Controller’s Office - General Accounting AP Upload · • An Upload is a way to pay a Supplier or...
Transcript of Controller’s Office - General Accounting AP Upload · • An Upload is a way to pay a Supplier or...
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Controller’s Office - General AccountingAP Upload
February 26th, 2020
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Discussion Topics
• What is AP Upload
• Types of Worksheet Templates
• Appropriate Documentation
• Tips
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What is AP Upload• An Upload is a way to pay a Supplier or
Individuals.
• If you have 10 or more payments in the categories below, the AP Upload is available instead of keying each payment into the Payment Request in PeopleSoft.
– Prizes & Awards
– Stipends
– Services Rendered
– Preceptor Payments
– Refunds
– Participants
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Worksheet Template Types
There are 2 Worksheet Template types:• Regular Payments • Single Payment
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Regular Payment Worksheet Template
• Payments that have a Supplier ID and have either an invoice number or date of service.– Participants
– Stipends
– Services Rendered (Preceptors, Mentors, etc.)
– Over 10 invoices to the same Supplier
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Regular Payment Worksheet Template
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Regular Payment Worksheet Template
• Example:
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Regular Payment Worksheet Template
• Email Example
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Single Pay Worksheet Template
• One time Payment where no Supplier ID is needed.– Refunds to companies or Individuals
for a one time payment
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Refund Payment Form
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Single Pay Worksheet Template
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Single Pay Worksheet Template• Example: Refund
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Appropriate Documentation• All AP Uploads must include the AP Upload
Approval Form• Service
– Invoice, if available (Include a Memo if invoice not available)
– Regular Pay Worksheet Template
• Stipends/Participants/Mentors/Honorariums– Forms if Applicable– Regular Pay Worksheet Template– All required documentation listed on the Payment
Request Matrix
• Refunds– Refund Payment Form – Single Pay Worksheet Template – Supporting documentation
**Note: Please refer to the Payment Request Matrix as this will outline necessary documentation for payment types.
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AP Upload Approval Form
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Tips• Ensure you are using the correct Spreadsheet
Template
• Do not modify the template– No Formulas– Do not move, change, or delete columns– Please do not skip rows– Make sure you are using a valid chartfield
• All backup to support the AP Upload must be attached to the AP Upload email
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Common Errors
• Use of special characters (&, #, _, etc.)
• Invalid chartfields due to keying errors
• Incorrect formatting
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Common Errors
• Example:
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AP Upload Voucher LookupStep 1:Use the following navigation:Main Menu > Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher
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AP Upload Voucher LookupStep 2:Enter relevant information (invoice number, supplier ID, etc.)
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AP Upload Voucher Lookup
Step 3:Scroll down and click on the search button. Then scroll down again to review your search results.
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AP Upload Voucher Lookup
Step 4:Review voucher details and payment information by clicking on actions.
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Where to Find the Resources Referenced in this Presentation
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Support Contacts
Controller’s Website – General Accounting:
• Procedures and Forms for many processes - more being added
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Questions
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