Running Expense Transaction Processes
This chapter provides an overview of running expense transaction processes
and discusses how to select parameters and business units.
Understanding Running Expense Transaction Processes
Several functions in PeopleSoft Expenses require running processes that
move data, change a record, or perform an intermediate step in processing
expenses. You initiate many of these processes on the Expense Processes page.
Warning! Do not run the Stage Payments and the Unstage Payments processes in
the same run control. Do not run the Stage Time to Project Costing and Publish
Elapsed Time processes in the same run
control. These combinations prevent staging.
If the stage, unstage, post liabilities, or post payment process abends
during the process, you must restart the abended instance from the Process
Scheduler.
Warning! Do not run the payment staging process concurrently with the
budget checking process to ensure that the system does not select the same
transaction for both processes.
Warning! When you run the Stage Payments and Post Liabilities processes,
do not change the Accounting Entry Template. Specifically, do not populate
the Accounting Entry Template with ChartFields that are already populated
for employee-generated expense distributions.
See Also
Enterprise PeopleTools PeopleBook: Application Engine
Selecting Parameters and Business Units
This section discusses how to:
Pages Used to Run Expense Transaction Processes
Page Name
|
Definition Name
|
Navigation
|
Usage
|
Expense Processes
|
RUN_EXTRNPRC
|
Travel and Expenses, Process Expenses, Expense Processing,
Expense Processes
|
Run jobs that are integral to the expense process. The Process Scheduler
runs the EX_TRAN_PRCS process, which drives other programs, depending on the
options selected.
|
Selected Business Units
|
RUN_EXTRNPRC_BU
|
Travel and Expenses, Process Expenses, Expense Processing,
Selected Business Units
|
Specify business units for expense processing.
|
Selecting Expense Process Parameters
Access the Expense Processes page (Travel and Expenses, Process Expenses,
Expense Processing, Expense Processes).
Refresh
|
Click to redisplay the Expense Processes page and update the number
of expense reports, cash advances, payments, time reports, reconciliations,
and payments that await processing. Save a new run control before clicking Refresh to
update the transaction counts.
|
Transfer to Pay Cycle Process
|
Click to access the Pay Cycle Manager in PeopleSoft Payables.
|
Stage Payments
|
Select to move expense transaction data into staging tables for payables
or payroll processing.
|
Publish to Payroll
|
Select to trigger an application message that publishes expense data
to your payroll system for employee reimbursement.
|
Post
Liabilities
|
Select to create rows in the EX_ACCTG_LINE table for the journal generator
to send to PeopleSoft General Ledger to post liabilities. The Post Liabilities
process generates accounting entries for expense reports, cash advances, and
reconciled cash advances.
The system adds accounting entries for expenses and for cash advances
that you reconciled on the Cash Advance Reconciliation page.
OR: The system adds accounting entries for expenses and reconciled cash
advances.
|
Post Payments
|
Select to create rows in the EX_ACCTG_LINE table for the journal generator
to send to PeopleSoft General Ledger to post payments.
|
Unpost Expense Report
|
Select to reverse accounting liability entries for expense reports that
are marked for unposting. You can edit and resubmit unposted expense reports.
|
Cancel Payments
|
Select to reverse accounting entries for payments that you canceled
in PeopleSoft Payables.
Note. If you selected the Do Not Reissue/Close
Liability option on the Payment Cancellation - Cancel a Payment
page, the Cancel Payments process in PeopleSoft Expenses performs the close
liability step and reverses the amounts. If you use PeopleSoft Commitment
Control, you must manually run budget checking on the Request Budget Check
page and select Cancel Void Expense Reports as
the transaction type.
If you selected the Re-Open Voucher(s)/Re-Issue option
on the Payment Cancellation - Cancel a Payment page, the Cancel Payments process
in Expenses will not perform the close liability step.
See Additional Processing Options.
|
Close Liability
|
Select to reverse liability entries for cash advances and expense reports
that are marked for closure.
|
Stage Time to Project Costing (Stage Time and Expense to Project Costing)
|
Select to run the EX_PC_TM_STG process to move time report data to staging
tables for processing by PeopleSoft Project Costing.
If PeopleSoft Project Costing is installed and you selected the Enable
One Step Staging check box in the Installation Options - Expenses
page, the EX_PC_TM_STG process automatically calls the PC_EX_TO_PC process.
If you have not selected the Enable One Step Staging check
box, you must manually run the PC_EX_TO_PC process after the EX_PC_TM_STG
process completes.
Note. To use the one-step staging process, use the EX_TO_PC
run control ID that PeopleSoft Expenses delivers. A corresponding run control
ID also exists in the PeopleSoft Project Costing Cost Collection process.
The one-step staging process runs properly only if matching run control IDs
exist in both PeopleSoft Expenses and PeopleSoft Project Costing.
|
Publish Elapsed Time
|
Select to trigger an application message that publishes elapsed time
reporting data to PeopleSoft Time and Labor for billing purposes.
|
Advance Reconciliation
|
Select to update expense tables to indicate that cash advances are reconciled
against corresponding expense reports.
|
Airline Ticket Reconciliation
|
Select to update expense tables to indicate that airline tickets reconciled
against expense reports.
|
Unstage Payments
|
Select to move expense transaction data out of staging tables that have
not been selected by the payables or payroll systems.
|
Update Paid Statuses
|
Select to change the status of cash advances or expense reports to Paid. Run
this process to mark transactions as Paid prior
to posting payments without generating accounting lines.
Note. Posting payments also changes the status of cash advances
or expense reports to Paid.
|
Selecting Business Units for Processes
Access the Selected Business Units page (Travel and Expenses, Process
Expenses, Expense Processing, Selected Business Units).
Select All Business Units or a specific
business unit to process, as defined on the Expense Processes page. Add or
delete rows to create a list of business units for processing.