Accounts Payable - Overview

PeopleSoft AP Integration with Other systems/module

PeopleSoft Payables Business Process

Voucher Entry & Approval

Voucher Build

Voucher Edit

Matching Process

Voucher Posting

Pay Cycle

Drafts

Payment Posting

Withholding

Archiving

PeopleSoft Payables tracks the stages using statuses of a voucher:

 - Entry status

 - Match status

 - Approval status -- A voucher has to be reviewed for approval, or unless it is pre-approved. You can post a voucher even though it has not been approved for payment, if your business unit definitions enable you to.

 - Budget status

 - Post status -- The system creates balanced accounting entries to record your liability and sets the post status to posted.  To change the numbers on a posted voucher, you must first unpost the voucher to create reversing entries. 

 - Payment status -- The payment status is unselected, selected for payment, or paid.

 - Payment post status

Voucher Build

Voucher Build is a batch program that builds voucher record sets from limited information entered online or retrieved from other procurement processes.

Voucher Edit

Voucher Edit is an Application Engine program that loads new voucher data from the Voucher Build temporary processing tables and/or any recycled vouchers from the online tables to the Voucher Edit work tables and performs the following:

-- Performs field-level, relational, and balancing edits for the voucher header, voucher line.

-- Calculates net payment dues dates, discount due dates, and discount amounts according to the payment terms.

Matching Process

Matching is a flexible process that compares vouchers with purchase orders and receiving documents to ensure that you  pay for what you ordered and received.

To run matching, you must have PeopleSoft Payables and PeopleSoft Purchasing installed on the same database. The system automatically does matching based on document characteristics.

Voucher Posting Process

Creates expense accrual accounting entries in accounts payable.  This process creates balanced voucher accounting lines entries on the voucher accounting line table.  The source for the voucher accounting entries are the expense distribution on the voucher (DR).  The  liability offset (CR) account value is populated from the default setup on the accounting entry template. 

Payment Posting Process

Creates voucher payments accounting entries in accounts payable.  This process creates balances payment accounting line entries on the voucher accounting line table.  The payment posting process used the voucher posting process and the accounting entry template as the source for the cash (CR) side of the accounting entry.  The offset (DR) side of the payment accounting entry is created by reversing the liability offset from the voucher accounting line entry. 

Journal Generator

This is the process that creates General Ledger journal entries from PS subsystems (modules).  For Accounts Payable, the journal generator selects rows from the voucher accounting line table that meet the defined selection criteria.  These rows are summarized and the data is sent to the general ledger in the form of a general ledger journal. 

AP Reports

Some major reports in PS payables :

Match Exception Report

    --Lists the match exceptions with voucher data, purchase order data, receiver data, and match error information.

AP/GL Open liability Report

 --Compares the AP Open Liability balance to the GL Open Liability balance Detail AP/GL Open Liability Account Reconciliation Report

 --Shows all accounting activity for accounts payable transactions for each voucher. Use the detail report to validate the AP Open Liability balance to the General Ledger

Aged Vendor Liability

 --Lists all vouchers that have not been paid by the As of Date. You can run the report in either summary or detail format for specific vendors

Vendor Aging Report

 --Lists all vouchers that have not been paid at the date you specify Vendor Witholding Balances Control Report

 --Lists withholding activity for internal audits. We recommend that you run the  report on a regular basis to check the withholding summaries

Outstanding Balance by Vendor

 --Lists the gross amount of all the outstanding vouchers for the specified vendor