We mentioned in our September 22nd communication that the chart field security is being put in place in PeopleSoft. As a result of the security set up, end users will no longer see the “EC” version (i.e., Exclude Compensation) of the reports. Instead, GL and budget related reports are under the “Finance” or “Budget” folders. What end users can see from the report is based upon their access level and their chart field security. Navigation: Chapman Customizations→Reports→Finance or Budget. More reports are being developed and we will have instructions/trainings coming to you in the near future that will allow you to report on the important activities within your departments.
Match Exception ~ No Receipts – If you receive an email reference a Voucher ID and a Match Rule ID#500, that means an invoice has been received and entered by AP but your department has not performed the “Receive” function on items you order from the respective PO. It is good business practice to promptly perform ‘Receive’ in PeopleSoft when goods on POs are received. We have step by step instruction on how to ‘Receive’ in PeopleSoft with screen images. Please visit PS Live! - Financials, under Documentation.
Travel and Expenses – For audit purpose, please continue to submit supporting documentation with your travel or reimbursement receipts to Accounts Payable. Please print a copy of your Cash Advances and Expense Reports from PeopleSoft (whichever document is applicable in your case) and attach with backups to submit to AP, with traveler’s/employee’s signature on the paper copy. This helps AP to identify the backup with the origin upon receiving. Please be advised that Cash Advances for travel request must have an approved Travel Authorization first. Cash Advances for non-travel expenses, we recommend you to initiate a Travel Authorization first as well. This way, you can take advantage of the electronic workflow, to fully utilize PeopleSoft functionality, and also have a better picture of available fund balance in your organization because fund will be encumbered when a Travel Authorization is approved.
Discounts – If you receive a reliable quote from a vendor who offers a discount, please enter the discount as a line item with negative amount in the Purchase Requisition (PR), attach the quote and submit through PeopleSoft. Once Purchasing Department receives the PR, they will validate the information entered with the quote and source into a PO reflecting the discount.
Tip of the Week “Eyeglass Reviewer” – If you are an Eyeglass Reviewer, you receive email notification that a purchase order has been created requesting your review. Eyeglass Reviewer is not an approver so the email serves as a notification only (i.e., FYI). For complete detail and function of this feature, please visit PS Live! – Financials, under “Tip of the Week”.
Please direct your PeopleSoft inquiries or comments to IS&T Service Desk (email@example.com) or (714) 997- 6600.
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