Expenses Rel 8.9

Description:

The Expenses course covers how to use the functionality available in PeopleSoft Enterprise Expenses. Learn how to set up approval rules, business transaction and processing rules to maximize efficiency and avoid redundancy. Set up and maintain employee data and identify access for employees, managers and expense transaction approvers. Define approver profiles, setup approval privileges, define audit rules, and assign approver routing lists. Set up expense types, location and rate tables, business purposes, per diems, time reporting codes, templates and default values that can be used to expedite the entry process and to ensure policy compliance. Establish preferred vendors and credit card data. Process travel authorizations for preapproval of future expenses and cash advances that can later be applied against expense reports. Process expense reports including imported credit card data and cash advances.

Prepare time reports that can be integrated with PeopleSoft Project Costing and Time and Labor. Expenses provides the functionality to send transactions through various approval levels from a reviewer to a manger, auditor, project manager and post pay auditor. Process expense reimbursements for employees and vendors through PeopleSoft Payables. Post transactions to PeopleSoft General Ledger and send expense transactions to PeopleSoft Project Costing. Find out how to load credit card from vendors and apply the transactions to employee expenses. Setup and process airline ticket information to track and reconcile tickets. Generate expense reports and queries.

Learn To:

• Set up rules to enforce business process
• Set up and maintain employee data
• Define approver profiles
• Set up Expense control tables
• Process expense reports
• Process reports

Audience:

Functional Implementer

Objectives:

• Set up PeopleSoft operational structure
• Setup Expenses business rules and options
• Define approval rules
• Create expense transactions and time reports
• Perform approvals on expense transactions
• Generate expense payments
• Send transactions to PeopleSoft Project Costing
• Perform additional expense processes and reports

Prerequisites:

Required Prerequisites:
Understanding of basic navigation and PeopleSoft concepts
Use of control tables to enforce business rules
Able to run processes and reports
Intro to PS for FMS and SCM Rel 8.9

Topics:

Defining General Options
Defining Installation Options for Expenses
Setting Up Expenses Options
Setting Up Expenses Business Units
Defining DCAA Requirements (USA)
Identifying Common Data and Global Features

Setting up Security and Approvals
Setting Up Expense Users and Permission Lists
Defining Approval and Audit Rules
Defining Approval Options

Setting Up Expenses Structure
Defining Business Rules for Expenses
Setting Up Expense Management Functions
Setting Up Locations and Rates
Creating Expense Templates

Setting Up Employee Data
Loading Employee Data
Maintaining Employee Profiles

Processing Travel Authorizations
Creating Travel Authorization Templates
Creating Travel Authorizations

Processing Expense Transactions
Modifying User Defaults
Processing Cash Advances
Preparing Cash Advances
Creating Time Reports

Approving Expense Transactions
Describing Summary Approval Options
Performing Approvals and Audits
Modifying Approved Transactions

Processing Payments
Describing the Expenses Payment Process
Staging Payments for Processing
Processing Payments in PeopleSoft Payables
Sending Payments to Payroll
Reviewing Payments

Integrating with PeopleSoft Project Costing
Processing Project-related Expense Transactions
Sending Transactions to Project Costing

Integrating with PeopleSoft General Ledger
Posting Liabilities and Payments
Examining Accounting Entries
Establishing Links with the General Ledger
Using the Journal Generator
Rolling Over Travel Authorization Encumbrances

Managing Expense Transaction Exceptions
Canceling Expense Payments in Payables
Unposting Expense Reports
Modifying and Closing Cash Advances and Expense Reports
Creating Accounting Adjustments for Expense Reports
Reconciling Cash Advances

Processing External Data
Describing External Expense Data
Reconciling Airline Tickets
Processing Imported Credit Card Data
Using Automated Teller Machine Data
Using Benchmark Data

Examining and Archiving Expense Information
Running Expenses Queries
Running Reports
Archiving Expense Transactions