in the From/To fields.
- Value: Displays the PO Date field. Budget checks purchase orders for which creation dates match the date specified in the PO Date field.
Keep all others field values as defaulted.
Select the Run button. The Process Scheduler Request page will display.

On the Process Scheduler Request page, select the OK button. The Budget Check page will redisplay.

On the Budget Check page, make note of the Process Instance number appears.
Select the Process Monitor link. The Process Monitor page will display.

On the Process List tab, select the Refresh button until the Run Status is Success and Distribution Status is Posted.

Dispatch Purchase Order

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Dispatch POs

The Dispatch POs search page will display. On the search page, enter a new or existing Run Control ID.
Select the ADD or Search button. The Dispatch POs page will display.

From the Dispatch POs page, enter the Business Unit.
Enter the PO ID.
Use the Dispatch Methods to Include group box to select which dispatch methods to include in this run of the process. Selected values are only used as a part of the data selection criteria. To change the method by which the purchase order is to be dispatched, you must modify the dispatch method on the Maintain Purchase Order – Purchase Order page.

From the Miscellaneous Options group box, select the applicable Chartfields value from the drop-down menu:
- Select Recycled and Valid Chartfields to process purchase orders regardless of whether the Chartfields are valid or recycled.
- Select Recycled Chartfields to process only purchase orders with distribution lines whose Chartfields are identified as Recycled. (PO_LINE_DISTRIB.CHARTFIELD_STATUS = ‘R’).
- Select Valid Chartfields to process only purchase orders with distribution lines whose Chartfields are identified as Valid. (PO_LINE_DISTRIB.CHARTFIELD_STATUS = ‘V’).

From the Miscellaneous Options group box, select the Change Orders value from the drop-down menu:
- Select Changed Orders to process only purchase orders that have been changed.
- Select Changed and UnChanged Orders to process changed and unchanged purchase orders.
- Select UnChanged Orders to process only purchase orders that have never been changed.
If you select to dispatch changed orders in the Change Orders field, the Print Changes Only option becomes available. Select to dispatch only the changes to the purchase order, rather than the entire purchase order.
If you create the purchase order from a contract with the Release To Single PO Only option selected, select this option to have the system send only the latest changes to the supplier.

Select the Print PO Item Description option to print the item description from the Maintain Purchase Order – Purchase Order page, instead of from the Purchasing Attributes page. The item description stored on the purchase order is in the base language and may have been modified on the purchase order.
Keep all other fields as defaulted.
Select the Run button. The Process Scheduler Request page will display.

On the Process Scheduler Request page, select the check box next to the PO BI Publisher Dispatch description.
Select the OK button. The Dispatch POs page will display.

From the Dispatch POs page, make note of the Process Instance number.
Select the Process Monitor link. The Process List page will display.

On the Process List tab, select the Refresh button until the Run Status = Success and the Distribution Status = Posted.

The process to select the parameters to determine which purchase orders are included in the batch is now complete.

Creating a PO Activity Report

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Reports > Activity

The PO Activity search page displays. Optional to select Find an Existing Value or Add a New Value.
Select the Add a New Value tab and enter an appropriate Run Control ID.
Select the Add button.

The Activity search page displays.
In the Report Request Parameters section, input the desired search parameters:
- Business Unit
- GL Business Unit

Optional to narrow search results down to a specific Department, include Cancelled POs or Open/Pending Approval POs.

In the From Date and Through Date sections, select the desired date range option.
Optional to select the Look Up Option magnifying glass to select a run date by:
- C = Current Date
- M = Current Date Minus Days
- N = No Selection by Date
- P = Current Date Plus Days
- S = Specific Date

Select Save.
Select Run.

The Process Scheduler Request window opens.
Select OK.

Select the Process Monitor link to track the progress.

The Process Monitor page displays.
Select the Refresh button until the process runs has a Run Status = Success and Distribution Status = Posted.
Next select the Report Manager link to view results.

The Report Manager page displays.
Select the Administration tab.
In the Description column select the PO Activity link of specific Process Instance number to view the report pdf.

The pdf report opens in a new window. Note the entered date range will determine the number of page data results.

Checking Purchase Order Document Status

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

On the Purchase Order search page, select the Find an Existing Value tab.
Enter or select Business Unit.
Enter PO ID.
Select Search. The Maintain Purchase Order page will display.

Purchase Order search page - Find an Existing Value tab

On the Maintain Purchase Order page, select the Document Status link. The Document Status page will display.

The Document Status page displays document status information and provides access to documents associated with the Purchase Order.

Re-Opening a Purchase Order

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Reconcile POs > Reopen POs

The Reopen Closed Purchase Orders page displays. Create or Find a Run Control ID.
To create a new Run Control ID, click the Add a New Value tab. Enter the desired Run Control ID and select Add.
Or to Find an existing Run Control ID, select the Find an Existing Value tab. Search and select a Run Control ID previously created.

Reopen Closed Purchase Orders Add a New Value tab

The Reopen POs page displays. Enter or update the parameters.
Choose one of the following options:
- Last Close PO Run: reverses the effects of the Close PO process on the most recently processed group of purchase orders.
- Select POs to be Reopened: to select a specific document.

Note: Skip to Step 10 if the Last Close PO Run option is selected.

If the Select POs to be Reopened option is selected, the section called ‘Reopen PO Selection’ Criteria expands.
Select Specific Document from drop down for Reopen Request.
Enter Business Unit.
Enter or search for the PO ID. This can be left blank if selecting the PO by using the PO Date, Activity Date, Supplier ID, Buyer or PO Reference parameters.
Select the Accounting Date Option based on your requirement.
Select Save.
Select the Run button.
If you get a message saying “Reopen Associated Requisitions? must be checked when Commitment Control is enabled,” select OK to acknowledge message. Then check the box near the bottom for “Reopen Associated Requisitions?”, then select Run.

The Process Scheduler Request page displays. The Select checkbox for Purchase Order Reopen/PO_POREOPEN should be checked.
Select OK.

The updated Reopen POs page displays.

Notice that the Process Instance number appears. This number helps you identify the process you have run when you check the status.

Select the Process Monitor link.

The Process Monitor Process List page displays. Use it to view the status of submitted process requests.
The initial status of the process is Processing. Select the Refresh button until the Run Status is Success and the Distribution Status is Posted.

To view the reopened PO, navigate to Purchasing>Purchase Orders>Add/Update POs and search for the PO.
The Purchase Order status displays the last status of the PO when it was closed. Budget status shows as Not Chk’d.

Note: If a PO Line amount needs to be updated but has already been finalized at the voucher level, editing the AP voucher and unfinalizing the PO Line will set the voucher budget status to Unchecked. This is not recommended, especially if the voucher’s budget date is from a budget period that has been closed. Instead, add a new line to the PO, creating a change order, if needed.

The purchase order is ready to be Approved (if needed) and Budget Checked.

Creating a Change Order to a PO

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays. Select the Find an Existing Value tab.
1. If it didn’t default, enter the business unit in the Business Unit field.
2. Use the PO Status drop-down menu to select the Dispatched option.
3. Select Search to generate the list of dispatched POs
4. Select the PO that you wish to change.

The Purchase Order page displays. Select the Change Order button.

Note: The fields that trigger change order generation become available for entry.

On the Maintain Purchase Order page update the Buyer in the Buyer field (if required). A message box displays. Read the message, then select OK to acknowledge the message.

A second message box displays. Read the message, then select OK to acknowledge the message.

The updated Purchase Order page displays. If necessary, update the PO Qty and/or Price fields.
Select Save.

A message box displays. Read the message, then select OK to acknowledge the message.

The Reason Code page displays. Complete the following:
1. Enter or select the reason in the Reason Code field for the PO change order.
2. Select the OK button.

The Schedules page displays. Select the Return to Main Page link.

View the Change Order number under the PO ID number in the top left corner of the Maintain Purchase Order page.

PO “Review Change History” Screen

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Manage Change Orders > Review Change History

The Change History search page displays.
Enter the desired information into the Business Unit and PO Number field.
Select the Search button.

Search Results are displayed at the bottom of the page. Use the search results to select your desired change order by Business Unit, PO Number, or Change Order Number.
Change Order Number column data identify the batches of changes that you make to a requisition. In this example, in the Change Order Number column, select 1.

The Change History Batch tab displays.
Use the Batch page to review purchase order batch changes.

Select the Header Changes tab.
The Header Changes page displays.
Use the Header Changes page to review purchase order header change information stored in the PO_CHNG_HDR table.

Select the Line Changes tab.
The Line Changes page displays.
Use the Line Changes page to review purchase order line change information stored in the PO_CHNG_LINE table.

Select the Ship Changes tab.
The Skip Changes page displays.
Use the Ship Changes page to review purchase order schedule change information stored in the PO_CHNG_SHIP table.

Updating the Budget Date of an Existing Purchase Order

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays.
Select the Find an Existing Value tab.
Enter Business Unit.
Enter PO ID.
Select Search.

The Maintain Purchase Order page displays.
To review the PO’s Budget Date, in the Lines section, select the Schedule icon.

The Schedules page displays.
Select the Distribution icon then select the Budget Information tab to see the Budget Date field.

The Distributions for Schedule 1 window opens. Review the Budg Dt (Budget Date).

If the Budget Date is in a closing fiscal year and needs to be updated to the new fiscal year, then the PO Defaults screen can be used to update the budget date.

See the below example of the Budget Date of 06/15/2021, which needs to be updated to 07/01/2021.

Navigate to the Purchase Order Defaults page.
In the PO Header area, select the Purchase Order Defaults link to open the defaults screen.

The Purchase Order Defaults page displays.
In the Default Options section, select the Override radio button.
In the Distributions sections, scroll to the Budget Date field and update the date to the new fiscal year.

override radio button in default options section

The PO Default Retrofit screen will open.
Check the Apply to All Distribs box to update the budget date for all distribution lines.
Select OK.
Save the changes.

Adding an Approver Adhoc

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

Select Find an Existing Value tab.
Enter Purchase Order in the PO ID field.
Select Search.

Select View Approval link.

Select the Plus [+] button.

Use the Lookup icon to search for the User ID.

Enter User ID in the proper field.
Select Insert.

Review the newly added Approver.

9.2 Processing Purchase Order Rollover

Purpose: To bring Purchase Orders forward to the new fiscal year if there are any unused encumbrance balances remaining.

Audience: Purchasing staff.

The rollover process helps identify purchase orders that have remaining balances and provides a method to update old year lines and generate new year distribution rows.

Purchase Order Eligibility:

Purchase Orders Cannot Be:

Canceled
On Hold
In Process
Awaiting Budget Check

Purchase Order Distributions Cannot Be:

Canceled

Processing Purchase Order Rollover

Navigation: varies; see below.

Two Methods of Rollover

Keep Prior Year Encumbrances Closed: Liquidates any remaining encumbrance in prior budget period and creates new distributions and encumbrance entries in the new period.

Keep Prior Year Encumbrances Open: Leaves the existing/prior year encumbrance unchanged and creates new distributions and encumbrance entries for the new period.

Example of Roll Methods

BEFORE ROLLOVER
Purchase Order in 2016	10 EA @ $10 = $100
Voucher in 2016	7 EA @ $10 = $70
Remaining Encumbrance	= $30

AFTER ROLLOVER
Liquidate and Roll	Keep PY Encumbrance Open
2016 Enc Reduced to $0	2016 Enc Remains $30
2017 Enc is $30	2017 Enc is $30

PO Rollover View Flow Chart

Finding Purchase Orders

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > Request PO Roll View

The Request PO Roll View page displays.
Enter Business Unit.
Enter other search criteria as needed.

Selecting Purchase Orders

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > PO Rollover Workbench

The PO Rollover Workbench page displays.
Select Purchase Order(s).
Select Rollover Method:
1. PY Encum Open: Select to keep the prior year remaining encumbrances open for the selected PO.
2. PY Encum Close: Select to close the prior year remaining encumbrances for the selected PO. If you used the PY Encum Open button to check selected lines, you can undo the selection using this button.
Select Other Option:
1. Hold from Rollover: Select to hold the selected PO from rolling over. PO in hold status are not qualified for PO rollover 1 or PO rollover 2 processing.
2. Release Hold: Select to release the selected PO from Hold status. Only PO with a Hold status are updated after selecting Save. The lines should be available for selection on the PO rollover page.
Select Save.

Choosing Prior Year Encumbrance Close Method

On the PO Rollover Workbench page, select PO.
Select PY Encum Close.
Select Save.
Roll Status will change to “Pending” and PY Encum Open is “N”.

Step 1: Rolling Purchase Orders – Rollover 1

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > Request PO Rollover1

The Request PO Rollover1 page displays.
Enter From Date and To Date.
Enter new Budget Date.
Finalize Requisitions option is available for eligible documents. This will process PO previously set to Pending on the Rollover workbench.
Selecting Finalize Requisitions will liquidate pre-encumbrance amount and Requisition is not re-opened for sourcing.
Select Run. Please refer to the Process Scheduling QRG for instructions.

Step 2: Run Budget Check

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Check

The Budget Check page displays.
Enter Description.
Enter Business Unit.
Enter PO ID.
Select Run. Please refer to the Process Scheduling QRG for further instructions.
Encumbrance will be liquidated from PY. Pre-encumbrance is also liquidated from PY.

Step 3: Rolling Purchase Orders – Rollover 2

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > Request PO Rollover2

The Request PO Rollover2 page displays. It creates a new PO distribution row with a new budget date specified in Rollover 1 process.
Rollover 2 details:
1. Requisition line is no longer associated with the rolled distribution
2. PO row is inserted with the remaining amount under the new budget date
Enter Business Unit.
Enter PO Number.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Step 4: Budget Check Rolled PO

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Check

The Budget Check page displays.
Enter Description.
Enter Business Unit.
Enter PO ID.
Select Run. Please refer to the Process Scheduling QRG for further instructions.
The rolled encumbrance appears in the new budget year.

Choosing Prior Year Encumbrance Open Method

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > PO Rollover Workbench

The PO Rollover Workbench displays.
Select your purchase order.
Select PY Encum Open.
Select Save.
Roll Status will change to “Pending” and PY Encum Open is “Y”.

Step 1: Rolling Purchase Orders – Roll Open Encumbrances

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > Request PO Roll Open Encum

This will process PO’s in pending status that were marked “Keep PY Encumbrances Open” on the workbench. Finalize requisition option is not available with this method.

The Request PO Roll Open Encum page displays.
Enter Business Unit.
Enter PO Number.
Enter From Date.
Enter To Date.
Enter new Budget Date.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Step 2: Run Budget Check

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Check

Roll Open Encumbrances details:

New distribution rows are inserted
PO header is updated with new accounting date and is marked Not Budget Checked
Prior period encumbrances are now locked.

The Budget Check page displays.
Enter Description.
Enter Business Unit.
Enter PO ID.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Creating an Express Purchase Order Using a Procurement Card

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update Express POs

The Express Purchase Order search page displays. From the search page, enter the Business Unit.
Select the Add button. The Express Purchase Order page will display.

Use the Express Purchase Order page to enter or change purchase order information.
The PO Date field automatically displays the current system date. You can override the purchase order date. This appears on the purchase order and is the date used for price calculation if the price date is defined as the purchase order date.
Enter the Supplier ID.
Verify the correct supplier location is selected.

Note: The corresponding supplier and location should have “Use Procurement Card” in Procurement setup.

Enter the Buyer information.
Select the Refresh button to display the Use Procurement Card link.
Select the Use Procurement Card link. The Procurement Card Information page will display.

Use the Procurement Card Information page to:
- review the existing procurement card information,
- add or update the procurement card information,
- or override the existing procurement card with another one.
The Card Number, Card Type, and Expiration Date fields display the procurement card information that will be used for payment on this purchase order. If no card is assigned no values appear in this group box.
Use the Card Number list to select the procurement card or supplier card that you want to use for the payment method on this purchase order. The card numbers that are available for selection are related to the buyer who has the rights to use a procurement card on a purchase order and the supplier cards related to the supplier and location. After you select a new card number it will override the existing card number.
In the Card Number list, select the Don’t use Procurement Card option if you do not want to use a procurement card as the payment method on this purchase order.
Select the OK button. The Express Purchase Order page will display.

From the Express Purchase Order page, select the Header Details link. The PO Header Details page will display.

Use the PO Header Details page to:
- Enter purchase order header details,
- enter rules for the entire order,
- enter procurement card options,
- and hold the purchase order from further processing.
Use the Dispatch Option list to select the procurement card dispatch option if you are using the procurement card functionality.
Select the Dispatch Option list. The list of options will display.
From the Dispatch Option page, the list of available options are:
- Charge to Card on File: Select this option to have “Charge to credit card” print in the header portion of the PO Dispatch/Print SQR report (POPO005).
- Contact Buyer: Select this option to have the buyer’s name and phone number print in the header portion of the PO Dispatch/Print report. For example, “*Please contact John Smith 925-694-3863 for payment information.”
- Contact Cardholder: Select this option to have the card holder’s name and phone number print in the header portion of the PO Dispatch/Print report. For example, “*Please contact John Smith 925-694-3863 for payment information.”
- Include Masked Card Info: Select this option to have the masked card number, card type, and expiration date appear in the header portion of the PO Dispatch/Print report.
- No Reference: Select this option to have no procurement card information print on the PO Dispatch/Print report.””Retain the default value.
The Contact Name and Contact Phone field are only available if you select a dispatch option of Contact Buyer or Contact Cardholder. If you select Contact Buyer the buyers name and phone number appear. If you select Contact Cardholder the cardholders name and phone number appear.
Use the Instructions field to enter additional procurement card instructions if you so choose.
Select the OK button. The Express Purchase Order page will display.

From the Express Purchase Order page, enter the desired information into the Item field located in the subsection: Lines.
Enter the PO Qty.
Select the arrow sign to expand the Schedule tab. The Schedules subsection will display.

Enter the Price details.
Select the arrow sign to expand the Distribution tab. The Distributions subsection displays.

Enter the distribution details on the Chartfield tab.
Select the Save button.

Expenses User Guides

The Recommendations for On and Off Boarding Employees for Expenses document is intended to provide suggestions to the colleges regarding:

On boarding employees for expenses
Off boarding employees for expenses
Considerations and examples

Because the primary focus of the document is to merely provide recommendations, suggestions and best practices, it is the responsibility of each individual college to approach and maintain the on boarding and off boarding processes uniquely.

Recommendations for On and Off Boarding Employees for Expenses

Taxable Fringe Benefit

The two different approaches a college might decide to take when it comes to a Taxable Fringe Benefit (TFB) that appears on an Expense Report are:

Taxable Fringe Benefit AP – Used to identify items that are considered a taxable fringe benefit and should be paid out through an AP pay cycle like a regular T&E reimbursement: these items should be marked as reimbursable on the Expense Report.

Note: These line items can be retrieved with an existing query (CTC_EX_PAID_TFB) and should be run by or given to a user who can make the necessary manual W-2 adjustments for the Employee in HCM.

Taxable Fringe Benefit PY – Used to identify items that are considered a taxable fringe benefit and should be paid out through the standard Payroll process and not through T&E: these items should be marked as non-reimbursable on the Expense Report

Note: These line items can be retrieved with an existing query (CTC_EX_PAID_TFB) and should be run by or given to a user who can add the items as Additional Pay for the Employee in HCM.

The most common instances of this happening from a Travel perspective is when a person makes a day trip but is in travel status for at least 11 hours.

For example, if you were to drive 30 minutes to Pierce College, work for there for 10 hours, and then drive 30 minutes back home without staying in a hotel overnight you would have taken a day trip while being in travel status for 11 hours. In this situation you would be entitled to be paid for a full day’s meal per diem ($71), but it would be as a TFB payment to you instead of an expense reimbursement. What’s special about a TFB is that it has to be added to your W-2 as taxable income, and that kind of addition can only be done through Payroll in HCM. The goal of both of the approaches noted above is to get these TFB amounts onto tax forms, but what makes them different is how T&E and Payroll work together to reach that goal.

Taxable Fringe Benefit AP

With this approach, we’re saying that the TFB amount is going to paid through Accounts Payable. In other words, the TFB is going to be entered on an Expense Report – with the “Taxable Fringe Benefit AP” Payment Type – as a “Reimbursable” line item, so it gets counted against an issued Cash Advance and/or paid out to the Traveler. Because the payment is issued through Accounts Payable (i.e. issued as a payment to a Supplier), Payroll doesn’t have a way to identify that as a TFB for an Employee and therefore record it on that Employee’s W-2. In order for that to happen, colleges can run the CTC_EX_PAID_TFB query and find those Paid line items that have that “Taxable Fringe Benefit AP” Payment Type. An HCM user can then use the amounts on those line items to make a manual adjustment to the Traveler’s W-2.

This was not the favorable approach because the manual W-2 adjustments need to be done; the person making the adjustments has to make a handful of different calculations for a single TFB to adjust the right W-2 boxes by the right amount. Still, it’s the fastest way to get people paid for these kinds of items, and sometimes that need to get a payment made quickly is preferred even if it means more downstream work.

Taxable Fringe Benefit PY

With this approach, we’re saying that the TFB amount is going to paid through Payroll. This means that the TFB is going to be entered on an Expense Report – with the “Taxable Fringe Benefit PY” Payment Type – as a “Non-Reimbursable” line item, so it gets acknowledged as something that was part of the trip (and can be seen and signed off on by T&E Approvers) but doesn’t get paid out to the Traveler through AP. Again, the colleges would run the same CTC_EX_PAID_TFB query but this time they would pick out the “Taxable Fringe Benefit PY” Payment Type line items. An HCM user would then enter these line items as Additional Pay for the Traveler that would be added to their next regular pay check.

The advantage to adding these as Additional Pay items is that it will appear on the W-2 and all the necessary calculations are done automatically through the Payroll process. People might have to wait a little longer to get paid, but adding Additional Pay is much easier for HCM than performing the manual W-2 adjustments.

Creating Travel Authorizations

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Travel Authorizations > Create/Modify

The Travel Authorization search page displays. Depending on your role, the Empl ID will default into the field. If you are authorized to enter a travel authorization on behalf of someone else, then you will need to look up the Empl ID first.
Select Add.

Travel Authorization Add a New Value tab with Empl ID field and Add button highlighted

The Create Travel Authorization page displays. Select Business Purpose from the drop-down menu.
Enter Description.
Select Default Location from the drop-down menu. The most common use will be to look up the Expense Location codes in Washington. Enter ‘WA’ in the field next to ‘begins with’. Select Look Up.
Enter a date or use the calendar menu in the Date From field to select the first day of travel.
Enter a date or use the calendar menu in the Date To field to select the last day of travel.
Enter or lookup the Reference.
In the Projected Expenses section, enter a date or use the calendar menu to select a Date for the line item.
Select the appropriate Expense Type from the drop-down menu. Follow instructions below to add a mileage based expense. (Note: If a Per Diem type is selected, Location must be entered.)
Enter Description.
Select the Payment Type from the drop-down menu.
The Amount field will not be available for a mileage based expense type.
Please note the Billing Type remains ‘Billable’.
Select the Transportation ID from the drop-down menu.
If appropriate, enter Miles.
Select the Calculate Gross Amount icon.
Select the Accounting Details expansion icon.
Select the Operating Unit from the lookup menu.
Select the Fund from the lookup menu.
Select the Department from the lookup menu.
Select the Class from the lookup menu.
Select the State Purpose from the lookup menu.

Note: The Transportation ID will only populate if you have added it to your Profile.

Create Travel Authorization page with the various steps identified on the page. Step 3 = Business Purpose field. Step 4 = Description. Step 5 = Default. Step 6 = Date From field. Step 7 Date To field. Step 8 = Reference Field. Step 9 = Date for Projected expenses. Step 10 = Expense Type. Step 11 = Projected Expenses Description. Step 12 = Payment Type. Step 13 = Amount Currency. Step 14 = Billing Type. Step 15 = Transportation ID. Step 16 = Miles. Step 17 = Two green arrows signifying the Calculate Gross Amount icon. Step 18 = Accounting Details. Step 19 = Operating Unit. Step 20 = Fund. Step 21 = Department. Step 22 = Class. Step 23 = State Purpose

There are three options at this point:

Option 1: You can continue to add items to the Travel Authorization (TA). Select the Add a New Row [+] icon to add another projected expense.

Create Travel Authorization page with the + plus sign highlighted signifying that a new row should be added.

Option 2: You can complete the Travel Authorization now by selecting Summary and Submit.

Note: When you select the Submit button, Expenses displays the Submit Confirmation page to indicate that it successfully saved and submitted the travel authorization.

After you submit the travel authorization, you cannot modify it unless an approver returns it to you.

Create Travel Authorization page with the Summary and Submit hyperlink highlighted in the upper right cornder of the page.

Option 3: You can select the Save for Later button which will issue the TA Authorization ID. Select the Create Cash Advance link in the Actions menu, which opens a new window in ctcLink and populates the Business Purpose and Advance Description fields in the header of the CA to match the TA entry. After the CA is submitted you can return to the TA entry and submit.

Note: Select the Save for Later button to save the travel authorization without submitting it for approval. You can save the report with or without invalid or missing information, and you can modify it later.

