Create Voucher Using a Voucher Upload Process

Purpose: Use this document as a reference to create a Voucher by using a Voucher Upload Process, commonly used for Net Pay.

Audience: AP Staff

You must have at least one of these local college managed security roles:

  • ZD_DS_QUERY_VIEWER
  • ZZ Voucher Upload

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

The Excel_Upload_for_Voucher.xls workbook lets you enter vouchers offline using Microsoft Excel and then import the vouchers into your PeopleSoft database. Once you import the spreadsheet vouchers, the Voucher Build Application Engine process (AP_VCHRBLD) builds and edits the vouchers.

The Excel_Upload_for_Voucher.xls workbook comprises two worksheets, the Template worksheet and the Data Sheet worksheet. The Template worksheet contains all of the available fields that you can configure for data entry. You can configure the spreadsheet for simple one-line express vouchers to complex multiple line vouchers. You enter the transaction data on the Data Sheet worksheet.

Expand or collapse content Creating a Regular Voucher using a Voucher Upload Template
attachment Excel_Upload_for_Voucher_Regular.xlsm
  1. Copy the voucher workbook file (ExcelUploadforVoucher.xls) to a folder on your workstation.
    • Note: It’s recommended to store the voucher upload template and the associated DEST file in a dedicated local folder.
  2. Open the Excel_Upload_for_Voucher.xls file and go to the Voucher - Template worksheet. Use this sheet to set the default values and prepare your voucher spreadsheets for import into PeopleSoft Payables.
Excel_Upload_for_Voucher.xls file image on the Template tab.
  1. Enter the voucher information on the Data Sheet worksheet, then import it into PeopleSoft Payables. The Data Sheet only shows the fields selected on the Template worksheet.
  2. On the Data Sheet tab, enter the voucher header information like the Business Unit, the Invoice Date and Accounting Date.
VoucherUploadTemplate_Regular file image on the Data Sheet tab.
  1. Enter the voucher line and distribution information.
    • Note: Enter data in at least one row for the Voucher Header and Voucher Distribution Line.
      • If the Voucher Line is blank, the VB macros will create it using Voucher Header information.
      • Do not repeat the same Voucher Header information on multiple Voucher Lines.
      • Do not repeat the same Voucher Line information on multiple Distribution Lines.
VoucherUploadTemplate_Regular file image on the Data Sheet tab.
  1. Verify the Data.
  2. Once your data has been verified, select the Generate XML and Post button to create a DEST file.
VoucherUploadTemplate_Regular file image on the Data Sheet tab with the Generate XML and Post button is highlighted.
  1. A Login message will display. Enter the User ID and Dynamic Password.
    • Note: The uploads use your Finance Pillar Portal password that can sometimes get out of sync with the PeopleSoft Tools Portal password. If that is the case the user's password will need to be reset/synced by your local IT Security, for ideally they should match.
  2. Select the OK button.
VoucherUploadTemplate_Regular file image. The login page displays in the foreground with the User ID and Password fields highlighted.
  1. Your DEST file will be created. Save it to your computer in the same folder where voucher upload template is stored.
  2. On the Vchrlog tab, the upload log message and status will be displayed. Any errors encountered during the upload will also be shown on the Vchrlog tab.
VoucherUploadTemplate_Regular file image on the vchrlog tab.
  1. The voucher data is moved to the Voucher Staging table and can be reviewed by running the query “QFS_AP_VOUCHER_STAGING”.
  2. Run the Voucher Build process to create the voucher from the staging table.
Expand or collapse content Creating a Journal Voucher using a Voucher Upload Template
attachment Excel_Upload_for_Voucher_Journal.xlsm
  1. Copy the voucher workbook file (Excel_Upload_for_Voucher.xls) to a folder on your workstation.

It’s recommended to store the voucher upload template and the associated DEST file in a dedicated local folder.

