PeopleSoft Financials Training Manual

Accounts Payable v8.9

Table of Contents

Introduction Payables v8.9

Navigation and Menu Options

Voucher Processing

Understanding Vouchers Control Groups Online Vouchers Template Vouchers Posting Vouchers Voucher Accounting Lines Voucher Journal Detail Unposting Vouchers

Payment Processing

Understanding Payments Creating Pay Cycles Pay Cycle Manager Positive Pay Troubleshooting Pay Cycle Payment Posting Manual Payments Express Check Cancel Payments

Interface Processing

EDI Voucher Load EDI Configuration and Processing Staging Tables Voucher Build Journal Entry Interface Examining Voucher Accounting Line Journal Generator Configuration Journal Generator Processing General Ledger Inquiry on AP Data Drill-back Functionality

Match Rules Processing

Configuration Running Matching

Bank Reconciliation

Configuration Reconciling Bank Accounts Cash Clearing

1099 Withholding

Configuration and Processing

Appendix A: Vendor Tables

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Introduction Payables v8.9

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Login Accounts Payable Accounts Payable Home

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Version 8.9 Navigation and Menu Options

All major AP related setup and functions can be accessed either via the Accounts Payable Home Page (see above) or via direct menu navigation (see example below). Users access every Payables page (plus some others such as Journal Generator and PO Activity) from the links on the Home page.

Example: Access Vendor Information Page 1. 2. 3. In the Navigation Bar select Vendors > Vendor Setup/Maintenance > Vendor Information Click the Add a New Value tab Click the Add button

Confidential PeopleSoft 8.9 Accounts Payable Training Manual 2007 SpearMC

Introduction Payables v8.9

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Login Accounts Payable Accounts Payable Home

Page

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Version 8.9 Navigation and Menu Options

All menu items have a related link on a page similar to the 8.4 Home Page. Menu navigation is provided at the top of the home page. Depending on your security access you can maintain the pagelets that are visible.

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Understanding Vouchers

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Login Accounts Payable Accounts Payable Center Vouchers

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Understanding Vouchers

PeopleSoft Payables has several different voucher types used for different situations. While they address specific needs, they behave in a similar fashion. Regular Entry For vouchers with many voucher accounting lines. For copying information from purchase orders and receivers for vendor invoices that require two, three, or four way matching. Used for quick invoice entry. The Voucher Build process completes the remaining voucher information. Used for quick invoice entry. The Voucher Build process completes the remaining voucher information.

Quick Invoice Entry Summary Invoice Entry Complete Register Voucher Journal Voucher Error Correction Selective Line Update

For correcting accounting entries on vouchers that have already posted. To retrieve vouchers that are in the state of recycle. To retrieve specific lines of vouchers that contain many hundreds of lines, of which you need to update only a few.

Selective Line Update - Errors To retrieve specific lines of vouchers that contain many hundreds of lines and that are in a state of recycle because of errors. If you look at the Vouchers menus, you can get a sense of the different ways you enter and update vouchers in the PeopleSoft Payables system. Payables has several component groups to enable you to quickly get to the types of voucher pages you need.

Confidential PeopleSoft 8.9 Accounts Payable Training Manual 2007 SpearMC

Understanding Vouchers

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Login Accounts Payable Accounts Payable Center Vouchers Add/Update Regular Entry

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Understanding Vouchers
PeopleSoft Payables has several different voucher types used for different situations. While they address specific needs, they behave in a similar fashion.

Regular Voucher

For vouchers with many voucher accounting lines. For copying information from purchase orders and receivers for vendor invoices that require two, three, or four way matching. Use adjustment vouchers to adjust existing vouchers or to relate two vouchers to each other. For correcting accounting entries on vouchers that have already posted. Use prepayments to create payments for vendors before receiving an invoice. Register a voucher in the system when it is received, not when the account distribution is known. You record it against a suspense account for tracking purposes and route it for approval. Reversal vouchers let you back out incorrect vouchers and start over. Entering a reversal voucher lets the system unpost, undo the match, and close the voucher. Make a payment for a one-time vendor without having to create and store the vendor in the system. Use a voucher for a particular vendor as a model for other vouchers. Link the charges on the invoices to a merchandise invoice and prorate them across the voucher lines of the merchandise invoice. Linking these freight and miscellaneous charges to the merchandise invoice enables the system to compute the landed cost for the merchandise.

