UW System Shared Financial System (SFS)

PAY CYCLE PROCESSING MANUAL

PeopleSoft Version 8.8

Version 2.0 6-15-05 tp/gm/jl

Pay Cycle Processing in PeopleSoft version 8.8

This manual requires familiarity with navigation within PeopleSoft 8.8. The new processing is very similar to the 7.5 processing. This manual is meant to familiarize the experienced user with the pages and navigation to process a Pay Cycle in PeopleSoft 8.8. Crystal Report, Version 10 will need to be installed on each Pay Cycle operators computer.

Payment Cycle
Once youve entered, approved and scheduled vouchers for payment in SFS, youll begin the payment process. The following diagram shows the steps in that cycle. The pages that follow discuss those steps in more detail.

Select Payments

Review Payments

Create Payments

Post Payments

Create Pay Cycle Navigation

In 8.8 there are several alternatives to navigate to Pay Cycle. Only one way will be illustrated in this manual.

Navigation: Accounts Payable/Payments. Click on link for Payments.

From this panel choose Payment Selection Criteria under Pay Cycle Processing.

Payment Selection Criteria

Payment Selection Criteria is used to select vouchers to pay. These are templates that store criteria that SFS uses to select vouchers for payment. They allow you to pay groups of vouchers that share certain characteristics. Your payment selection criteria control the scope of scheduled payments that will be eligible for payment in each cycle. Each individual voucher contains information that ultimately determines its selection. These definitions will already be set up for you to use, but it may be helpful to understand what criteria is included in them. As in 7.5, enter the pay cycle here. This will be the same name as the pay cycle used in 7.5. Select Search.

Error Message that may be displayed:

If this message is displayed the Positive Pay File has not been processed from a prior Pay Cycle. Click OK and complete that pay cycle before starting a new one.

Payment Selection Criteria panel functions exactly the same way as version 7.5. Change the dates as appropriate. Many of you have the dates incremented by one so there is no need to change the date. Review and then Click Go to Pay Cycle Manager.

Click here for Pay Cycle Manager

Note: You can select Process Monitor from within Pay Cycle BUT we discovered it is cumbersome coming back into the Pay Cycle at times from Process Monitor. Therefore, we request you open another window to monitor the jobs in process monitor. See navigation below:

Select New Window and navigate to Process Monitor to monitor progress of each process.

Follow the navigation below to Process Monitor from New Window. This is what will be displayed in the new window. A new window must be opened to navigate to process monitor.

Click on PeopleTools.

Under Process Scheduler click on the Process Monitor link.

Note that Process Monitor looks nearly identical to 7.5. Minimize this window or click on the Pay Cycle Manager window

In version 8.8 you can first run Payment Selection and then Creation. Unless your campus has a functional reason to run Payment Selection, you can start the Pay Cycle by processing Payment Selection and Creation. From the dropdown menu, select PSUNX. Then click the yellow Process button.

Error Message - If you select SFSNT1 by mistake you will see this error message. Return to Pay Cycle Manager by selecting NO and select PSUNX and click on Process again.

Clicking on the Process Monitor window you will be able to monitor each step in Pay Cycle processing. You will need to click the Refresh button until a run status of Success is shown. Or you may use the Refresh button within Pay Cycle. We encourage you to monitor the job in Process Monitor. Process AP_APY2015 is Payment Select and Create.

Go back to the Pay Cycle Manager Window. Click Refresh. We see that one payment is scheduled. There is a link to Trial Register and Approve. Note that Approve is now an active link after Payment Selection and Creation. If your campus has specified Pay Cycle Approval as an Internal Control you will need to approve the pay cycle as an added step. Click on Approve.

Click on the Approve button. Then Click on Pay Cycle Manager to get back to the Pay Cycle.

A Trial Register prints a list of payments this Pay Cycle will create. To Print the Trial Register, click on Trial Register link.

The first time this is used a new run control must be entered. Tab to Add a New Value. Enter TRIALREGISTER. Click Add.

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Select the Pay Cycle for your campus. And Click on the Run button.

