Financial Affairs Training Program De Paul University Accounts

Financial Affairs Training Program De. Paul University Accounts Payable Invoice Approval & Review People. Soft Version 9. 1

People. Soft Version 9. 1 Financial System Interactions De. Paul’s Intranet https: //campusconnect. depaul. edu/ University Community Reports Campus Connection (Mobius) PS Financials V 9. 1 PS SAHR V 9. 1 SAHR Delegations Pro-Card e. Procurement & Accounts Payable Pro-Card’s Intranet https: //pwnet. procard. com/depaul/ Staple’s 3/19/2018 Staple’s http: //www. stapleslink. com 2

People. Soft Version 9. 1 Access Invoice Approval through the Campus Connection website Navigation: Campus Connection > For Employees > Financial System 3/19/2018 3

People. Soft Version 9. 1 Approval Framework - Vouchers New Navigation: Main Menu > Accounts Payable > Vouchers > Approve > Approval Framework > Vouchers Approval Framework – Vouchers to review, approve, or deny invoice approvals 3/19/2018 4

People. Soft Version 9. 1 Approval Framework - Vouchers The search criteria look & feel remains the same. • Business Unit = DPAUL • Combine fields for an advanced search. The next slide explains choices to fill in the fields. 3/19/2018 5

People. Soft Version 9. 1 VENDOR NAMING CONVENTIONS Guidelines for Creating Name 1: Example Do not include articles before the Vendor Name 1 field The Wonder Society Type an individual's first name, Middle Initial, then last Margaret C Ross name If the vendor's name is a person, begin with the first name Michael Jordan's Restaurant Include appropriate punctuation (other than periods) Mary's Finest Fruits Do not put spaces or periods between initials AB Uniform Co Type numbers as they appear in the company name 100% Accurate Audit Co Use Abbreviations if (and only if) they appear in the official company name. Betty's T'Com Services; or Fine Arts Publ Write a University name as it is written by the University Of Illinois; or Illinois State University Write foreign names as they are written by the supplier La Samaritaine 3/19/2018 7

People. Soft Version 9. 1 Short Name Naming Conventions Guidelines for Creating Short Name Example Exclude all articles in the vendor name (the) SOLUTIONS CO Type an individual's last name ADAMS If the company name is a person's name, begin with the first name FRED GRAY CO Exclude all punctuation MOMS HOME CO Do not add spaces between initials US POSTAL, H&H Type numbers as they appear in the company name 5 WAY CH Use US Postal abbreviations for the state names AZ RODEO ASSN Enter universities or states by name, then UNIV OF or STATE OF IL UNIV OF; or IL STATE OF Write foreign names as companies write them, even if articles are included LA SAMARIT 3/19/2018 8

People. Soft Version 9. 1 Short Name Abbreviations Abbreviate only the specific words listed below American AMER Associates ASSOC Association ASSN Company CO Incorporated INC 3/19/2018 International INTL National NATL United States US University UNIV Service SERV Society SOC Illinois IL Chicago CHGO Department DEPT Center CTR 9

People. Soft Version 9. 1 Approval Framework - Vouchers Search Results… • Sort by clicking the column headers • Select an invoice to begin to review and/or approve or deny. Search Results will display invoices you are authorized to review under your Campus Connect security 3/19/2018 10

People. Soft Version 9. 1 Approval Framework - Vouchers New added feature Attachments! • To Approve your invoice click on Approve • To Deny your invoice, enter a brief reason for denial and click on Deny (e. g. 04/25/2011 Move was canceled. MT) 3/19/2018 11

People. Soft Version 9. 1 Approval Framework - Vouchers Click on the Line Information tab to review line description. IF applicable, PO Number will be referenced as well. 3/19/2018 12

People. Soft Version 9. 1 Approval Framework - Vouchers Click on the Charge Information tab to review Chartfields applied to Invoice. 3/19/2018 13

People. Soft Version 9. 1 Approval Framework - Vouchers New Navigation: Main Menu > Accounts Payable > Review Accounts Payable > Vouchers > Voucher Review Accounts Payable to review invoices, approve, or deny invoice approvals 3/19/2018 14