Adjustments Journal Voucher Prepaid Voucher Register Voucher

Reversal Voucher

Single Payment Voucher Template Voucher Third Party Voucher

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Understanding Vouchers
Vouchering Configuration Considerations Sub-process Structure Procurement Options for Payables Available Capability Payables options and attributes that are shared with Purchasing

Configuration Consideration Requesters and buyers. Define basic administrative data for users such as a department number; a shipping business unit and location; phone and fax numbers; and the default approval status associated with a particular user. Change orders. You configure the conditions that cause the system to automatically generate change orders and you will establish system protocols for translating EDX communications into PeopleSoft Purchasing documents. Dispatching options. You configure the system to capture the appropriate file attachments when you dispatch purchase orders by EDX or fax. Vendors and manufacturers. You define basic system data for how you conduct business with your vendors. This data includes conversation keyword and return reason codes; shipping and payment terms; and miscellaneous charges data. You will also enter system data for manufacturers of the items you purchase from these vendors. Requisition and purchase order loader defaults. You define system data and defaults that govern how the system creates these documents in automatic batch processes. Comments and instructions. You create standard comments that can appear on your RFQs, contracts, requisitions, and purchase orders. You will establish the basic parameters of how they appear and to whom they are sent. You will also create inspection instructions for your receivers so that your inspection process is clearly defined. Ship to locations. You define defaults, sales and use tax, and vendor shipments origin data for your receiving locations. Government certifications. You define system data about your vendors to use when reporting vendor classification information to the government. Voucher and purchase order origins. You define valid origin entities for your transactions. You will associate your users with origins and define the validation rules and default information for those origin entities.

Confidential PeopleSoft 8.9 Accounts Payable Training Manual 2007 SpearMC

Understanding Vouchers
Vouchering Configuration Considerations (continued) Sub-process Matching Options Available Capability Payables options and attributes that are shared with Purchasing

Configuration Consideration View and update match rules. Define match rule controls. Establish receipt aware criteria. Matching uses the defined Receipt Aware Criteria to associate receivers, based upon the purchase order referenced on the voucher line. View Structured Query Language (SQL) for receipt aware criteria. Specify tolerances Define payment terms. Define payment handling codes and sequence number. Enter a payment handling code to indicate how you want to handle individual payments: regular handling, high dollar payments that require special approvals, interoffice mail delivery, and so forth. The payment handling code defaults onto the payment from the voucher origin associated with the user. The sequence number determines the sort sequence for the payment handling code. If you are entering multiple payment handling codes, separate the sequence numbers so that you can subsequently add additional codes between the existing ones. Establish standard payment messages to be printed on the payment advice. Enter a description and payment message up to 70 characters.. The criteria that you define here determine how the Voucher Build process creates voucher records from purchase orders and receivers. Define Voucher Build parameters. Define Voucher Build criteria for purchase orders. Define Voucher Build criteria for receivers. Voucher Build criteria consists of a description, a build code, and a build type.

Payment Processing Options

Voucher Build Criteria

Confidential PeopleSoft 8.9 Accounts Payable Training Manual 2007 SpearMC

Understanding Vouchers
Vouchering Configuration Considerations (continued) Sub-process Voucher Origins Available Capability Ability to specify the entry point for online or batch entry of vouchers Provide security options and determine workloads for data entry operators Setup GL defaults before AP default hierarchy

Configuration Consideration Stores validation rules and default information

Control Groups

Establish separate processing rules Specify when groups of vouchers should be paid or posted

GL Setup

Define SetIDs, General Ledgers, and General Ledger business units. Non-bank related inheritance options are maintained by SetID and Inheritance Group. Bank inheritance options are maintained by bank account Inter/Intra unit accounting entries are generated during voucher and payment posting based on criteria set up. Define Inter/IntraUnit settings in the GL Definition. Run the Centralized Inter/IntraUnit Processor to process Inter/IntraUnit accounting Define posting method in Installation Options Summary control will balance to a summary account including summary expense accounts for nonmerchandise expenses and one summary account for all distributions Detail Offset During creates distribution lines and cash entries that inherit the non-account ChartField values based on the established inheritance rules. Set up ChartField values on the Accounting Entry Template to generate the appropriate accounting entry lines. Set up ChartField inheritance options in Common Definitions The system uses the ChartField values established on the GL BU to generate the appropriate accounting entries

Interunit Accounting

InterUnit Balance by GL Business Units IntraUnit Balance by inherited ChartField

Posting method

Balance accounting entries by Summary Control (header) or Detail Offset (distribution line)

