Knowledgebase/FAQ : UTShare/PeopleSoft > Financial Managment System > Accounts Payable
QUESTION: When reconciling my Procard charges I see employees that are no longer with the university. How do I remove these names from my view? ANSWER: It is highly recommended that these employees remain in the "Look up" Employee ID view. There may be ...
QUESTION: Can attachments be added or deleted on documents in PeopleSoft? ANSWER: On Travel and Expense modules attachments cannot be added at any time. The document will need to be sent back to the creator to modify. On Accounts Payable documents attac...
QUESTION: When I budget check a document it gives me a "Error in Budget Check" and it asks me to click on the "Budget Options" link. It then shows me under the Exception column that "Ref'd Doc has been Finalized". What action should be taken? ANSWER: Cl...
QUESTION: A proxy needs to be added/removed to access a Procard. What is the process? ANSWER: A Card Maintenance Form [1] will need to be submitted for processing to the Procard/Travel Card Administration office. Links: ------ [1] http://utsa.edu/f...
Question: Many vendors have the same address that has no relation to the vendors: 220 West 7th Street C/O Shared Business Operations Austin, Tx 78701 Answer: During the vendor conversion process, an address validation process was run to verify t...
QUESTION: I see a vendor listed in the Vendor Search navigation but when I try to pull the vendor up in the voucher the vendor does not show up as an option. Why? ANSWER: The vendor may not be an Approved vendor. Navigate to Vendor search in PeopleSoft ...
QUESTION: I have an invoice for renewal of a subscription, I heard that i may be able to pay for this with the Procard since we can't start processing purchase orders until later in the month. Is that accurate? ANSWER: As long as you do not set-up f...
Question: I am receiving an error when I enter the invoice amount into the Non-PO Voucher interim workflow form. The error states that the authorized amount does not equal the invoice amount but they do equal. How can I fix this error? Answer: This ...
QUESTION: I had a voucher denied due to corrections that needed to be made and now the voucher shows "Not Chk'd" on my Budget Status has no errors. Why will it no longer let me budget check? ANSWER: When a voucher is Denied and returned to the creator f...
Question: We receive multiple weekly invoices from a vendor on the same cover sheet. Even though all the invoices have differenct invoice numbers can they still be entered on the same document in PeopleSoft? Answer: At this point, each invoice will ...
Question: I have entered all the information on the PeopleSoft part of the Non-PO Voucher process.. How do I know if I am done? Do I get a confirmation that I have properly entered this information? How do I know that I have entered the information suc...
Question: How can I search for a Vendor in PeopleSoft? Answer: You can look up a vendor in PeopleSoft. The navigation is Main Menu > Vendors > Vendor Information > Add/Update > Vendor. When you are on this screen, click on the Find an Existing Value...
Question: I entered the wrong Speedchart/Project ID on the Non-PO Voucher. I need to change it to G00530, can someone help me with this? Answer: Anyone who has access to enter a non-PO voucher should also have access to make corrections to the vouch...
Question: When trying to enter a non-PO voucher, the SharePoint form is limited to four lines. How can a non-PO voucher with more than four cost centers being charged be submitted for payment? Answer: The SharePoint form for non-PO vouchers is limit...
QUESTION: The Non-PO Voucher currently is used to pay memberships and non-travel training registrations. Would it also cover reimbursements to employees for purchases made on behalf of the dept, or would that example fall under a BRER? ANSWER: The "Bus...
QUESTION: How are we going to make the CLIBA Card payment? ANSWER: CLIBA payments will be made using the Non-PO voucher process. The creator will enter the last ten digits of the card number into the invoice field and forward the backup paperwork to...
Question: The department name was not correct on the crosswalks that were distributed. How do we change this? Answer: If this name is not correct in PeopleSoft or in Interim Workflow Solutions the Chart of Accounts Maintenance form [http://www.utsa.edu/...
Question: How will I add or update a vendor? Answer: Departments are responsible for vendors to complete the Supplier Information Form (SIF). Once the form has been completed please forward to DTS as to set up vendor file in UTShare/PeopleSoft. N...
Question: I have vendors who will be providing service during the month of May. Can you please let me know when I can tell the vendor when he/she can expect to be paid? When is the first check run? Answer: The conversion to PeopleSoft is scheduled t...
Thank you for the questions regarding your business functionality on the following two items: 1. You will be able to continue the review of activity on purchase orders and verify payment status for all cost centers (budget groups) which will assist yo...