9.2 Processing Payroll Vouchers

Purpose:  Use this document as a reference for how to use Accounts Payable for processing Payroll Vouchers.

Audience:  AP Staff.

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

  • ZZ Voucher Processing

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.

Once HCM processes payroll and payroll has been completed, a notification is sent from HCM to Finance to begin the following processes; Voucher Build Request, Budget Check/Approval/Review, and Payment Options.

1. Voucher Build Request

ctcLink Accounts Payable provides the Voucher Build process to build vouchers in batch from various source transactions. The Voucher Build process comprises two subprocesses: pre-edit and voucher edit. The pre-edit subprocess builds skeleton voucher record sets from limited information that is retrieved from other sources. After the pre-edit subprocess builds voucher record sets successfully, it calls the voucher edit subprocess to complete these record sets.

Navigation:  NavBar > Navigator > Accounts Payable > Batch Processes > Vouchers > Voucher Build

  1. The Voucher Build Request run control ID search page displays.  It defaults to the Find an Existing Value tab.
  2. Enter Run Control ID.
  3. Select Search.
Voucher Build Request Find an Existing Value page
  1. The Voucher Build page displays.  Enter these parameters:
    1. Request ID - Enter an ID that comprises any combination of characters
    2. Description - Enter a description that comprises any combination of characters
    3. From Date - Leave Blank
    4. To Date - Leave Blank
    5. Assign Invoice ID - Unchecked
    6. Assigned Invoice Date - Unchecked
    7. Process Option - 'Business Unit'
    8. Voucher Sources - 'New Voucher Data'
    9. Business Unit - Enter College Business Unit
    10. Voucher Build Interfaces - 'Payroll Interface' or use 'All Interfaces' to capture all interfaces
    11. Publish Voucher Messages - Optional
  2. Select Run to initiate the process.
Voucher Build page
  1. The Process Scheduler Request page displays.. The Voucher Build (AP_VCHRBLD) application engine Process Name is selected by default.
  2. Select OK to initiate the process scheduler request.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.  The updated Voucher Build page displays.  Note the Process Instance number.
  2. Select Process Monitor to review the process status.  Refer to the Process Monitor QRG for instructions.
updated Voucher Build page
  1. The Process List page displays.  Select Refresh until the Run Status is says 'Success' and the Distribution Status says 'Posted'.
  2. Select Go back to Voucher Build Request.
Process List page
  1. The Voucher Build page displays.
  2. Select Process Messages to review the Voucher Build messages.  The first image below has no errors; the second image below has 1 error.

**NOTE** If there were any voucher build errors, the message will indicate that X Vouchers(s) Staged with Pre-Edit Errors. Review the section Voucher Build Errors on how to review and fix the error(s).

Process Messages page
Process Messages tab
Voucher Build Errors

Use the Build Errors page to review a log of any voucher errors that occur during a voucher build processing run. Links to pages are available where you can view error details and correct errors. Errors that are logged include both pre-edit errors and recycled vouchers.

Navigation:  NavBar > Navigator > Accounts Payable > Batch Processes > Vouchers > Voucher Build

  1. Search for the Voucher Build Run Control ID.
Voucher Build Request Find an Existing Value page
  1. Select Build Errors.
  2. Select Error Messages in the bottom left hand corner of the Details section.
Build Errors page
  1. Review the Header Error messages.
  2. Select Correct Errors.
Voucher Build Error Detail page
  1. Select Invoice Information.
  2. Correct errors.
  3. Select 'Voucher Build' from the Action drop-down menu.
  4. Select Run to initiate the voucher build process.
Invoice Information page
2. Voucher Budget Check, Approval & Review

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

  • ZZ Voucher Entry
  • ZZ Voucher Processing

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

There's two ways to perform Budget Check to your payroll voucher; Budget Check and Mass Budget Check. You can select to Budget Check within the Voucher or process all vouchers at one time by using the following process to Mass Budget Check. Recommended to use the Mass Budget Check to avoid the system being bogged down by opening vouchers with hundreds of lines.

Voucher Budget Check

Navigation:  NavBar > Accounts Payable > Batch Processes > Vouchers > Budget Check

  1. The Budget Check run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
  1. The Budget Check page displays.  
  2. Enter these Process Request Parameters:
    1. Process Frequency - Select from the drop-down arrow 'Always Process'
    2. Description - Enter 'Budget Check'
    3. Transaction Type - Select from the lookup magnifying glass 'AP_Voucher'
  3. Enter these Selection Parameters:
    1. Field Name - Select from the drop-down menu 'Business Unit'
    2. From/To - Enter the College Business Unit
  4. Select Run to initiate the process.

