Organizing Vouchers with Origins and Control Groups

This chapter provides an overview of voucher origins and control groups, lists common elements, and discusses how to:

Click to jump to parent topicUnderstanding Voucher Origins and Control Groups

Voucher origins and control groups enable you to group vouchers to meet your business requirements.

This section discusses:

Click to jump to top of pageClick to jump to parent topicVoucher Origins

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, division, company, or specific user. An origin also stores validation rules and default information, which provide additional voucher entry controls. In PeopleSoft Payables, each user ID is associated with a valid origin.

For example, if you have automated systems that pass information to PeopleSoft Payables, you might set up different duplicate-invoice criteria from the criteria that you use for vouchers entered online. Likewise, you might set up the payroll department as a separate origin so that users can add only vouchers for employees.

Each PeopleSoft Payables user must be associated with an origin in order to process vouchers. When you set up processing options in levels below the business units, the first option for most functions is default. Selecting this option directs the system to the next higher level in the control hierarchy to obtain the value.

Click to jump to top of pageClick to jump to parent topicControl Groups

Control groups 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:

If you set up control groups, the system can:

Supervisors can:

See Also

Setting Up Numbering

Defining Payables User Preferences

Click to jump to parent topicCommon Elements Used in This Chapter

Default

Select to have the system inherit the value from the next higher level in the control hierarchy.

Specify

Select to have the system override the value from the next higher level in the control hierarchy with the option that you specify at this level.

SetID

Displays the setID that you entered to access the page. Each origin belongs to a setID.

Unit

Displays the business unit that you entered to access the page. Each control group belongs to a PeopleSoft Payables business unit.

Click to jump to parent topicDefining Voucher Origins

To define your voucher origins, use the Voucher Origin component (ORIGIN1).

This section lists prerequisites and discusses how to:

Click to jump to top of pageClick to jump to parent topicPrerequisites

Before you can complete the voucher origin setup, you must complete the following tasks:

Click to jump to top of pageClick to jump to parent topicPages Used to Define Voucher Origins

Page Name

Definition Name

Navigation

Usage

Voucher Origin - Accounting and Pay Options

ORIGIN_VCHR1

Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Origin, Accounting and Pay Options

Specify accounting and payment options for the voucher origin.

Voucher Origin - Vouchering Options 1

ORIGIN_VCHR2

Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Origin, Vouchering Options 1

Specify voucher approval, match delay days, voucher currency, and document sequencing settings for the voucher origin.

Voucher Origin - Vouchering Options 2

ORIGIN_VCHR4

Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Origin, Vouchering Options 2

Specify duplicate invoice checking, ChartField editing, and voucher balancing processing settings for the voucher origin.

Voucher Origin - Tax Options

ORIGIN_VCHR_TAX

Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Origin, Tax Options

Specify sales and use tax and VAT processing options for the voucher origin.

Voucher Origins

RUN_APY0000

Set Up Financials/Supply Chain, Product Related, Procurement Options, Reports, Voucher Origins

Define run parameters for the List of Voucher Origins report (APY0000). Use this report to view the current options by the as of date for each voucher origin in the setID.

Click to jump to top of pageClick to jump to parent topicSpecifying Accounting and Payment Options

Access the Voucher Origin - Accounting and Pay Options page (Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Origin, Accounting and Pay Options).

The options on this page are the same as those defined in the Payables Definition component (BUS_UNIT_TBL_AP) and the Payables Options component (BU_CTLB). In the Payables Options and Definitions components, you define these options for the business unit; here, you define them for the voucher origin.

Note. The group boxes and fields that appear for a particular origin depend on the options you have enabled. Not all page elements appear for each origin.

See Also

Defining Payment Handling Codes

Defining PeopleSoft Payables Business Units

Processing Drafts

Creating Accounting Entry Templates

Click to jump to top of pageClick to jump to parent topicSpecifying Voucher Approval, Matching, Currency, and Document Sequencing Settings

Access the Voucher Origin - Vouchering Options 1 page (Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Origin, Vouchering Options 1).