When you select the Save for Later button, Expenses displays the Save Confirmation page to indicate that it successfully saved the travel authorization and indicates if missing or invalid information exists.

Create Travel Authorization page with the Actions drop down menu set at "Create Cash Advance" hightlighted. The Save for Later hyperlink is also highlighted in the upper righ corner of the page.

Adding Multiple Travel Authorization Expense Lines

PLEASE NOTE: Travel authorizations already submitted for approval will not be available for modification unless withdrawn from approval or sent back during the approval process.

Navigation: NavBar > Navigator > Employee Self Service > Travel and Expenses > Travel Authorizations > Create/Modify

The Travel Authorization search page displays.
Select the Find an Existing Value tab, or Add a New Value if starting a new Travel Authorization.
Select Search.

Travel Authorization Find an Existing Value tab

The Search Results section of the page populates.
Select an Authorization ID from the list.

Travel Authorization Search Results page

The Modify Travel Authorization page displays.
Select the Add a New Row [+] icon.

A new expense row displays.
Enter Date.
Enter Expense Type.
Enter Description.
Enter Payment Type.
Enter Amount.
Enter Billing Type.
Select the Accounting Details expansion icon.

The Accounting Details section expands.
Enter Account.
Enter Oper Unit.
Enter Fund.
Enter Dept.
Enter Class.
Enter State Purpose.
Select Save for Later.

If errors are discovered, the Missing or Invalid Information icon displays.
Select the icon.

The Authorization Line Errors window displays.
Read the message, then select Return.

The Authorization Line Errors window disappears.
Correct errors.
Select Save for Later to continue working later, or Summary and Submit if you’re done.

Attaching a Document to a Travel Authorization

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Travel Authorizations > Create/Modify

The Travel Authorization search page displays.
Enter Empl ID.
Select Add.

The Create Travel Authorization page displays.

When attaching large documents to transactions, it is recommended that you create and save the transaction first. In this example, the attachment is small.

In the header section:
1. Select Business Purpose.
2. Select Default Location.
3. Enter Description.
4. Enter Date From.
5. Enter Date To.
In the Projected Expenses section:
1. Enter Date.
2. Select Expense Type.
3. Enter Description.
4. Select Payment Type.
5. Enter Amount.
6. Expand the Accounting Details section.
7. Enter ChartFields.
Again, up top in the header section:
1. Select the Attachments link.

The Travel Auth Attachments window displays.
Select Add Attachment.

The File Attachment window displays.
Browse to your file.
Select Upload.

The File Attachment window disappears.
The updated Travel Auth Attachments window displays.
Enter Description.
Select OK.

The Travel Auth Attachments window disappears.
The updated Create Travel Authorization page displays.
Select Save for Later.

updated Create Travel Authorization page

Deleting Travel Authorization

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Travel Authorizations > Delete

The Delete Travel Authorization search page displays.
Enter Empl ID.
Select Search.

The Delete a Travel Authorization page displays.
Select the Select checkbox for the authorization(s) you wish to delete.
Select Delete Selected Authorization(s).

The Delete Confirmation page displays.
Select OK.

The updated Delete a Travel Authorization page displays, minus the authorization(s) you just deleted.

Withdrawing a Travel Authorization Before Approval

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Travel Authorizations > View

The Travel Authorization search page displays.
Enter Authorization ID.
Select Search.

The Travel Authorization page displays.
Confirm that the Authorization ID status = “Submitted for Approval”.
Select Withdraw Travel Authorization.

Confirm a message displays alerting your that your travel authorization has been withdrawn from approvers’ queue.
Select Refresh Approval Status.

Authorization ID status changes to “Pending” and you see a new entry under Approval History.

Submitting a Travel Authorization

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Travel Authorizations > Create/Modify

On the Travel Authorization search page, select the Find an Existing Value tab.
Enter the Authorization ID or other search criteria.
Select Search. The Modify Travel Authorization page will display.

On the Modify Travel Authorization page, select Summary and Submit in the upper right corner of the page. Expenses displays a page with summary amount information for the Travel Authorization and allows an authorize user to certify the information entered in the Travel Authorization submitted for approval.

On the Modify Travel Authorization summary page, check the certification checkbox. When you check the certification checkbox, the Submit Travel Authorization button becomes available.
Select Submit Travel Authorization. The Travel Auth Sumit Confirm pagelet will display allowing confirmation the submittal or cancellation.

Modify Travel Authorization summary page

On the Travel Auth Sumit Confirm pagelet, select OK to confirm the submittal.

Note that a message will display on the Travel Authorization page confirming that the Travel Authorization has been submitted for approval.

View Travel Authorization

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Travel Authorizations > View

On the Travel Authorization search page, use the dropdown listbox to select the Search by criteria. In this example the “Authorization ID” has been selected.
Enter search criteria.
Select Search. The Travel Authorization page will display.

On the Travel Authorization details page, review the details of the travel authorization. This page is read-only and cannot be modified.
Select Return To Search to review other Travel Authorizations.

Printing Travel Authorizations

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Travel Authorizations > Print

The Travel Authorization search page displays.
Enter Search Criteria to identify your travel authorization.
Select Search.

The Travel Authorization page displays.
Use your browser’s print feature to print it.

Cancelling Approved Travel Authorizations

Navigation: NavBar > Navigator > Employee Self-Service > Travel Authorizations

The Travel Authorizations page displays.
Select Cancel.

The Cancel Travel Authorization search page displays.
Enter Empl ID.
Select Search.

The Cancel Approved Travel Authorization page displays. Use it to cancel travel authorizations that have been approved. This page displays all travel authorization requests that have been approved or approved and budget-checked, but not assigned to an expense report.
Select the travel authorization requests that you want to cancel, then select Cancel Selected Travel Authorization(s). If you use Commitment Control, the system then performs budget checking to reverse encumbrance amounts associated with the travel authorization(s).
Select OK.

Cancel Approved Travel Authorization page

Budget Checking Travel Authorizations During Approvals

Navigation: NavBar > Navigator > Travel and Expenses > Approve Transactions > Approve Transactions

On the Approve Transactions page, select the Travel Authorizations tab to review multiple Travel Authorizations. The Travel Authorizations tab will display.

Approve Transactions page - Overview tab

On the Travel Authorizations tab, select the Description link or Transaction ID link to navigate to the Travel Authorization Summary page. The Travel Authorization Summary page will display.

Approve Transactions page - Travel Authorizations tab

Use the Travel Authorization Summary page to review a summary of travel authorization expenses. Managers and project managers who have authority to approve travel authorizations use this page.

On the Travel Authorization Summary page, select the Budget Options link. The Commitment Control Details pagelet will display.

On the Commitment Control Details pagelet, select Budget Check to initiate the Travel Authorization budget check.

On the Commitment Control Details pagelet, note that the Budget Checking Header Status has changed and additional fields are displayed.
Select OK after the budget check has completed to close the Commitment Control Details pagelet.

However, if you receive a message saying “Budget Checking Errors Exist”, please follow these next steps.

Select OK.
Next message – Budget Checking has logged ‘Error’ exceptions. Do you want to Transfer to the Exceptions?
Select No.
You will be sent back to the Travel Authorization Summary page.
Go to the Comments section, add the following comments “Error in Budget Checking, please review errors and resubmit once fixed”
Select Send Back.

Approving Travel Authorizations

Navigation: NavBar > Navigator > Travel and Expenses > Approve Transactions > Approve Transactions

On the Approve Transactions page, select the Travel Authorizations tab to review and approve multiple Travel Authorizations. The Travel Authorizations tab will display.

On the Travel Authorizations tab, select the Description link or Transaction ID link to navigate to the Travel Authorization Summary page. The Travel Authorization Summary page will display.

Use the Travel Authorization Summary page to review a summary of travel authorization expenses. Managers and project managers who have authority to approve travel authorizations use this page.

On the Travel Authorization Summary page, select the Expense Type link to access the Expense Detail page to view information about each expense line. The Expense Detail page will display.

On the Expense Detail page, review the expense line.

If you have finished reviewing the information on the Travel Authorization and are ready to make an approval action, you may need to Budget Check the transaction first. Whether budget checking is needed depends on local BU configuration and the stage of approvals the Travel Authorization is in.

On the Travel Authorization Summary page, select the Budget Options link. The Commitment Control Details pagelet will display.

On the Commitment Control Details pagelet, select Budget Check to initiate the Travel Authorization budget check.

On the Commitment Control Details pagelet, note that the Budget Checking Header Status has changed and additional fields are displayed.
Select OK after the budget check has completed to close the Commitment Control Details pagelet.

If you are ready to make an approval action for the Travel Authorization, select the desired approval action button at the bottom of the screen. In this example, Approve was selected. The Save Confirmation pagelet will display.
Select the Return to Travel Authorization Summary link to return to the summary page.

The buttons available depend on local BU configuration and the stage of approvals the Travel Authorization is in.

On the Save Confirmation pagelet, select OK. The Travel Authorization has been successfully approved.

If you received an error message and are not able to approve the report, go to the Comments section, add the following comments “Error in approving report please review errors and resubmit once fixed”. Select the Send Back button to sent a report back to the employee to review the error. Once fixed, the employee can submit the report back into the approval list.

Accept Delegated Authority

Navigation: Employee Self-Service menu > Delegations tile > My Delegated Authorities tile

The My Delegated Authorities page displays.
Ensure that the Submitted tab is selected.
Select a Transaction.

My Delegated Authorities page Submitted tab

The Detail pagelet displays.
Review the details of the request. Note that the Request Status is “Submitted” for both transactions.
Select the Return to My Delegated Authorities link.

Select the Submitted tab.
The Submitted page displays.
Select the checkbox for the Transaction you want to accept. Note that when a checkbox is selected, the Accept and Reject buttons are available.
Select the Accept button.

A confirmation request box displays.
Select the Yes button.

Confirmation box to accept the selected delegations

The Submitted page displays.
Notice that the transaction is no longer listed.
Select the Active tab.

My Delegated Authoriteis page Submitted tab

The Active page displays.
The Request Status is now “Accepted“.

Create Delegation Request

Navigation: Employee Self-Service Menu > Delegations Tile

From the Employee Self-Service main menu, select the Delegations tile.

The Delegations sub page tiles are displayed.
Select the Create Delegation Request tile.

On the Step 1 of 4: Delegation Dates page, enter the Start Date.
Enter the End Date or leave blank for open ended delegations.
Enter a Comment. Note that this is a required field.
Select the Next button to advance to the next step, Proxies.

Note that you can either enter select the delegate from the list, by selecting the checkbox next to their name, or by selecting the Add Delegate button.

On the Step 2 of 4: Proxies page, select the Add Delegate button. The Add Delegate pagelet will display.

On the Add Delegate pagelet, enter the User ID of the delegate (also known as proxy).
Select the Done button.

Notice that the checkbox next to the delegate just entered is now checked.
Select the Next button to advance to the next step, Transactions.

The Transaction list displays.

The Transaction list options will depend upon your specific security roles. In order to delegate your transactions/processes/approvals successfully, the delegate or proxy will need to have similar security roles. For example, an AR Staff person can delegate to someone with similar AR security roles.

On the Step 3 of 4: Transactions page, select the checkboxe(s) for the transactions that are to be included in the delegation request. These transactions will be reassigned to the delegate for approval.
Select the Next button to advance to the final step, Review and Submit.

On the Step 4 of 4: Review and Submit page, review the Delegation Details, including:
- Start Date
- End Date
- Comment
- Delegate name
- Transactions to be delegated
Select the Submit button.

A confirmation message ‘Delegation request has been submitted’ will display. Select OK.
When you are done, select the Exit button to return to the Delegations menu.

delegation request has been submitted message

Reject Delegated Authority

Navigation: Employee Self-Service menu > Delegations tile > My Delegated Authorities tile

The My Delegated Authorities page displays.
Ensure the Submitted tab is selected.
Select the Transaction to be rejected.

The Details page displays.
Review the details of the request. Notice that the Request Status is “Submitted“.
Select the Return to My Delegated Authorities link.

The Submitted page displays.
Select the checkbox for the Transaction to be rejected. Note that when a checkbox is selected, the Accept and Reject buttons are available.
Select the Reject button.

My Delegated Authority page Submitted tab

A confirmation box displays.
Select the Yes button.

The Submitted page displays.
Notice that the Transaction is no longer listed.
Select the Rejected tab.

The Rejected page displays.
Notice that the transaction is listed with Request Status of “Rejected“.

Revoke Delegation

Navigation: Employee Self-Service menu > Delegations tile > My Delegates tile

The My Delegates page displays.
Ensure the Active tab is selected.
Select the checkbox for the Transaction item that will be revoked. The Request Status should be “Accepted“. Note that when a checkbox is selected, the Revoke button will be available.
Select the Revoke button.

A confirmation box displays.
Select Yes.

The Active page displays.
Notice that the transaction we just revoked is no longer listed on the Active tab.
Select the Revoked tab.

The Revoked page displays.
Notice that the Transaction we just revoked is listed here with a Request Status of “Revoked“.

Cancelling a Travel Authorization

Navigation: NavBar > Navigator > Travel and Expenses > Process Expenses > Cancel Travel Authorizations

The Cancel Travel Authorization run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

Cancel Travel Authorization Add a New Value tab

The Cancel Travel Authorizations page displays.
Enter Description.
Enter Business Unit.
Use the Select Option drop-down menu to choose between “Some” and “All”. NOTE: Selecting “Some” will allow you to utilize the From and To Department and From and To Date criteria to reduce the amount of results in the Travel Authorization List.
If Select Option is “Some”, enter the appropriate criteria in the From Department and To fields and/or in the Date From and To fields.
Select Search to narrow search and/or to refresh the page.

Selecting Search refreshes the Business Unit Selection criteria and avoids cancel items that are already cancelled and potentially lock up the system for all Business Units.

Note: Do not re-select ‘Run’ on the same Travel Authorizations displayed on this page. If you feel that your process has not Completed or are unsure, first verify that there was a process started in the Process Monitor and that is has run to ‘Success’. If it has, then select ‘Search’ to refresh this page. If it has not, try restarting the process. If it still has not run to ‘Success’ after re-starting, or your Travel Authorization page does not update to reflect the closed Travel Authorizations, after you select ‘Search’; then enter an ‘Important’ Service Desk Ticket (Request Type: CTCLink Support/Finance/Travel and Expense). Please refer to the Process Scheduling QRG for further instructions.

After selecting Search, the Travel Authorization List will populate with active travel authorizations that fit the above specified criteria.
Use the Select buttons to check any authorizations to cancel.
The Accounting Date will default to the current date. If you need the reversal accounting entry to be in a different period, select the Change Accounting Date hyperlink.

The Change Accounting Date page displays.
If you change the Accounting Date, select Save..
Select Return to Cancel Travel Authorization to return to prior parameters page.

The Cancel Travel Authorizations page displays.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Rolling Over a Travel Authorization

Navigation: NavBar > Navigator > Travel and Expenses > Manage Accounting > Rollover Travel Authorization

The Rollover Travel Authorization run control search page displays.
Search for an existing Run Control ID OR select Add a New Value tab to add a new value.

The Rollover Travel Authorization page displays.
Select the Process Parameter method at the top left of the page.

STEP 1 – Reverse Current Period – Select to reverse out encumbrances from the prior period. (can be done at any time of the year).

STEP 2 – Roll to New Period – Select to re-encumber funds in the new Fiscal year. This option will only display search results after STEP 1 has ran. If this option is selected, PeopleSoft Expenses displays the ‘Change Accounting Date To’ and ‘Change Budget Date To’ fields you will enter the new Fiscal year date in these fields.

Enter a Description in the Description field.
Select your Business Unit.
Enter additional Search Criteria if desired (not required).
Select Search.

Eligible Travel Authorizations will display in the Travel Authorization List.
Select the Travel Authorizations you want to Rollover.

Select Run.

The Process Scheduler Request page displays. Use this page to enter or update parameters, such as server name and process output format.
Select OK.

The Process Scheduler Request page disappears.
Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status. Select the Process Monitor link, then refer to the Process Monitor QRG for instructions.

After STEP 1 – Reverse Current Period has completed successfully, go back to Step 4 and select Roll to New Period and follow again through Step 15.

View Employee Organizational Data

Navigation: Nav Bar > Navigator > Employee Self-Service > Travel and Expenses > Review/Edit Profile > Organizational Data

Use the Organizational Data page to view employee organizational information.

Modifying Expenses User Defaults

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Review/Edit Profile

Note: It is not recommended to make any changes to this screen.

The Review/Edit Profile page displays. Select the User Defaults tab. The User Defaults page displays. It is composed of six sections, each of which will be shown and described below.

Use the Default Creation Method section to specify how the system behaves when you create a Travel Authorization or Expense Report. For example, the following options are available for Expense Reports:
1. Open a Blank Report– Creating an expense report will not prompt the creator to copy any existing data.
2. Copy From a Travel Auth. – Creating an Expense Report will prompt for a Travel Authorization to copy.
3. Copy from a Template – Will prompt for a Template to copy.
4. Copy an Existing Report – Will prompt for an Expense Report to copy.

Use the Expense Defaults section to specify a default value for various fields. For example, specify an Expense Location if most expenses are incurred in a particular city.

Use the Expense Type Defaults section to configure a default Payment Type and/or Billing Type for a particular Expense Type. For example, the following defines default values for all in-state hotel stays.

Use the Projects Defaults for Expenses section to define project-related accounting values.

Select Save.

Understanding Budget Checking Expense Transactions

Navigation: n/a

Encumbrance accounting allows you to reserve funds for an anticipated expense. Organizations that pre-approve travel expenses and wish to reserve funds for authorized trips can budget-check travel authorizations and expense reports. Budget checking records encumbrances, or the reservation of funds, in the commitment control budget and then reverses the encumbrances when actual expenses are recorded. Budget checking journal expense reports will reflect changes made to posted accounting distributions in the commitment control budget. Expenses delivers additional options for budget checking activity of expense transactions. Commitment control options supported in Expenses include the ability to cancel or close unused travel authorizations and reverse the associated encumbrances.
Budget checking exceptions are transactions that fail budget checking validations. These exceptions may be errors or warnings. Errors prevent the system from recording the transaction. Warnings allow the system to record the transaction but inform you of the exception conditions. You may view these exceptions to determine the cause of the failure through Expenses or through the Commitment Control menu.
Expense transactions may fail budget checking for a variety of reasons and they may fail against one or more budget ledgers. They may fail because:
- The ChartFields in the accounting distributions are incorrect;
- There are insufficient funds to support the expense;
- The budget is permanently or temporarily closed.

If an expense transaction fails budget checking, or if warning conditions exist for an expense transaction, the budget processor marks the transaction as an error or warning exception. You can view these exceptions and override some error exceptions, with proper authority, on the budget exception pages. You can access errors and warnings through Expenses or the Commitment Control menu. Some exception conditions may be eligible for override, which enables an authorized user to force the transaction to record in the ledger. You must handle some exception conditions using the Expenses transaction pages. Check with your Commitment Control administrator to understand the control rules and authorizations associated with budget checking in Expenses.
If your organization uses commitment control for any business unit, you may be required to budget check travel authorizations and expense reports. If any business unit in the expense report distributions (accounting detail) is enabled for commitment control, the transaction must be budget checked. You can set parameters for requiring budget checking for travel authorizations and expense reports prior to approval by enabling the options on the Expenses Options page (Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > Expenses > Expenses Options). When you enable the options, you cannot approve expense transactions until the transaction budget check status is Valid. If there are multiple approvers, only the first approver is required to budget check successfully prior to approval . If an approver modifies any of the accounting details, budget checking is required again to reflect the changes.
If you do not enable the options on the Expenses Options page, you can approve transactions prior to budget checking and you can perform budget checking any time during the approval process. However, Expenses requires you to budget check these transactions prior to posting liabilities. The system will not create or post accounting entries until the budget checking status is Valid. You can budget check expense transactions individually online or in batch through the budget checking run control . Only approvers can budget check online through the approval page(s).
The budget date determines the budget period that you record or liquidate encumbrances. Expenses uses the following rules to determine which budget date to use for travel authorizations and expense reports:
- Budget date in the travel authorization defaults to the accounting date, which you typically set to the system date;
- Budget date in the expense report defaults to expense report accounting date.

The accounting date determines the fiscal year and accounting period that the system records or liquidates encumbrances. When you liquidate travel authorizations through the expense report budget checking process, the system records the liquidations in the fiscal year and accounting period derived from the accounting date of the expense report. When you cancel travel authorizations, there are two ways in which the system records the encumbrance reversals, based on the Reversal Date Option on the Installation Options page (Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Install > Installation Options > Commitment Control).
If you set the Reversal Date Option to “Current Date”, the Travel Authorization Cancellation run control prompts you for an accounting date. This allows you to control the period in which you record reversals. If you do not enter a date, the system defaults to the system date. The system updates the accounting date on the travel authorization prior to budget checking and moves the original accounting date to a different field. If you set the Reversal Date Option to “Current Date”, and you cancel a travel authorization on the Cancel Approved Travel Authorization page, the accounting date defaults to the current system date.
If you set the Reversal Date Option to “Prior Date”, the Travel Authorization Cancellation run control does not prompt you for an accounting date. The period in which the system records the encumbrance reversal derives from the original accounting date on the travel authorization. If you set the Reversal Date Option to “Prior Date”, and you cancel a travel authorization on the Cancel Approved Travel Authorization page, the accounting date defaults to the original accounting date on the travel authorization.
The Reversal Date Option applies to the fiscal year and accounting period. It does not affect the budget date or budget period.
The rule for determining when a travel authorization, expense report, or journal expense report, is eligible for budget checking is based on several factors. When any of these transactions are eligible for budget checking, Expenses sets the budget status to N to indicate that the transaction requires budget checking. Transactions are eligible for budget checking if:
- Any of the distributions contain a business unit that is enabled for commitment control;
- The transaction was previously budget checked but is now being cancelled or denied;
- The amounts or distribution information were previously budget checked but were changed;
- The transaction was previously budget checked but is now being returned to the originator for revisions;
- The payment for an expense report is cancelled and voided (not to be reissued).

You may individually budget check travel authorizations and expense reports online through the Manager Self-Service navigation. How you configure the commitment control ledgers determines your budget checking errors and warnings. Budget checking against ledgers that you define as Track without Budget will never fail but may give warnings when certain conditions exist. The Budget Checking icon appears on this page if you select the Budget Check option on the Summary Approval Options page (Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Summary Approval Options).
Online liquidation of travel authorization encumbrances occurs when you associate a travel authorization to an expense report. The following rules apply to online liquidation of travel authorizations. If you create an expense report by copying from a travel authorization and accept all of the expense transaction lines, then the system liquidates the entire amount of the travel authorization.
If you create an expense report by copying from a travel authorization and delete some of the lines, the system liquidates the lines that are matched in the expense report; however, the system does not liquidate lines that you deleted before the expense report was budget checked. In this case, the system sets a flag for the travel authorization that indicates to the Budget Processor to fully liquidate the remaining encumbrances during the next batch budget check.
The system liquidates amounts based on the original travel authorization encumbrance amount. If you add new lines on an expense report, it will not have any effect on liquidation of travel authorization encumbrances.
If an approver, project manager, or auditor denies an expense report at any point in the approval process, the system restores encumbrances for the associated travel authorization. If you delete an expense report, Expenses restores the travel authorization and makes it available for another expense report.
Some transactions in Expenses automatically perform budget checking under certain conditions. You do not initiate budget checking except through an event and only if the transaction was previously budget checked. The budget checking process automatically executes to reverse the amounts when:
- An approver or auditor returns a travel authorization or expense report to the employee for revisions.
- An approver or auditor denies a travel authorization or expense report.

You cancel a travel authorization through the Cancel Approved Travel Authorization page using the Employee Self-Service navigation.
An administrator or authorized user uses the Rollover Travel Authorization process to move encumbrances from one fiscal year to a new fiscal year. Budget checking under these conditions reverses amounts originally recorded and removes any previous budget checking activity from the processing logs.
You can configure your expense system with multiple approvers and auditors. When there are multiple approvers, only the first approver needs to budget check the expense transactions. Subsequent approvers do not need to budget check the expense transactions unless they make a change to a distribution line, or delete or add expense transaction lines.
When an approver makes changes to a distribution or expense transaction line, Expenses tracks the change activity and displays the Budget Options link when budget checking is required. If you enable the option to require budget checking, the system inactivates the Approve button until the transaction is successfully budget checked.
When an approver denies a travel authorization or expense report, the system automatically budget checks the transactions to reverse the recorded ledger amounts. When there are multiple approvers and one approver denies the transaction, the other approvers cannot reverse the denied status by approving it. When an approver denies an expense report that the employee created from a travel authorization, the system reinstates the encumbrances for the travel authorization. The system reinstates the travel authorization, making it available for the employee to use on a different expense report. In order to liquidate the encumbrances, you must cancel the travel authorization.
When an approver or prepayment auditor encounters a budget exception that requires changes to distribution ChartFields or transaction line amounts, they can access the accounting distribution lines to make the change. The post payment auditor does not have access to make these types of changes.
The commitment control source transaction governs some of the interaction between the budget processor and any defined expense transactions. The source transaction identifies eligible transactions for the budget processor based on specific fields and their values. For example, the definition for travel authorizations may identify transactions with a status of Submitted as the only transactions eligible for the budget processor. If you make changes to the delivered source transaction definitions for Expenses, you may also need to implement customized code to handle the change. Expenses only supports functionality based on the delivered source transaction definitions. Changes to source transactions must be done by an authorized administrator.
Organizations may need to modify the distribution ChartFields or transaction line amounts that have already been recorded in the commitment control budget ledgers. An approver can have the authority to change the accounting distributions or amounts that have already been budget checked. If they make any changes, the transaction must be budget checked again to reflect those changes. If they are not successfully budget checked, Expenses does not allow you to post the liabilities for these transactions. The prepayment auditor can make changes to accounting distributions or amounts that have already been budget checked and recorded in the commitment control budget ledgers.
The post payment auditor can only approve or deny a transaction.
The Modify Approved Transactions functionality enables authorized approvers to approve or deny an expense report. However, the system allows approvers to make changes that may require budget checking. Use journal expense reports to make changes to accounting distributions for expense transactions that you have already posted. If you make a change through this feature in a commitment control-enabled business unit, you must budget check the changes that you have made. If changes are not budget checked, the commitment control budget ledgers will only reflect the last budget checking activity.