 

Voucher Approval  

HCM Vouchers do not require Approval.  HCM Vouchers are automatically approved, they are excluded from the AWE (Approval Workflow Engine) process.

Voucher Review

Recommend running the following queries from the HCM Pillar. These queries are used to validate the vouchers that were built. (Note: you must have HCM viewing access to view HCM queries)

  • CTC_AP_EXTRACT_SUMMARY or CTC_AP_EXTRACT_DETAIL_PUBLIC
  • PAY_NA_TAX_LIAB

Hint:  Contact your HCM Department to run these queries for you if you do not have HCM viewing access.

By utilizing these queries, you are able to make any necessary comments and/or adjustments for AP.  Here are a few communication line examples;

  • Including an Account Number within a Payment Voucher
  • If the dollar amount is incorrect, an Adjustment Voucher can be created (which needs to go through the regular A/P process of Budget Check and Approval) using QRG 9.2 Entering Regular Voucher and 9.2 Budget Checking a Voucher Ad Hoc.
  • Quarterly Payments - mark 'Q' for changing a date to reference a Quarterly Date
  • Garnishments - mark 'H' for a Garnishment Hold
  • Attachments - mark 'A' for adding an attachment
3. Voucher Payment Options

The Internal Revenue Service receives payments through a manual process outside of the ctcLink PeopleSoft system. The Accounts Payable pay cycle will not be utilized for the payroll federal tax payment. After the Federal Tax voucher is approved, the payment options must be updated or order for voucher to NOT PROCESS through the Accounts Payable pay cycle.

Vouchers paid outside of PeopleSoft Examples:

  • IRS
  • State Withholdings (i.e. Oregon Transit or Idaho Withholding)
  • Garnishments paid to DSHS

Utilizing Accounts Payable for Voucher Payments:

  • Pay Single Voucher:  Navigation: NavBar > Accounts Payable > Vouchers > Maintain > Selective Payment Update
  • Pay Multiple Vouchers;  Navigation: NavBar > Accounts Payable > Manual Payment and Prepayment > Create Manual Payment
  • Vouchers for Quarterly Payments;  Modification of Paydates:  Navigation: NavBar > Accounts Payable > Vouchers > Maintain > Selective Payment Update
  • Regular Payment Vouchers;  utilize the Regular Paycycle
Single Payment Voucher

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

  • ZZ Payment Creation

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

Use the Single Payment Voucher to make changes to a voucher without opening the actual Voucher.

Navigation:  NavBar > Navigator > Accounts Payable > Vouchers > Maintain > Selective Payment Update

  1. The Selective Payment Update search page will display.
  2. Enter your Business Unit.
  3. In the Voucher Source, use the drop-down arrow to select Payroll/Student Administration.
  4. Select Search.
  5. Your results will display below. Select specific voucher you would like to modify/review.
  1. The Selective Payment Update page displays.
  2. Select Update Payment button.
  1. The Payment Information section expands to display various tabs; Payment Details, Remit Supplier Details, Bank Details, Payment Message, and Payment Note.
  2. Use the Payment Details tab enables you to modify the Scheduled to Pay Date (i.e. if need a Quarterly Payment) and option to Hold Payment and add a reason.
  1. Utilize the Payment Information tabs to modify and adjust the specific Voucher.
    1. Remit Supplier Details - Verify/change Suppler Address.
    2. Bank Details - Verify/change Bank Account.
    3. Payment Message - Add a payment message (goes into the remittance portion of the payment).
    4. Payment Notes - Add a payment note.
  2. Select Save.
Multiple Payment Voucher

Use the following process as a reference to take multiple vouchers and manually apply them in 1 manual payment.  

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

  • ZZ Payment Creation

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

One of the benefit of using a Multiple Payment Voucher, when your voucher goes into Banking you have only 1 payment to match to.  Making additional notes/changes improves Bank Reconciliation as well as Audits.

Navigation:  NavBar > Navigator > Accounts Payable > Payments > Manual Payment and Prepayment > Create Manual Payment

  1. The Manual Payment Creation page will display.
  2. Select your Bank Code.
  3. Select your Bank Account.
  4. Select Add.

Be sure to select your college's Bank Code and Bank Account.

  1. The Manual Pay Selection page displays.
  2. Enter the Remit Supplier.
  3. Enter the Supplier Location.
  4. Enter the Payment Currency 'USD'.
  5. Select Build Worksheet.
  1. The Manual Pay Worksheet page displays.
  2. Use this page to add/modify amounts.
  3. Select the Apply Voucher tab.
  1. The Apply Voucher tab page displays.
  2. Use this page to Schedule Pay From Date and To Date.
  3. Refresh the page to see changes. Select the vouchers you would like to apply.
  4. Select Save.
  1. Process complete.

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