FIN: Local Configuration Guide - Accounts Payable

This document contains the configuration decisions made and values to be used in deployment of the AP Module of the Oracle’s PeopleSoft FSCM 9.2 application.  As such, all additional documentation must be in agreement with the related items described herein.  Should conflict arise with information contained in another document, the data in this document shall be considered valid and that of the other shall require alignment to this document. Changes to the Global Framework in PeopleSoft would require approval from ctcLink governance.

Any changes to the information in this document should be entered as dated additions.  

The Accounts Payable Global Configuration Decision Guide explains necessary global configuration tables needed to setup an institution in the PeopleSoft system.  The order of the configuration tables presented in this document adheres to the table setup sequence required to successfully set up all global configuration tables.

Location Definition

Define address details for entities such as business units, assets, and banks. Locations are used to convey address and contact info associated with a physical location that is relevant to one or more college business processes AR/AP/PO/AM

Decision: District

Location Definition tab

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Location > Location

Security: ZD AM Local Configuration Inq and ZZ AM Local Configuration
Menu: DEFINE_GENERAL_OPTIONS
Component:
LOCATION_TBL
Page: Location Definition and Detail
Activity: A/UD/DA/C 

Ship To Location

Create ship to IDs from existing location IDs for receiving supplier shipments. Ship to location is used in the Purchasing and AP modules. They identify the place or the address where goods and services are supposed to be delivered. They are also used to determine the tax rate that should be applied to transactions such as requisition, po and voucher.

Decision: District

Ship To Locations page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Ship To Locations

Security: ZD Purchasing Local Cnfig Inq and ZZ Purchasing Local Config
Menu: DEFINE_GENERAL_OPTIONS
Component: SHIP_TO_CODES
Page: SHIPTO_HDR
Activity: A/UD/DA/C

Procurement - General Controls

This setup determines how the AP module interfaces with the General Ledger module. Procurement control must be defined for each college.

Decision:  Set up by District

General Controls tab

Navigation: NavBar > Navigator >  Set Up Financials/Supply Chain > Business Unit Related > Procurement > Procurement Control

Security: ZD Purchase Central Cnfig Inq
Menu: ESTABLISH_BUSINESS_UNITS
Component: BUS_UNIT_INTFC2
Page: General Controls, Non-Merch Charges, GL Templates, ERS Options, Withholding
Activity: C

Payables - Definition

Payables definition is used to create a new business unit in AP and link it with the General Ledger module. This setup is also used to define Tax Options, Matching criteria, default payment options, etc.

Decision: Set up each District as Business Unit

Definition tab

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > Payables > Payables Definition

Security: ZC AP Central Configuration
Menu: ESTABLISH_BUSINESS_UNITS
Component: BUS_UNIT_TBL_AP
Page: Definition
Activity: A/UD

Payables Options

Payables Options is used to define the defaults at the SetID level. Voucher Approval options, Error options, Default Payment options and terms, and Sales Tax options are defined here.

Decision: Set up using District Business Unit as Set ID

Payables Options tab

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > Payables > Payables Options

Security: ZC AP Central Configuration and ZZ Accounts Payable Reports
Menu: ESTABLISH_BUSINESS_UNITS
Component: BU_CTLB
Page: Payables Options
Activity: A/UD/DA/C

User Preferences

The user preferences defined here set the page defaults and security around creating and processing vouchers.

User preferences are dependent on user account creation, which will be provided at a later time.  User ID’s will be created by HR and Process Group and Procurement settings will be added according to their “job function” - like Manager, Buyer, Requester, Approver etc.

User Preferences page

Navigation: Navigation: Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement > Payables Online Vouchering

Security: ZD Local Security Admin and ZZ Local Security Admin
Menu: DEFINE_GENERAL_OPTIONS
Component: OPR_DEFAULT
Page: User Preferences
Activity: UD

Paycycle per User ID

Select and review a pay cycle by user ID.

User preferences are dependent on user account creation, which will be provided at a later time.  User ID’s will be created by HR and Paycycle by User ID settings will be added according to their “job function” - like AP Manager or AP Specialist.

Pay Cycle by User ID page

Navigation: NavBar > Navigator >  Set Up Financials/Supply Chain > Security > Pay Cycle by User ID
Security: ZD AP Local Configuration Inq
Menu: ADMINISTER_SECURITY
Component: SEC_PYCYCL_OPR
Page: Pay Cycle by User ID
Activity: UD

Pay Cycle Permission List

Select and review a pay cycle by permission list.

User preferences are dependent on user account creation, which will be provided at a later time.  User ID’s will be created by HR and Process Group and Procurement settings will be added according to their “job function” - like AP Manager or AP Specialist.

Pay Cycle by Permission List page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Security > Pay Cycle by Permission List

Security: ZD AP Local Configuration Inq
Menu: ADMINISTER_SECURITY
Component: SEC_PYCYCL_CLS
Page: Pay Cycle by Permission List
Activity: UD

Payment Selection Criteria

Payment selection criteria acts as a template that is used to run pay cycle and process vouchers to payment. The setup here controls the scheduled payments that are eligible for payment in each cycle.

Dates tab

Navigation: NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Processing > Payment Selection Criteria

Security: ZZ Payment Creation
Menu: CREATE_PAYMENTS
Component: PYCYCL_DEFN
Page: SEARCH
Activity: UD

Approval Process - Set Up Process Definitions

Approval Process Setup defines the voucher approval process. The approval process breaks down into Stages > Paths > Steps. Each step has a user list, which consists of either a SQL or a Role which is then assigned to the approver. Each Path and Step may have a specified criteria such as Monetary, Department IDs, Category Ids, etc.

See below file for a sample workflow.

Setup Process Definitions page

Navigation: NavBar > Navigator > Enterprise Components > Approvals > Approvals > Approval Process Setup

Security: ZD Purchasing Local Config
Menu: EOAW_APPROVAL_WORKFLOW
Component: EOAW_PRCS
Page: Setup Process Definitions
Activity: A/UD/DA/C