Creating User Templates

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > User Preferences > Create/Update User Template

On the User Template search page, select the Add a New Value tab.
Enter Document Template name.
Select Template Type.
Select Add. The User Template page will display.

Note: The User Template page is used to create a template that pre-populates travel authorizations or expense reports for a specific user ID.

On the User Template page, enter Description.
Enter Short Description.
Select Expense Type from the drop-down list.
Select the Add multiple new rows [+] button. A pagelet will display.

On the pagelet, Enter the number of rows to add.
Select OK. The pagelet will close.

User Template page with Enter Number of Rows to add pagelet

On the User Template page, use the newly added rows to select additional Expense Types.
Select Save. The Save Confirmation page will display.

On the Save Confirmation page, select OK. The User Template page will display.

Viewing or Modifying User Defaults

Navigation: NavBar > Navigation > Travel and Expenses > Manage Employee Information > Update Profile

The Employee Profile (Edit) page displays.
Enter the desired information into the begins with field. Enter a valid value.
Select the Search button.

The employee edit page displays.
Select the User Defaults tab.
Use the User Defaults page to view or modify general default preferences and default preferences for travel authorizations, cash advances, expense reports, and time reports.
Note: We are not using time reports.

Select one of the following methods to use as a default to create new expense reports. You can override this default when creating an expense report if required. Note: It is not recommended to change the settings on this page. If changes are made, consideration of the impact to the user should be considered. Listing the options for the expense reports and travel authorizations should be enough.
- Copy From a Template: Expenses will display the Create Expense Report – Select a Template page where you can select a template to use or select the expense types and date to include in the expense report.
- Copy From a Travel Auth.: Expenses will display the Create Expense Report – Populate From a Travel Authorization page where you can select a travel authorization to copy from.
- Copy an Existing Report: Expenses will display the Create Expense Report – Copy From an Existing Expense Report page where you can select an expense report to copy.
- Open a Blank Report: Expenses will display the Create Expense Report – Expense Report Entry page.
In the Expense Report field, select the Copy From a Travel Auth from the drop-down menu.

Select one of the following methods to use as a default to create a new travel authorization. You can override this default when creating a travel authorization if required.
- Copy From a Template: Expenses will display the Create Travel Authorization – Select a Template page where you can select a template to use or select the expense types and date to include in the travel authorization.
- Copy an Existing Authorization: Expenses will display the Create Travel Authorization – Copy From an Existing Travel Authorization page where you can select a travel authorization to copy.
- Open a Blank Authorization: Expenses will display the Create Travel Authorization – Travel Authorization Entry page where you can enter a date range and descriptive information about a travel authorization.

From the Travel Authorization field, select the Copy an Existing Authorization from the drop-down menu.

Expense Defaults enable you to streamline entry on a travel authorization or expense report. For example, Expenses pre-populates the number of nights for lines where the expense type edit is Hotel/Lodging.
Use the Report Description field to enter a default description that you want to default onto the header level of your travel authorizations, cash advances, and expense reports.
The business purpose that you select defaults onto the header level of your travel authorizations, cash advances, and expense reports.
From the Business Purpose field, select the General Travel and Expense from the drop-down menu.
Use the Billing Type field to select a billing action that you want to default onto your travel authorizations, expense reports, and time reports – If you use Project Costing, billing codes are required to identify project costs that are both billable and charged to project costing ChartFields. Expenses passes these items to Billing for processing.
In the Billing Type field, select Billable from the drop-down menu.

All further steps – not recommended to make any changes as these can have significant impacts on users.

Use the Originating Location field to select a city, country, or geographical area that you want to default onto your travel authorizations and expense reports.
Use the Expense Location field to select a city, country, or geographical area where you will incur expenses that you want to default onto your travel authorizations and expense reports.
Use the Payment Type field to define the default for how you pay for expenses on your travel authorizations and expense reports.
Use the Credit Card field to select a credit card number that you want Expenses to use as a default for expense transactions with a method that may directly reimburse the supplier. For security reasons, most of the numbers for each credit card will be masked. The credit card information for the employee is maintained on the Employee Profile – Corporate Card Information page.
Use the Transportation ID and field to select a transportation ID that you want to default onto your travel authorizations and expense reports.
Use the Number of Nights fields to enter the number of nights that you want to default onto your travel authorizations and expense reports for the expense type Hotel/Lodging.
Use the Expense Type Defaults section to define payment methods, preferred merchants, and billing type by expense type. You can select a preferred merchant from those defined for the expense type, or you can enter a default merchant name if there are none defined at the expense type level.
Use the Expense Type field to select an expense type. When you select the expense type on your travel authorizations and expense reports, Expenses will populate the payment type, billing action, and merchant information.
Use the Payment Type field to select how you pay for the expense type. When you select the expense type on your travel authorizations and expense reports, Expenses will populate the Payment Type field with this information.
Use the Billing Type field to select the billing action that you want to default onto your travel authorizations and expense reports for the expense type – If you use Project Costing, billing codes are required to identify project costs that are both billable and charged to project costing ChartFields. Expenses passes these items to Billing for processing.

Project Defaults for Expenses enables you to have one set of project defaults for travel authorizations and expense reports and another set of project defaults for time reports – You may add one or more rows of project accounting default values. Each row of project values may be enabled or disabled. When you create transactions, Expenses copies each enabled row of values into the relevant section of your new transaction.
If Project Costing is installed, then all project ChartFields will be available for default, including default percentage split for expense reports and default hours for time reports. If Project Costing is installed, the name of this grid is Project Defaults for Expenses – If Project Costing is not installed, then only the PC Business Unit, Project ID, and Activity ID ChartFields will be available for default for time reporting.
Access to project ChartFields can be dependent on the employee privilege template for time reports. For example, if the PC ChartFields value for the employee privilege template, that the employee is assigned to for time reports, has a value of Modify, then the employee can change Project Costing ChartFields.
Select the Save button.

Employee Self-Service – Delegate Entry Authority

Navigation: NavBar > Navigator > Employee Self Service > Travel & Expenses > User Preferences > Delegate Entry Authority

The Authorize Users page displays.
Review information. Select the plus sign [+] to add an authorized user.

A new row is added.
Enter the Authorized User ID (this user will be allowed to create documents).
Use the drop-down menu to select authorization level:
- Edit: user can only create and edit documents, but can’t submit.
- Edit & Submit: user has full functionality on behalf of employee.
- View: the authorized user can only view the document, not create, edit nor submit.
To remove an existing authorized user, select the minus button [-] on the applicable row.
After completing all updates, select the Save button.

Authorize Expense Users - Employee new row added

Maintaining Employee Transportation Data in Expenses Profile

Navigation: NavBar > Navigator > Employee Self Service > Travel and Expenses > Review/Edit Profile

Enter the desired information into the begins with field.
Select Search.
Select the forward arrow to reveal more options in the available tabs.
Select the Transportation Information tab.
Use the Transportation Information page to review, add, delete, or modify transportation type data for an employee.
Use the Transportation ID field to enter a description of the transportation type. After you enter the transportation ID, you may not edit it. If you need to change the name of this field, you can delete the line and re-enter a new one, providing that there are no miles associated with it. Enter Transportation ID.
Use the Transportation Type field to enter the transportation category. These are globally defined, and they can be based on the type of car (such as compact or luxury) or the horsepower (such as 3HP or 4HP). There are 3 transportation types configured for ctcLink: Auto, Cycle, Plane. Enter Transportation Type.
Use the Date Acquired field to enter the date that the employee acquired the vehicle. You may not edit this field after any miles are accrued for the transportation ID. Enter Date Acquired.
Use the Status Date field to enter the date when the employee received a transportation type. Expenses compares this date to expense report transaction dates to determine the availability of transportation IDs on the drop-down list on the report . Enter Status Date.
Select the Lease option to indicate that the car is leased. This is informational only and is designed for the approver and auditor.
Select the Car Allowance option to indicate that the employee receives a car allowance. This is informational only, designed for the approver and auditor.
Select Save.

Creating a Cash Advance Request

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Cash Advances > Create/Modify

Note: A cash advance can also be created at the time of creating a Travel Authorization.

The Cash Advance search page displays. Depending on your role, the Empl ID will default into the field. If you are authorized to enter a cash advance on behalf of someone else, then you will need to look up the Empl ID first.
Select Add.

The Create Cash Advance page displays. Select the appropriate purpose from the Business Purpose drop-down menu.
Enter the appropriate Advance Description.
Select the appropriate source from the Source drop-down menu.
Enter the appropriate Description.
Enter the appropriate Amount.
Notice that the Advance Amount field now displays the total amount of the cash advance request.
If the Cash Advance needs lines added or removed, select the Add a New Row [+] icon and/or the Delete a Row [-] icon to the right of each line item to add new lines (+) or remove the specified line (-). Repeat steps 5 – 8 for each new row.
Expand the Accounting Details section to view the ChartFields.

The ChartFields may be viewed and/or modified BUT defaults from the traveler profile should not need to be changed unless instructed to do so by a Travel Administrator or Supervisor.
Select the checkbox to certify that the advances submitted are accurate and comply with local expense policy.
Select Submit Cash Advance or Save for Later. In this example, we’ll Submit Cash Advance.
1. Select Submit Cash Advance to push your request to the person who approves such things.
2. Select Save for Later to save the Cash Advance without submitting it for approval. You can save the report with or without invalid or missing information, and you can modify it later. Expenses displays the Save Confirmation page to indicate that it successfully saved the Cash Advance and indicates if missing or invalid information exists.

Create Cash Advance page with chartstring

The Cash Advance Submit Confirm page appears.
Select OK.

The Cash Advance Submit Confirm page disappears. The View Cash Advance page displays. Note the cash advance Report number has been assigned and submitted for approval.

Attaching Documents to a Cash Advance

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Cash Advances > Create/Modify

When attaching large document to a cash advance, please create and save the cash advance prior to attaching the large document.

The Cash Advance search page displays.
Enter Empl ID.
Select Add.

The Create Cash Advance page displays.
Select Business Purpose.
Enter Advance Description.
Select Source.
Enter Description.
Enter Amount.
Select the checkbox for By checking this box, I certify the advances submitted are accurate and comply with expense policy.
Select the Attachments link.

The Cash Advance Attachments window displays.
Select Add Attachment.

The File Attachment window displays.
Browse to your file.
Select Upload.

The File Attachment window disappears.
The updated Cash Advance Attachments window displays.
Enter Description.
Select OK.

The Cash Advance Attachments window disappears.
Select Save for Later.

Deleting Cash Advances

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Cash Advances > Delete

The Delete Cash Advance search page displays.
Enter Empl ID.
Select Search.

The Delete Cash Advance Report page displays.
Select the Select checkbox for the Advance ID you’d like to delete.
Select Delete Selected Advance(s).

The Delete Confirmation page displays.
Select OK.

The updated Delete Cash Advance Report page displays. Note that the Advance ID you deleted is gone.

Modifying Cash Advances

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Cash Advances > Create/Modify

The Cash Advance search page displays.
Select the Find an Existing Value tab.
Enter Empl ID.
Select Search.

The Modify Cash Advance page displays.
Update as necessary.
Select Save for Later, OR
Check the “By checking this box…” checkbox, then select Submit Cash Advance.

Withdrawing a Cash Advance Before Approval

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Cash Advances > View

PREREQUISITES: Cash Advance request must have been created but not approved.

The Cash Advance search page displays.
Enter Search Criteria to identify your cash advance.
Select Search.

The View Cash Advance page displays.
Select Withdraw Cash Advance.

The updated View Cash Advance page displays.
Note the message informing you of your successful withdrawal of the cash advance request.
Select Return to Search.

The Cash Advance search page displays.
Select Search.

The View Cash Advance page displays.
Note that the Report status = “Pending”, and that the Approval History shows your recent withdrawal action.

Submitting Cash Advances for Approval

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Cash Advances > Create/Modify

The Cash Advance search page displays.
Select the Find an Existing Value tab.
Enter Search Criteria to identify your cash advance.
Select Search.

The Modify Cash Advance page displays.
1. The Report status = “Pending”.
2. The Submit Cash Advance button is grayed-out and unavailable.
Check the certification checkbox.
After you check the certification checkbox, the Submit Cash Advance button becomes available to select.
Select Submit Cash Advance.

The Expense Report Submit Confirm window displays.
Select OK.

The Expense Report Submit Confirm window disappears.
The updated View Cash Advance page displays.
1. Note the Report status = “Submission in Process”.
2. Note the “Your cash advance xxxxxxxxx has been submitted for approval.” message.

Create a Cash Advance Request

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Cash Advances > Create/Modify

The Cash Advance search page displays.
Depending on your role, the Empl ID will default into the field. If you are authorized to enter a cash advance on behalf of someone else, then you will need to look up the Empl ID first.
Enter the Empl ID.
Select the Add button.

The Create Cash Advance page displays.
Select the Business Purpose drop-down menu and select appropriate purpose.
Select Advance Description and enter appropriate information.
Select the Source drop-down menu and select appropriate item.
Enter appropriate information into the Description field.
Enter the appropriate information into the Amount field.
Select the checkbox to certify that the advances submitted are accurate and comply with local expense policy.
Select the Submit Cash Advance button.

The Expense Report Submit Confirm page appears.
Select the OK button.

The View Cash Advance page displays.
The Cash Advance Report number has been assigned and forwarded for approval.

Completing Cash Advance Approvals

Navigation: NavBar > Navigator > Travel and Expenses > Approve Transactions > Approve Transactions

The Overview tab displays.
Select the Cash Advances tab.

The Cash Advances tab displays.
Select the Description or Transaction ID link to navigate to the Approve Cash Advance page.

The Approve Cash Advance page displays.
If you are ready to make an approval action for the cash advance, select the desired approval action button at the bottom of the page.
To move the cash advance forward in the approval process, select the Approve or Reviewed button. The buttons available depend on local BU configuration and the stage of approvals the Cash Advance is in.

The Save Confirmation window displays.
Select OK.

The Save Confirmation window disappears.
The updated Cash Advances tab displays.
Note that your approved cash advance request no longer displays.

However if you received an error message and are not able to approve the report, follow the next steps:

In the Approve Cash Advance page, go to the Comments section, add the following comments “Error in approving report please review errors and resubmit once fixed”.
Select Send Back.

Accept Delegated Authority

Navigation: Employee Self-Service menu > Delegations tile > My Delegated Authorities tile

The My Delegated Authorities page displays.
Ensure that the Submitted tab is selected.
Select a Transaction.

The Detail pagelet displays.
Review the details of the request. Note that the Request Status is “Submitted” for both transactions.
Select the Return to My Delegated Authorities link.

Select the Submitted tab.
The Submitted page displays.
Select the checkbox for the Transaction you want to accept. Note that when a checkbox is selected, the Accept and Reject buttons are available.
Select the Accept button.

A confirmation request box displays.
Select the Yes button.

The Submitted page displays.
Notice that the transaction is no longer listed.
Select the Active tab.

The Active page displays.
The Request Status is now “Accepted“.

Create Delegation Request

Navigation: Employee Self-Service Menu > Delegations Tile

From the Employee Self-Service main menu, select the Delegations tile.

The Delegations sub page tiles are displayed.
Select the Create Delegation Request tile.

On the Step 1 of 4: Delegation Dates page, enter the Start Date.
Enter the End Date or leave blank for open ended delegations.
Enter a Comment. Note that this is a required field.
Select the Next button to advance to the next step, Proxies.

Note that you can either enter select the delegate from the list, by selecting the checkbox next to their name, or by selecting the Add Delegate button.

On the Step 2 of 4: Proxies page, select the Add Delegate button. The Add Delegate pagelet will display.

On the Add Delegate pagelet, enter the User ID of the delegate (also known as proxy).
Select the Done button.

Notice that the checkbox next to the delegate just entered is now checked.
Select the Next button to advance to the next step, Transactions.

The Transaction list displays.

On the Step 3 of 4: Transactions page, select the checkboxe(s) for the transactions that are to be included in the delegation request. These transactions will be reassigned to the delegate for approval.
Select the Next button to advance to the final step, Review and Submit.

On the Step 4 of 4: Review and Submit page, review the Delegation Details, including:
- Start Date
- End Date
- Comment
- Delegate name
- Transactions to be delegated
Select the Submit button.

A confirmation message ‘Delegation request has been submitted’ will display. Select OK.
When you are done, select the Exit button to return to the Delegations menu.

Closing Cash Advances

Navigation: NavBar > Navigator > Travel and Expenses > Process Expenses > Close Expenses > Mark Cash Advance for Close

The Mark Cash Advance for Close search page displays. Enter the employee cash advance number in Advance ID field OR select Advance Search.
Select Search.

The Cash Advance Close page displays.
Select Reversal Date: To indicate the reversal date for Expenses to use reverse the accounting liability entries, select Use Current Date or Use Specific Date. This opens a field for you to enter the date to reverse liability entries.
Select Close. This will mark the cash advance for closing and changes the status to Close in Process.

You can use the Close Cash Advance page to modify the reversal date and verify the cash advance is to be closed. If you do not need to change the reversal date, simply select OK to proceed.

The Close Cash Advance confirmation page displays. Adjust Reversal Date if needed, then select OK.

The Close Cash Advance confirmation page disappears. To process a cash advance that is marked for closing, use the Expense Processes page. Navigate to NavBar > Navigator > Travel and Expenses > Process Expenses > Expense Processing.
The Expense Transactions run control ID search page displays. Search for an existing Run Control ID OR select Add a New Value tab to add a new value.
Select Search for an existing run control ID; select Add if you’re creating a new run control ID.

Expense Transactions run control ID search page

The Expense Processes tab displays.
Select Close Liability option. Note the value in the corresponding row’s Cash Advances column.
Select the Save button.

Select Refresh. Notice that the Cash Advances field has been updated for the Close Liability process.

Manually Reconcile Cash Advances

Navigation: NavBar > Navigator > Travel and Expenses > Manage Accounting > Reconcile Cash Advance

The Cash Advance Reconciliation search page displays. Enter Advance ID number if you know it; otherwise select Advance Search and provide different criteria to find the Advance ID.
Select Search.

The Reconcile Cash Advance Report page displays. Use it to reconcile a cash advance. You can compare the cash advance against a submitted expense report.
Use the Accounting Date field to enter the accounting date for Expenses to use to generate new accounting entries for cash advances reconciled through an expense report.
If the cash advance is associated with an expense report, the Associated Expense Reports grid displays the expense Report ID, Creation Date, Report Status and amounts.
If there is no report ID, you can still reconcile the cash advance. For example, if an employee received a cash advance but did not take the planned business trip or did not use all of the cash advance, the cash advance can be reconciled by the employee writing a check to the organization for the total displayed in the Due Company field.

Use the Date, Number and Amount fields to enter check numbers and check amounts when the employee submit checks for unused cash advance funds. You can enter multiple checks.
Select Save for Later to save the manual reconciliation line items to the Cash Advance.
Select Reconcile.

The updated Reconcile Cash Advance Report displays. If the amount applied to expense reports and total payments received equals the cash advance request amount, Expenses sets the cash advance Status to Reconciled.
Notice the Status has changed to Reconciled and the Payments Received and Due Company fields are updated with the amount paid.

For more information on how to apply a Cash Advance to an Expense Report, please see the QRG 9.2 Applying Cash Advances to an Expense Report.

NOTE: The cash advance is reconciled when the Due Company field reaches zero balance and the reconcile button is inactive.

Navigate to Expense Processing:

Navigation: NavBar > Travel and Expenses > Process Expenses > Expense Processing.

The Expense Transactions run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

The Expense Processes tab displays.
Select the Selected Business Units tab.

The Selected Business Units tab displays.
Enter the Business Unit.
Select the Expense Processes tab.

The Expense Processes tab displays.
Select the Post Liabilities checkbox.
Select Save.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

The Post Liabilities process generates new accounting entries when an employee pays an outstanding cash advance balance.

Modify Approved Transactions

Navigation: Navigator > Travel and Expenses > Approve Transactions > Modify Approved Transactions

The Modify Approved Transactions Overview tab page displays.
Select the Expense Reports tab.

Use the Search Pending Transactions drop down menu arrow to refine search criteria.

Optional to select use the plus/minus icons to further filter search criteria. Select the Refresh List button to refresh the page.

Once you have refined filter results and located your transactions, select the Blue hyperlink under the Description or Transaction ID columns to open the transaction.

The Expense Report Summary page displays.
To update the Accounting Date to the current period, your approver type must have access to Modify the Accounting date field. If the Accounting Date field is not editable, ERP support can help you. Please submit a Service Ticket for assistance.

Updating the Accounting Date to the current period is required if you will be running the Budget Check process.

To check the Budget status or run the Budget Check process, scroll to the bottom of the page to review the budget info.

Note: This report doesn’t have a budget status, so hasn’t been budget checked.

Select Budget Options to run the budget check. If you get a budget error, or the budget status is ‘Error in Budget Check’, you will need to modify the chart string in the Expense Report Lines or have your KK department add a budget journal for your chart string.

To edit the Expense Lines, scroll back up about halfway, to ‘Expense Line Items’ section, and click on the blue hyperlink under ‘Expense Type’. You will need to verify each expense line one by one, for a valid chart string.

In the Expense Detail screen, select ‘Accounting Detail’ to edit the chart string.

The Account Detail page displays.
Edit the Chartfield Values and then select ‘OK’ when you are done.

Please note that if you make changes to the Chartfield values, you must Budget Check the changes you’ve made by re-running the budget check.

You return to the The ‘Expense Detail’ screen.
If there are more lines to correct, you can select ‘Next Expense’, if not, select ‘Return to Expense Report’.

Once all your Chartfield corrections are made, you can re-run the Budget Check, by clicking on the blue hyperlink, ‘Budget Options’.

A Budget status of ‘Warning’ or ‘Valid’ is required in order for Expense Reports to be eligible to be Paid out by A/P by being ‘Staged’ by Expense Processing.

Back on the Expense Report Summary page, you are also able to mark Receipts Received and Verified from this Modified Approved Transactions page (if not already done by a previous Approver). This is required or the document is not eligible to be Paid out by A/P by being ‘Staged’ through Expense Processing;
1. Select the box in front of ‘Receipts Received’.
2. Select the box below ‘Receipt Verified’ (if available).

If you need to add attachments to your expense document, select the blue hyperlink text ‘Attachments’ in the header.

Select ‘OK’ when you are done with the Attachments.

Please note, this Expense Report document already has 3 attachments, you can remove any or all of them and/or add new attachments;

Select the Minus sign to remove attachments.
Select ‘Add Attachment’ to add a new attachment.

When you are done editing/modifying the Expense Document, scroll to the bottom of the page, and select ‘Save’.

Creating an Expense Report

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

Note: Depending on your role, the Empl ID will default into the field. If you are authorized to enter an expense report on behalf of someone else, then you will need to look up the Empl ID first.

The Expense Report search page displays.
Enter Empl ID.
Select Add.

Note: From the Create Expense Report page you can start from a blank expense report (the default setting) or use the Quick Start drop-down button to create from an existing expense report or from a template.

The Create Expense Report page displays.
Select the Business Purpose from the drop-down menu.
Enter Report Description.
Select the Default Location from the drop-down menu.
Select the Date from the calendar menu.
Select the Expense Type from the drop-down menu.
Enter Description.
Select Payment Type from the drop-down menu.
Enter Amount. Amount will not be available if the line is for a mileage-based expense type.
Select Billing Type from the drop-down menu.
If the line is for a mileage-based expense type, select Transportation ID from the drop-down menu.
If the line is for a mileage-based expense type, enter Miles.
If the line is for a per diem rate-based expense type, enter Location. Note: Do not need to use line level location if default location in the header (top of document) is correct. (Line location overrides header default location).
Select to expand Accounting Details.
Select Oper Unit from the drop-down menu.
Select Fund from the drop-down menu.
Select Dept from the drop-down menu. Within the drop-down menu, search for Description contains “travel” in the description. Select the corresponding Dept.
Select Class from the drop-down menu.
Scroll to the right to view additional fields.
Select State Purpose from the drop-down menu.
Select the Attachments link to attach a document at the header level of an expense report.