People. Soft Version 9. 1 Review Accounts Payable Voucher Inquiry is combined to provide an efficient “One Stop, All Shop” and still be downloadable to excel. Inquiry on… • Detailed Invoice information – – – • Payments – – – • Approved Status Pending Status Denied Status Automatic Clearing House (ACH) Checks Wires (International Use Only) PO Number and related invoices For enhanced performance two or more fields should be entered in criteria. A blank search can be done, however depending on the magnitude of records in the voucher tables related to your security, the search will slow down and it is highly discouraged. 3/19/2018 15

People. Soft Version 9. 1 Review Accounts Payable Voucher Inquiry Results in Voucher Details tab… • Sort by clicking the column headers • Click on the arrows to tab through the invoices a few at a time or click on View All to review 100 at a time. 3/19/2018 18

People. Soft Version 9. 1 Review Accounts Payable Voucher Inquiry Results in Voucher Details tab… • Click on the Payment Information icon to view Payment Reference ID (Check No. ), Payment Date (Check Date), Payment Amount (Check Amount), Voucher Paid Amount (Invoice Amount), and Payment Status (Paid). 3/19/2018 19

People. Soft Version 9. 1 Review Accounts Payable Voucher Inquiry Results in Voucher Details tab… • Click on the Scheduled Payments icon to view scheduled payment information. 3/19/2018 20

People. Soft Version 9. 1 Review Accounts Payable Voucher Inquiry Results in Amounts tab… • Sort by clicking the column headers • Click on the arrows to tab through the invoices a few at a time or click on View All to review 100 at a time. All payment transactions are posted to reflect USD currency. 3/19/2018 21

People. Soft Version 9. 1 Review Accounts Payable Voucher Inquiry Results in More Details tab… • Sort by clicking the column headers • Click on the arrows to tab through the invoices a few at a time or click on View All to review 100 at a time. 3/19/2018 22

People. Soft Version 9. 1 Review Accounts Payable Voucher Inquiry Results in More Details tab… • Click on the Detail Lines icon ___ to view line and distribution line detail for the invoice. 3/19/2018 23

People. Soft Version 9. 1 Review Accounts Payable Voucher Inquiry Results in Vendor Details tab… • Sort by clicking the column headers • Click on the arrows to tab through the invoices a few at a time or click on View All to review 100 at a time. 3/19/2018 24

People. Soft Version 9. 1 Review Accounts Payable Voucher Inquiry Results… Download Search Results to EXCEL • Click on the Show all columns icon ___ to open up all four tabs for review. • Next, click on the Download icon __ to open up a new window for Excel. Once downloaded to excel Hyperlinks are deactivated 3/19/2018 25

People. Soft Version 9. 1 Financial Affairs Website http: //financialaffairs. depaul. edu On this site you will find useful information regarding processes, forms, policies, and helpful hints all designed to assist you with your financial needs. 3/19/2018 26

People. Soft Version 9. 1 • • • Additional Help Accounts Payable Department (ext. 2 -5336) Procurement Services (ext. 2 -7510) Pro-Card – Laurie Krauel – Procurement Systems Administrator (ext. 2 -5272) Help Desk (ext. 2 -8765) – Browser problems – Help with Campus Connection – People. Soft Ticketing System Grants Management & Compliance – Bob Mc. Carthy, Associate Director, Post-Award OSPR (ext. 2 -5409) – Verrita Washington, Grant Accounting Manager (ext. 2 -8369) Reading Reports & Journal Entries – Brent Shields – Senior Financial Accountant (ext. 2 -5497) Budget Changes – Vince Milianti – Operational Reporting and Budgets Manager (ext. 2 -8695) Financial System and Security Administration – Jim Kilian, Senior Integration Analyst (ext. 2 -7141) Training – TBD – Training Coordinator (ext. 2 -6321) 3/19/2018 27

People. Soft Version 9. 1 Questions 3/19/2018 28