Server must be SFSNT1 to produce the Trial Register.

Make sure these selections are completed

Click OK and the process will run. Then open Process Monitor.

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Wait until the process has completed by Success. Trial Register Process is APY2030.

Here is the main change from 7.5. The Trial Balance in 7.5 pops up in a new window. In 8.8 n order to see the Trial Balance you will do the following: Click on Details.

This panel is displayed. Click on View Log/Trace. Then click on the APY2030-(Instance#) PDF file. This is the Trial Register File. Click to open.

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This is the Trial register and can be printed out for your records. When you close the document you will be returned to Process Monitor.

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Click Return

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Click OK and this returns you to the Process Monitor.

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Click on the Pay Cycle window.

Select Go To Pay Cycle Manager

Now click Refresh.

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You are now ready to print checks. In server name specify SFSNT1, Output Type = Web, leave Output Destination blank.

Click on Process. Now open the Process Monitor window.

In Process Monitor Click on refresh until the process Run Status is Success for process APY2021.

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The check print file creation process is now complete. To see this file, follow the same navigation as used for the trial register. Click on Details.

Click on View Log/Trace.

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The check print file will be named CKUSBANCKPM.RPT. Click to open the report. If this error message is displayed click OK:

The check print file will now open.

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Scroll down the file to be sure that the check template is as expected. Crystal Report may look different than you are expecting this is due to the new version. Verify your printer set-up click on File/Printer Set-up and select your MICR printer. Verify this each time. To print the checks, select File/Print/Printer and Select OK from the printer panel. Close out the Crystal Report Check file after the checks are reviewed for quality. Navigate from Process Monitor in the manner described in pages 14 and 15.

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Click on the Pay Cycle Window.

Last step is to process the Positive Pay File. Change the Server Name to PSUNX. If you forget at this point the following error message is displayed:

Select No and change the Server to PSUNX. Then click the Process button.

Go to Process Monitor window and wait until status is SUCCESS for Process AP_APY2050.

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Go Back to the Pay Cycle Window and click Refresh. The Pay Cycle status should show complete. Close out of the windows or navigate to your next task.

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Other Information: Pay Cycle Statuses These are the typical statuses that may appear as you are in the Pay Cycle Manager panel.
Status Approved Completed Confirmed Pay cycle has been approved. The Pay cycle is finished. You can start payment selection again using the next payment dates. You have successfully confirmed that the payment references are correct on the Confirm Payment Reference page. Payments are ready to print. If EFT payments are being processed, the files are ready to format or be sent through the approval process. Pay cycle exceptions have been found. The formatting process for the positive payment file has completed successfully. The first time you create a pay cycle its status is New. No payments have been selected or created for processing. Payments are printed or data has been written to a file. Pay cycle has been rejected. Pay cycle has been reset. Payment Selection can be run again. Pay cycle has been restarted and is ready for Payment Creation. One of the Pay Cycle processes is currently running. Payment selection has completed successfully. Meaning

Created

Exceptions Formatted New No work Printed Rejected Reset Restarted Running Selected

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Problem Solving with Pay Cycle Manager

If no work is selected verify the criteria on the Payment Selection Criteria panel. If the criteria appears correct and you still have problems, call the UWSA group. If the Pay Cycle appears to be hung up be patient. If it still appears hung to be hung up, look in process monitor. Click on the tab Server List. Look for the PSUNX server and verify the status indicates Running. If this is not the case then notify your contact who in turn can get in touch with the DBA for SFS. If the Server is running then go to the tab Process List and view the status on the last job submitted using your Operator ID. Is the status of the job Processing or Successful? If so back into Pay Cycle Manager and press Refresh. Proceed to follow the Pay Cycle instructions. If the job in the process monitor is Initiated be patient (Remember the more payments there are the longer Pay Cycle Manager is going to take to run.) If it remains this way for an unreasonable amount of time, then highlight the job in question (The last job on the Process Monitor) and go to Action/Cancel and then Action/Delete. Then go back to the Pay Cycle Manager screen and hit the Refresh button and follow the instructions in the Next Step group box on the panel.