Create Expense Report page, attachements link

Use the Expense Report Attachments page to add new attachments or remove attachments from the expense report.
Select the Add Attachment button. The File Attachment window appears. Select the Browse button and navigate to the location where you stored your attachment and select it.
Select the Upload button. Notice that the attachments link has a “(1)” after it. This means that there is one attachment. The system updates this number every time you add or delete an attachment.

Expense Report Attachements page, file attachment window

Enter any additional attributes or details for the Expense Report line item as necessary, such as indicators for:
1. Non-Reimbursable
2. No Receipt
3. Attendees
4. Ticket Number
If the Expense Report needs lines added or removed, select the Add a New Row [+] or Delete a Row [-] icon. If new lines are added, repeat steps 5 – 24 above.
Select Save for Later or Summary and Submit.

Selecting the Save for Later button to save the Expense Report without submitting it for approval lets you save the report with or without invalid or missing information, and you can modify it later.

When you select the Save for Later button, Expenses displays the Save Confirmation page to indicate that it successfully saved the Expense Report and indicates if missing or invalid information exists.

Create Expense Report page scrolled right

Select the checkbox to certify that the expenses submitted are accurate and comply with expense policies.
Select Submit Expense Report.

The Expense Report Submit Confirmation page displays.
Select OK.

Creating a New Expense Report from an Existing Expense Report

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

The Expense Report search page displays. Select the Add a New Value tab.
Enter or use the Look Up tool to select your traveler’s Empl ID in the Empl ID field.
Select Add.

The Create Expense Report page displays. Select the An Existing Report option from the Quick Start drop-down menu.
Select GO to find an existing Expense Report from which to copy information.

The Copy from Existing Expense Report page displays. Search for and Select the Expense Report from which you want to copy. This will copy information into a new, blank Expense Report.

The Copy from Existing Expense Report page disappears. The populated Create Expense Report page displays. Select the Save for Later link to Save/Update copied information as necessary.
Adjust the expense report fields as required. Select the Summary and Submit link to submit new Expense Report when completed.

Creating Expense Reports From Travel Authorizations

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

The Expense Report search page displays.
Enter Empl ID.
Select Add.

The Create Expense Report page displays.
Pull down the Populate from menu on the Quick Start field and choose the A Travel Authorization menu option on the Quick Start field.
Select the GO button next to the Quick Start field.

The Copy from Approved Travel Authorization window displays. Use it to search for the Travel Authorization you would like to copy into an Expense Report.
Select the Select button next to the Travel Authorization you would like to copy from in the search results.

Copy From Approved Travel Authorization window

The Copy from Approved Travel Authorization window disappears.
Select the Save For Later button (or link) to save the Expense Report without submitting it for approval.

For more information on budget checking and liquidating Travel Authorization encumbrances

Create Fluid Expense Report (Tile)

From the Finance Employee Self Service homepage, select the Expenses tile.

Select the Create Expense Report tile to create a Fluid Expense Report.

The Fluid Expense Report has a different look than the classic yet most of the same functionality. As with Classic, users begin with the header information.

Enter the Business Purpose, Description, and Default Location. If you have receipts, attach them under Attach Receipt button. To set or change the accounting chart string for the document, select the Accounting Defaults button.

Create Fluid Expense Report (Tile): FIN: EX100 Travel & Expenses: Traveler/General User - Google Chrome

Be sure and complete all required fields with the accounting information you were provided for travel and then select the Done button.

Select the Add Expense button to begin entering line items.
Enter Date, Expense Type, Description, Payment, Amount (if not per diem expense type), and Billing Type.

For the Payment field, typically “Employee” or “P-Card” options are selected. For the Billing Type field, “Billable” should always be selected.

If the Expense Type is for Transportation Mileage, enter Transportation ID and Miles.

To return to the header information to add attachments or make other changes, select the edit icon next to the Expense Report Description at the top of the page.
Select the Add button to create additional expense lines, or if complete, select the Save or Review and Submit button.

The Summary page will indicate if there are errors on the page; for example: missing accounting chart string. You can add notes, under Additional Information.
Once all errors have been corrected, select the Submit button.

Applying Cash Advances to an Expense Report

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

The Expense Report search page displays.
Select the Find an Existing Value tab, or Add a New Value if starting a new Expense Report.
Enter Search Criteria to identify your expense report.
Select Search.

Expense Report Find an Existing Value tab

The Modify Expense Report page displays.
Pull down the Actions drop-down menu, and select the “Apply/View Cash Advance(s)” from the list.
Select Go.

The Apply Cash Advance(s) page displays.
Select the Look up Advance ID search icon.

The Look Up Advance ID window displays.
Select an Advance ID.

The Look Up Advance ID window disappears.
In the Total Applied field, enter the amount of the Cash Advance that you want to apply to the Expense Report. You can apply part of the Advance or the entire balance. The entire amount is applied by default.
You can select the Add Cash Advance button to add another row to this page and select an additional Cash Advance to apply to the Expense Report.

In order to apply multiple Cash Advances to the same Expense Report, the Cash Advances must contain the same Chartfield values. If they do not contain the same Chartfield Values, then the Expenses must be split up onto multiple Expense Reports for each corresponding Cash Advance.

The Total Due Employee field indicates the amount due to either the employee or the company after applying the total Cash Advance amounts. Total applied cash advance cannot exceed the total amount of the Expense Report; it can be less than or equal to, but not more than.
Select the OK button to apply the cash advance amounts to the expense report and return to the Create Expense Report page.

The Modify Expense Report page displays.
Select the Save For Later button (or link) to save the Expense Report without submitting it for approval.

Attaching a Document to an Expense Report

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

The Expense Report search page displays.
Select the Find an Existing Value tab.
Select Search.

The Search Results section of the page populates.
Select a Report ID.

The Modify Expense Report page displays.
Select Attachments.

The Expense Report Attachments window displays.
Select Add Attachment.
The File Attachment window displays.
Select Browse. Browse to your file.
Select Upload.

Expense Report Attachments and File Attachment windows

The File Attachment window disappears.
The Expense Report Attachments window updates with your file.
Optionally, you may enter a Description of the file. The Description field on the Expense Report Attachments page is different from the Report Description field on the Create Expense Report page. The Description field on this page describes the attached file.
Select OK.

The Expense Report Attachments window disappears.
The updated Modify Expense Report page displays. Please note that the Attachments link displays, parenthetically, the count of attachments included with this expense report.
Select Save for Later.

Submitting Expense Reports for Approval

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

The Expense Report search page displays.
Select the Find an Existing Value tab.
Enter Search Criteria to identify your expense report.
Select Search.

The Modify Expense Report page displays.
Select Summary and Submit.

The updated Modify Expense Report page displays.
Expenses displays a page with summary amount information for the expense report and allows an authorized user to certify the information entered in the expense report and submit it for approval.
Check the certification checkbox.

The Submit Expense Report button becomes available. Select it.

The Expense Report Submit Confirm window displays.
Select OK.

The Expense Report Submit Confirm window disappears.
The updated View Expense Report page displays.
1. Note the Report status = “Submission in Process”.
2. Note the “Your expense report xxxxxxxxx has been submitted for approval.” message.

Withdrawing an Expense Report before Approval

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > View

The Expense Report search page displays.
Enter Report ID.
Select Search.

The View Expense Report page displays.
Confirm the Report status = “Submitted for Approval”.
Select Withdraw Expense Report.

Confirm message alerting you that your expense report has been withdrawn from the approvers’ queue.
Select Refresh Approval Status until Report status changes to “Pending” and you see a new entry under Approval History.

View and Modify Expense Reports

Viewing Expense Reports

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > View

The Expense Report search page displays.
Enter Search Criteria to identify your expense report.
Select Search.

The View Expense Report page displays. Review it.
Select Expense Details.

The View Expense Report page displays.

Process complete.

Modifying Expense Reports

Navigation: NavBar > Navigator > Travel and Expenses > Expense Reports > Create/Modify

The Expense Report search page displays. Select the Find an Existing Value tab, enter search criteria, and then select the Search button.
Once the search result display, select the Report ID link to display the Modify Expense Report page.

When the Modify Expense Report page displays, select Expand Accounting Lines to expose the ChartFields. Enter your modifications. Use the Add a New Row [+] icon to create additional lines, then select the Save for Later link.

Adding Multiple Expense Lines Using the Quick-Fill Feature

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

The Expense Report search page displays.
Select the Find an Existing Value tab.

The Find an Existing Value tab displays.
Enter Search Criteria to identify your expense report.
Select Search.

The Modify Expense Report page displays.
Select the Quick-Fill link.

The Quick-Fill window displays. Use it to select expense types to add to your expense report. You can also determine whether you want to add one instance of the expense type or have an entry of that expense type for each day within a date range.
Enter From and To dates.
Check the One Day and All Days checkboxes where appropriate.
Select OK.

The Quick-Fill window disappears.
The expenses are added to the expense report. Enter Description, Payment Type and Amount for each expense line.
Expand the Accounting Details section to enter ChartField details for each expense line.
Select Save for Later.

Correcting Expense Line Errors

Navigation: NavBar > Navigator > Travel and Expenses > Expense Report > Create/Modify

The Expense Report search page displays.
Select the Find an Existing Value tab.
Enter Search Criteria to identify your expense report.
Select Search.

The Modify Expense Report page displays.
Select Save for Later, which will automatically verify your expense lines.

If Save for Later detects an error, an error flag displays at the beginning of the expense line.
Select the error flag.

The Expense Report Line Errors window displays. Read it.
Select Return.

The Expense Report Line Errors window disappears.
Correct the expense line error.
Select Save for Later.

If Save for Later uncovers no errors, select Summary and Submit.

Splitting Receipts

Navigation: NavBar > Navigator > Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

The Expense Report search page displays.
Select the Find an Existing Value tab.
Enter Search Criteria to identify your expense report.
Select Search.

The Modify Expense Report page displays.
Expand the row for which you’d like to split the receipt.

The expanded row displays.
Select Receipt Split.

The Receipt Detail page displays. Use it to itemize receipts into multiple expense lines. Notice the instructions at the top of the page that describe the actions you can do with this feature.
The Current Expenses on Receipt section displays each item that is associated with the receipt with the transaction date, expense type, and amount. Select the Type link to edit the information for that receipt item. This section is automatically updated when you perform an add or split action.
Current Total displays the total of all receipt items, including those that you add to the original receipt total.
Receipt Total displays the total of the original receipt amount. The expense system does not change this field when you add new items, but you can enter a new total if the transaction did not originate from a credit card feed.
Balance displays the Current Total minus Receipt Total.
Enter Expense Type.
Select Split.

Expenses refreshes the page, clears the expense information fields, and adds the selected expense type to the Current Expenses on Receipt section.
Enter Billing Type.
Enter Description.
If appropriate, check the Non-Reimbursable checkbox.
Enter Amount Spent.
Select Update.
Expenses subtracts the amount from the expense item in the Expense Information section, but the receipt total remains the same.
Note: you can split a receipt into more than two expense types – Expenses displays a message directly under the Expense Information section title that advises you which expense item that you are splitting.
An Add Additional Attendees link is available on this page.
When adding or splitting expenses, it may result in an out of balance receipt total. To correct the out of balance situation, you can adjust the receipt total or adjust one of the expense line entries for the receipt – If you do not adjust the out of balance total, then select Done, Expenses displays a message stating that the total of the items entered exceed the receipt amount and asks if you want to update the receipt total amount.
Select Done.

The Modify Expense Report page displays.
The split item appears as separate line items.
Select Save for Later.

Create Delegation Request

Navigation: Employee Self-Service Menu > Delegations Tile

From the Employee Self-Service main menu, select the Delegations tile.

The Delegations sub page tiles are displayed.
Select the Create Delegation Request tile.

On the Step 1 of 4: Delegation Dates page, enter the Start Date.
Enter the End Date or leave blank for open ended delegations.
Enter a Comment. Note that this is a required field.
Select the Next button to advance to the next step, Proxies.

Note that you can either enter select the delegate from the list, by selecting the checkbox next to their name, or by selecting the Add Delegate button.

On the Step 2 of 4: Proxies page, select the Add Delegate button. The Add Delegate pagelet will display.

On the Add Delegate pagelet, enter the User ID of the delegate (also known as proxy).
Select the Done button.

Notice that the checkbox next to the delegate just entered is now checked.
Select the Next button to advance to the next step, Transactions.

The Transaction list displays.

On the Step 3 of 4: Transactions page, select the checkboxe(s) for the transactions that are to be included in the delegation request. These transactions will be reassigned to the delegate for approval.
Select the Next button to advance to the final step, Review and Submit.

On the Step 4 of 4: Review and Submit page, review the Delegation Details, including:
- Start Date
- End Date
- Comment
- Delegate name
- Transactions to be delegated
Select the Submit button.

A confirmation message ‘Delegation request has been submitted’ will display. Select OK.
When you are done, select the Exit button to return to the Delegations menu.

Closing Expense Reports

Navigation: NavBar > Navigator > Travel and Expenses > Process Expenses > Close Expenses > Mark Expense Report for Close

The Mark Expense Report for Close search page displays. If you know the employee’s expense report number, then you can enter it in the Report ID field; otherwise, select the Advance Search link and enter the search different criteria.
Select Search.

Mark Expense Report for Close search page

The Mark Expense Report for Close page displays.
Select Reversal Date.
Select Close to close the expense report.

You can use the Close Expense Report page to modify the reversal date and verify that the expense report is to be closed.

The Close Expense Report confirmation page displays.
Adjust the Reversal Date as needed.
Select OK.

After you confirm your selection, the system marks the expense report for closing.
Notice that the Close button is no longer available.

The Close Expense Report confirmation page disappears. To process an expense report that is marked for closing, use the Expense Processes page.
Navigate to: NavBar > Navigator > Travel and Expenses > Process Expenses > Expense Processing.
The Expense Transactions run control ID search page displays. Search for an existing Run Control ID or select Add a New Value to create a new run control ID.
Select Search for an existing run control ID. Select Add to create a new run control ID.

Expense Transactions Add a New Value tab

The Expense Processes tab displays.

If the Run Control ID is new, select the Save button and then select the Refresh button to update the transaction counts.
If you are using an existing Run Control ID, the transaction counts will update automatically.

Select the Close Liability option. (When you select the Close Liability option and run the Application Engine process, the system reverses the liability entries for expense reports that are marked for closing and changes the status to “Closed”).
Select Refresh.
Select Run.

The Process Scheduler Request page displays.
Select OK.

The Process Scheduler Request page disappears.
The updated Expense Processes tab displays.
Note the Process Instance number.
Select Process Monitor.
Refer to the Process Monitor QRG for instructions.

Modifying Paid Expense Report Journals or Adjusting Paid Expenses

Navigation: NavBar > Navigator > Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Adjust Paid Expenses

The Journal Expense Report search page displays.
Enter Empl ID.
Select Add.

The Modify Journal Entries for An Expense Report page displays. Use these journal entries to correct errors and make adjustments to expense report payments, which will synchronize the expense system with the general ledger.
Select Journal Report ID.
Enter Report Description.
Select the checkbox for your expense line.
Select the Expense Type link for your expense line.

Modify Journal Entries for An Expense Report page

The Accounting Detail page displays.
Enter Amount.
Adjust ChartFields as needed.
Select Add.

A new row displays.
Enter Amount.
Enter ChartFields.
Select OK.

The Accounting Detail page disappears.
Select Submit for Posting.

Navigation: NavBar > Navigator > Travel and Expenses > Process Expenses > Expense Processing
The Expense Transactions run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

The Expense Processes tab displays.
Select the Selected Business Units tab.

The Selected Business Units tab displays.
Enter Business Unit.
Select the Expense Processes tab.

The Expense Processes tab displays.
Select the Post Liabilities checkbox.
Select Save.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

When you process the journal expense reports, the system rolls back the original accounting entries and posts the new entries. This corrects the general ledger to reflect the same entries that exist in the expense system. If you use Commitment Control, you must run budget checking to reverse the entries in the Commitment Control ledgers.

Budget Checking Expense Transactions in Batch

Navigation: NavBar > Navigator > Travel and Expenses > Manage Accounting > Request Budget Checking

The Budget Check Transactions run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use.

Use different Run Control IDs for the budget checking processes such as budget check request, cancel travel authorization, and rollover travel authorizations. You must use a unique run control ID for each of these processes.

Budget Check Transactions Add a New Value tab

The Request Budget Check page displays. Use it to run the budget checking process for travel authorizations, expense reports, and journal expense reports. The Process Scheduler runs the Commitment Control Budget Processor at user-defined intervals.
Enter Business Unit.
Enter Description.
Enter Transaction Type.

Use the Transaction Type field to select a Commitment Control transaction type. Expenses provides these options:

“All Expense Reports”: Select to budget check all non-closed Expense Reports.
“All Travel Authorizations”: Select to budget check all Travel Authorizations.
“Cancel Void Expense Reports”: Select to budget check voided expense reports (the payment is voided and not reissued).
“Encumbrance Relief Accruals”: Budget Check encumbrance relief entries. These entries reduce the encumbrance budget if the document has been created from a predecessor document that has been encumbered.
“Period End Accruals Expense”: Budget checks a liability that is booked in one period and revered in the following period.

Select View Transaction Details.

The Transaction Details tab displays. Use it to select all or some transactions for the Budget Check process.
Enter Select Option.

Use the Select Option list to determine what transactions will be selected for processing. The following options are provided:

“All”: Every eligible transaction will be selected for Budget Checking.
“Some”: Enables the use of the Transaction section to select the specific transactions that you want to be budget-checked. Use the Date To and Date From fields to refine the Transaction section list and use the Transaction, Budget, and Dates tabs to display different information related to thev listed transactions. Use the Select column to mark the transactions that should be budget-checked.

Do not run the payment staging process concurrently with the budget checking process to ensure that the system does not select the same transaction for both processes.

Load Employee Data

Navigation: NavBar > Navigator > Travel and Expenses > Manage Employee Information > Load Employee Data

The Load Employee Data run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID = “EmployeeLoadData”.
Select Add.

The Load Employee Data page displays.
Verify all process request check boxes are checked.
Select Save.

The Process Scheduler Request pagelet displays.
Ensure that the Expenses Employee Update Select checkbox is checked.
Select OK.

The Process Scheduler Request pagelet disappears.
The updated Load Employee Data page displays.
Note the Process Instance number, which you’ll use to track your process in the Process Monitor.

Editing Employee Organizational Data

Navigator: NavBar > Navigator > Travel and Expenses > Manage Employee Information > Update Profile

Configuring User Defaults reduces the amount of data entry required to complete Travel Authorizations and Expense Reports. These defaults may be configurable or may be controlled by others, depending on security privileges. Keep in mind that default values can be changed; they are merely a convenience.

Enter the desired information into the Search by field.
Select Search.
Select the Organizational Data tab.
Use the Organizational Data page to assign an employee to a general ledger business unit and a department for expense reimbursement. The employee’s business unit determines such things as accounts to charge, allowable mileage rates, and cash advance limits.
The Expenses Processing Data section indicates whether the employee’s organizational data is validated, verifying that the employee is eligible for expense processing. To validate employee organizational data, select the Validate Organizational Data option when you run the Load Employee Data process or select the Validate button for new employees after you save the profile.

ctcLink verifies whether the employee’s organizational data is valid and whether the employee is eligible for expense processing in the Valid for Expenses field. This field shows a response based on verification results.
The Reason for Status field indicates whether the employee passed all checkpoints when you loaded your employee tables from human resources.
Some employees may have more than one profile if they work in multiple departments or jobs. If an employee has multiple profiles, you must select one of them as the Default Profile in order for the employee to enter expense transactions.
Select the Ignore Authorized Amounts checkbox to exempt the employee from authorized amount spending limits on expense transactions. If you select this checkbox, the system overlooks expense location amounts defined for expense types such as hotels or meals.
The HR Information section displays information about an employee’s organizational affiliation. This information comes over from human resources; however, you can manually change these fields.
Select the Use Business Unit Default checkbox for Expenses to use the time reporting thresholds established for the employee’s general ledger business unit. Clear the checkbox to override the general ledger business unit Per Period Thresholds settings and enter minimum and maximum hours that the employee can enter for a time reporting period.
The Supervisor Information section displays information about the employee’s supervisor. This information comes over from human resources; however, you can manually change this. The supervisor identified here may be one of the approvers for the employee’s travel authorizations and expense reports as defined in the approval rules. If there is a reporting manager in the employee’s HR data but no supervisor, then the system displays the reporting manager’s ID instead.
Use the Default ChartField Values section to predefine one or more of the ChartField values for this employee profile. The system uses these values to populate the default accounting information of expense-related transactions created by the employee.

organizational data hr information supervisor information default chartfield

For Cash Advance Level:
- Select Business Unit to indicate that the maximum amount for the business unit applies to the employee. The system displays the amount.
- Select Specific Amount to open a new field to input the maximum advance amount authorized for the employee.
- Select None if the employee is not authorized for cash advances.

For this example, you want to update the data to specify an amount. Select the Specific Amount option.

Select the Specific Amount Value field.
Enter the desired information into the Specific Amount Value field.
You can assign an expense role to associate the employee with; however, you may only assign one expense role per employee, even if they hold more than one job in the company. Establish roles for employees depending on their positions in the organization. Roles determine the authorized amounts employees can spend, the visibility of VAT fields, and the accounting ChartField behaviors. Select the Expense Processing Role list.
Select the Employee list item.
Select Save.

Maintain Approver Assignments

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Approver Assignment

The Approver Assignment page displays.
Enter the GL Business Unit.
Select the Search button.

The List of Approver Profiles display in the Search Results.
Select the Approver Profile for maintenance.

The Approver Assignment page displays.
Sort by selecting one of the following column headers to re-sort the list for easy maintenance:
1. User ID
2. Empl ID
3. Name

The sorted list displays.
To remove an Approver, select the minus sign.

A confirmation message displays to confirm you want to remove the row.
Select the OK button.

select the OK button to confirm deletion

The Approver is removed.

To add an Approver, select the plus sign.
A new row is added.

Add the Empl ID in the User ID column. The Employee ID and Name fields will auto-populate.
Add Dept or Operational Unit in the Department From and Department To columns.
Select the Save button.

Add an Authorized Expense User

Navigation: NavBar > Navigator > Travel & Expenses > Manage Expenses Security > Authorize Expense Users

The Authorize Expense Users search page displays.
In the Search By section, Select the Employee ID or the User ID radio button.
Enter the Employee ID in the Search Value field or select the lookup icon to see a list of values.
Select the Search button.

The Authorize Expense users – Employee page displays.
Review information, select [+] plus sign to add an authorized user.

A new row is added.
Enter a new Authorized User ID (this user will be allowed to create documents on behalf of the Employee ID).
Use the drop-down menu to select authorization level;
1. Edit: user can only create and edit documents-can’t submit.
2. Edit & Submit: user has full functionality on behalf of search value EMPL ID.
3. View: the authorized user can only view the document, not create, edit nor submit.
To remove an Authorized User ID, select the [-] minus sign for the applicable row.
Once updates are complete, select the Save button.

Authorize Expense Users - Employee page new row added

The process to add an authorized expense is now complete.
The navigation to create and modify Expense documents as an ‘Authorized Expense User’ is accessed through Employee Self Service. Please follow the navigation: Navigator > Employee Self Service > Travel and Expenses to create/modify expense documents.

Performing T&E Expense Processing

Navigation: NavBar > Navigator > Travel and Expenses > Process Expenses > Expense Processing

BEFORE payments are picked up and processed in Accounts Payable:

TRANSACTION PROCESSES	ACCOUNTING PROCESSES
Stage Payments This process is run after a Cash Advance or Expense Report is fully approved (and budget checked if applicable) to make the payment eligible to be picked up by an AP Pay Cycle.	Post Liabilities This process is run after a Cash Advance or Expense Report is fully approved (and budget checked if applicable) to create the accrual accounting entries that establish the payment liability for the CA or ER.
Unstage Payments This process is run after a payment is staged but before it has been picked up by an AP Pay Cycle to make that payment ineligible to be processed by AP.

AFTER payments are processed in Accounts Payable

TRANSACTION PROCESSES	ACCOUNTING PROCESSES
Update Paid Status This process is run after a payment has been selected, created and paid through AP to mark the payment at “Paid” in T& E tables.	Post Payment This process is run after a payment has been selected, created and paid through AP to create the payment accounting entries that relieve the liability created by the Post Liabilities process.
Cancel Payments This process is run after a payment that has been paid in AP is canceled in AP. Depending on how the payment is canceled in AP, this process will return the payment to a Staged status so it can be corrected and/or reprocessed in AP or terminate the payment and not allow it to be reprocessed.	Close Liability This process is run after a transaction has been marked for close in T&E. Transactions need to be marked for close if they have been paid though AP and the payment is canceled in AP AFTER the Post Payment processes has been run. If the Post Payment process has not been run before a payment is canceled, the Close Liability process does not apply.
Advance Reconciliation This process is run after a Cash Advance has been reconciled via an Expense Report or through a manual reconciliation entry in T&E to mark those advances as “Reconciled” in T&E tables.

