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  • 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 several 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-P-card 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.

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