If Pay Cycle Manager still appears not to be functioning correctly contact the UWSA group they will need to verify that the flags on the Pay Cycle Tables are correct and if necessary reset them.

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Posting Payments
Once payments have successfully gone through the Pay Cycle Manager, the following procedures should be used to post them. A separate process is used to journal generate these transactions to the General Ledger.

Activity: Post Payments to the Payables Module Navigation: Accounts Payable>Payments>Payment Posting The following page should be completed. If you want to post a specific check, select the Post Payment option. A payment method and reference field will appear. Enter the check number in the reference field. Click Run to process. This process should be run on the PSUNX server and the output location should be a file or the printer (although there is no output)

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Express Checks
When a check is needed immediately, an express check can be done. Before an express check can be written, a voucher needs to be started and it must pass edit. Editing occurs when you save the voucher. The voucher must also be budget checked. Look on the Summary panel of the voucher to see valid budget checking status. You can navigate to start the Express Check process by pressing the Express Payment link on the Payments page of the Voucher.

This is the preferred method because all of the needed information is carried through to the Express Check panel. Another way to get there is to use the navigation in the following exercise. However, you will need to enter all of the information. Activity: Create an Express Check Navigation: Accounts Payable>Payments>Express Payments>Create Express Payments

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Create a new voucher (see the Standard Voucher section of this manual if you need some help. Be sure to save it and check that it passed edits. Make a note of the Vendor ID number you will need it on the Express Check panel. Navigate to the Express Check panel. Change the Remit To SetID to your SetID. Enter the vendor ID in the field next to the Remit To SetID field. In the Bank Account fields, enter (in this order), your Business Unit, the Bank and the Account. Select a Step Group of Model. Select your business unit for the Unit field. Select the appropriate voucher and the appropriate payment number. The Add All Vouchers will automatically enter all outstanding payments for the same vendor. When the panel is completed, click the Create Checks button. This will take you to the Pay Cycle Manager panel. You may need to press Reset to get started. Note that the pay cycle is given a different name QUICK# (#=1-9). This will process the same as the pay cycle you normally use.

Continue through the Pay Cycle as any other Pay Cycle (you may again want to open a new window to Process Monitor to monitor the processes to make sure they are successful)

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Canceling a Payment You can use the following procedure in order to void or stop payments. This process backs out all payment information for the vouchers affected by the payment to be cancelled and optionally reopens or closes those vouchers the next time you run voucher and payment posting. If you reopen vouchers for payment, you can specify whether to pay the same amount or to recalculate the payment amount based on the new payment date. Activity: Cancel a Payment Navigation: Accounts Payable>Payments>Cancel and Void Payments>Payment Cancellation

Use the search dialog box to select the payment you want to cancel.

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Included in the search list, are those payments that have already been cancelled. You can use this same panel to undo the cancel. Select Void if you want to cancel a check that has been issued but has not been sent to the vendor. Select Stop if the check has been sent out and you have asked the bank to stop payment. Select Undo Cancel to negate any cancellation that you previously performed. This must be done before the cancellation is posted. Re-open Voucher(s)/Re-issue enables you to re-select the scheduled payment and reissue it the next time you execute a payment cycle, assuming the vouchers meet the selection criteria for the payment cycle. SFS will insert a line on the voucher on the schedule payment panel and you will only be allowed to change the date. You must run the payment posting process to record the reversal before the voucher is made available for a new payment selection. Re-open Voucher(s)/Put on Hold also enables you to re-select scheduled payments in subsequent Pay Cycles. This option allows you to put a new date on the schedule payment panel but in addition it puts the re-opened scheduled payment on hold for your review. You might select this option if you need to perform additional investigation or change voucher information before proceeding with the payment. Do Not Reissue/Close Liability causes SFS to calculate any remaining unpaid liability and close it the next time you run the voucher post process. Make your selections and save your work. Post the cancellation and then, if appropriate, re-open the voucher and re-issue or put it on hold.

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