People Soft Accounts Payable Inquiry 1 Who Should

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People. Soft Accounts Payable Inquiry 1

People. Soft Accounts Payable Inquiry 1

Who Should Attend This Course? • Course Description: This course is designed to instruct

Who Should Attend This Course? • Course Description: This course is designed to instruct participants on how to search and view key Accounts Payable information in People. Soft • Course Pre-Requisites: People. Soft Basics and Navigation • System Roles: AP Specialist, SCM Buyers, Corporate Finance, Department Leaders 22

Course Agenda • • • Welcome and Introduction Course Guidelines Course Objectives Key Changes

Course Agenda • • • Welcome and Introduction Course Guidelines Course Objectives Key Changes New Terminology Oracle UPK Navigation People. Soft Basics & Navigation Review To Be Process and Workflow Lesson 1 - 3 Course Summary Course Quiz/Assessment Getting Help 33

Welcome and Introductions • Instructor • Business Subject Matter Expert (SME) • Participants 44

Welcome and Introductions • Instructor • Business Subject Matter Expert (SME) • Participants 44

Course Guidelines • Please silence pagers. Cell phones need to be turned off completely

Course Guidelines • Please silence pagers. Cell phones need to be turned off completely • Minimize side conversations • Help manage activities by starting and stopping on time • Actively listen to and engage in the presentations • Please do not work on your computer during Instructor presentations • Be respectful of other participants and only check e -mail or cell phones during breaks • Restroom and exit locations • Breaks • Question/Issue Parking Lot 5

Why Business Transformation? The People. Soft project is viewed as a business transformation and

Why Business Transformation? The People. Soft project is viewed as a business transformation and will revolutionize the way we manage our business: • It will affect everyone in the organization in some way • It will provide comprehensive benefits for the people, process and technology platform for Baptist Health • It will enable the use of information as a strategic asset and put quality information in the hands of decision makers • It will support effective evidence based decision making and speed the path to quality decisions 6

Expected Savings $45 MILLION The enclosed information, prepared pursuant to Consulting Services Agreement, is

Expected Savings $45 MILLION The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 7

Case for Change: Finance Current Situation • Manual processes for approval and management of

Case for Change: Finance Current Situation • Manual processes for approval and management of Accounts Payable leads to payment delays and potential loss of discounts Impact of Transformation • Approval of transactions within the system rather than via paper or Image. Now – a more streamlined process that will improve payment cycle time • Automated discount calculations and pay dates ensure timely and accurate payments that comply with supplier's contract terms and enable more efficient cash management • Leaders will spend less time approving transactions and addressing vendor issues, more time managing the business or treating patients The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 8

Case for Change: Finance Current Situation • Finance team spends a significant amount of

Case for Change: Finance Current Situation • Finance team spends a significant amount of time on processing transactions and reconciling data from multiple sources Impact of Transformation • Powerful, integrated business analytic and reporting tools enable Finance team to provide leaders with timely, meaningful information to help them make better, quicker decisions • Significant reduction in manual processes allows for reduced cycle closing time and more timely release of financial data— with more data available on a real -time basis The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 9

Case for Change: Finance Current Situation • Time consuming, complicated and cumbersome budgeting system

Case for Change: Finance Current Situation • Time consuming, complicated and cumbersome budgeting system • Use of manual spreadsheets to track projects, resulting in inefficient, delayed reporting and many wasted man-hours Impact of Transformation • Leaders will have access to an easy-to-use, web-based system to prepare operating budgets and review monthly responsibility reports and analyses. • System will support leaders tasked with managing productivity and costs--they will have a clearer picture of where they stand where it appears they might be heading. The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 10

Case for Change: Finance Current Situation • Time consuming, complicated and cumbersome budgeting system

Case for Change: Finance Current Situation • Time consuming, complicated and cumbersome budgeting system • Use of manual spreadsheets to track projects, resulting in inefficient, delayed reporting and many wasted man-hours Impact of Transformation • Leaders and project managers have a dynamic integrated tool to monitor progress. In addition, reporting tools will allow for analysis across projects to drive successful operations. System capabilities allow for future expansion of these tools to track company initiatives beyond construction and IT projects The enclosed information, prepared pursuant to Consulting Services Agreement, is solely for the use and benefit of Baptist Health South Florida and is not intended for reliance by any other person. 11

Course Objectives After completing this course, you should be able to: • View Accounts

Course Objectives After completing this course, you should be able to: • View Accounts Payable Inquiries 1212

Course Components • • • Concept slides Demonstrations Exercises Job Aids Knowledge Check Questions

Course Components • • • Concept slides Demonstrations Exercises Job Aids Knowledge Check Questions • Estimated Course Duration: 45 Minutes 1313

