Accounts Payable Overview

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  • Business Process:
  1. Creation of Voucher
  2. Voucher Approval
  3. Voucher Posting
  4. Payments
  5. Payment Posting

 

  • Basic Setups in AP:
    • Vendor SetUp
    • Bank SetUp
    • Branch SetUp
    • Account SetUp
    • Withholding setup/1099 Rule

 

  • Vendor SetUP:

Navigation: VendorsàVendor InformationàAdd/UpdateàVendors.

  • Type of Business:
    1. Supplier Vendor- To provide or to supply goods.
    2. Employee Vendor- Employee payments like travel, relocation, etc.
    3. Withholding Vendor- Vendors to which tax is paid.(Income tax authority or HDFC bank, UTI bank)

 

  • Classification Based on Persistence:
    1. Regular Vendor- Vendor from whom we regularly buy goods. (Coffee powder, papers, systems, etc.)
    2. One Time Vendor/Single Payment Vendor- Vendor for whom we pay them only once. (Land payments)
    3. Recurring Vendor- Vendors come on a regular basis, at a particular time. ( Rent, current bills)

 

  • Classification Based on withholding/1099 Rule/Income Tax:
    1. Withholding Vendor- Customer or company is responsible to pay the tax. (Contract employee)
    2. Non- withholding Vendor- the Vendor is responsible to pay the tax. (Permanent Employee)

 

  • Bank SetUP:

Navigation: BankingàBank & BranchesàBank Information.

 

  • Branch SetUP:

Navigation: BankingàBank & BranchesàBank Information.

 

  • Account SetUP:
  • Internal Account: Conceptual things used to reconcile or budget your expenses. (Food acc, petrol acc, etc. which gets deducted from our account)

     Navigation: BankingàBank AccountsàInternal Account.

 

  • External Account: Physical existence of the account. (HDFC acc, ICICI acc)

   Navigation: BankingàBank AccountsàExternal Accounts.

 

  • Withholding SetUP:

Elements of withholding:

  1. Withholding Rule
  2. Withholding Class
  3. Withholding Entity
  4. Withholding authority
  5. Jurisdiction

 

  • Withholding Rule- Thresholds and the percentage that need to be deducted as a tax. (Eg: 194c3- 0à20k no tax, 20kà999999 10%)

Navigation: SetUp Financials/Supply ChainàProduct Relatedà

        Procurement optionsàWithholding Rule.                 

  • Withholding Class- Collection of rules.

Navigation: SetUp Financials/Supply ChainàProduct Relatedà

        Procurement optionsàWithholdingà Types/Classes.

  • Withholding Entity- Used to combine withholding rule, withholding class, withholding authority & jurisdiction.

 

      Navigation: SetUp Financials/Supply ChainàProduct Relatedà

        Procurement optionsàWithholding àWithholding Entity. 

  • Withholding Authority- Person to which the company pays the deducted tax amount from vendors.

Navigation: VendoràVendor InformationàAdd/UpdateàVendor

  • Jurisdiction- Responsible court to take legal actions against withholdings.

Navigation: SetUp Financials/Supply ChainàProduct Relatedà

        Procurement optionsàWithholdingà Jurisdiction.

 

  • When to pay tax?

We pay tax for a financial year. As system doesn’t know this we have calendars.

  • In INDIA the financial year is from-(April 1 to March 31), in US it is from-(Jan 1 to Dec 31).
  • 999 and 998 are Adjustment periods- These are used to make some adjustments to the transactions or accounts in which the bank statements are equalized with our peoplesoft system statements.

 

  • Creation of Voucher:

Navigation:  Account PayablesàVouchersàAdd/Update àRegular Entry.

  • Voucher Types:
  1. Regular Voucher- Normal Voucher.
  2. Prepaid Voucher- Used for advanced payments, this automatically reduces the advance amount paid and only pays the balance amount to the vendor.
  3. Journal Voucher- For adjustments between GL and AP.
  4. Single Payment Voucher- These are for single payments.
  5. Reversal Voucher- It will be of –ve amounts, where the orders are canceled.
  6. Adjustment Voucher- These are to do the adjustments for regular vouchers, where it hits the GL.(When vendor asks for transport charges, etc.)

 

  • Depending on withholding:
  1. Withholding- Voucher for withholding vendors.
  2. Non-withholding voucher- Voucher for non-withholding vendor where he pays the tax.

 

 

  • Depending on Sub-Systems:
  1. PO based vouchers.
  2. Non-PO based vouchers.

 

  • Depending on Items:
  1. Asset Voucher- Buildings, systems, chairs, cars, etc.
  2. Non-Asset Voucher- Coffee powder, paper, etc.

