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  • Though Finance & Business is not concerned with how payments are recorded in Sirsi, Acquisitions & Discovery staff use the Fund Statistics databases to keep Sirsi and PeopleSoft reconciled within a reasonable margin  to ensure that the financial information in Sirsi is as accurate as possible when it is used for purposes such as the department’s annual report and the ARL and ALS statistics.  Reconciliation also helps to ensure that payments are not posted to the wrong project ID or account in PeopleSoft.  All of the tables referenced on this page can be found in the Fund Statistics database.
  • Sirsi is the authoritative source for what project ID and account number an invoice should be paid against, which is determined by what fund code the invoice is paid against.
  • PeopleSoft is the authoritative source for how much was actually paid to the vendor.  It is also provides information about the payment sent to the vendor, such as the check number and date of payment.

P-card basics

  • A P-card charge will first appear in the PeopleSoft P-card Transactions table in the Fund Statistics database and after the charge is reconciled, it will also appear on the PeopleSoft Transactions table and will be considered officially spent in PeopleSoft.
  • Monographs staff create orders in Sirsi when they order the item from the vendor and create the invoice when the item is received from the vendor.  This creates a delay where a P-card charge generally shows up in the Sirsi Invoices Current FY table several days after it shows up in PeopleSoft.
  • PeopleSoft uses a different type of invoice number for P-card transactions that will never match the invoice number used in Sirsi.
  • On the Reconcile Report, any charges on the PeopleSoft P-card Transactions table that have not been yet been reconciled for project ID 214050 are reflected in the “Expended” column of the Pending-Pcard not in PS Fund Group.

Voucher basics

  • For non-Pcard transactions, the Sirsi invoice is created, received, and paid in Sirsi when we receive the paper invoice for the order requesting payment.  When the invoice is created, the transaction data will appear in the Sirsi Invoices Current FY table in the Fund Statistics database.
  • The paper or electronic copy of the invoice, along with a cover sheet, is routed through the appropriate signature queue, depending upon the total amount to be paid.  Paperwork is then routed to DPP, where a voucher is created in PeopleSoft, submitted for approval, and moved through the online approval queue.
  • After the voucher is created, it will appear in the PeopleSoft Vouchers table.
  • After the voucher is submitted for approval and posts overnight, it will appear in the PeopleSoft Transactions table and will be considered officially spent in PeopleSoft.
  • The voucher is then approved by the Supervisor Approver and the Campus Approver.

See also DPP Reconciliation Role and Priorities and Reconciliation Tasks.

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