AP Hierarchy

Each lower level overrides control at higher level.

Voucher Origin
Each voucher entered into PeopleSoft Payables must come from a valid origin.
An origin identifies a specific entry point for online or batch entry, such as a
department, a division, a company, or a specific user
Control groups (GRP_AP_ID) are not a required component of the control
hierarchy. They can, however, provide security options and determine workloads
for data entry operators. You can set up the system to process vouchers in
groups to:

Establish separate processing rules (different from those set up at the

business unit and voucher origin levels).

Specify when groups of vouchers should be posted or paid.

Determine whether vouchers should be balanced or verified before they

can be posted or paid.

Divide vouchers among data entry clerks.

Post several of these groups in one easy step.

Types of Voucher
Regular Voucher Used to enter PO vouchers and vouchers that require
matching to PO and Receipts
Adjustment Voucher Adjustment vouchers are used to adjust existing
vouchers or to relate two vouchers to each other. Enter adjustment
information manually, or copy the voucher that you want to adjust right into
the Adjustment voucher
Reversal Voucher Creates a new voucher with reversal accounting
entries and back out encumbrances
Journal Voucher Journal vouchers are used to adjust accounting entries
for vouchers that have been posted and paid, and whose payments have
also been posted.
Prepaid Voucher For down payments, progressive payments and
deposits
Template Voucher - To create and enter multiple similar vouchers. A
template voucher is never paid or posted.
Third Party Voucher Enter vouchers for charges and other merchandise

Methods of entering Vouchers:

Online Vouchers: Enter Invoice information, vendor information, freight
and taxes, payment schedule and payment method
Quick Invoice Entry: There are only 4 required fields Business Unit,
Vendor ID, Invoice ID, Invoice date and merchandise Amount. Rest of the
fields will be pulled in by Voucher Build process
Voucher Build: Voucher Build associates purchase orders and receivers
for vouchers based on the Voucher Build Criteria, creates any control
groups, enters miscellaneous charges, checks header and line balances,
and logs any errors. Voucher Edit 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

Voucher Build (AP_VCHRBLD) is a batch program that builds voucher record

sets from limited information entered online or retrieved from other procurement
processes.
Voucher Edit (APVCHREDT) is an Application Engine program that loads new
voucher data from the Voucher Build temporary processing .
Voucher Posting process (AP_PSTVCHR) creates accounting entries from
vouchers.
Payment Posting process (AP_PSTPYMNT) creates accounting entries from
payment-related transactions, such as system-created payments, manual
payments, drafts, EFT payments, ACH payments, and cancelled payments
Matching process (AP_MATCHING)
The system performs several types of matching:

Two-way matching compares vouchers and purchase orders if receivingrequired is not enabled on the purchase order.

Three-way matching compares vouchers, purchase orders, and receipts if

inspection-required is not enabled on the receiver.

Four-way matching compares vouchers, purchase orders, receivers, and

inspections if inspection is required.

Receipt-only matching compares vouchers to receipts.

Pay Cycle Manager page keeps you informed of the current status of the Pay
Cycle.
Status

Meaning

Approved

Pay Cycle has been approved.

Completed

The Pay Cycle is finished. You can start payment selection

again using the next payment dates.

Confirmed

You have successfully confirmed that the payment references

are correct on the Confirm Payment Reference page.

Created

Payments are ready to print. If EFT payments are being

processed, the files are ready to format or be sent through
the approval process.

Exceptions

Pay cycle exceptions have been found.

Formatted

The formatting process for the positive payment file has

completed successfully.

New

The first time you create a Pay Cycle its status is New.

No work

No payments have been selected or created for processing.

Printed

Payments are printed or data has been written to a file.

Rejected

The Pay Cycle has been rejected.

Reset

The Pay Cycle has been reset. Payment Selection can be run
again.

Restarted

The Pay Cycle has been restarted and is ready for Payment
Creation.

Running

One of the Pay Cycle processes is currently running.

Selected

Payment selection has completed successfully.

Staged

Payment selection has completed successfully and Draft

payments have been successfully staged.

Pay Cycle Manager to create, view, and send payments to a printer or a file,
and create ACH files, drafts, EFT files, wire transfer reports, and positive
payment files.
Pay Cycle Job streamlines the two main Pay Cycle processes, Select and Create
process (AP_APY2015) and Output File process (FIN2025.SQR),
Aged Vendor Liability (AP_APY1408): 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. The report excludes vouchers that are in the Recycled
status and categorized scheduled payments on hold or on hold for withholding.
(Crystal Report).