The options on this page are the same as those defined in the Payables Options component. In the Payables Options component, you define these options for the business unit; here, you define them for the voucher origin.

See Also

Managing Vouchers

Understanding the Matching Process

Processing Document Sequencing in PeopleSoft Payables

Click to jump to top of pageClick to jump to parent topicSpecifying Duplicate Invoice Checking, ChartField Editing, and Voucher Balancing Options

Access the Voucher Origin - Vouchering Options 2 page (Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Origin, Vouchering Options 2).

The options on this page are the same as those defined in the Payables Options component. In the Payables Options component, you define these options for the business unit; here, you define them for the voucher origin.

See Also

ChartField Combination Editing

Click to jump to top of pageClick to jump to parent topicSetting Tax Options

Access the Voucher Origin - Tax Options page (Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Origin, Tax Options).

The options on this page are the same as those defined in the Payables Options and Payables Definition components. In the Payables Options and Definitions components, you define these options for the business unit; here, you define them for the voucher origin.

See Also

Processing Value Added Tax (VAT) in PeopleSoft Payables

Understanding VAT

Click to jump to parent topicDefining Voucher Control Groups

To set up your voucher control groups, use the Group Information component (GRP_AP_CTL).

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to Define Voucher Control Groups

Page Name

Definition Name

Navigation

Usage

Group Information - Assignment

GRP_AP_HDR

Accounts Payable, Control Groups, Group Information, Assignment

Enter control totals to verify that users enter all vouchers for a group. Assign a specific user and a status to the control group.

Group Information - Accounting

GRP_AP_ACCTG_OPT

Accounts Payable, Control Groups, Group Information, Accounting

Define accounting options—for example, the accounting date and the accounting entry template—at the control group level. Specify posting and payment timing and actions.

Search Audit Logs

FS_AUDITLOG_SEARCH

Click the Audit Logs link on the Group Information - Accounting page.

Click the Audit Logs link on the Delete Control Group page.

View audit logs for control groups.

Group Information - Vouchering Options

GRP_AP_VCHR_OPT1

Accounts Payable, Control Groups, Group Information, Vouchering Options

Establish approval option, currency, and balancing for vouchers. Establish matching options, document sequencing, ChartField editing, and duplicate-invoice checking at the control group level.

Group Information - Vouchers

GRP_AP_VCHR_STATUS

Accounts Payable, Control Groups, Group Information, Vouchers

Review vouchers and change control totals.

Important! Anyone who has access to this page can change the values on this page.

Group Information - Tax Options

GRP_AP_VCHR_TAX

Accounts Payable, Control Groups, Group Information, Tax Options

Set sales and use tax and VAT processing options at the control group level.

Control Group Update Status

GRP_AP_STATUS_DE

Accounts Payable, Control Groups, Update Status, Control Group Update Status

Check the status of groups, mark groups as ready for review, or set a group aside.

Post Control Group

GRP_AP_POST

Accounts Payable, Control Groups, Post Control Group

View a list of all the control groups that are postable for a particular business unit. The system displays only control groups that are verified.

Delete Control Group

GRP_AP_DELETE

Accounts Payable, Control Groups, Delete Control Group

Delete control group IDs if you no longer want to track them as a group after they are entered or if you entered a control group inadvertently. You can also delete all or individual vouchers within a control group.

Control Group Register

RUN_APY1011

Accounts Payable, Reports, Vouchers, Control Group Register

Define run parameters for the Control Group Register report (APY1011). Use the report to view vouchers by business unit, control group ID, date entered, and voucher ID.

Click to jump to top of pageClick to jump to parent topicAssigning Control Groups

Access the Group Information - Assignment page (Accounts Payable, Control Groups, Group Information, Assignment).

Control Totals and Adding Tape

Run a Tape

Select to obtain a running gross amount total and have the system count the number of vouchers.

To run the total offline, deselect this check box and enter the totals in the Gross Amt (gross amount) and Nbr of Vouchers (number of vouchers) fields.