Define Chartfields for Acctg Entry Template Define Chartfields for GL Business Units

Ability to inherit ChartField values

Ability to inherit ChartField values

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Understanding Vouchers

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Payment Processing Understanding Payments

Pay Cycle Manager

Pay Cycle Manager is the focal point of PeopleSoft Payables. From the Pay Cycle Manager page, you process each of the steps necessary to turn bank account, vendor, voucher, and business unit information into actual payments. Use Pay Cycle Manager to create, view, and send payments to a printer or a file, and create ACH files, drafts, EFT files, wire transfer reports, and positive payment files. The Pay Cycle Manager integrates much of the data entered into Payables. Then, this payment data not only creates the negotiable documents, but also provides information for reports. Many of the activities of Payables lead to or come from the Pay Cycle Manager. The individual processessuch as, Payment Selection, Payment Creation, EFT Formatting, Printing Checks, and creating Positive Payment filesthat turn vouchers into payments are referred to collectively as the Pay Cycle.

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Payment Processing Understanding Payments

Pay Cycle Manager Configuration Considerations Sub-process Available Capability Define payment format Define dates, preferences, Source/BU, Bank/Method, Pay Group/Netting, Replacement Process exceptions

Configuration Consideration

Payment formats Payment Selection Criteria

Payment formats include System/Manual checks, EFT/ACH payments, Drafts, Giros, Letters of Credit and Wire Transfer. Pay cycles are payment selection templates that store the criteria the system uses to select vouchers for payment Pay cycles can be set to run repeatedly by manually or automatically updating the pay through and payment dates Evaluate payments that should be put on hold or require special handling Schedule multiple payments for each invoice Analyze potential vendor issue by monitoring payment statuses Evaluate discount alerts based on status

Review Payments/ Process Exceptions

Payment Creation

Batch process to flag selected vouchers for payment. Ability to run print job automatically or separately Post payments to AP ledgers Create a payment for one specific vendor.

Flag vouchers as paid and run print job Restart check run at a specific number Void check numbers

Post Payments Express Payments

Create accounting entries to AP Account

Only one payment is created for the vendor based on one or multiple vouchers, unless the Separate Payment option or the Do Not Mix Business Unit options are selected. In those cases, more than one payment can be created to pay the vendor.

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Payment Processing Understanding Payments

Pay Cycle Manager Configuration Considerations (continued) Sub-process Understand Payment Form Layout Available Capability

Configuration Consideration Several payment forms are delivered. These can be modified to meet requirements. Forms are delivered for ASCII file, Pre-numbered form, Remittance advice only and system numbered form. Electronic payments can be made by submitting payment data in a flat file to the vendors bank

Selecting and Sorting Payment Forms

Specify the payment form attributes by formatting of the query that extracts information from the payment tables

Set form and advice attributes, and add payment forms. Link the layout of a payment form in Crystal to the data that the Payment Creation process generates. Specify which payment method to use for each bank account Indicate the sort level that determines the order in which payments and advices print.

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Payment Processing Understanding Payments

Step 1: Scheduling Payments

Payments can be scheduled automatically by the system or manually by you at any time. As part of the control hierarchy or at voucher entry time, you provided the information the Payables system needsvendor payment terms, due dates, business calendarto schedule payments. If the voucher is to be paid in one payment, the system automatically schedules the payment. If you decide to pay the voucher in multiple payments, you can manually schedule the payments using the Payments page within the Voucher Regular Entry component.

Step 2: Selecting Payments

You create, run, and update Pay Cycles to select vouchers to pay. Pay Cycles are payment selection templates that store the criteria the system uses to select vouchers for payment. Some of the criteria are:

Pay through date. Vendor pay group. Business unit. Bank account. Payment method.

If you want to schedule a Pay Cycle to run automatically, use the Payment Selection Criteria Preferences page to Automatic Increment Dates. Once the Pay Cycle is complete the dates will be incremented and ready for the next Pay Cycle. Once you set up your standard Pay Cycles, you can run them repeatedly, updating only the pay through and payment dates or having them automatically updated.

Step 3: Reviewing Payments

You can use a number of online pages to review payments before you create the actual checks, advices, and so forth. During this iterative process, you can evaluate whether any payments should be put on hold, determine which payments require special handling and precisely how they should be handled, and schedule multiple payments per invoice. You also understand potential vendor issues through the ability to monitor negative balances and payment status. PeopleSoft Payables will alert you to potential lost discounts if you leave a voucher payment unpaid until the next payment run. Youll find the online pages for reviewing payments in the Review Accounts Payable Info section.