Navigation: NavBar > Navigator > Travel and Expenses > Process Expenses > Expense Processing

PREREQUISITES: Must have created and fully approved one or more Expense Reports and/or Cash Advances.

The Expense Transactions run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

The Expense Processes tab displays.
Select the Selected Business Units tab.

The Selected Business Units tab displays.
Enter Business Unit.
Select the Expense Processes tab.

The Expense Processes tab displays.
If the Run Control ID is new, select Save, then select Refresh to update the transaction counts.
Under the Process Request Parameters, select the boxes next to the Expense processes you want to run when the Run Control is executed. Select the following processes for this process:
1. Post Liabilities: Select to create rows in the EX_ACCTG_LINE table for the journal generator to send to PeopleSoft General Ledger to post liabilities. The Post Liabilities process generates accounting entries for expense reports, cash advances, and reconciled cash advances.

After the Process Monitor shows a Run Status = “Success” and a Distribution Status = “Posted”, select Refresh to update your transaction record counts.

Navigation: NavBar > Navigator > Travel and Expenses > Process Expenses > Expense Processing

PREREQUISITES: Must have created and fully approved one or more Expense Reports and/or Cash Advances that have an amount due to the Traveler.

The Expense Transactions run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

The Expense Processes tab displays.
Select the Selected Business Units tab.

The Selected Business Units tab displays.
Enter Business Unit.
Select the Expense Processes tab.

The Expense Processes tab displays.
If the Run Control ID is new, select Save, then select Refresh to update the transaction counts.
Under the Process Request Parameters, select the boxes next to the Expense processes you want to run when the Run Control is executed. Select the following processes for this process:
1. Stage Payments: Select to move expense transaction data into staging tables for Payables processing.

After the Process Monitor shows a Run Status = “Success” and a Distribution Status = “Posted”, select Refresh to update your transaction record counts.

Posting Expense Payments

Navigation: NavBar > Navigator > Travel and Expenses > Process Expenses > Expense Processing

The Expense Transactions search page displays. Search for an existing Run Control ID, or select Add a New Value tab to create a new Run Control ID. This example adds a new Run Control ID.
Select Add.

The Expense Processes tab displays. Check the Post Payments box.
Select Run.

The Process Scheduler Request page displays. Use this page to enter or update parameters, such as server name and process output format.
Select OK.

The Process Scheduler Request page disappears. The Expense Processes tab is updated.
Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status. Select the Process Monitor link, then refer to the Process Monitor QRG for instructions.

Reassigning Approval Work for Travel & Expense Approvals

Navigation: NavBar > Navigator > Travel & Expenses > Manage Expenses Security > Reassign Approval Work

The Reassign Work page displays. Use it to search for the user who has the work you want to reassign . Search by User ID or by Description.
Select Search.

The Reassign Work page displays for the selected user and shows each approval item currently assigned to that user. Select one or more work items to reassign by checking the box next to each item.
Use the Reassign Work To field to look up and enter the user to reassign work to.
Select Reassign to reassign the selected work. The selected work items will be removed from the screen.

The updated Reassign Work page displays. The selected work item(s) have been removed from the screen.

Section complete.

Verify Work was Reassigned to New User

Navigation: NavBar > Navigator > Travel & Expenses > Manage Expense Security > Reassign Approval Work

To look up the work assigned to a different user (the user we reassigned the original approver’s work to in previous section), select the Return to Search button at the bottom of the screen or select back on the Reassign Approval Work arrow at the top left of your screen.
Enter the User ID of the person the work was reassigned to and select Search.

The reassigned approval items will now appear under Transaction Information section on the Reassign Work page.

Note: With the current Travel & Expense approval configuration there are several instances where the system behaves a little differently after reassigning work.

Reassigned approval item does not appear for the person the work was reassigned to:

If reassigned work doesn’t show up under the person you just reassigned it to, first, go back and check that the work doesn’t still appear under its original owner and attempt the reassignment again if it does. If the selected work items no longer show up under the original approval item owner or new approval item owner, the item may have been auto-approved.

If a person has already taken approval action on a document, the current configuration will not ask that same person to approve the same document a second time if they appear in the approval workflow again. In these situations, the system performs an auto-approval on behalf of that user if it comes to them that second (or third, fourth, etc.) time. If reassigning an approval item to someone triggers an auto-approval for that person, that item will not appear on their list because once the auto-approval triggers, there is no longer something that needs their approval. You can open the document being approved and review the approval steps that have been performed to see if that auto-approval has occurred.

The person an approval item has been reassigned to is unable to perform an approval action on that item:

This is something that will occur if an approval item is reassigned to the person who originated the document. The current system configuration does not allow a user who originated an Expense transaction to approve their own documents (no self-approvals). In this situation, you will need to re-re-assign that work item to another person to perform.

Reconciling Airline Tickets

Navigation: NavBar > Navigator > Travel and Expenses > Manage Accounting > Reconcile Airline Tickets

The Airline Tickets tab displays. Use it to query and update airline ticket data that was loaded from an external source.
Enter search criteria to identify your ticket.
Select Search.

The Airline Ticket Reconciliation section of the page populates.
Adjust Status as needed.
Select Save.
Select the Expenses with Airfare tab.

The Expenses with Airfare tab displays. Use it to reconcile airline tickets to expense report IDs. This page lists airline tickets that are applied to an expense report but are not in the EX_AIRLINE_TKT table, which stores airline data from a direct feed. Most likely, these tickets were entered manually into the expense system.
Enter search criteria to identify your tickets.
Select Search.

The Airline Tickets section of the page populates.
Select the Report ID link to access the View Expense Report (summary) page and then select the Expense Details link to view the line items of the expense report that is associated with the airline ticket.
Adjust Status as needed.
Select Save.

Correct Grant/Project Accounting Entries in T & E

Navigation: NavBar > Navigator >Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Adjust Paid Expenses

The Journal Expense Report search page displays. You can search for an Empl ID by selecting the Look Up button next to the field. (For this example, 101007416)
Select Add.

Journal Expense Report Add a New Value tab

The Journal Expense Report page displays. In the Journal Report ID field, enter the original expense ID that requires an adjustment. (Available expense IDs are those that are associated with employee IDs. For this example, 0000003297 was used).
Enter valid value in the Report Description field.
Select the Select check box so that it contains a checkmark.
Select the entry in the Expense Type column to view and/or modify the the ChartField for the expense.

The Modify Journal Entries for An Expense Report page displays.
Select the Select check box so that it contains a checkmark.
Select Submit For Posting.

The system may take several moments to process your request. If you have budget checking Warnings or Errors, you will receive a message. Remember that you can still proceed with posting if a warning message is received, but Error messages must be resolved before posting.

The updated Modify Journal Entries for An Expense Report page displays. Note that the Submit for Posting button is grayed-out and unavailable. Note that the Report ID has been populated.

The Expense Transactions run control ID search page displays. Open existing Run Control ID or create new. (If you are creating new run control page then select your BU in “Selected Business Units” tab).

The Expense Processes page displays.
You will see count in Post Liabilities.
Select “Post Liabilities” check box.
Select Run.
The process will run in background and after it has run successfully, you can see the accounting entries in Travel and Expense module. The Journal generator process must be run in order to move the accounting entries in GL.

Updating Unposted Expense Reports

Navigation: NavBar > Navigator > Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Update Unposted Expense Report

The Unposted Expense Report search page displays.
Enter Search Criteria to identify your expense report.
Select Search.

The Unposted Expense Report page displays.
Select the Expense Type link text for the line you want to update.

The Expense Detail page for the selected line displays.
Select the Update Accounting Detail link text below the line Account Details section.

The Accounting Detail page displays.
Update the account distribution for the line as needed.
Select OK.

The Expense Detail page displays.
Select Return to Expense Report.

The Unposted Expense Report page displays.
Repeat steps 5 – 12 for any additional lines that need to be updated.
Select Save.

The Save Confirmation page displays.
Select OK.

Marking Expense Reports for Unpost

Navigation: NavBar > Navigator > Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Mark Expense Report for Unpost

The Mark Expense Report for Unpost search page displays.
Enter Search Criteria to identify your expense report.
Select Search.

Mark Expense Report for Unpost search page

The Mark Expense Report For Unpost page displays.
Choose a Reversal Date option.
Select Unpost.

The Unpost Expense Report window displays.
Update Reversal Date, if necessary.
Select OK.

The Unpost Expense Report window disappears.
The updated Mark Expense Report For Unpost page displays. Note the Unpost button is no longer available.

updated Mark Expense Report For Unpost page

Using Expenses WorkCenter

Navigation: NavBar > Navigator > Travel and Expenses > Expenses WorkCenter

The Expenses WorkCenter welcome page displays.

The My Work pagelet includes links to pages that you may want to access frequently. It includes links divided into these collapsible sections:
1. Current Work
After you expand each section, you may need to resize your window. You can drag the dotted handle to resize the pagelet, when needed.
Select the arrowhead next to the words Current Work to expand the section. This is your collapse and expand button.

The My Work section consolidates links to these transactional areas:
1. My Work
  1. Cash Advances (submitted, but not approved for payment)
  2. Expense Reports (Submitted, but not approved for payment)
  3. Outstanding Cash Advances (Paid, but not manually reconciled or applied to an Expense Report)
  4. Pending Expense Reports (not submitted)
  5. Travel Authorizations (submitted, but not approved for payment)
  6. Unapplied Travel Authorizations (not applied to an expense report)
You can track the actionable items assigned to your user ID in this section. If you have any actionable alerts, you can select one and it will open in the Transaction Window.
After you have completed reviewing this screen, you can select the expand/collapse icon again to collapse it.
If you see a transactional area listed in red with asterisks (**) and the error message listed in the window saying “**Required filter field value not defined,” it means that you will need to edit your filters to add an identifier like a business unit and save the change(s). You will now update your filters to remove an error.
To edit the filters, select the Edit Filters link.

The Edit Filters page displays for you to choose which links to filter.
You can select the View All link and that will expand all the Group Labels.
You can easily see which ones will need to be updated as they are highlighted in red. For this example, you will edit the filters for the Link Label contained within the Current Work Group Label.
Additionally, all the items contained in the Current Work Group, need to have the GL BU filter added, or you will see Transactions for all GL BU’s.
Select pencil icon to open a new window to configure your filters.

You see a list of choices to review and update. You can scroll down to see the rest of the list as well as the OK, Cancel, and Apply button.
After you have made your selections, select Apply button to save your changes. A pop-up message displays instructing you to refresh the pagelet to see your changes.
Select OK to close the window and return to the Edit Filters page.

After refreshing the screen, you no longer see the error message. You can also use the Edit Filters page to make other updates to customize your results.
Notice that some items are displayed in blue, and others in black.
Items displayed in blue contain information and you can access them by selecting the link.
Items displayed in black do not contain information. Modifying the Filter Values for an item may produce results.
Navigate to the Links pagelet.

The Links pagelet is used to consolidate links to frequently used pages. The links that appear are determined during system setup and are categorized into these sections:
1. External Resource Links
2. Approval
3. Manage Employee Information
4. Expense Report Batch Processing
You can expand and collapse each area to see sub-level links as you did in the My Work pagelet and then select actionable links to review further detail.
You can also add New Items to the Links Pagelet by selecting the 3 vertical dots and then select Personalize.
The Define User “Links” Links window will open.
You can select View All and/or select the plus icon to add a new section to the Links Pagelet.

When you add a new Group, it can contain Links that are URL’s as well as ctcLink Menu Items.
To add a ctcLink Menu Item, select Define.
Then select the Link Type of Menu Item and then select Select Menu Item.
The Select a Content Reference window opens, and you can select the Menu Item you wish to create the link for.
If you see a file folder icon with an arrow, you will need to select the icon to open up the sub menu. You may need to drill down a few times until you get to the Menu Item you need, which will be in blue text.

Once you have selected your Menu Item, the Define Link window will open.
You have the option of editing the Label if you prefer, by putting a check box in Override Label and then Editing the Label text.
Select OK when you are done.

You will be back in the Define User “Links” Links window.
From this window, you can add a new row to create a new Link, enter a Display Order and update the Show Link, Starting Page and Open in New Window options.
Select Save when you are done personalizing the Links pagelet.
You will be prompted to Refresh the pagelet to see your changes. Select OK.

Navigate to the Reports/Queries tab, which includes the Queries and Reports/Processes pagelets.
The Queries pagelet does not contain any preset queries. You will have to add your frequently used queries by selecting the 3 vertical dots and then select Personalize.
The Define User Query Links window will open.
From this window, you can edit the Group Label, add new Groups, enter the Query Type, add new Queries and set the Display order.

You can Download results from Queries to save the query results in the desired format, including an Excel spreadsheet, CSV text file, or XML file.
The Reports/Processes pagelet includes links to run control pages in 1 collapsible section, Reports.
For example, you can access the run control page for Expense Transaction by Dept within the Reports section.
The links that appear in these sections are determined during system setup.
Select the Items expand button, then select the Expense Transaction by Dept link.

Enter the desired information into the Run Control ID field, then select the Search button.

Select a value or Add a New Value to run Expense Transaction by Dept.

The following spreadsheet below provides the standard key processes to Travel and Expenses, such as:

Expense Type w/Account numbers, Expense Roles by Nav path, Expense Queries, Checklists for: Initial setup, Budget checking Expense Documents, Canceling EX Payments, Cash Advance Reconciliation, Paying out Expenses, Unposting Expense Reports, and On and Offboarding Employees for Expenses.

Expenses Checklist and Process Steps Guide

Accounts Payable Functional Complete Online Guide-v9.2

Create Voucher from PO

Purpose: Use this document as a reference for how to enter regular vouchers using a PO into ctcLink.

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Enter Voucher Style = “Regular Voucher”.
Select Add.

The Invoice Information tab displays.
Expand the Copy From Source Document section by selecting the down arrow.
Select the Purchase Order Only list item and press the Go hyperlink.

Note the Copy PO button copies the entire PO and selecting the Purchase Order Only allows you to select specific lines of the PO to copy.

The Copy Worksheet page displays. This page is where we will select the receiver to copy information from to transfer to the Worksheet.
Enter PO Business Unit.
Enter PO Number From.
Select Search.

The search results display the available lines.
In the Select PO Lines section, check the applicable lines to be copied.
Select Copy Selected Lines to go back to invoice.

The Invoice Information page displays.

If required, enter applicable Sales Tax. If you do not have any Tax, select the Tax Exempt box otherwise Use Tax will accrue.
Select the Calculate button to check any error.
Select the Attachment link to attach a document. Once document is attached, select OK.
Select Comments link to provide comments. Once comments are entered, select OK.

Select the Payments tab to change the payment schedule, schedule multiple payments, schedule direct payment to an alternate supplier and supplier location, record a manual payment, or create an express payment.
The Remit to field displays the supplier ID of the remit to supplier for payment. The system enables you you to override the default choices for remit to supplier, location, and address.

The Bank field specifies the bank from which the payment is issued. The values for this field appears by default, but you may override these settings.
The Account field specifies the bank account from which the payment is issued. The values for this field appears by default, but you may override these settings.
The Method field specifies the payment method for the voucher.

Select the Voucher Attributes tab. Use the Voucher Attributes page to view and, if applicable, override the default transaction currency processing, the match status, the voucher approval setting, voucher processing options, tax group, and accounting instructions. Where applicable you can also pay unmatched vouchers and access SBI (Self Billing Invoice), prepayment, and Letter of Credit information on this page.
The Status field displays the current matching status of the voucher. You can change the match status, but what you can change varies depending on where the voucher is in the matching process.
Select the Save button.

Notice that the Voucher ID changes from NEXT to a number generated by the system when you save your information. Three new tabs also appear after selecting save. The tabs display information related to the voucher.

If Voucher Approval framework is turned on then select Submit for Approval button from Invoice Information or Voucher Attributes page. Once you select the button, enter additional details for the Approver, if you want and select OK.

Process complete.

Creating a Voucher Using a Voucher Upload Process (the following example is to Relieve Net Pay)

Navigate to HCM Query Viewer.
Enter in CTC_HR_ACCTG_NET_PAY_DIST.
Select Search.
The Query CTC_HR_ACCTG_NET_PAY_DIST search criteria displays.

You may need to request this query from HCM Pillar if you do not have access to HCM Query Viewer.

Enter your Business Unit.
Enter the Pay Period End date.
Select OK.

Note: Use the actual Pay Period End date, such as the 15th or the end of month.

The Query results will display.
Copy and paste the results into the Excel Data Sheet tab.
On the Data Sheet tab, enter the information to complete the spreadsheet like the Invoice Date and Accounting Date.

The Template tab is for functionality purposes only. If you modify the template, the upload may not work successfully.

Verify the data.

Once your data has been verified, select the Generate XML button to create a DEST file.

A Login message will display.
Enter the following information;
1. Enter your User ID and Dynamic Password (this User ID & Password is assigned with the Security Role; ZZ Voucher Upload).
2. Uncheck the box of “Dedicated Integration Broker Gateway”.
3. Enter Local Code PSFT_EP.
Select OK.

The uploads use your Finance Pillar Portal password that can sometimes get out of sync with the PeopleSoft Tools Portal password. If that is the case the user’s password will need to be reset/synced by your local IT Security, for ideally they should match.

Finance Pillar Portal: https://fsprd.ctclink.us/fsprd/signon.html
PeopleSoft Tools Portal: https://ptprd.ctclink.us/psp/ptprd/?cmd=login

Your DEST file will be created and save it to your computer. Following this process above will relieve the GL Account 2011015 – Net Pay Liability.

Creating a voucher from receipt data

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Allow Voucher ID to default to “NEXT”. The system assigns a unique, permanent ID later.
Allow Voucher Style to default to “Regular Voucher”.
Enter additional selection criteria to identify your voucher.
Select Add.

The Invoice Information tab displays.
Enter Invoice No.
Enter Invoice Date.
Expand the Copy From Source Document section.
Select Copy From = “PO Receipt.
Select Go.

The Copy Worksheet page displays.
Enter your business unit into the Receipt Unit field.
Enter the id of the receipt you want to copy into the Receipt Number From field.
Select Search.

The Select Receiver Lines section of the page populates.
Select View All to show all Receipt Lines.
Check the receipt lines you wish to copy into your voucher.
Select Copy Selected Lines.

The updated Invoice Information tab displays.
Select Save.

Entering a Regular Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Enter Voucher Style = “Regular Voucher”.
Select Add.

Use the Invoice Information tab to enter invoice information, including invoice header information, non-merchandise charges, and voucher line and distribution information.
Enter Invoice No.
Keep the Accounting Date as default or enter the specific Accounting Date, if applicable.
Enter the appropriate information in the Pay Terms field. The payment term default.
Enter Invoice Date.
Enter Sales Tax or check Tax Exempt, if applicable.
Enter Supplier ID.
Use the Distribute By field to determine the distribution method, either Amount or Quantity. The default is Amount only. If Distribute By is “Quantity” then enter the appropriate information in the Quantity and UOM fields.
Enter the appropriate information into the Description field, if Item Details information is unknown.
Enter Item.
Enter the ChartField distribution details that will be charged with the expense coded on the distribution line.
Use the GL Unit field to enter or select the General Ledger business unit that will be charged with the expense coded on the distribution line.
Use the Account field to allocate this charge to an account within your organization. In this example, the charge is assigned to the Entertainment/Meal account. Enter the desired information into the Account field.
Enter Asset Information. Select the Assets Tab under the Distribution Lines section. Select checkbox “Asset”. Enter Business Unit, Enter Profile ID. Asset ID will default to NEXT. Note: Once this Voucher is posted, it will be ready to be picked up by the “AP Push to AM” process.
Select the Payments tab/link.

Use the Attachments hyperlink to attach documents.

Use the Payments page to change the payment schedule, schedule multiple payments, schedule direct payment to an alternate supplier and supplier location, record a manual payment, or create an express payment.
The Remit to field displays the supplier ID of the remit to supplier for the payment. The system enables you to override the default choices for remit to supplier, location, and address.

Note: Please make sure that Remit to Address appears correctly as this is the address that is going to print in Check. If the address is not correct here, please correct the address.

Use the Bank field to specify the bank from which the payment is issued. The values for this field appears by default from the control hierarchy, but you may override these settings.
Use the Account field to specify the bank account from which the payment is issued. The values for this field appears by default from the control hierarchy, but you may override these settings.
Use the Method field to specify a payment method for the voucher.
Use the Handling field to select a payment handling code. Each payment handling code has a sort sequence related to it that determines the order in which it prints. Checks are printed according to the sort sequence in ascending order: the lower the sort sequence number, the higher the sort priority.
The Netting field displays the status for the netting auto selection process.
Use the Action field to specify the payment action. Choose from: Schedule, Record, Cancelled, Escheated or Prepaid.
Select the Voucher Attributes tab/link.

Use the Voucher Attributes tab to view and, if applicable, override the default transaction currency processing, the match status, the voucher approval setting, voucher processing options, tax group, and accounting instructions. Where applicable you can also pay unmatched vouchers and access SBI (Self Billing Invoice), prepayment, and Letter of Credit information on this page.
Use the Template field to identify the accounting entry template that is associated with this voucher. The accounting entry template controls the offset accounts such as: sales tax, freight, and discount accounts.
The Status field displays the current matching status of the voucher. You can change the match status, but what you can change varies depending on where the voucher is in the matching process.
Use the Source list to specify the source of the currency exchange rate.
Use the Action list to set the approval status of the voucher.
Select Save.

Notice that the Voucher ID changes from NEXT to a number generated by the system when you save your information. Three new tabs (Summary, Related Documents and Error Summary) also appear after saving. These tabs display information related to the voucher.

Copying an Existing Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Voucher Search

The Voucher Search page displays.
Enter the Business Unit.
Enter or use the look up icon to select the specific Voucher ID you would like to copy. Option to use the other criteria search fields to copy.
Select Search.

The Search Results displays below.
Select the Copy Voucher icon.

Note: When you create a voucher copy, the following information is copied from the original voucher:

Invoice lines, distributions, taxes, and miscellaneous charges.
Payment terms, source documents, withholding, and bank details
For a voucher with multiple schedules, only the first schedule is copied to the new voucher.

Similarly, the following information is not copied from the original voucher:

Attachments.
Payment notes.
Prepaid reference.
Match, approval and budget statuses.

The Copy Voucher window opens.
Enter the Invoice Number.
Enter the Invoice Date. If left blank, the system defaults to current date.
Select Copy.

The next automated Voucher ID number displays.
Select the new Voucher ID hyperlink to navigate to Regular Entry page.

The Regular Entry page displays.
Continue to edit/refine the new voucher as needed.

Enter a Quick Invoice Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry

On the Quick Invoice Entry search page, select the Add a New Value tab.
Enter or select Business Unit.
Voucher ID will default to “NEXT”. A Voucher ID will be assigned by the system later in the process.
Quick Invoice Template will default to “Simple”.
Voucher Style will default to “Regular Voucher”.
Select Add. The Quick Invoice page will display.

On the Quick Invoice page, enter Supplier.
Enter Invoice Number.
Enter or select Invoice Date.
Enter Total (Gross Invoice Amount).
Enter Sales Tax Amount or Tax Exempt if applicable.
Enter or lookup Payment Terms.
On the Invoice Lines section, enter chartfield distribution details such as Account, Fund, Dept, Class and State Purpose. This is where the expense will be coded.
Select Save.

Notice that the system has assigned a Voucher ID.
Select “Voucher Build” from the Action dropdown list.
Select Run. The Process Monitor will display. Refer to the Process Scheduling QRG for additional instructions.

Section complete.

Find and Modify a Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

On the Voucher search page, select the Find an Existing Value tab.
Enter or select Business Unit.
Enter or Select “Quick Invoice” in Voucher Source.
Select Search. The Voucher invoice information page displays with populated data fields from quick invoice.

Add and/or update data details as needed and save.

Entering a Quick Invoice

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry

If you receive an invoice and want to begin processing it immediately, you can use the Quick Invoice Entry component. Enter data from the paper (or electronic) invoice and an Accounts Payable (AP) staff member will check the data and generate a voucher from it.

From the Quick Invoice Entry page, select the Add a New Value tab.
On the Add a New Value page enter the following information:
1. Business Unit– The value should default.
2. Voucher ID– Leave the default value of NEXT (unless local business practice dictates otherwise).
3. Supplier Name OR Short Supplie rName OR Supplier ID– One of the fields must be entered.
  - Select the lookup button for one of these fields to search for the supplier.
  - Conduct a search (such as Supplier Name Contains Fitness for example) to limit the number of suppliers returned.
  - Select a supplier from the search results.
  - The Supplier Name, Short Supplier Name, and Supplier ID fields will be populated based on your selection.
4. Invoice Number– This is a required field. Enter the invoice number provided by the supplier.
5. Invoice Date– This is a required field. Enter the date from the invoice.
6. Gross Invoice Amount– Enter the total amount due including all line amounts, freight, taxes and miscellaneous charges.
7. Estimated No. of InvoiceLines– Enter the number of invoice lines or leave the default value.
8. Freight Amount– Enter if applicable.
9. Sales Tax Amount– Enter if applicable.
10. Entered VAT Amount– Leave the default value.
11. Misc Charge Amount– Enter if applicable.
12. Transaction Currency– Leave the default value.
13. Origin– Enter or select ONL (On Line Entry).
14. Quick Invoice Template– Leave the default value equal to Simple.
Select the Add button and the Quick Invoice page will display.