Adding Tape

Enter values in this group box, which appears after selecting the Run a Tape check box. The total appears in the Gross Amt (gross amount) field.

Note. If you select the Run a Tape check box, you cannot access the Nbr of Vouchers and Gross Amt fields on the Group Information - Vouchers page. After you total all the vouchers for the group, you can deselect the Run a Tape check box, and simply store the totals in the database. This action deletes the detail entries in the tape and enables the Control Totals edit boxes. To run the voucher amounts again, you can erase the existing totals by deselecting the Run a Tape check box and then selecting it again.

Actual Totals

Gross Amt (gross amount)

Displays the real-time amount totals that have been entered into the system for the control group.

Nbr of Vouchers (number of vouchers)

Displays the real-time total number of vouchers that have been entered into the system for the control group.

Differences

Gross Amount Difference

Displays the amount by which the control and actual totals differ.

A control group is in balance when the gross amount difference and voucher totals difference both equal 0.

Voucher Totals Difference

Displays the number of vouchers by which the control and actual totals differ.

A control group is in balance when the gross amount difference and voucher totals difference both equal 0.

Status

When a group is in balance and the data-entry user saves the last voucher, the system displays a message offering to automatically update the status to Ready for Review. Clicking Yes selects this option. Clicking No enables the user to manually update the status on the Control Group Update Status page.

Status

Control groups can have the following status values:

Assigned: The control group is ready for the assigned user to enter vouchers. For a user to enter vouchers into the control group, you must set the status of the control group to Assigned.

Entry Set Aside: The assigned user has placed the group on standby to work on other groups in the queue. Users use the Control Group Update Status page to set their groups aside.

Open: The control group is in the process of being created, and it can be assigned.

Ready for Review: The group is ready to be reviewed.

Supervisor Set Aside: The supervisor has placed the group on standby so that the assigned user can work on other groups in the queue.

Verified: The supervisor has verified that the group has been entered correctly.

Assignment

Assigned To

Enter the user ID of the user to which this control group is assigned. You can assign multiple control groups to one user simultaneously.

Assigned

Override the system-recorded date and time by entering a different date and time before you save the control group.

If you assign a user to the group but you do not change the status to Assigned, the system prompts you whether to change the status of the group to Assigned when you save it.

Due

Override the system-specified due date by entering a new date and time before saving the control group. If you enter a due time before saving, the system accepts it and does not overwrite it. By default, the system allows six minutes for each voucher in the control group.

Completed

Enter the date and time the voucher group was completed. You can use this information for user performance analysis.

Voucher Numbering

When you create a control group for a batch of vouchers, you can have the system allocate a series of voucher numbers in consecutive order for the group. By reserving groups of consecutive numbers, you can easily file and retrieve the paper voucher documents that you have grouped together. This capability is available only if you have selected auto-numbering for the business unit for which you are creating a control group.

Reserve Voucher Numbers

Select to display a field for the next auto-number available for the business unit. When you save the page, the system uses the number of vouchers in the Control Totals group box to reserve an equal number of voucher numbers. If users continue to enter vouchers for a control group after the last reserved number is assigned, the system uses the next available number, which may not follow consecutively after the preceding voucher number. The system displays an informational message alerting you to the discontinuity.

If you increase the number of vouchers in the control group after it is saved, the system warns you that the added voucher IDs might not be in consecutive order. If you decrease the number of vouchers, the system does not reclaim the unused numbers. However, you can enter the unused numbers manually.

Starting From

Displays the beginning voucher number for this group.

Audit Logs

Audit Logs

Click to access the Search Audit Logs page and view audits associated with the control group.

See Also

Checking the Status of a Control Group

Click to jump to top of pageClick to jump to parent topicDefining Accounting Options

Access the Group Information - Accounting page (Accounts Payable, Control Groups, Group Information, Accounting).

Accounting Date

The options in this group box are the same as those defined in the Payables Options component. In the Payables Options component, you define these options for the business unit; here, you define them for the control group.