Course Lessons • Lesson 1 – Introduction • Lesson 2 – Running Accounts Payable

Course Lessons • Lesson 1 – Introduction • Lesson 2 – Running Accounts Payable Inquiries 1414

Oracle UPK Navigation Introduction • Explain how to access the training • Explain how

Oracle UPK Navigation Introduction • Explain how to access the training • Explain how to search for and view content • Explain how to complete a course 1515

People. Soft Basics & Navigation Review Logging On The 3 prerequisites to log on

People. Soft Basics & Navigation Review Logging On The 3 prerequisites to log on to People. Soft: 1. Access the People. Soft URL / link** 2. Enter the correct User ID 3. Enter the correct Password ** the URL/Link determines the People. Soft Database you want to access Example: HCMDEV 16

People. Soft Basics & Navigation Review • To Log Off - Click the Sign

People. Soft Basics & Navigation Review • To Log Off - Click the Sign out button in the Universal Navigation Header Note: At BHSF, an inactivity warning is issued after 18 minutes but a People. Soft session stays active for 20 minutes. Once timed out, you are required to log in again. 17

People. Soft Toolbars & Breadcrumbs You have a number of alternatives for navigating in

People. Soft Toolbars & Breadcrumbs You have a number of alternatives for navigating in People. Soft applications, including: • Drop-down navigation • Navigation pages • Bread crumbs 18

Drop-down Navigation Example In this example the navigation is: Main Menu > General Ledger

Drop-down Navigation Example In this example the navigation is: Main Menu > General Ledger > Journals > Journal Entry > Create/ Update Journal Entries 1919

Navigation Page example Note: Click the Folder to see the navigation page. 2020

Navigation Page example Note: Click the Folder to see the navigation page. 2020

Bread crumbs example Note: Highlighted area shows the bread crumbs navigation. 2121

Bread crumbs example Note: Highlighted area shows the bread crumbs navigation. 2121

People. Soft Page Controls / Icons Note: An asterisk (*) in front of a

People. Soft Page Controls / Icons Note: An asterisk (*) in front of a Field means it is required. 2222

Lesson 1 – Introduction 23

Lesson 1 – Introduction 23

Lesson Objectives After completing this lesson, you will be able to: • Introduce the

Lesson Objectives After completing this lesson, you will be able to: • Introduce the course purpose and objectives • Describe the overall benefits of using People. Soft 9. 1 • Identify key data changes from legacy systems • Identify new terms and concepts • Introduce the new Chart of Accounts (COA) • Present Crosswalk job aid 2424

Introduction to the New Chart of Accounts Lawson People. Soft Accounting Unit (Entity) Account/

Introduction to the New Chart of Accounts Lawson People. Soft Accounting Unit (Entity) Account/ Subaccount 1001000 (11310 -0000) Business Unit Operating Unit Dept. Account Fund PC BU Project/ Grant ID Activity (5) (5) (6) (5) (12) (10) 10000 162000 P 1000 PRJ 166101002 10000 This People. Soft chartfield example represents: 10000 BU = Corporate 10000 Dept. = Balance Sheet 162000 Account = Assets under Construction-SYS P 1000 PC BU = Construction Management PRJ 166101002 Project ID = BHSF ASB Restroom Plumbing 25

Lesson 2 – Running Accounts Payable Inquiries 2626

Lesson 2 – Running Accounts Payable Inquiries 2626

Lesson 2 AP Inquiries: Objectives After completing this lesson, you will be able to:

Lesson 2 AP Inquiries: Objectives After completing this lesson, you will be able to: 1. Searching for Vendors 2. Reviewing Vouching Information 3. Reviewing Posted Accounting Entries 4. Reviewing Journal Detail for a General Ledger Journal 5. Locating Documents from a Voucher ID 6. Performing Payment Inquiries 7. Reviewing Vendor Aging 8. Reviewing Scheduled Payments on Hold 9. Reviewing Scheduled Payment Information 10. Reviewing Current Vendor Balances 2727

Transaction 2. 1 Searching for Vendors Purpose: Vendor profiles are created to store all

Transaction 2. 1 Searching for Vendors Purpose: Vendor profiles are created to store all the information needed for a vendor. When to use: To manage the vendor’s and BHSF’s needs. Prerequisite activity: Vendor must exist. 2828

Transaction 2. 1 Searching for Vendors - Screenshot 2929

Transaction 2. 1 Searching for Vendors - Screenshot 2929

Transaction 2. 1 Vendor Setup Insert main/initial transaction screenshot Identify/highlight key fields If needed,

Transaction 2. 1 Vendor Setup Insert main/initial transaction screenshot Identify/highlight key fields If needed, inset another slide to show final screenshot Identify/highlight key fields or information, such as a system generated transaction number or message 3030

