Training People Soft AP Power Users

Basic Training PS AP Module

Topics:

1
2
3

Set Up AP Business Unit

Vendors
Purchase Orders

Set up AP Business Unit

Navigation: Go_ Define Business Rule _ Establish Business Units _ USE N-Z, Payable
Options
All AP Business Units are set up individual in these panels PS, all default values for the
specific BU are coming from these panels:
Voucher Currency:

Duplicate Invoice Checking:

Chart Field Editing:, in case invalid chart fields are used, the voucher ends up with the
recycle status same goes when a voucher in unbalanced.
Query COMBO_EDITS will show all the valid combinations, like
account/department/project for a specific Country.

Payment Terms, Pay from Bank, Payment Method, Vat Options:

Payables Definition

Vendors

Navigation: Go_ Administer Procurement_ Maintain Vendors

Procurement vendors can be set up in SET IDs NL100 or NL200, this vendor SET IDs are
linked to the different AP Business Units, see print shot below:
Vendor Set ID NL100 is linked to AP BU NL100
Vendor Set ID NL200 is linked to all the other AP BUs
The employees for each individual AP BU are set up in their respective Vendor Set ID

Important key fields on the Identifying Information Panel:

Under the Additional ID Numbers button, the EDI Link from the vendor with People Soft is
defined, this number: 6097109, in case the vendor has dispatch method EDI (see Key Fields
Location Panel), the POs created in PS, are sent via EDI to the vendor and PO
Acknowledgements are sent by the vendor to PS, this number is stated in the EDI files,
PO/Acknowledgement/Invoice Files by stating this number, the PS Vendor can be assigned
to the Data sent in the file and can be loaded in PS.

Also the RMT/EML is defined here when an email address is defined in the vendor panel
(see Key Fields Location Panel), the vendor receives a remittance advise after completing a
pay cycle via email.

Important key fields on the Identifying Information Panel:

Under the Alternate Names button a different vendor name can be entered, when this is
done, this name is stated on the Trial Register and on the Payment CSV File as pay to
vendor.

Under the Telephone button, the fax number from the vendor is defined, in case the vendor
has dispatch method fax (see Key Fields Location Panel), the POs created in PS are faxed
to this number and the vendor automatically receives the PO on their fax machine.

Important key fields on the Location Panel:

Under the Bank Account button the bank details are defined from the vendor

Under the Internet Address button email address from the vendor is defined, in case the
RMT/EML is defined on the Additional ID Numbers button the remittance advice with all
payment details for the vendor from a specific pay cycle is sent to this email address.

Under the Procurement Options button the following information can be defined
_

Accounting Template, in case of inter company vendor (see topic Accounting Entry
Templates)

Payment Term from the vendor needs to be defined on this panel (see topic Payment
Terms)

PO Dispatching, the dispatch method from the vendor is defined here, in case of
EDI the ID Number needs to be filled out on the Additional ID Numbers button,
and in case of fax, the fax number needs to be filled out on the Telephone button
Vendors then automatically receive RA POs in their System or via the Fax Machine.

Matching, RA requires 3 Way Matching, PO, Receiver and Invoice in order to pay the
invoices from the vendor

Currency Information, when a vendor is invoicing us in a specific currency which is

different from the AP BU Default Currency you can specify this here

Under the Payment Options button the following information can be defined
-

Pay Group, each vendor has their specific pay group, as one of PS Pay cycle criteria
is selecting the pay group for invoices that needs to be paid.

Bank, when the vendor is being paid in a specific currency other then the default pay
from bank from the BU, the pay from bank needs to be defined here.

Payment Method, the payment method EFT is the method which RA uses.

Under the EFT Options button the following information can be defined
-

Payment Format, with payment method EFT, STND SWIFT is the format which
Needs using.
Transaction Handling, Pay Advice is the handling that goes together with STND
Swift payment format.

3 Purchase Orders

There are 2 types of Purchase Orders namely: A Sellable POs and B Non-Sellable POs
Sellable POs can be split by Inventory POs and Drop ship POs, both types of POs can be
generated by PS or entered manually by the Purchasing Team.

A Sellable Inventory POs

The Vendor id from the Purchase Order always needs be equal to the vendor id on the
voucher, when this is not the case, and this can only happen with EDI Vouchers, the voucher
ends up in the recycle status as when vouchers are entered manual all the data from the PO
is copied into the voucher and it is not possible to change the vendor id on the voucher.
The items ordered on these type of POs are shipped by the vendor to our Warehouse in
Best, which means that these POs require receivers in order to match the vouchers with
the PO (3 Way Matching)
The Items ordered on Sellable POs are set up in PS and have default values such as prices,
chart fields (account & Department), vendor ids etc.

Important key fields on the Purchase Order Lines Panel:

Under the Line Details button , the receiving required flagged is clicked on, meaning that
the PO requires a receiver, when this flag is turned off (in case of Drop Ship POs) the

voucher will match with the PO/Line without a receiver even though on the header of the
PO the 3 Way is defined (see Header Panel)

Important key fields on the Distribution Panel:

On the Distribution Panel the accounting information (also Project info) is defined, please
be aware that when a PO has been created no accounting entries are generated, this only

happens when a voucher is booked against a specific PO and is picked up by the Voucher
Posting Process.
Also here you can see if a PO Line has multiple Schedules, meaning that when a voucher is
booked against that specific PO, the correct schedule for that PO line needs to be selected,
if both vouchers are linked to the same schedule line, the voucher ends up in Match
Exceptions.

Under the Distribution VAT button, the VAT Values are populated.

Important key fields on the Header Panel:

Status

in order for AP to book a PO Voucher the status of the PO should

always be dispatched

Payment Terms

defaulted from the vendor

Currency

defaulted from the vendor

Matching

defaulted from the vendor, which should always be 3 Way Match

VAT Amount

the vat amount calculated on the PO will not reflect in the voucher,
Vat amount is filled out in the VAT box on the voucher header

B Non-Sellable POs

Non-Sellable POs are POs on Item Description, meaning that no items have been set up for
Non-Sellable goods/services so no price and accounts are defaulted.

By using a category code on the line details the account is defaulting on the PO like X7590,
will default to account 759000, but this can be overwritten by the user.
All the important key fields which are listed for Sellable POs apply also for Non-Sellable
POs

PO Activity Panel
The PO Activity Panel shows if a voucher has already been linked to a PO, if you click on the
words Receipt or Invoice it will show the respective voucher/receiver id click on the box
and you can click in the Go To Voucher Box which will open a new panel and shows the
voucher inquiry panel for this specific voucher, same goes for the receiver.