Accounting Entry Template

The options in this group box are the same as those defined in the Payables Options component. In the Payables Options component, you define these options for the business unit; here, you define them for the control group.

Posting Timing

Posting timing determines when to allow accounting entries to be generated for the vouchers that comprise a control group. Options are:

Post Vouchers Individually

Vouchers can be posted as soon as each one is complete.

Post Only when Group Balanced

The group of vouchers can be posted once the entire group is balanced.

Payment Timing

Payment timing determines when to pay the vouchers that comprise a control group. Options are:

Pay Vouchers Individually

Vouchers can be paid as soon as each one is complete.

Pay Only when Group Balanced

Vouchers in the group can be paid after the entire group is balanced.

Actions

Use the options in the Actions group box to specify whether vouchers in the control group as a whole can be posted or paid. The options that you select override the options that you select in the Posting Timing and Payment Timing group boxes.

Post Group

Deselect to prevent the system from posting this control group, regardless of whether the control group is in balance or whether individual vouchers in the control group are ready to post.

Only Pay Verified Groups

Select to have the payment process pays vouchers in this control group only if they have been verified on the Group Information - Assignment page, regardless of whether the control group is in balance or whether individual vouchers in the control group are ready to be paid.

Supervisors can use the following options to monitor posting in the system:

To allow control groups to post as they balance, set the posting timing to Post Only when Group Balanced and select the Post Group check box. The Voucher Posting Application Engine process (AP_PSTVCHR) detects groups that are verified and in balance and posts all vouchers in those groups.

If you use control groups strictly as a means of equally dividing up work, select a posting timing of Post Vouchers Individually and select the Post Group check box. If a voucher in the group is postable, it posts regardless of the condition of other vouchers in the group or of the group as a whole.

Note. You can also set control groups to post on the Post Control Group page.

See Also

Posting Control Groups

Defining PeopleSoft Payables Business Units

Click to jump to top of pageClick to jump to parent topicEstablishing Vouchering Options

Access the Group Information - Vouchering Options page (Accounts Payable, Control Groups, Group Information, Vouchering Options).

The options on this page are the same as those defined in the Payables Options component. In the Payables Options component, you define these options for the business unit; here, you define them for the control group.

See Also

Managing Vouchers

Understanding the Matching Process

Processing Document Sequencing in PeopleSoft Payables

ChartField Combination Editing

Click to jump to top of pageClick to jump to parent topicReviewing Vouchers

Access the Group Information - Vouchers page (Accounts Payable, Control Groups, Group Information, Vouchers).

Nbr of Vouchers (number of vouchers)

Enter the correct total number of vouchers in the control group, if necessary. If you select the Run a Tape check box on the Group Information - Assignment page, this field is not available for entry.

Control Gross Amount

Enter the correct control group totals, if necessary. If you select the Run a Tape check box on the Group Information - Assignment page, this field is not available for entry.

Voucher

Displays the voucher ID included in the control group.

Entry Status

Displays the voucher entry status. Options include Deleted, Postable, Recycled, or blank. Quick invoice vouchers always have the entry status of blank.

Payment Amount

Displays the scheduled payment amount on this voucher. Quick invoice vouchers always have the payment amount of blank.

Click to jump to top of pageClick to jump to parent topicSetting Tax Options

Access the Group Information - Tax Options page (Accounts Payable, Control Groups, Group Information, Tax Options).

The options on this page are the same as those defined in the Payables Options and Payables Definition components. In the Payables Options and Definitions components, you define these options for the business unit; here, you define them for the control group.

See Also

Processing Value Added Tax (VAT) in PeopleSoft Payables

Understanding VAT

Click to jump to top of pageClick to jump to parent topicChecking the Status of a Control Group

Access the Control Group Update Status page (Accounts Payable, Control Groups, Update Status, Control Group Update Status).

Date

Displays the date that the control group was created.

Total

Group Total

Displays the control total gross amount for the group and the control total number of vouchers in the group. This information comes from the Control Totals group box on the Group Information - Assignment page.