Add a New Value on the Quick Invoice Entry page

The values you entered on the Add a New Value page will be transferred onto the Quick Invoice page.

In the Invoice Lines section, enter values to represent each of the supplier’s invoice lines.

Note: The number of lines that appear by default is controlled by the Estimated No. of Invoice Lines from the Add a New Value page. Use only those you need (there is no need to delete unused lines) and add lines as you need them (using the icon). Enter the following values:

Amount– Enter the line amount. If you entered amounts on the Add a New Value page there may already be a value in the field; update it as needed.
GLUnit– This value should default.
Description– Enter a description.
The remaining fields represent the chartfield string. Whether you enter any chartfields is a matter of local business practice.

Select the Calculate button (near the top of the page) to insure that your data balances. The system will sum all line amounts, add any freight, tax, or miscellaneous charges entered, and compare the resulting value to the Gross Amount entered. The value of the Difference filed should be zero. If it isn’t, verify the values you entered.

If you entered chartfield data, click the Edit Combinations button (near the top of the page). The system will insure that the individual chartfield values are valid and represent a valid combination. If there are errors you will get an error message.

Select the Save button. A unique Voucher ID is assigned. AP staff will review the data and run the Voucher Build process to generate a working voucher from the Quick Invoice data.

Vouchering a Quick Invoice

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry

From the Quick Invoice Entry page, select the Find an Existing Value tab.
Conduct a search to find the Quick Invoice you wish to voucher. For example search criteria may be:
1. Business Unit = Your business unit will default
2. Build Status = “Build Voucher”
3. Voucher Source = “Quick Invoice”
4. Select the Search button.

Quick Invoice Entry Find an Existing Value tab

The Quick Invoice page displays.
Select the Line Details button to review the invoice lines

The Invoice Lines section of the page populates.
Complete the ChartField strings that represent the Distribution Lines of each Invoice Line.
Select Save.

Enter Action = “1. Voucher Build”.
Select Run.

Make the sure process runs to completion.
Navigate to NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry.
From the Voucher page, select the Find an Existing Value tab.
Enter the Voucher ID into the Voucher ID search field and select Search.

Complete the voucher.
Select Save.

Entering Single Payment Vouchers

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Enter Voucher Style = “Single Payment Voucher”.
Select Add.

The Single Payment Supplier tab page displays.
Enter Supplier Name.
Enter Address 1.
Enter City.
Enter Zip Code.
Enter State.
Select the Invoice Information tab.

The Invoice Information tab displays.

The Invoice Information page enables you to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line and distribution information.

Enter Invoice No.
Enter Invoice Date.
Enter Pay Terms.
Enter Total.
If required enter applicable Sales Tax. If you do not have any sales tax then please make sure that you have checked the Tax Exempt checkbox otherwise Use Tax will accrue.
Select Calculate.

Note: the Accounting Date defers to the current date. Even though the Invoice Date maybe in a closed month, AP Processes in the current/open month.

Note: Use the Attachments link to upload backup documents as needed.

Scroll down to view the Invoice Lines section.
Use the Distribute By field to determine the distribution method, either “Amount” or “Quantity”. The default is Amount only. If Distribute By is “Quantity” then enter the Quantity and UOM field.
Enter Item; if you don’t have one, enter Description.
Note that the Merchandise Amt field is updated based on the Total entered.
Enter the ChartField distribution details that will be charged with the expense coded on the distribution line.
Select the Payments tab.

The Payments tab displays.
Validate Payment Options section banking details.
Select Save to generate the Voucher ID number.

A Use Tax message displays. Select OK.

The Voucher ID has been generated.
Run the Budget Check process by using the Action drop down menu to select Budget Checking.
Select Run.

A message displays ‘Do you want to wait for the process to be completed? Voucher will be displayed after process ends.’
Select Yes.

If Voucher Approval framework is turned on then select Submit for Approval from the Voucher Attributes page (or the Invoice Information page) . After you select the button, optional to add additional details for the Approver and then select OK.

The Approval Summary page displays.
A message regarding Use Tax displays. Select OK.

Enter a Journal Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Enter Voucher Style = “Journal Voucher”.
Enter Supplier ID.
Enter Supplier Location.
Select Add.

The Invoice Information tab displays. It enables you to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line and distribution information. Use journal vouchers to correct accounting entries that have already been posted and paid. You do not change any of the amounts on a journal voucher.
Enter Invoice No.
Enter Invoice Date.
Use the Related Voucher field to enter the number of the voucher against which you need to create the journal voucher. Enter Related Voucher.
Enter Amount.
Enter Account.
Enter Oper Unit.
Enter Fund.
Enter Dept.
Enter Class.
To add additional Distribution Lines, select the Add a New Row [+] icon.

Note: Every Journal Voucher requires 4 Distribution Lines. Journal Vouchers are not “paid” but journal entries attached to a voucher. The Cash Lines need to be added in order to move the cash with the expense. For example:

Expense Line (Reversal of original entry)
Cash Line (Off-set of reversal of original entry line)
Expense Line (New entry)
Cash Line (Off-set of new entry)

Select Save.
Notice that the Voucher ID field changes from “NEXT” to a number generated by ctcLink Payables when you save your information.

Entering Adjustment Vouchers

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Add a New Value tab.
Select Voucher Style = “Adjustments”.
Enter Short Supplier Name.
Enter Invoice Date.
Select Add.

The Invoice Information page enables you to enter or view invoice information, including invoice header information, non-merchandise charges and voucher line and distribution information.

The Pay Terms page is populated with default payment terms. Some of the default terms are: 30/60/90EM, Next Month, Net30 and EOM.

The Invoice Information tab displays.
In the Copy From Source Document section:
1. Enter Voucher ID.
2. Select Copy to Voucher.

On the Invoice Information page, whether you use the ‘Copy to Voucher’ button, the system populates the Related Voucher field on the invoice line with the adjusted voucher’s voucher ID to link the adjustment voucher lines to the voucher that you are adjusting.
Enter Total.
Enter Description.
Enter Line Amount.
Enter Merchandise Amt.
Use the GL Unit field to enter the General Ledger business unit that will be charged with the expense coded on the distribution line.
Select Save.

The Adjustment Voucher will be budget checked, approved and posted.

Entering Reversal Vouchers

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Enter Voucher Style = “Reversal Voucher”.
Enter Supplier ID.
Select Add.

The Invoice Information tab displays.

The Invoice Information page enables you to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line and distribution information.

Enter Invoice Number.
Enter Invoice Date.
In the Copy From Source Document section:
1. Select Voucher ID of the voucher whose journal entry you wish to reverse.
2. Select the Reverse Voucher checkbox.
3. Select Copy to Voucher.

The Invoice Lines and Distribution Lines sections of the page populate.
Select Save.

Entering Template Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Notice Voucher ID defaults to “NEXT”; after you create and save your voucher, the system will assign a unique and permanent Voucher ID.
Select Voucher Style = “Template Voucher”.
Enter Supplier ID. Confirm Supplier Location.
Enter Invoice Date.
Enter Gross Invoice Amount.
Enter the tax details; otherwise, you have to make the voucher tax exempt.
Select Add.

The Invoice Information tab displays. Use it to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line and distribution information.
The Pay Terms field displays the default payment terms. These terms are populated from the Payables default hierarchy.
Select the Template link.

The Template Voucher Details window displays.
Enter Template ID so that you can easily search and reference this template in the future.
Enter Description.
Select OK.

The Template Voucher Details window disappears.
Use the Distribute By list to select the distribution method: Amount or Quantity. If Distributed By is Quantity then enter the desired information into the UOM and Quantity field.
Select the Description field. Use the Description field in the Invoice Lines grid to enter a description of the charges related to vouchers created using this template. Enter the desired information into the Description field.
Enter ChartField details in distribution line details. If you have multiple lines then enter distribution details for each lines.
Select the Add a New Row [+] icon if needed. Enter the desired information into the field.
Next, save the voucher template and proceed to creating a new voucher by using the voucher template. Select Save.

Return to the Voucher search page.
Enter the desired information into the Supplier ID field.
Select the Add button.

The Invoice Information tab displays.
Select the Expand section button.
Select the Copy From list. Use the Copy From list to select the template voucher.
Select the Go link.

Use the Voucher Template page to select a template to copy. Use the Template ID field to enter or search for the ID you assigned to the voucher template.
Enter the desired information into the Template ID field.
Select the Copy from template button.

The Invoice Information tab displays.
Select the Invoice No field. Enter the desired information into the Invoice No field.
Select the Invoice Date field. Enter the desired information into the Invoice Date field. Enter the rest of your details in this Voucher, if you have any. OR you can change your any details here because this data is coming from template Voucher which have created earlier.
Select Save.

Notice that the Voucher ID field changes from NEXT to a number generated by the system when you save your information.

Entering a Third Party Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Enter Voucher Style = “Third Party Voucher”.
Select Add.

The Invoice Information page displays.
Enter Supplier ID.
Expand the Copy From Source Document section.
Enter Copy From = “Voucher”.
Select Go.

The Voucher Worksheet page displays.
Enter Supplier ID of the voucher you from which you are copying.
Select Search.

The Voucher Information section of the page populates.
Select the Select checkbox of the voucher from which you are copying.
Select Copy Selected Lines.

The Invoice Information tab displays. Adjust as needed.
Select Save.

Note that the permanent, unique Voucher ID is assigned by the system.

Bulk Load Single Payment Vouchers Using CIU

Connection Information Sheet – The information provided on this sheet is required to create a new template or submit data to the database. You will need to specify environment information as well as information in regard to how each transaction should be handled. The Action will be filled in automatically. By default, character fields which are left blank or only contain blanks will not be submitted for update. There is an option to override this setting.

Begin by opening the ExcelToCI workbook. On the Connect Information tab, input connection information. You will need:
- PeopleSoft web server name for your specific environment
- HTTP port
- Portal name
- Default local Node

Template Sheet – Here you create the template that you are going to use. The template is based upon the structure of a Component Interface on the PeopleSoft database.

Select the Template tab.
Select Add-Ins > New Template.
A Login Prompt displays. Input:
- User ID
- Password
- Component Interface Name “AP_SGLP_CI“
Select Add-ins > Select All Input Cells.
Select Add-ins > New Data Input. This button copies the selected input cells into the Data Input sheet. The Data Input sheet becomes active.

Data Input Sheet – Here you enter data values for submission to the PeopleSoft database. The data entered on this sheet is then staged in hierarchical form in preparation for submission to the database.

At prompt to delete existing data, select Yes.
Input Voucher data. Required data entry fields (each row must have a unique value in at least one of these four fields):
- Voucher Build Key Char 1
- Voucher Build Key Char 2
- Voucher Build Key Num 1
- Voucher Build Key Num 2
Voucher Style is SGLP.
Voucher Source is XML.

Staging & Submission sheet – the last step is to format the data and submit to the database.

Select Add-ins > Stage Data for Submission.
Staged Voucher data will display on the Staging & Submission tab.
Select Add-ins > Submit Data.

After selecting the Submit Data button, the Login window displays.
Enter the User ID.
Enter the Password.

Review the Staging & Submission tab, Column A. Each submitted row is marked with the reply from the database. The values can be: OK, Warning or Error. Status should be OK. Any errors will be shown on the Errors worksheet.
The single payment voucher data is moved to the Voucher Staging table and will be pulled in to AP during the Voucher Build process.

Perform Voucher Build

Navigation: NavBar > Navigator > Accounts Payable > Batch Processes > Vouchers > Voucher Build

For detailed instructions, see QRG: 9.2 Performing Voucher Build

The Voucher Build tab displays.
Enter the Process Option or use lookup icon to select from list.
Enter the Business Unit or use lookup icon to select from list.
Select the “XML Invoice” Voucher Build Interfaces option from the drop-down menu.

The Voucher Search Results display.

You have successfully uploaded multiple Single Payment vouchers.
End of procedure.

Budget Checking a Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select Find an Existing Value.
Conduct a search to find the voucher you wish to budget check. For example you might search where:
1. Business Unit = Your business unit will default
2. Entry Status = Postable
Select Search.

A list of qualifying vouchers displays at the bottom of the Voucher search page.
Select a voucher to budget check.

The Voucher Summary page displays.
Select Invoice Information.

The Invoice Information page displays
Select ‘Budget Checking’ from the Action drop-down menu.
Select Run.
When the process is complete, select Summary.
Verify that the Budget Status is Valid.

Match Vouchers in Batch

Navigation: NavBar > Navigator > Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench

The Match Workbench search page displays.
Enter Business Unit.
Enter Match Status = “To Be Matched”.
Select Search.

The Search Results section at the bottom of the page populates.
Check the Select checkbox of the voucher(s) you’d like to match.
Select Action = “Matching”.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Process Monitor status will display Success. Voucher Summary page will also show Match Status as Matched.

Match Voucher Ad Hoc

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

A voucher must be matched before it can be posted. The following procedure describes matching a single voucher on demand, but matching can also be performed in batch.

The Voucher search page displays.
Select the Find an Existing Value tab.
Enter Business Unit.
Enter Voucher ID.
Select Search.

The Regular Entry Summary tab displays. Note the Match Status = “To Be Matched”.
Select the Invoice Information tab.

The Invoice Information tab displays.
Select Action = “Matching”
Select Run.
When the process is complete, select the Summary tab.

The Summary tab displays. Note the Match Status = “Matched”.

Navigation: NavBar > Navigator > Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench

Matching Workbench

The Match Workbench page displays.
Enter search information to find the voucher you want to unmatch.
Select Search.

Qualifying vouchers display at the bottom of the Match Workbench page in the Search Results for Match Inquiry Type section.

UnMatching a Voucher

Check the Undo Match checkbox for the voucher(s) you wish to unmatch.
Select ‘Undo Matching’ from the Action dropdown menu.
Select Run.

NOTE: Selecting Run may redirect you to the Process Monitor. After the process has completed successfully, you can return to the now UnMatched voucher for editing – you will notice that those Invoice Information fields that were locked after the voucher was Matched are now available for editing. **After edits have been made to the targeted voucher, you will need to re-run Matching for that voucher before it can continue to be processed.

Voucher Regular Entry Invoice Information page

Approving Vouchers

Navigation: NavBar > Navigator > Worklist > Worklist

The Worklist page displays.
Select the voucher you need to approve by selecting the Link.

The Approval page displays.
Enter Approver Comments.
Select Approve, Deny, Pushback or Hold.

The Approve window displays.
Select Submit.

AP Push to AM

Navigation: NavBar > Navigator > Accounts Payable > Batch Processes > Extracts and Loads > Load Assets Request

The Load Assets Request run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

The Load Assets Request page displays.
Enter Request ID.
Enter Description.
Enter Process Frequency.
Enter Process Option.
Depending on which Process Option you choose, you will be prompted for additional parameters. In this example, we chose “Process Supplier”, so we must enter Supplier SetID and Supplier ID.
Select Run. Please refer to the Process Scheduling QRG for instructions.

Sending Asset Information to the Pre-AM Interface Table

Navigation: NavBar > Navigator > Accounts Payable > Batch Processes > Extracts and Loads > Load Assets Request

The Load Assets Request run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

The Load Assets Request page displays.
Enter Request ID.
Enter Description.
Select Process Frequency = “Always Process”.
Select Process Option = “Process Business Unit”.
Enter Business Unit.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Budget Checking Vouchers in Batch

Navigation: NavBar > Navigator > Accounts Payable > Batch Processes > Vouchers > Budget Check

After a voucher has been approved, it must be budget-checked before it can be matched and posted. You can budget-check a single voucher on demand from the voucher’s Invoice Information page. This guide will help you budget-check a group of vouchers in batch.

Important! The Budget Check batch mode process does not check vouchers of closed accounting entry periods. The processor calls a validation program to verify that the vouchers are of an open accounting period; if not, the system displays an error message.

The Budget Check run control ID search page displays. It defaults to the Find an Existing Value tab. In this example, we’ll create a new run control ID.
Select the Add a New Value tab.
Enter a meaningful Run Control ID.
Select Add.

The Budget Check page displays.
Enter Process Frequency = “Always Process”.
Enter Description.
Select Transaction Type:
- AP ACCT LN: Budget-check voucher lines and closed vouchers with realized gain or loss, late charge, and discount lost.
- AP ACCTDSE: Budget-check voucher lines associated with open purchase orders with discount earned.
- AP ACTDSEC: Budget-check voucher lines associated with closed purchase orders with discount earned.
- AP VCHR NP: Budget-check nonprorated items on a voucher.
- AP VOUCHER: Budget-check the expense distributions as well as prorated charges for a voucher.
- AP_ACENC: Budget-check encumbrance entries created by the Period End Accruals process
- AP_ACEXP: Budget-check expenses entries created by the Period End Accruals process.
Do Not Process “All Business Units” option: You must select your Business Unit in the Field Name to be processed.
Enter Field Name, if you did not select Process All Business Units:
- Blank: The Budget Processor process reviews all vouchers. This selection is available for any transaction type and if you select Process All Business Units.
- Accounting Date: The Budget Processor process reviews vouchers using the accounting dates entered in the From and To fields. This field is available for any transaction type, regardless of whether you select Process All Business Units.
- Business Unit: The Budget Processor process reviews vouchers using the business units entered in the From and To fields. This field is available for any transaction type and if you do not select Process All Business Units.
- Close Status Indicator: The Budget Processor process reviews vouchers using the close status indicator. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types, regardless of whether you select Process All Business Units.
- Invoice Number: The Budget Processor process reviews vouchers using the invoice numbers entered in the From and To fields. Prompt table validation does not occur on values entered in the From and To fields. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types and if you do not select Process All Business Units.
- Supplier ID: The Budget Processor process reviews vouchers using the supplier ID entered in the From and To fields. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types, regardless of whether you select Process All Business Units.
- Supplier SetID: The Budget Processor process reviews vouchers using the supplier SetID entered in the From and To fields. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types, regardless of whether you select Process All Business Units.
- Voucher ID: The Budget Processor process reviews vouchers using the voucher IDs entered in the From and To fields. This field is available for any transaction type and if you do not select Process All Business Units.
Enter Value Type, if you did not select Process All Business Units:
- Range: The Budget Processor process reviews a range of values entered using the From and To fields
- Value: The Budget Processor process reviews an individual value entered using the From and To field.
Enter From/To, if you did not select Process All Business Units.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Posting Vouchers in Batch

Navigation: NavBar > Navigator > Accounts Payable> Batch Processes > Vouchers> Voucher Posting

The Voucher Posting Request run control ID search page displays. It defaults to Find an Existing Value. In this example, we’ll create a new run control ID.
Select Add a New Value.
Enter a meaningful Run Control ID.
Select Add.

Voucher Posting Request Add a New Value page

The Voucher Posting Request page displays.
Enter Request ID.
Enter Description.
Set Process Frequency to ‘Always Process’ via the dropdown menu.
Select Post Voucher Option via the dropdown menu.
Set Prepayment Application Method to ‘Invoicing Supplier’.
Configure the Post Voucher List by entering Business Unit and Voucher ID. Use the + at the rightmost end of the row to add a new line, if necessary.
Select Run.

The Process Scheduler Request page displays.
Select the PS/AP Voucher Posting process.

Performing Voucher Build

Navigation: NavBar > Navigator > Accounts Payable> Batch Processes > Vouchers> Voucher Build

On the Voucher Build Request search page, select the Add a New Value tab.
Enter a Run Control ID.
Select Add. The Voucher Build Request page displays.

Voucher Build Request - Add a New Value tab

On the Voucher Build Request page, enter the Run Control Options.
Enter Request ID.
Enter Description.
Enter From Date
Enter To Date
Select Process Process Option.
Select Voucher Sources.
1. For Voucher Sources you can select a source or populate “All (Unrrestricted)” to get all sub system vouchers.
Select Business Unit – Your Institution
In the Interfaces Section, select “All Interfaces” in Voucher Build Interfaces. The Contract Voucher Action field will display.
Select “Build Voucher” in Contract Voucher Action.
Select Run. View the Process Scheduler QRG for additional instructions.

Refund Voucher Build & Processing

Navigation: NavBar > Navigator > Accounts Payable > Batch Processes > Vouchers > Voucher Build

The Voucher Build Request run control ID search page displays. It defaults to the Find an Existing Value tab
Enter an existing Run Control ID.
Select Search.

Voucher Build Request Find an Existing Value page

The Voucher Build page displays.
Request ID – Enter an ID that is comprised of any combination of characters.
Description – Enter a description that is comprised of any combination of characters.
From Date – Leave blank.
To Date – Leave blank.
Assign Invoice ID – Unchecked.
Assigned Invoice Date – Unchecked.
Process Option – Business Unit.
Voucher Sources – New Voucher Data.
Business Unit – Enter College Business Unit.
Voucher Build Interfaces – Receivables Customer Refunds.
Publish Voucher Messages – Optional.
Select Run to initiate the process.

The Process Scheduler Request page displays. The Voucher Build (AP_VCHRBLD) application engine Process Name is selected by default.
Select OK to initiate the process scheduler request.

The Process Scheduler Request page disappears. The updated Voucher Build page displays. Note the Process Instance number.
Select Process Monitor to review the process status. Refer to the Process Monitor QRG for instructions.

The Process List page displays.
Select Refresh until the Run Status is ‘Success’ and the Distribution Status is ‘Posted’.
Select Go Back to Voucher Build Request.

The Voucher Build page displays.
Select Process Messages to review the Voucher Build messages. The first image below shows an instance with no errors; the second image below shows an instance with 1 error.

**NOTE** If there were any voucher build errors, the message will indicate that X Vouchers(s) Staged with Pre-Edit Errors. Review the section Voucher Build Errors on how to review and fix the error(s).

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail

The Voucher Build Error Detail search page displays.
Enter search criteria for your voucher.
Select Search.

The Voucher Build Error Detail page displays.
Review the Header Errors messages.
Select Correct Errors.

The Regular Entry page displays.
Make the necessary changes to correct the errors.
Select ‘Voucher Build’ from the Action drop-down menu.
Select Run to initiate the voucher build process.

Accounts Receivable refunds require that the customer account be linked to a supplier account in order for the voucher build process to build the refund in the correct voucher style of Regular Voucher. Because supplier accounts are global among all of the colleges and may be used for other business related transactions, the supplier may be set up with Sales/Use Tax Applicability. If the supplier is set up as a Sales/Use Tax Applicable entity, the voucher must be marked as Tax Exempt.

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays. It defaults to the Add a New Value tab.
Select Find an Existing Value.
Enter Business Unit.
Enter Invoice Date – Option to filter search parameters.
Enter Voucher Source – ‘Receivables Customer Refunds’.
Select Search.

The Regular Entry page displays.
Select Invoice Information.

The Invoice Information page displays.
Select the Tax Exempt checkbox.
Select ‘Budget Checking’ from the Action drop-down menu.
Select Run to proceed with the Budget Checking progress.
Submit the voucher for approval.

Processing Payroll Vouchers

Navigation: NavBar > Navigator > Accounts Payable > Batch Processes > Vouchers > Voucher Build

The Voucher Build Request run control ID search page displays. It defaults to the Find an Existing Value tab.
Enter Run Control ID.
Select Search.

The Voucher Build page displays. Enter these parameters:
1. Request ID – Enter an ID that comprises any combination of characters
2. Description – Enter a description that comprises any combination of characters
3. From Date – Leave Blank
4. To Date – Leave Blank
5. Assign Invoice ID – Unchecked
6. Assigned Invoice Date – Unchecked
7. Process Option – ‘Business Unit’
8. Voucher Sources – ‘New Voucher Data’
9. Business Unit – Enter College Business Unit
10. Voucher Build Interfaces – ‘Payroll Interface’ or use ‘All Interfaces’ to capture all interfaces
11. Publish Voucher Messages – Optional
Select Run to initiate the process.

The Process Scheduler Request page displays.. The Voucher Build (AP_VCHRBLD) application engine Process Name is selected by default.
Select OK to initiate the process scheduler request.

The Process Scheduler Request page disappears. The updated Voucher Build page displays. Note the Process Instance number.
Select Process Monitor to review the process status. Refer to the Process Monitor QRG for instructions.

The Process List page displays. Select Refresh until the Run Status is says ‘Success’ and the Distribution Status says ‘Posted’.
Select Go back to Voucher Build Request.

The Voucher Build page displays.
Select Process Messages to review the Voucher Build messages. The first image below has no errors; the second image below has 1 error.

**NOTE** If there were any voucher build errors, the message will indicate that X Vouchers(s) Staged with Pre-Edit Errors. Review the section Voucher Build Errors on how to review and fix the error(s).

Use the Build Errors page to review a log of any voucher errors that occur during a voucher build processing run. Links to pages are available where you can view error details and correct errors. Errors that are logged include both pre-edit errors and recycled vouchers.

Navigation: NavBar > Navigator > Accounts Payable > Batch Processes > Vouchers > Voucher Build

Search for the Voucher Build Run Control ID.

Select Build Errors.
Select Error Messages in the bottom left hand corner of the Details section.

Review the Header Error messages.
Select Correct Errors.