  1. Open the Excel_Upload_for_Voucher.xls file and go to the Voucher - Template worksheet. Use this sheet to set the default values and prepare your voucher spreadsheets for import into PeopleSoft Payables.
Excel_Upload_for_Voucher_Journal file image on the Template tab.
  1. Enter the voucher information on the Data Sheet worksheet, then import it into PeopleSoft Payables. The Data Sheet only shows the fields selected on the Template worksheet.
  2. On the Data Sheet tab, enter the voucher header information like the Business Unit, Voucher Style, Invoice Number, Accounting Date and Related Voucher.
    • Note: The Gross Invoice amount for Journal Voucher is $0.
Excel_Upload_for_Voucher_Journal file image on the Data Sheet tab.
  1. Enter the voucher line and distribution information.
    • Note: Every Journal Voucher requires four Distribution Lines. Journal Vouchers are not "paid" but journal entries attached to a voucher. The Cash Lines need to be added in order to move the cash with the expense. For example:
      1. Expense Line (Reversal of original entry)
      2. Cash Line (Off-set of reversal of original entry line)
      3. Expense Line (New entry)
      4. Cash Line (Off-set of new entry)
Excel_Upload_for_Voucher_Journal file image on the Data Sheet tab.
  1. Verify the Data.
  2. Once your data has been verified, select the Generate XML and Post button to create a DEST file.
Excel_Upload_for_Voucher_Journal file image on the Data Sheet tab with the Generate XML and Post button highlighted.
  1. A Login message will display. Enter the User ID and Dynamic Password.
    • Note: The uploads use your Finance Pillar Portal password that can sometimes get out of sync with the PeopleSoft Tools Portal password. If that is the case the user's password will need to be reset/synced by your local IT Security, for ideally they should match.
      • Finance Pillar Portal:https://fsprd.ctclink.us/fsprd/signon.html
      • PeopleSoft Tools Portal:https://ptprd.ctclink.us/psp/ptprd/?cmd=login
Excel_Upload_for_Voucher_Journal file image. The Login pagelet displays in the foreground with the User ID and Password fields highlighted.
  1. Select the OK button.
  2. Your DEST file will be created. Save it to your computer in the same folder where voucher upload template is stored.
  3. On the Vchrlog tab, the upload log message and status will be displayed. Any errors encountered during the upload will also be shown on the Vchrlog tab.
Excel_Upload_for_Voucher_Journal file image on the Vchrlog tab.
  1. The voucher data is moved to the Voucher Staging table and can be reviewed by running the query “QFS_AP_VOUCHER_STAGING”.
  2. Run the Voucher Build process to create the voucher from the staging table.
Expand or collapse content Creating a Voucher Using a Voucher Upload Process (the following example is to Relieve Net Pay)
attachment ExcelUploadforVoucher_PUM53.xlsm
  1. Navigate to HCM Query Viewer.
  2. Enter in CTC_HR_ACCTG_NET_PAY_DIST.
  3. Select the Search button.
  4. The Query CTC_HR_ACCTG_NET_PAY_DIST search criteria displays.

You may need to request this query from HCM Pillar if you do not have access to HCM Query Viewer.

  1. Enter your Business Unit.
  2. Enter the Pay Period End date.
  3. Select OK.

Note: Use the actual Pay Period End date, such as the 15th or the end of month.

Enter GL Unit and Pay Period End
  1. The Query results will display.

It’s recommended to store the voucher upload template and the associated DEST file in a dedicated local folder. To avoid potential sync conflicts, do not save this folder in OneDrive or any cloud-synced location.

  1. Copy and paste the results into the Excel Data Sheet tab.
  2. On the Data Sheet tab, enter the information to complete the spreadsheet like the Invoice Date and Accounting Date.

The Template tab is for functionality purposes only. If you modify the template, the upload may not work successfully.

Template tab
  1. Verify the data.
verify the data within spreadsheet
  1. Once your data has been verified, select the Generate XML and Post button to create a DEST file.
select the General XML and Post tab
  1. A Login message will display.
  2. Enter the following information;
    1. Enter your User ID and Dynamic Password (this User ID & Password is assigned with the Security Role; ZZ Voucher Upload).
    2. Uncheck the box of "Dedicated Integration Broker Gateway".
    3. Enter Local Code PSFT_EP.
  3. Select OK.

The uploads use your Finance Pillar Portal password that can sometimes get out of sync with the PeopleSoft Tools Portal password. If that is the case the user's password will need to be reset/synced by your local IT Security, for ideally they should match.

  • Finance Pillar Portal: https://fsprd.ctclink.us/fsprd/signon.html
  • PeopleSoft Tools Portal: https://ptprd.ctclink.us/psp/ptprd/?cmd=login
image of the login screen to enter user id and password

Your DEST file will be created and save it to your computer. Following this process above will relieve the GL Account 2011015 - Net Pay Liability.

It is ready to upload into AP using the following QRG Processing Payroll Vouchers.

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