Transaction 2. 1 Searching for Vendors - Demonstration Watch as the instructor demonstrates how

Transaction 2. 1 Searching for Vendors - Demonstration Watch as the instructor demonstrates how to execute the Searching for Vendors transaction. 3131

Transaction 2. 1 Searching for Vendors - Exercise Your turn to try. Using the

Transaction 2. 1 Searching for Vendors - Exercise Your turn to try. Using the provided data sheet, work instruction and/or job aid to execute the transaction on your own. 3232

Transaction 2. 2 Reviewing Vouching Information Purpose: People. Soft Payables provides numerous inquiry pages

Transaction 2. 2 Reviewing Vouching Information Purpose: People. Soft Payables provides numerous inquiry pages and reports that enable you to access your voucher, payment, and supplier information how and when you need it. This exercise covers the Voucher Inquiry page When to use: The inquiry pages in particular can be very useful when your customers call and want you to track down information for them. Prerequisite activity: Vouchers need to exist 3333

Transaction 2. 2 Reviewing Voucher Information Purpose: People. Soft Payables provides numerous inquiry pages

Transaction 2. 2 Reviewing Voucher Information Purpose: People. Soft Payables provides numerous inquiry pages and reports that enable you to access your voucher, payment, and supplier information how and when you need it. This exercise covers the Voucher Inquiry page When to use: The inquiry pages in particular can be very useful when your customers call and want you to track down information for them. Prerequisite activity: Vouchers need to exist 3434

Transaction 2. 2 Reviewing Voucher Information 3535

Transaction 2. 2 Reviewing Voucher Information 3535

Transaction 2. 2 Reviewing Voucher Information 3636

Transaction 2. 2 Reviewing Voucher Information 3636

Transaction 2. 2 Reviewing Voucher Information 3737

Transaction 2. 2 Reviewing Voucher Information 3737

Transaction 2. 2 Reviewing Voucher Information - Demonstration Watch as the instructor demonstrates how

Transaction 2. 2 Reviewing Voucher Information - Demonstration Watch as the instructor demonstrates how to execute the Reviewing Voucher information transaction. 3838

Transaction 2. 2 Reviewing Vouching Information - Exercise Your turn to try. Using the

Transaction 2. 2 Reviewing Vouching Information - Exercise Your turn to try. Using the provided data sheet, work instruction and/or job aid to execute the transaction on your own. 3939

Transaction 2. 3 Reviewing Posted Accounting Entries Purpose: xxxx When to use: yyyy Prerequisite

Transaction 2. 3 Reviewing Posted Accounting Entries Purpose: xxxx When to use: yyyy Prerequisite activity: zzzz Next steps: aaaa (what to do after completing the transaction) 4040

Transaction 2. 3 Reviewing Posted Accounting Entries - screenshot Insert main/initial transaction screenshot Identify/highlight

Transaction 2. 3 Reviewing Posted Accounting Entries - screenshot Insert main/initial transaction screenshot Identify/highlight key fields If needed, inset another slide to show final screenshot Identify/highlight key fields or information, such as a system generated transaction number or message 4141

Transaction 2. 4 Reviewing Journal Detail for a General Ledger Journal Purpose: xxxx When

Transaction 2. 4 Reviewing Journal Detail for a General Ledger Journal Purpose: xxxx When to use: yyyy Prerequisite activity: zzzz Next steps: aaaa (what to do after completing the transaction) 4242

Transaction 2. 4 Reviewing Journal Detail for a General Ledger Journal - screenshot Insert

Transaction 2. 4 Reviewing Journal Detail for a General Ledger Journal - screenshot Insert main/initial transaction screenshot Identify/highlight key fields If needed, inset another slide to show final screenshot Identify/highlight key fields or information, such as a system generated transaction number or message 4343

Transaction 2. 5 Locating Documents from a Voucher ID Purpose: With both People. Soft

Transaction 2. 5 Locating Documents from a Voucher ID Purpose: With both People. Soft Payables and Purchasing installed, you can inquire and crossreference related documents across the procure-to-pay business cycle, to tie all documents together for the same transaction flow. You have quick access to requisitions, purchase orders, receivers, and vouchers/payments associated with the requested voucher or payment ID. You can also see such things as post status, budget check status, match status, procurement group details and gross amount. 4444

Transaction 2. 5 Locating Documents from a Voucher ID - screenshot 4545

Transaction 2. 5 Locating Documents from a Voucher ID - screenshot 4545

Transaction 2. 6 Performing Payment Inquiries Purpose: Use the Payment Inquiry page in People.