Select Invoice Information.
Correct errors.
Select ‘Voucher Build’ from the Action drop-down menu.
Select Run to initiate the voucher build process.

Voucher Budget Check

Navigation: NavBar > Accounts Payable > Batch Processes > Voucher > Budget Check

The Budget Check run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

The Budget Check page displays.
Enter these Process Request Parameters:
1. Process Frequency – Select from the drop-down arrow ‘Always Process’
2. Description – Enter ‘Budget Check’
3. Transaction Type – Select from the lookup magnifying glass ‘AP_Voucher’
Enter these Selection Parameters:
1. Field Name – Select from the drop-down menu ‘Business Unit’
2. From/To – Enter the College Business Unit
Select Run to initiate the process.

Single Payment Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Maintain > Selective Payment Update

The Selective Payment Update search page will display.
Enter your Business Unit.
In the Voucher Source, use the drop-down arrow to select Payroll/Student Administration.
Select Search.
Your results will display below. Select specific voucher you would like to modify/review.

The Selective Payment Update page displays.
Select Update Payment button.

The Payment Information section expands to display various tabs; Payment Details, Remit Supplier Details, Bank Details, Payment Message, and Payment Note.
Use the Payment Details tab enables you to modify the Scheduled to Pay Date (i.e. if need a Quarterly Payment) and option to Hold Payment and add a reason.

Utilize the Payment Information tabs to modify and adjust the specific Voucher.
1. Remit Supplier Details – Verify/change Suppler Address.
2. Bank Details – Verify/change Bank Account.
3. Payment Message – Add a payment message (goes into the remittance portion of the payment).
4. Payment Notes – Add a payment note.
Select Save.

Multiple Payment Voucher

Navigation: NavBar > Navigator > Accounts Payable > Payments > Manual Payment and Prepayment > Create a Manual Payment

The Manual Payment Creation page will display.
Select your Bank Code.
Select your Bank Account.
Select Add.

Be sure to select your college’s Bank Code and Bank Account.

The Manual Pay Selection page displays.
Enter the Remit Supplier.
Enter the Supplier Location.
Enter the Payment Currency ‘USD’.
Select Build Worksheet.

The Manual Pay Worksheet page displays.
Use this page to add/modify amounts.
Select the Apply Voucher tab.

The Apply Voucher tab page displays.
Use this page to Schedule Pay From Date and To Date.
Refresh the page to see changes. Select the vouchers you would like to apply.
Select Save.

Changing Tax Applicability at the Header Level

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Find an Existing Value tab.
Enter Business Unit.
Enter Voucher ID.
Select Search.

The Summary tab displays.
Select the Invoice Information tab.

The Invoice Information tab displays.
To mark an entire voucher as Tax Exempt, check the “Tax Exempt” checkbox.
Select Save.

Section complete.

Changing Tax Applicability at the Line Level

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Find an Existing Value tab.
Enter Business Unit.
Enter Voucher ID.
Select Search.

The Summary tab displays.
Select the Invoice Information tab.

The Invoice Information tab displays.
Scroll down to the Invoice Line you would like to change the tax applicability for and select the Sales/Use Tax link text on the right side of the Invoice Line box.

This linked text will not appear, or will disappear when you select it, if the voucher has been marked as “Tax Exempt” in the Header section.

The Invoice Line Tax Information window displays.
Use the Sales/Use Tax Applicability drop down list to set the tax applicability for the chosen line. The main options used are Item is Exempt, Sales Tax Applicable and Use Tax Applicable. The other options for Direct Pay and Purchaser is Exonerated are specific exception cases for why something should be tax exempt; they have the same result as Item is Exempt, not calculating tax for the that line. The tax rate used for Sales Tax Applicable lines is based on the Ship To Location set for the chosen line; Use Tax Applicable lines are automatically set to the state Use Tax rate.
Select OK.

The Invoice Line Tax Information window disappears.
Select Save.

Closing a Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Close Voucher

The Voucher Close search page displays.
Enter Business Unit.
Enter additional Search Criteria to identify your voucher.
Select Search.

The Close Voucher tab displays.
Check the Mark Voucher for Closure checkbox. This indicates that this voucher is to be closed with the next posting run for this business unit.
A message box will display; choose Yes. This will restore the encumbrance and re-open the PO. Another window will appear to restore the encumbrance; select the PO then select OK.
Enter Comments if you wish.
Select Save.

After marking the voucher for closure, you must run Voucher Posting to create the accounting entries to relieve the liability.

Closing a Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Close Voucher

The Voucher Close search page displays.
Enter Business Unit.
Enter additional Search Criteria to identify your voucher.
Select Search.

The Close Voucher tab displays.
Check the Mark Voucher for Closure checkbox. This indicates that this voucher is to be closed with the next posting run for this business unit.
A message box will display; choose Yes. This will restore the encumbrance and re-open the PO.

For PO related voucher closures, please make sure to select “Yes” to restore encumbrance and reopen the PO (unmatched) in order to get the PO line to be available for further invoicing.

Another window will appear to restore the encumbrance; select the PO then select OK.

Enter the Manual Close Date (make sure it’s in an open month).
Add additional details in the Comments section.
Select Save.

After marking the voucher for closure, you must run Voucher Posting to create the accounting entries to relieve the liability.

Creating Recurring Payments/Voucher Contracts

Navigation: NavBar > Navigator > Procurement Contracts > Add/Update Contracts

The Contract Entry search page displays.
Select the Add a New Value tab.
Enter Set ID.
The Contract ID will auto-populate as “NEXT” until subsequent pages are completed and saved.
Select Style ID = “AP”.
Select Contract Process Option = “Recurring Voucher”.
Select Add.

The Contract Entry – Contract page displays.
Enter Supplier ID.
Enter Begin Date.
Enter Expire Date.
Use the Maximum Amount field to enter a value that specifies the total amount this contract should not exceed. The total released amount of all lines plus the amount released for open items must not exceed this amount. This value is expressed in the contract header currency.
Enter Master Contract ID (Optional, not required. May leave blank).
Enter Invoice Number. It will be associated with every voucher in this contract. The invoice number must not be more than 12 characters. For voucher contracts, the system adds an ID extension consisting of a hyphen and 1 to 3 digits to uniquely identify the vouchers.
Enter Gross Amount. This is required for voucher contracts and only applicable to voucher and general contracts. The sum of all contract line amounts, plus miscellaneous charges and voucher contract charges (freight, sales tax) must equal the gross amount.

If you enter the gross amount before you enter a value in the Merchandise Amt field, the field is updated with the gross amount. If you change the merchandise amount and insert a new line, the merchandise amount on the new line appears automatically so that the total is equal to the gross amount. For example, if you enter a gross amount of $100.00, this value becomes the default merchandise amount. If you then add $10.00 of freight, the merchandise amount is updated to $90.00. If you then change the merchandise amount to $40.00 and add a new line, the merchandise amount on the second line appears automatically as $50.00.

Enter AP Business Unit. Only lines with distributions defined on the Voucher Distribution Information page that match this business unit can be released.
Enter Accounting Template.
Enter Sales Tax Amount.
Enter Payment Terms ID.
Select Basis Date Type as “Inv Date”.
Enter Line Description.
Enter UOM.
Enter Category.
Enter Merchandise Amt.
Select Voucher Distrib.

details tab on contract items lines section

You use the Contract Entry – Voucher Distribution Information for Line 1 page to set up one or more distribution lines for each contract line, based on the AP business unit. When you release a contract line to a voucher, the system copies distribution lines to the voucher line.

The Voucher Distribution Information window displays.
Enter the Distribution Details.
Select OK.

Select Save.

The updated Contract Entry-Contract page displays.
The Contract ID is created.
Change the Status to “Approved”.
Select Save.
Select the Contract Releases link.

The Create Releases page displays. Use it to generate a schedule for the series of vouchers, and create the releases of the vouchers.
Based on Release requirement, you can set up Release dates, Frequency and Duration.
In Step 2, verify the Release Defaults details. Make sure that Supplier Loc is correct.
Use the Interval list to set the interval at which a voucher should be created for this contract. Valid values include Annually, Monthly, Weekly, and Daily. If you select the intervals of Weekly or Monthly, use the On The field to indicate the day of the week or month on which the voucher should be created.
Use the Every field to define whether the voucher should be created each year, day, week, or month, or every two, three, four, and so on years, months, weeks, or days.
Use the Times option to set the number of releases.
Select Populate.

Notice that the Release Template grid displays the releases you scheduled.
Select the Stage button to stage qualifying vouchers.
Select the Review Releases tab.

A release can be staged for approved contracts only.

The Review Releases tab displays.
The number of voucher lines will correspond to Times number selected. For example, if you selected 9 Times, there should be 9 voucher lines. Voucher amount should also total to maximum total contract amount.
Select Save.

After this, to create the voucher, run the Voucher Build Process with processing option as “Process Contract“. Then select the appropriate Business Unit and Contract ID. Contract Voucher Action would be “Build Voucher“. Then select Run.

If Voucher release is future-dated then make sure that Payable Business definition has Contract Release date option is marked as No Date. If this is current date then you won’t be able to release future-dated Vouchers.

Deleting a Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Delete Voucher > Delete Voucher

Enter the Business Unit.
Enter the Voucher ID.
Select Search.

The search results displays. Optional to review the Voucher Details.
Select the Delete Button.

Warning! Once you delete a voucher, you cannot retrieve it or undo the deletion

A warning message box will appear to confirm the deletion of the voucher.
Select OK to delete.
Select Cancel if you don’t want to delete.

A message displays “Budget transactions related to this voucher have been deleted. Please review your budget account balance and activity.”
Select OK.

After the system processes the delete request, the voucher displays the Entry Status of Deleted.

How to Edit Approved/Saved Voucher Contracts

Navigator: NavBar > Navigator > Procurement Contract > Add/Update Contracts

The Contract Entry search page displays.
Select the Find an Existing Value tab.
Enter Business Unit.
Enter Contract ID.
Select Search.

Contract Entry Find an Existing Value tab

Select the Status drop-down menu.

Change contract Status to Open.
Edit the appropriate contract fields.

Select Save.

Submit Vouchers for Approval

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
Select the Find an Existing Value tab.
Enter the Business Unit.
Enter an existing Voucher ID.
Select the Search button.

The Invoice Summary page displays.
Select the Invoice Information tab.
Select the Submit Approval button.

A pop-up box displays to enter any optional comments.
Select the OK button to close the comment box.

The Approval Summary tab displays.

You have successfully submitted a voucher for approval.

Mass Submit Vouchers for Approval

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Approve > Batch Voucher Approval

The Voucher Batch Approval Request search run control page displays.
Add a new Run Control ID or use an existing one.
Select Add or Search.

voucher batch approval request search page

The Voucher Approval Workflow page displays.
Enter Run Control Options:
1. Request ID: 1
2. Description: Voucher Approval workflow
3. From/To Invoice Date: enter specific date or date range
Process Option field choices:
- Process all eligible vouchers – Do not use; includes all BU’s
- Process Business Unit – to include all eligible vouchers for the specified BU
- Process Control Group – If Control Groups are in use
- Process Supplier – use to specify BU and a Supplier ID
- Process Voucher – use to specify BU and a specific Voucher ID
- Process Voucher Origin – use to specify BU and an Origin (batch transaction, EDI, Online Entry, Payroll Vchrs, Purchasing, Student Admin)
- Process Voucher Source – use to specify BU and voucher source (ex: XML invoices (SF, single pymt), procurement cards, quick invoices, Excel Upload (Payables), etc.)
In this example, all eligible vouchers specific to the Business Unit for the date range entered will be submitted for approval.
Select the Process Business Unit in the Process Option field.
Select the Save button.
After saving, notice that the “View Vouchers” hyperlink appears. Select the link to see of list of vouchers that fit the run control criteria.

The Voucher Approval List page displays.
Review the list of vouchers. The run control options can be revised if needed.
Close the Voucher Approval List screen.

The Voucher Approval Workflow page displays.
If the Voucher Approval List is correct, run the process.
Select the Run button.
The Process Scheduler Request page displays.
Select the OK button.
The Voucher Approval Workflow page displays.
To view the status of the process and the process results (optional), select the Process Monitor hyperlink.

select the run button on the voucher approval workflow

The Process Monitor page displays.
When the Process Instance status is “Success” and “Posted” then the process has completed running.
Select the Details hyperlink.

The Process Detail page displays.
Select the Message Log link to see the number of vouchers submitted for approval.

The Message Log page displays.

Optionally, to confirm that the voucher(s) approval status is now Pending, navigate to:
- NavBar > Navigator > Accounts Payable > Vouchers > Add/Update

Process Payments via Pay Cycle Manager

Navigation: NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager

The Pay Cycle Manager search page displays.
Select the standard Pay Cycle provided by SBCTC.
Select Search.

The Pay Cycle Manager page displays..
Select Selection Criteria to enter the Payment Selection Criteria component.

The Dates page displays. In the Pay Cycle Selection Dates section, either:
1. Update all of the dates manually OR
2. Select increment values and select the Increment button to update all dates simultaneously.
Select Save.
Select Pay Cycle Manager.

A few tips on pay dates:

Pay Through Date = the last scheduled payment date that a voucher can have to be included in the pay cycle.
Payment Date = the date printed on the physical checks.

The Pay Cycle Manager page displays.
Select Refresh and verify the Pay Cycle dates.

The Details section displays different process steps that can be run. Initially the Payment Selection process can be run separately, or in combination with Payment Creation. On the Payment Selection row, select a Server, then select Process.

In the Pay Cycle Status section, select Refresh until the Status changes from ‘Running’ to ‘Selected’.
Select Summary to view the number of payments selected and their total amount.

The Pay Cycle Summary page displays. Review it.
Select Pay Cycle Details.

The Pay Cycle Details page displays.
Select Search to review vouchers selected for payment.
Select Pay Cycle Manager.

The Pay Cycle Manager page displays.
Next, run the Payment Creation process. In the Details section on the Payment Creation row, select a Server then select Process.

In the Pay Cycle Status section select Refresh until the Status changes to ‘Approved’.

The Server Name defaults to PSUNX and be sure to select the *Output Type as WEB.

Optionally, to review the Trial Register, select Trial Register.

The Trial Register run control ID search page displays. It defaults to Find an Existing Value. In this example, we’ll create a new run control ID.
Select Add a New Value.
Enter Run Control ID.
Select Add.

The Register page displays.
Select the standard Pay Cycle provided by SBCTC.
Select Run.

The Process Scheduler Request page displays.
Select the Trial Register checkbox.
Select OK.

The Process Scheduler Request page disappears. The updated Register page displays. Note the Process Instance number.
Select Report Manager.

The Report Manager page displays.
Select Administration.
In the Report List section, look for the Prcs Instance that matches the Process Instance number from Step 12 above. Select the corresponding link in the Description column. The AP Trial Payment Register report will open in a new window. Review the report, then close its window.

Select Go back to Trial Register.

The Register page displays.
Select Pay Cycle Manager.

The Pay Cycle Manager page displays.
After payments have been selected and created, available output processes are displayed one at a time in the Pay Cycle Results grid.
1. There are several available output processes, resulting in varying process buttons. The first available will be the Print Checks process. Make sure there is a selected Server and that the Output Type is Web.
2. Select Process.
3. Select Refresh until the Status is ‘Confirmed’.

A second process, Format Positive Payment is now available. Make sure a Server is selected then select Process.

In the Pay Cycle Status section select Refresh until the Status changes to ‘Formatted’.
A third process, Produce Positive Payment File, is now available. Output Destination should be filled in as /fs/psrepo/fsprd/Interface/Out/FS/I-056_PositivePay/WA000/USBank/Data/– the information highlighted in “red” will be specific to your institution and everything else will be the same. In some instances, the file path has already been filled in from your User Preference setting. Make sure a Server is selected then select Process.

In the Pay Cycle Status section select Refresh until the Status changes to ‘Completed’.

Navigate to NavBar > Navigator > Accounts Payable > Review Accounts Payable Info > Payments > Payment.
Search for your payments. For example, enter the Bank SetID and Pay Cycle then select Search. Note the payments associated with the recent run of the pay cycle.

From the Payment Details tab In the Payment Inquiry Result grid, select a Payment Reference ID to review payment reference information.

Note: Payments must next be posted. Refer to the Posting Payments QRG for instructions.

Process Payments via Pay Cycle Manager

Navigation: NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager

The Pay Cycle Manager search page displays.
Select the EXxxxD (where xxx is the institution code) Pay Cycle provided by SBCTC.
Select the Search button.

The Pay Cycle Manager page displays.
Select Selection Criteria to enter the Payment Selection Criteria component.

The Dates page displays. In the Pay Cycle Selection Dates section, either:
1. Update all of the dates manually OR
2. Select increment values and select the Increment button to update all dates simultaneously.
Select Save.
Select Pay Cycle Manager.

The Pay Cycle Manager page displays.
Select Refresh and verify the Pay Cycle dates.

The Details section displays different process steps that can be run. Initially the Payment Selection process can be run separately, or in combination with Payment Creation. On the Payment Selection row, select a Server, then select Process.

In the Pay Cycle Status section, select Refresh until the Status changes from ‘Running’ to ‘Selected’.
Select Summary to view the number of payments selected and their total amount.

The Pay Cycle Summary page displays. Review it.
Select Pay Cycle Details.

The Pay Cycle Details page displays.
Select Search to review vouchers selected for payment.
Select Pay Cycle Manager.

The Pay Cycle Manager page displays.
Next, run the Payment Creation process. In the Details section on the Payment Creation row, select a Server then select Process.

In the Pay Cycle Status section select Refresh until the Status changes to ‘Approved’.

After payments have been selected and created, available output processes are displayed one at a time in the Pay Cycle Results grid.
1. There are several available output processes, resulting in varying process buttons. The first available will be the Print Checks process. Make sure there is a selected Server and that the Output Type is Web.
2. Select Process.
3. Select Refresh until the Status is ‘Confirmed’.

A second process, Format Positive Payment is now available. Make sure a Server is selected then select Process.

In the Pay Cycle Status section select Refresh until the Status changes to ‘Formatted’.
A third process, Produce Positive Payment File, is now available. Output Destination should be filled in as /fs/psrepo/fsxxx/Interface/Out/FS/I-056_PositivePay/WA000/USBank/Data/. The information highlighted in “red” will be specific to your institution.Additionally, the xxx is to be replaced with your institution’s environment (i.e., prd). Everything else will be the same. In some instances, the file path has already been filled in from your User Preference setting. Make sure a Server is selected then select Process.

In the Pay Cycle Status section select Refresh until the Status changes to ‘Completed’.

Creating an Express Payment

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays. It defaults to the Add a New Value tab.
Select Find an Existing Value.
Enter a Voucher ID or search for a voucher to pay via Express Payment.
Select Search.

The Summary page displays.
Select Payments.

The Payments page displays.
Select Express Payment.

The Express Payment page displays.
In the Select Voucher section, first select a Server and then select Create Payment.

The Express Payment Manager – Pay Cycle page displays.
In the Pay Cycle Status section, select Refresh until the Status changes from ‘Running’ to ‘Approved’.

If you want to review the Trial Register, select Trial Register.

The Trial Register run control ID search page displays.
Create or select a run control.
Select Search.

Trial Register Find an Existing Value page

The Register page displays.
Select the standard Pay Cycle provided by SBCTC.
Select Run.

The Process Scheduler Request page displays.
Select the Trial Register process.
Select OK.

The Process Scheduler Request page disappears. The updated Register page displays. Note the Process Instance number.
Select Report Manager.

The Report Manager page displays.
Select Administration.
Select the link in the Description column whose Prcs Instance is the same as Step 23 above. The PDF job output representing the AP Trial Payment Register opens in a new window. Review the report, then close the new window.

Select Go back to Trial Register.

The Register page displays.
Select Pay Cycle Manager.

The Pay Cycle Manager page displays.
In the Pay Cycle Results section, there will be a process row with a description of ‘Produce Positive Payment File’. On that row, select a Server Name. The Output Destination will default.
Select Process.

In the Pay Cycle Status section, select Refresh until the Status changes from ‘Running’ to ‘Formatted’.

A third process, Produce Positive Payment will then be available. Select Process to produce the positive payment file.
Back in the Pay Cycle Status section, select Refresh until the Status changes to ‘Completed’.

Batch Posting Payments

Navigation: NavBar > Navigator > Accounts Payable > Batch Processes > Payment > Payment Posting

The Payment Posting Request run control ID search page displays. It defaults to the Find an Existing Value tab. In this example, we’ll create a new run control ID.
Select Add a New Value.
Enter Run Control ID.
Select Add.

Payment Posting Request Add a New Value page

The Payment Posting Request page displays.
Enter a Request ID.
Enter a locally defined or meaningful to your college Description.
Change the Process Frequency to ‘Always Process’.
Set the Post Payment Option to ‘Post Bank Account’.
Enter SetID.
Enter Bank Code.
Enter Bank Account.
Select Run.

The Process Scheduler Request page displays.
Select the PS/AP Payment Posting process’s checkbox.
Select OK.

The Process Scheduler Request page disappears. The updated Payment Posting Request page displays. Note the Process Instance number.
Select Process Monitor. Refer to the Process Monitor QRG for instructions.

The Process List page displays. The process is finished when your Process Instance‘s Run Status is ‘Success’ and its Distribution Status is ‘Posted’.

Selective Payment Update

Navigation: NavBar > Accounts Payable > Vouchers > Maintain > Selective Payment Update

Enter Business Unit.
Enter Voucher ID.
Select Search.

The Selective Payment Update page displays.
In the Voucher Details section, select Update Payment tab.

The Selective Payment Update page updates to display the Payment Information section.
Select the Bank Details tab.

In the *Payment Method section, select or use the look up tool to select Manual or Manual Check Payment Method.

Under Payment Action, select the drop down arrow to select Record a Payment.

After selecting Record a Payment, the Payment Reference section will be editable.
Enter the Payment Reference number.
Select the Payment Message tab to add a optional Payment Message.

Add a customized Payment Message.
Select Save.

Return to Add/Update Voucher to review updated changes.
1. Navigation: NavBar > Accounts Payable > Vouchers > Add/Update > Regular Entry > Finding an Existing Value
Enter the Business Unit and Voucher ID.
Select Search.

Select the Payments tab to verify the Payment details of the voucher.

Recording Payment on a Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

The Voucher search page displays.
On the Find an Existing Value tab, enter the Business Unit.
Enter the Voucher ID number.
Select Search.

The Summary tab of the voucher displays.
Select the Payments tab.

The Payments tab of the voucher displays.
In the Payment Options section, select the *Method to MAN (Manual).
In the Schedule Payment section, select the *Action as “Record a Payment”.
Enter the Payment Reference number.
Select Save.

Cancelling a Payment

Navigation: NavBar > Navigator > Accounts Payable > Payments > Cancel/Void Payments > Payment Cancellation

The Payment Cancellation search page displays.
Enter Bank Code.
Enter Bank Account.
Enter Payment Reference.
From the Payment Method drop-down menu, select ‘System Check’.
Select Search.

A list of qualifying payments displays at the bottom of the Payment Cancellation search page.
Select the payment you wish to cancel.

The Cancel Payment page displays.

Use the Cancel Payment page to cancel payments, reverse a cancellation, or view previously canceled payments.

Use the Date Cancelled field to enter the payment cancellation date if different than the current system date.

Use the Payment Status options to change the payment status. NOTE: After posting you cannot undo the cancellation.

Use the Cancel Action options to specify if vouchers can be re-opened after cancellation.

Select the option best suited for your needs:

Cancel Action Options Include:

Re-Open Voucher(s)/Re-issue: Use to reselect the scheduled payments and reissue them the next time you run a pay cycle, assuming that the vouchers meet the selection criteria for that pay cycle.

IMPORTANT: If you reopen and reissue the voucher, the existing schedule payment will be cancelled in the Payment Posting process and a new schedule is added.

NOTE: If you decide to reopen vouchers and reissue, remember that you must run the Payment Posting process twice to record the reversal before those vouchers are available for a new payment selection. You can undo your cancellation, as long as the canceled payment is not posted.

Re-Open Voucher(s)/Put on Hold: Use to reopen the scheduled payments, but places the reopened scheduled payments on hold for your review. Select this option if you need to perform additional investigation or revise voucher information before proceeding with payment. A pay cycle process does not select the scheduled payments until the hold is removed on the Payments page of the Voucher component.

If you select this value, you must also select a reason code in the Hold Reason field.

Do Not Reissue/Close Liability: Use to cancel the payment and close any liabilities associated with it. The amount of the liability to close is calculated as the amount of unpaid liability remaining. The system takes into account whether the business unit is accounting at gross or net. The Payment Posting process identifies the voucher as process manual close, and the amount of the outstanding liability is reversed the next time the Voucher Processing process runs.

Cancel Reason: Specify a cancel reason for payment cancellations.

Hold Reason: Specify a hold reason for payment cancellations placed on hold. The system defaults this hold reason into the cancelled payment’s new payment schedule. Select from the following: Accounting, Amount, CCR Expire (Central Contractor Registry supplier expiration), Cntrct Ret (contract return), Goods, IPAC (Intra-Governmental Payment and Collection System), Other, Quantity, and With hold (withholding hold).