Voucher Total

Displays the gross amount total for the vouchers that have been entered into the group and the total number of vouchers that have been entered into the group. This information comes from the Actual Totals group box on the Group Information - Assignment page.

Difference

Difference between the Group Total and the Voucher Total.

Status

The options here are a subset of the status options available on the Group Information - Assignment page. Most users cannot access that page, so this page is the equivalent page for them. It displays only the options that users have the authority to select.

Assigned

Indicates assignment status by default from the Group Information - Assignment page after the control group has been assigned to a user.

Ready for Review

Select to place the group in the supervisor's review queue. When the supervisor opens the Group Information - Assignment page, this group is ready for approval.

Entry Set Aside

Select to place this group temporarily on hold to prevent the system from automatically assigning it during voucher entry.

Assignment

Assigned To

Displays the user ID and description of the user to whom this group is assigned.

Assigned

Displays the date and time that the group was assigned to the user.

By

Displays the user ID and description of the supervisor who assigned this group to the user.

Due

Displays the date and time by which this group must be processed.

Completed

Displays the date and time that the group was processed.

See Also

Assigning Control Groups

Click to jump to top of pageClick to jump to parent topicPosting Control Groups

Access the Post Control Group page (Accounts Payable, Control Groups, Post Control Group).

The page displays the available verified controls groups for the entered PeopleSoft Payables business unit. Select the Post check box for each control group that you want to post the next time the Voucher Posting process runs.

You can also determine whether vouchers in a control group can be posted as they are completed, or whether they are only postable once the entire group is in balance. You set these defaults on the Group Information - Accounting page.

See Also

Defining Accounting Options

Running Voucher and Payment Posting

Click to jump to top of pageClick to jump to parent topicDeleting Control Groups

Access the Delete Control Group page (Accounts Payable, Control Groups, Delete Control Group).

Totals

Control Totals

Displays the control total gross amount for the group, and the control total number of vouchers in the group. This information comes from the Control Totals group box on the Group Information - Assignment page

Voucher Totals

Displays the gross amount total for the vouchers that have been entered into the group, and the total number of vouchers that have been entered into the group. This information comes from the Actual Totals group box on the Group Information - Assignment page.

Difference

Displays the difference between the control totals and the voucher totals.

At the bottom of the page, view the vouchers that have been processed for the control group. Vouchers entered through the Quick Invoice Entry component (VCHR_QUICK_PNL) have an entry status of blank.

Also, review the control total for the control group, the actual total based on the vouchers entered, and the difference between the two totals.

Select All

Click to select all the vouchers in the control group for deletion.

Deselect All

Click to deselect all selected check boxes for the vouchers listed in the group

Delete Vouchers in Group

Select to delete all vouchers or only specified vouchers. To delete specified vouchers, individually select the check boxes for those vouchers.

Delete Control Group Record

Select to delete the control group from the database and remove the control group ID from each of the vouchers listed on this page. You can reuse a deleted control group ID if you enter it manually as you create a new control group. However, the system does not automatically assign a control group number that has already been used, even if you have deleted it.

Delete

Click to delete vouchers after you've selected the Select All, Delete Vouchers in a Group, or Delete Control Group Record option. The system then prompts you to continue or cancel with the specified deletion. If you select OK to continue the deletion, the system automatically saves the page information. You must use the Delete button to perform the specified delete action in the system. Selecting a delete option and clicking the Save button does not perform a delete action.

Note. The system sets the build status to To Delete for quick invoice vouchers. You must run the Voucher Build Application Engine process (AP_VCHRBLD) to delete the voucher from the quick invoice voucher tables.

Audit Logs

Click to access the Search Audit Logs page and view audits associated with the control group.

See Setting Up Financials Audit Framework (Audit Logging).

Note. You cannot delete posted vouchers, vouchers that are in the process of posting, or those that have been partially paid.

To delete vouchers that have been budget-checked, use the Delete Voucher page.

See Also

Assigning Control Groups