Understanding Voucher Origins and Control Groups

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.

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:

• 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, including assigning a block of voucher numbers.

• Post several of these groups in one easy step.

If you set up control groups, the system can:

• Check for control groups assigned for each user's ID.

• Select the earliest group in the queue for multiple groups.

  (You can override this feature if necessary by selecting the lookup button to the right of the Control Group field.)

• Track running totals.

• Automatically set the balanced group to Ready for Review status.

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

• Select the next group in the queue each time that users finish a group.

• Provide auto-numbering.

  The system displays NEXT in the Group field until you save the page, and then the system increments by one the last ID number used to create the new control group ID.

  Note: The system assigns control group IDs automatically if you select this option for the business unit. Alternatively, you can enter them manually. You set up control group auto-numbering on the Payables Definition - Numbering page. You can enter combinations of letters and numbers to provide additional identification for groups.

Supervisors can:

• Use the Run a Tape feature to ascertain the gross total and the number of invoices.

• Restrict PeopleSoft Payables users so that they can only enter vouchers in control groups.