Enter valid value in the Description field.
Select Save.

From the Action drop down menu, Select the Payment Post option.
Select Run.

Creating Drafts

Navigation: NavBar > Navigator > Accounts Payable > Payments > Drafts > Create Manual Draft

The Manual Draft Creation page displays.
Enter Bank SetID.
Enter Bank Code.
Enter Bank Account.
Enter Payment Method.
Select Add.

The Manual Draft Creation page displays.

Use the Manual Draft Creation page to manually create customer-initiated or supplier-initiated drafts.

Use the Remit SetID field to enter the SetID for the supplier to whom you remit the manual payment. When you build the worksheet, the system returns eligible scheduled payments with the same supplier information.

Use the Remit Supplier field to enter the remit supplier ID for the supplier to whom you remit the manual payment. When you build the worksheet, the system returns eligible scheduled payments with the same supplier information.

Enter Remit Supplier.
Enter Supplier Location.
Enter Payment Currency.
Select Build.

The Manual Draft Entry tab displays. Use it to review drafts created on the Manual Draft Creation page.
Enter Payment Amount.
Enter Draft Drawee.
Select the Manual Draft Apply tab.

The Manual Draft Apply tab displays.
Select the Select option.
Select Save.

A message box displays, letting you know that the payment was created.
Select OK.

Creating Manual Payments

Navigation: NavBar > Navigator > Accounts Payable > Payments > Manual Payment and Prepayment > Create Manual Payment

The Manual Pay Creation search page displays.
Enter Bank SetID.
Enter Bank Code.
Enter Bank Account.
Enter Payment Method.
Select Add.

The Manual Pay Selection page displays.
Enter Remit Supplier.
Enter Payment Currency.

Select the Match Currency option if you want the system to return scheduled payments with the same payment currency. If you do not select this option, the system returns all eligible scheduled payments for the remit supplier regardless of their payment currency and converts them to the selected supplier’s currrency.

Select the Withholding Calculated option if you want the manual payment worksheet functionality to return only those vouchers for the remit supplier that have had withholding calculated (meaning, those vouchers for which withholding has been calculated at voucher posting time and have been posted).

If this option is not selected, all vouchers for the remit supplier are available on the manual payment worksheet excluding all paid payment schedules and vouchers that are set to have withholding calculated at voucher posting and have not yet been posted.

Use the fields in the Optional Criteria group box to limit the vouchers that the system returns. For example, you can limit the search to vouchers with the same pay to bank or to vouchers with specific scheduled pay dates.

Use the Build Worksheet button to create a temporary worksheet for the manual draft payment, based on the remit supplier, supplier location, and payment currency that you specified.

NOTE: Only scheduled voucher payments that are regular vouchers, registered vouchers, reversal vouchers, third-party vouchers, or adjustment vouchers are returned for application to manual payments.

Select Build Worksheet.

The Man Pay Worksheet tab displays.
Use the Payment Date field to record the actual payment date.
The Accounting Date field holds the posting date.
The Payment Ref will default to NEXT to generate a new number at save time based on the next sequential number in the bank account.
Select the Apply Voucher tab.

Use the Apply Voucher page to apply scheduled vouchers to the manual payment. *NOTE: the fields in this section have the same functionality as on the Manual Pay Selection page. Use them to further limit the vouchers that appear based on the payment date range and currency of the payment.

Select any of the voucher IDs listed to access the Voucher Inquiry page for that voucher.

Select the Select option on the first row.
Apply the selected manual payment and recalculate the total applied and balance amounts.
Select Refresh.
Select the Man Pay Worksheet tab.

This field displays the difference between the manual payment amount and the total amount of the applied scheduled payments.

NOTE: The manual payment is only created in the PAYMENT_TBL when the balance is 0.00, that is, when the payment is fully applied to scheduled payments. Otherwise, only the manual payment worksheet is saved.

Use the Man Pay Worksheet (manual pay worksheet) page to enter manual payment information.
Enter valid value in the Amount field.
Select Refresh.
Select Save.

A message window displays.
Select OK.

Pay Cycle Status

Snapshot taken: 9 October 2018

StatusMeaningApproved:This status is not applicable to ctcLink. We do not approve Pay Cycles.
CertifiedThis status is not applicable to ctcLink. For U.S. federal agencies only.
CompletedThe Pay cycle is finished. You can start payment selection again using the next payment dates.
ConfirmedYou have successfully confirmed that the payment references are correct on the Confirm Payment Reference page.
CreatedPayments are ready to print. If EFT payments are being processed, the files are ready to format or be sent through the approval process.
ExceptionsPay Cycle exceptions exist.
FormattedThe formatting process for the positive payment file has finished successfully.
NewWhen you create a pay cycle, its status is New.
No workNo payments have been selected or created for processing.
PrintedPayments are printed or data has been written to a file.RejectedThe Pay Cycle has been rejected.
ResetThe Pay Cycle has been reset. Payment Selection can be run again.
RestartedThe Pay Cycle has been restarted and is ready for Payment Creation.
RunningOne of the Pay Cycle processes is currently running.
SelectedPayment selection has finished successfully.
StagedPayment selection has finished successfully and Draft payments have been successfully staged.
To Be CertifiedThis status is not applicable to ctcLink. For U.S. federal agencies only.

Escheat the Check

Navigation: NavBar > Navigator > Accounts Payable > Payments > Cancel/Void Payments > Escheat Payment

The Payment Escheated page displays.
Enter Bank SetID.
Enter the appropriate information into the Bank Code field. Example: enter “BOFA” for Spokane.
Enter the appropriate information into the Bank Account field. Example: enter “CHCK“.
Enter the appropriate information into the Payment Reference field. Example: enter “0000005004“.
Select correct Payment Method. Example: for this Payment, the method was “System Check”.
Select Search.

The Payment Escheatment page displays.
Select the Escheated Check radio button. Date Escheated will default to current date. You may change this date. Remember Date Escheated is the Accounting Date for Escheatment Process.
Enter the appropriate information into the Description field. Enter “Verified with bank contact that this check has not been cashed“.
Select Save.

You have just completed the Processing Escheated Payments topic. Below is a summary of the key concepts of this topic:
- Escheated payment processing gives users the ability to reclassify stale-dated payments.
- Escheating payments transfers the payment from a cash account to an Escheated liability account.
- Payment posting treats an escheated payment like a voided payment except that there is no option to close or restate the voucher liability.

Validation and Verification

After Payment is Escheated and Payment post process run, you can check the payment tab in Voucher. It will say ‘Escheated Payment’.

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

Notice the Payment is now listed in the Schedule Payment section as an ‘Escheated Payment’.

You may also check the Accounting Entries for Escheatment Process.

By using the Escheatment process, it offsets the existing Liability Accounts/Unclaimed Property. Run a query on GL Account 2001080 and summarize to view the total amount of unclaimed property.

Rejecting a Pay Cycle through Pay Cycle Approvals

Navigation: NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager

The Pay Cycle Manager search page displays.
Enter Pay Cycle.
Select Search.

The Pay Cycle Manager page displays.
The Pay Cycle Status shows ‘Approved’ and the option to perform a Pay Cycle Reset is grayed out. The first action necessary to correct the Pay Cycle Status is Rejecting a Pay Cycle.
Some colleges are set up to not have any extra approvals when a Pay Cycle is run. Because of this, Pay Cycles go directly to an ‘Approved’ status after the Payment Creation step is completed.

Rejecting an Approved Pay Cycle

Navigation: NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Approvals > Pay Cycle

The Pay Cycle Approval page displays.
Use the Pay Cycle/Payments/Drafts drop-down menu to select the Pay Cycle to be rejected.
After the appropriate Pay Cycle appears, select Reject.
Select Save.

After the Pay Cycle has been rejected, navigate back to the Pay Cycle Manager (Navigation: NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager) for that Pay Cycle to see the status has now been set to ‘Rejected’.
The Pay Cycle Reset option has now been enabled.

Resetting a Pay Cycle through Pay Cycle Manager

Navigation: NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Approvals > Pay Cycle

The Pay Cycle Manager page displays.
To reset a Pay Cycle, select a server then select Reset.

After the Reset has been initiated, select OK when the pop up Reset Pay Cycle XPC001 message appears.

After the Reset has finished running, the Pay Cycle Status shows as ‘Reset’. Any payments previously selected or created for processing are removed from the selection.

The Pay Cycle is now back to step one of the process and the Payment Selection process is available to be re-run.

Selective Payment Update

Navigation: NavBar > Accounts Payable > Vouchers > Maintain > Selective Payment Update

Enter Business Unit.
Enter Voucher ID.
Select Search.

The Selective Payment Update page displays.
In the Voucher Details section, select Update Payment tab.

The Selective Payment Update page updates to display the Payment Information section.
Select the Bank Details tab.

In the *Payment Method section, select or use the look up tool to select Manual or Manual Check Payment Method.

Under Payment Action, select the drop down arrow to select Record a Payment.

After selecting Record a Payment, the Payment Reference section will be editable.
Enter the Payment Reference number.
Select the Payment Message tab to add a optional Payment Message.

Add a customized Payment Message.
Select Save.

Return to Add/Update Voucher to review updated changes.
1. Navigation: NavBar > Accounts Payable > Vouchers > Add/Update > Regular Entry > Finding an Existing Value
Enter the Business Unit and Voucher ID.
Select Search.

Select the Payments tab to verify the Payment details of the voucher.

Accounts Payable Reports

Report ID /Name	Description	Navigation
Payment Archive Report BIP	Payment Archive Report BI Publisher	NavBar>Navigator>Accounts Payable>Reports>Archiving>Payment Archive Report
Voucher Archive Selection	APX6001 Voucher Archive Selection	NavBar>Navigator>Navigator>Accounts Payable>>Reports>>Archiving>>Voucher Archive Report
Payment Aging by Bank	Payment Aging by Bank	NavBar>Navigator>Accounts Payable>>Reports>>Payments>>Payment Aging by Bank
Payment History by Bank	Payment History by Bank Report	NavBar>Navigator>Accounts Payable>>Reports>>Payments>>Payment History by Bank
Payment History By Method	Payment History By Method	NavBar>Accounts Payable>>Reports>>Payments>>Payment History by Pay Method
Payment Register	Payment Register Report	NavBar>Accounts Payable>>Reports>>Payments>>Payment History by Payment
Trial Register	Trial Register Report	NavBar>Accounts Payable>>Reports>>Payments>>Trial Register
Withholding Calculation	Withholding Calculation	NavBar>Accounts Payable>>Reports>>Payments>>Withhold Calculation
Open Prepayment Report	Open Prepayment Report	NavBar>Accounts Payable>>Reports>>Prepayments>>Open Prepayments
Prepayments Settlements	Prepayments Settlements	NavBar>Accounts Payable>>Reports>>Prepayments>>Prepayment Settlements
Payment Aging Report -Supplier	Payment Aging Report – Supplier	NavBar>Accounts Payable>>Reports>>Supplier>>Payment Aging by Supplier
Payment History By Supplier	Payment History By Supplier Report	NavBar>Accounts Payable>>Reports>>Supplier>>Payment History by Supplier
AP/GL Account Recon Report	AP/GL Account Recon Report	NavBar>Accounts Payable>>Reports>>Voucher Reconciliation>>AP/GL Account Recon Request
Report ID /Name	Description	Navigation
AP/GL Journal Recon Report	AP/GL Journal Recon Report	NavBar>Accounts Payable>> Reports>> Voucher Reconciliation>> AP/GL Journal Recon Request
Summary AP/GL Open Liability	Payables AP/GL Liability Account Reconciliation Report	NavBar>Accounts Payable>> Reports>> Voucher Reconciliation>> Open Liability Reconciliation
Detail AP/GL Open Liability	Detail version of the AP/GL Open Liability Account Reconciliation Report.	NavBar>Accounts Payable>> Reports>> Voucher Reconciliation>> Open Liability Reconciliation
Payables Open Liability	Payables Open Liability Report	NavBar>Accounts Payable>> Reports>> Voucher Reconciliation>> Payables Open Liability
Supplier Liability Aging	Supplier Liability Aging Report	NavBar>Accounts Payable>> Reports>> Voucher Reconciliation>> Supplier Liability Aging
Match Exceptions	Match Exceptions Report	NavBar>Accounts Payable>> Reports>> Vouchers>> Match Exceptions
Posted Voucher	Posted Voucher Listing	NavBar>Accounts Payable>> Reports>> Vouchers>> Posted Voucher
Voucher Register	Voucher Register	NavBar>Accounts Payable>> Reports>> Vouchers>> Voucher Register
1099 Withholding to Send Detail	1099 Withholding to Send Detail	NavBar>Suppliers>> 1099/Global Withholding>> 1099 Reports>> 1099 to Send Detail
Withhold 1099 Report Job	Creates the 1099 IRS Electronic File	NavBar>Suppliers>>1099/Global Withholding>>1099 Reports>>Withhold 1099 Report Job
Wthd Voucher/Supplier Mismatch	Withholding Mismatch Report	NavBar>Suppliers>>1099/Global Withholding>>General Reports>>Wthd Voucher/Supplier Mismatch
Supplier Audit Log	Supplier Audit Log	NavBar>Suppliers>>Supplier Information>>General Reports>>Supplier Audit Log

Creating and Reviewing a Journal Entry Reversal – v9.2

Navigation: NavBar > Navigator > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

Creating and Reviewing a Journal Entry Reversal

The Create/Update Journal Entries page displays. Use the Add a New Value tab to add a new journal entry.
The Business Unit field may already contain data. You can edit this field to enter the business unit to which you want to post a journal entry.
Select the Add button.

Create Update Journal Entries Add a New Value tab

The Create/Update Journal Entries Header page displays. Enter the desired information into the Long Description field.
Use the Ledger Group field to enter the appropriate data to which you want to post the journal. Please note this is a required field.
Select the Source field. Enter the desired information into the Source field. Please note this is a required field.
Select the Reversal: Do Not Generate Reversal link.

Create Update Journal Entries Header page

Use the Reversal: link to specify the reversal options of an automatically-generated reversal entry. Here are the options along with a brief summary of what each means.

The Do Not Generate Reversal option assumes no automatic reversal of this entry. This is the default.
Use the Beginning of Next Period option to create a reversing entry dated the first business day of the next accounting period . It uses the holiday list ID that you assigned to the business unit on the General Ledger Definition – Definition page to determine the first business day. If the business unit is not assigned a holiday list ID, the reversing entry is dated the first day of the next accounting period.
The End of Next Period option is the option that was selected when creating this original journal entry. This option creates a reversal entry dated the last business day of the next accounting period. It uses the holiday list ID that you assigned to the business unit on the General Ledger Definition – Definition page to determine the last business day. If the business unit is not assigned a holiday list ID, the reversal entry is dated the last day of the next accounting period. If the journal is an adjusting journal, the reversal entry is dated the last business day of the first accounting period of the next fiscal year.
Use the Next Day option to create a reversal entry dated the next business day . It uses the holiday list ID that you assigned to the business unit on the General Ledger Definition – Definition page to determine the next business day. If the business unit is not assigned a holiday list ID, the reversal entry is dated the next day.
Use the Adjustment Period option to create a reversal entry to the adjustment period that you select. When you select this option, enter the adjustment period and reversal date. Enter these values in the corresponding Adjustment Period and Reversal Date fields. The system uses the reversal date to populate the journal date and fiscal year of the reversing entry. If you enter a date on a nonworking day and there is a holiday list ID assigned to the business unit, you’ll receive an error message. The system does not reset the reversal date, and you must reenter a date that is a working day.
Use the On Date Specified By User option to select any date in the calendar. When you select this option, you must also enter the reversal date. If you enter a date on a nonworking day, and there is a holiday list ID assigned to the business unit, you’ll receive an error message. The system will not reset the reversal date; you must reenter a date that is a working day.
If the ledger group supports average daily balance reporting, you must select the method that is used to populate the ADB date of the reversal entry. Use the Same as Journal Reversal option to create a reversal entry with the same ADB date as the one selected in the Reversal group box, so that the journal date and ADB date of the reversal entry are the same.
Use the On Date Specified by User option to select any date in the calendar. When you select this option, you must also enter a value in the ADB Reversal Date field. If you enter a date on a nonworking day, and there is a holiday list ID assigned to the business unit, you receive an error message. The system does not reset the ADB reversal date for you; you must reenter a date that is a working day. If you specify an ADB reversal date that is on or before the ADB date, you will receive an error message.

The Journal Entry Reversal page displays. Select the End of Next Period button.
Select the OK button.

The Journal Entry Reversal page disappears. The Create/Update Journal Entries page displays. Select the Lines tab. You will now enter information into the following fields:
1. Account
2. Operating Unit
3. Fund
4. Department
5. Class
6. State Purpose
7. Amount
Select the Lines to Add box and add a 1, then Select the plus sign + to insert a new row.
The journal line copy down feature populates the new row with data from previous line. Enter the reversal Account. The Amount will automatically be entered with the amount needed to balance the journal.
Select Save.

A ‘saved’ Message box displays. Read it, then select OK.

The Message box disappears. Select the Process button to initiate the Journal Edit process.

Notice that the Journal Status and Budget Status fields change to V after the journal is edited, where V stands for Valid.
Select the Process list.
Select the Submit Journal list item.
Select the Process button to enter the journal into Workflow Approval.
Select the Approval tab. At this point a supervisor with approval authority may sign in and execute Approval and Post the journal.

The reversal journal is not created until the original journal is posted.

You have successfully created a Reversal Journal. Access the reversal entry that was created by the original journal that you just reviewed (the Journal Header Status of the reversal entry = Valid and has the same Journal ID as the original journal).
We now need to return to the Journal search page to locate the reversal Journal. Navigate back to the Create/Update Journal Entries Menu. You should be able to see your navigation at the top of whatever page you are on. Select the Create/Update Journal Entries Menu. Otherwise, initiate the navigation process to get back to the Create/Update Journal Entries Menu:
- Navigation: NavBar > Navigator > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

Review the entry that was posted earlier, Creating and Posting a Journal Entry and the reversal entry.
Select the Find an Existing Value tab.
Select the Clear button.
Enter the Business Unit.
Enter the Journal ID created earlier into the Journal ID field.
Select the Journal with the Valid Journal Header Status.
When you access the reversal journal, you receive a message that the reversal entry cannot be modified, deleted, or edited. Select the OK button.

The Reversal Entry displays a reversal option of Reversal: Created by Reversal Process on the Header page.
Review the journal lines of the reversal journal.
Select the Lines tab.
The reversal journal entry lines are, by definition, generated with the opposite signs of the originating journal lines.
The reversal journal Journal Date corresponds with the option from the original journal Reversal: End of Next Period.
You have successfully reviewed an automatically-generated reversal entry.
Process complete.

Creating and Posting a Manual Journal Entry – v9.2

Creating a Manual Journal Entry

Navigation: NavBar > Navigator > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

The Create/Update Journal Entries search page displays. Enter existing search criteria or select Add a New Value tab to add a new value.
1. If it did not automatically populate, enter or select the business unit in the Business Unit field.
2. Select Add.

The Create/Update Journal Entries page displays. The Header tab displays journal header information that uniquely identifies a journal, such as business unit, journal ID, and journal date. This page also contains options for setting, adjusting and reversing entries.
1. Enter an appropriate description in the Long Description field, e.g. “Advertising Accrual.”
2. Enter or select ‘ACTUALS’ in the Ledger Group field.
3. Enter ‘ONL’ in the Source field. This is the code used for manual journal entries.
4. Optional: Select the Save Journal Incomplete Status.
5. If the journal entry is an accrual, then select the Reversal: Do Not Generate Reversal link to navigate to the Journal Entry Reversal page.

The Journal Entry Reversal page displays. Use it to select the date that the journal entry will be reversed. Reversals are marked valid and ready to post when you create them; they don’t need to be edited.
1. Select the radio button for the desired reversal date.
2. Select OK.

Note: After selecting a reversal option, it is reflected in the Reversal link on the Header page.

The Journal Entry Reversal page disappears. The updated Header page displays. If supporting documentation is required for the journal entry, select the Attachments link to navigate to the Journal Entry Attachments page where you can attach a file with supporting documentation. For example, you might want to attach a spreadsheet with the details on how the accrual entry was derived. The number in the parenthesis denotes how many documents you have attached.
After the Header page is complete, select Lines.

The Lines page displays. Use it to record the transaction lines that comprise the journal.

Use the Lines page to record the transaction lines that comprise the journal.

Note: SBCTC requires the presence of a Business Unit (*Unit), Account, Fund, Dept, Class, and State Purpose for every transaction, including journal entry. Certain Expense Account transactions will also require the Approp. Additionally, grant and project related journal entries require a Project Bus Unit, Project Number, Activity, and Analysis Type. During processing of the journal entry, the system will use this information to check for valid Chartfield combinations and sufficient budget.

Enter or select the appropriate account in the Account field.
Enter or select the appropriate operating unit in the Oper Unit field.
Enter or select the appropriate fund in the Fund field.
Enter or select the appropriate department in the Dept field.
Enter or select the appropriate class in the Class field.
Enter the journal entry amount in the Amount field.
Enter or select the correct state purpose in the State Purpose field.
Select Lines to Add and the + icon to add the off-setting item using the Copy Down ID functionality.

Note: All values just entered will be copied to the new line, with the exception of the Account and Amount. The Amount will be the amount needed to auto-balance the journal. As you change the Amount and add more lines, the Amount will automatically adjust to the amount necessary to balance the journal. You will need to provide an Account for each new line.

Enter or select the appropriate account for the second line item in the Account field.

Note: The journal entry is balanced when the value in the Total Debits column is equal to the value in the Total Credits column. When you have a balanced journal, you may begin processing the journal directly from this page.

Select Save.

A Message window displays. Select OK to acknowledge the message. The message may say that the journal is saved with ‘T’ (incomplete) status (if that option was selected on the Header tab). “This journal cannot be edited or posted until you change its status to complete.”

The “T” (incomplete) status flag only prevents the journal from being processed by batch processing. The journal can still be edited, budget checked, and submitted for approval using the online options from the *Process list.

The Message window disappears. The updated Lines tab displays. Note that your newly-created Journal ID displays.

Use the Lines page to process the journal. Begin by verifying that the *Process box reads “Edit Journal”, then select Process.

Note: The Journal Status and Budget Status change to ‘V’ (Valid) after the journal is edited. You can only submit a journal for approval that is valid for both statuses.

Note: When you run the Edit Journal process, either on manual or system generated GL journal, the budget check is automatically run to validate the journal against a budget based on the type of account.

Note: Journal entries which require approval cannot be posted until approved through the ctcLink workflow approval process. Approval requirements vary by college district.

Use the *Process drop-down list button to make a new selection.
Select Submit Journal.
Select Process.

Note: The Journal Status is now awaiting approval and posting.

Process complete.

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Adding the Parent Asset

Adding the Child Asset

Adding an Asset Using Express Add

Adjusting Asset Information

Reviewing Asset Cost History

Adjust Transfer Recategorize Assets

Reviewing Asset Cost History

Basic Add

Change-Delete Pending Transactions

Copying an Asset

Creating a Purchase Order for an Asset

Processing Physical Inventory

Recategorizing Asset Information

Reviewing Asset Cost History

Asset Open Transaction Review and Processing

Updating Noncapitalized Costs

Updating Physical Attributes of an Asset

Processing Depreciation Calculation

Adjusting Accumulated Depreciation

Consolidating Asset Data

Creating Accounting Entries

The Pre-AM Interface Table Review Screen

The “Retrieve Info from AP/PO” Staging Process

The AM Interface Staging Table Review Pages

The Load Transactions into AM Staging Process

Unitizing Asset Data

Add Assets Using Excel to Component Interface Utility

Connection Information Sheet

Template Sheet

Data Input Sheet

Staging & Submission Sheet

Disposal Codes

Retiring Assets

Reviewing Asset Cost History

Using the Disposal Worksheet to Retire Assets

Reinstating Assets

Running and Retrieving Reports in Finance

Asset Detail Reports

Loading Depreciation Reporting Table

Loading Net Book Value Table

Running the Net Book Value Report

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Create Requisition

Copying a Requisition

Sourcing a Requisition – Manually

Perform Requisition Budget Pre-Check

Process Requisition Approvals

Budget checking Requisition in Batch

Reopen Requisition

Submit Requisitions for Approval

Adding a Supplier

Running the Requisition Close Batch Process

Run the Close Requisition Process

Purchase Order from a Requisition

Req-to-PO Sourcing – Via Copy from Requisition

Update Existing POs

Add a New PO ID

Maintain Purchase Order

Creating a Purchase Order Online

Copying a Purchase Order

Create of PO by Copying a PO

Perform Purchase Order Budget Pre-Check

Process PO Approvals

Perform Purchase Order Budget Check

Dispatch Purchase Order

Creating a PO Activity Report

Checking Purchase Order Document Status

Re-Opening a Purchase Order

Creating a Change Order to a PO

PO “Review Change History” Screen

Updating the Budget Date of an Existing Purchase Order

Adding an Approver Adhoc

9.2 Processing Purchase Order Rollover

Processing Purchase Order Rollover

Two Methods of Rollover

Example of Roll Methods

PO Rollover View Flow Chart