Expenses Rel 9.1

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:

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

Audience

• Functional Implementer

Course 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 Reciept Verification

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
• Preparing Expense 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
• Approving Project-related Transactions

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

Setting up Travel Services

• Defining Travel Partners
• Assigning Travelers to Travel Groups
• Managing Travel Arrangements
• Adding and Associating Travel Arrangements to Expense Reports and Travel Authorizations

Course Objectives

• Perform additional expense processes and reports
• 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