 

  • Voucher Approval:

Navigation:  Account PayablesàVouchersàApprove

           àApprove Voucher

 

  • Voucher Posting:

      Navigation:  Account PayablesàBatch ProcessesàVouchers

      àVoucher Posting

  • Create Accounting Lines- These details directly go to GL.
  • Create Payment Lines- These details go to vendor for payment and then to GL.
    • Regular
    • Withholding

 

  • Payments:
  • Express Payments/ Inhouse cheque Printing- These are single voucher payments.

Here go to payment page click on express payment hyperlink and

set the server name as PSNT.

Navigation:  Account PayablesàVouchers     

                        àAdd/Update àRegular Entry

  • PayCycle-Bulk or multiple voucher payments at a time.

                  Navigation:  Account PayablesàPayments àPayCycle

                              ProcessingàPayCycle Manager

 

  • PayCycle Elements:
    1. Step- A single Process.

Navigation:  Account PayablesàPayments      

     àPayCycle DefinitionàStep

  1. Step group/ Step table- Collection of steps.

Navigation:  Account PayablesàPayments      

     àPayCycle DefinitionàStep Table.

  1. PayCycle Definitions- Consists of selection criteria in the step group.

                                     Navigation:  Account PayablesàPayments                                           

                                     àPayCycle ProcessingàPayCycle Selection

                                     Criteria.

 

  • Execution sequence for PayCycle:
    1. PayCycle Selection- Select the list of vouchers to be paid.
    2. Deselect Payments/Hold Payments- If we want to pay only for 10 out of 15 vouchers or if there is any dispute between the vendor and company then the payment vouchers are kept on hold.
    3. Payment Creation- Payment ID Reference (Cheque Number).
    4. Reset PayCycle- To reprint cheques, if there was any problem in printing cheques.
    5. Print Cheques- Here we print the cheques.
    6. Cancel PayCycle- If we came to know that the payments that we have done are wrong then we cancel the payment, also called payment cancellation.

 

 

  • Payments Posting:

Navigation:  Account PayablesàBatch Processesà Payment   

            àPayment Posting.

 

  • Processes:
    • Posting Voucher Process- AP_APY2015(Application Engine Process)
    • Create Payments Process- AP_APY2015(Application Engine Process)
    • Print Cheques Process- APY2021(Crystal Report Process, Crystal Cheque)
    • Payment Posting Process- AP_PSTPYMNT(Application Engine Process)

 

  • Different Dates to be specified:
    1. Invoice Date- The date on which the bill is generated by vendor.
    2. Transaction Date- The actual date of transaction with vendor to pay him the amount.
    3. Accounting Date- The actual date on which the transaction should the account.
    4. Payment Date- The date that will be printed on the cheque.

 

  • Important Tables for Account Payables:

VOUCHER, VOUCHER_LN, PAYMENT_TBL – Create a Voucher

PAYMNT_VCHR_XREF – Payment Creation and Voucher posting

VCHR_LN_ACCTG – Voucher posting and payment posting process

 

Linking secondary pages to a main page

Secondary pages are the destination page which can be reached from a main page. Usually push buttons/hyperlinks are placed in the main page which will take you to your secondary page.

The first thing you would have to do is to create your desired page. And when you insert that page into your project, click on the page properties and select the page type as Secondary page as shown in the pic below.

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The OK &Cancel buttons check box should ideally be checked. But you can uncheck it if you want to override the default buttons and add custom buttons of your own.
Once you are ready with the your page(SEC_PG). Its time to link it with your primary page.

▪Open the Main Page
▪Click on Insert Push Button/Hyper Link
▪Double click on the icon in the Main page
▪Select the destination as:secondary page
Record Name as:SEC_PG_TBL
Field Name as:SEC_PG_FIELD
Secondary Page as: SEC_PG
▪Click on the Label tab,Select Standard Text
▪Select Static Text
Enter the Text as: Secondary page
▪Save it

Now it should be visible as a hyperlink Secondary page on your Main page.

This is how you create a simple secondary page. You can use this type when:

● You need no procedural PeopleCode logic before the secondary page appears (PeopleCode can be used on the secondary page just like any other page).

●You want to control the formatting of the information (therefore, you want to use a page and not use the Prompt function).

●You use the secondary page multiple times.

But if you want to invoke peoplecode then the DoModal function should be used.

The DoModal function displays a secondary page. Secondary pages are modal, meaning that the user must dismiss the secondary page before continuing work in the page from which the secondary page was called. To use Domodal function set the Destination as ‘PeopleCodeCommand’ in Push button properties

● Set the push button Type properties to peoplesoft command instead of secondary page, and  then call the DoModal PeopleCode function from the FieldChange event for the push button to display the secondary page.

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Sample code:

&TITLE = “Secondary page”;
DoModal(PANEL.SEC_PG, &TITLE, – 1, – 1, 0);