Transaction 2. 6 Performing Payment Inquiries Purpose: Use the Payment Inquiry page in People. Soft to search on payments using specific search criteria to create a list of detailed payment information. 4646

Transaction 2. 6 Performing Payment Inquiries - screenshot Insert main/initial transaction screenshot Identify/highlight key

Transaction 2. 6 Performing Payment Inquiries - screenshot Insert main/initial transaction screenshot Identify/highlight key fields If needed, inset another slide to show final screenshot Identify/highlight key fields or information, such as a system generated transaction number or message 4747

Transaction 2. 6 Performing Payment Inquiries - screenshot 4848

Transaction 2. 6 Performing Payment Inquiries - screenshot 4848

Transaction 2. 6 Performing Payment Inquiries - screenshot 4949

Transaction 2. 6 Performing Payment Inquiries - screenshot 4949

Transaction 2. 6 Performing Payment Inquiries - screenshot 5050

Transaction 2. 6 Performing Payment Inquiries - screenshot 5050

Transaction 2. 7 Reviewing Vendor Aging Purpose: Review the aging of different payments for

Transaction 2. 7 Reviewing Vendor Aging Purpose: Review the aging of different payments for a supplier or group of suppliers. The inquiry results are broken down into these status categories: Approved Voucher, Unapproved Voucher, Negative Voucher, Hold Payment, Prepaid Voucher, and Draft Issued. 5151

Transaction 2. 7 Review Vendor Aging screenshot 5252

Transaction 2. 7 Review Vendor Aging screenshot 5252

Transaction 2. 8 Reviewing Scheduled Payments on Hold Purpose: Select the Scheduled Payment on

Transaction 2. 8 Reviewing Scheduled Payments on Hold Purpose: Select the Scheduled Payment on Hold page to display a list of all vouchers on payment hold. Payment hold removes the payment from continued processing by the pay cycle. The Approval Status field displays the current approval status of the voucher. Prerequisite activity: Placing a payment on hold indicates this payment will not be selected by a pay cycle again until you release the hold. Next steps: Select the Remove from Hold button to remove selected transactions from hold. 5353

Transaction 2. 8 Reviewing Scheduled Payments on Hold - screenshot 5454

Transaction 2. 8 Reviewing Scheduled Payments on Hold - screenshot 5454

Transaction 2. 9 Reviewing Scheduled Payment Information • Purpose: To search for a voucher's

Transaction 2. 9 Reviewing Scheduled Payment Information • Purpose: To search for a voucher's scheduled payments by various criteria and modify scheduled payment information. 5555

Transaction 2. 9 Reviewing Scheduled Payment Information - screenshot 5656

Transaction 2. 9 Reviewing Scheduled Payment Information - screenshot 5656

Transaction 2. 9 Reviewing Scheduled Payment Information - screenshot 5757

Transaction 2. 9 Reviewing Scheduled Payment Information - screenshot 5757

Transaction 2. 10 Reviewing Current Vendor Balances Purpose: To review the current payables balance

Transaction 2. 10 Reviewing Current Vendor Balances Purpose: To review the current payables balance for a supplier or group of suppliers. 5858

Transaction 2. 10 Reviewing Current Vendor Balances - screenshot 5959

Transaction 2. 10 Reviewing Current Vendor Balances - screenshot 5959

Transaction 2. 10 Reviewing Current Vendor Balances - screenshot 6060

Transaction 2. 10 Reviewing Current Vendor Balances - screenshot 6060

Lesson 2 Running Accounts Payable Inquiries - Summary Having completed this lesson, you should

Lesson 2 Running Accounts Payable Inquiries - Summary Having completed this lesson, you should now be able to 1. Searching for Vendors 2. Reviewing Vouching Information 3. Reviewing Posted Accounting Entries 4. Reviewing Journal Detail for a General Ledger Journal 5. Locating Documents from a Voucher ID 6. Performing Payment Inquiries 7. Reviewing Vendor Aging 8. Reviewing Scheduled Payments on Hold 9. Reviewing Scheduled Payment Information 10. Reviewing Current Vendor Balances 6161

Course Summary 62

Course Summary 62

Learning Objectives Having completed this course, you are now able to: • Run AP

Learning Objectives Having completed this course, you are now able to: • Run AP Inquiries 6363

Key Points to Remember • • • Aaa Bbb Ccc Ddd Eee 6464

Key Points to Remember • • • Aaa Bbb Ccc Ddd Eee 6464

Course Quiz Insert questions regarding business processes and system transactions for all lessons. Questions

Course Quiz Insert questions regarding business processes and system transactions for all lessons. Questions can be T/F, Multiple Choice or Matching questions (for process flow questions). 6565

Getting Help • • • Online Training UPK simulations Job Aids Super Users Help

Getting Help • • • Online Training UPK simulations Job Aids Super Users Help Desk 66

Thank you for attending the Financial Training for AP Inquiry Course 67

Thank you for attending the Financial Training for AP Inquiry Course 67