Step 4: Creating Payments

Once youre satisfied with the payments selected, youll execute a process to generate the payments. This process enables you to flag vouchers as paid, then run the print job separately, so you dont have to worry about something going wrong in the middle of a run of 10,000 checks. In addition, if something does go wrong with your printer, you can elect to restart the check run at a specific number. If you are using preprinted check stock, you can void any numbered checks that were mangled, and renumber the check run starting at the next available check. Or for system numbered checks, you may select the Use Same Check Reference flag to reuse the check numbers.

Step 5: Posting Payments

Finally, you run the payables posting program to create accounting entries based on your payments.

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Payment Processing Understanding Payments

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Accounts Payable Vouchers Add/Update Regular Entry Payments Tab

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Scheduling Payments Viewing Voucher Details

The Regular Entry component contains the Payments page. PeopleSoft Payables automatically schedules one payment per voucher based on the Invoice Date and Payment Terms provided/defaulted during voucher entry. You can view or change the results of the automatic scheduling in the Payment Information group box on the Payments once the voucher has been saved. When needed, you can manually schedule multiple payments per voucher using the same page. AP will schedule payments in the Scheduled Due field of the Voucher. Vouchers eligible for payment will be picked up during the pay cycle according to Pay Cycle Selection criteria.

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Payment Processing Creating Pay Cycles

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Accounts Payable Payments Pay Cycle Processing Payment Selection Criteria

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Payment Selection Criteria Select Pay Cycle

Vouchers are selected for payment by Pay Cycles which you use to pay groups of vouchers that share certain characteristics. You can run Pay Cycles over and over again, using the same criteria to select payments, by simply updating the date information. Think of it as a selection criteria template. For example, you may want to create two types of Pay Cycles: one for regular vendors, the other for employees set up as vendors. Another likely scenario: you may want to create checks for each of your business units separately, in which case you could set up a separate Pay Cycle for each business unitPeopleSoft Payables will create payments only for the business unit specified in the Pay Cycle. You can also select payments based on bank information, vendor pay groups, or payment method. Your Pay Cycle definition controls the universe of scheduled payments that will be eligible for payment in each cycle. Each individual voucher scheduled for payment within the cycle contains information that ultimately determines its selection. To create or update a Pay Cycle, you will use the Payment Selection Criteria component. Each of the pages associated with the Payment Selection Criteria component define different aspects of the payment selection cycle.

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Payment Processing Creating Pay Cycles

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Accounts Payable Payments Pay Cycle Processing Payment Selection Criteria

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Payment Selection Criteria Dates

In the PayCycle Selection Dates group box select the Pay Through Date for the Pay Cycle. The system compares the Pay Through Date against the scheduled pay date for the voucher scheduled payment record. If the latter date is on or before the Pay Through Date, the voucher payment record can be paid in this cycle, provided it passes the other selection criteria. Select the Payment Date that you want to appear on the check or any other type of paymentit can differ from the Pay Through Date. The system tags all payments created in this run of the Pay Cycle with this date. Youll update this field as you reuse the Pay Cycle for new payment selection runs. Once youve created a Pay Cycle template, youll use it over and over again simply by updating the Pay Date and Pay Through Date. Its quick and easy to do this with the date advancement buttons, Increment and Decrement, in the middle of the page. These control the synchronous advancement of all the dates in this page. So if you have a Pay Cycle that you run every month, you can set the selection dates to 1 Month and all dates will be changed by 1 month. The system compares the Pay Through Date against the scheduled pay date for the voucher. If the voucher scheduled payment date is on or before the Pay Through Date, the voucher can be paid in the cycle. If all other data on the other pages is correct, you may use the Pay Cycle Manager link to save your PayCyle definition and transfer to the PayCycle Manager page to execute the PayCycle.

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Payment Processing Creating Pay Cycles

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Accounts Payable Payments Pay Cycle Processing Payment Selection Criteria

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Payment Selection Criteria Dates (continued)

Working in conjunction with the Business Calendar, the Business Day Validation options enable the Pay Cycle Manager to determine which days are valid Pay Cycle dates and discount alert dates for EFT payments. To choose a business day validation, you have the options to:

Use No Validation so that the Pay Cycle Manager does not take holidays or weekends into consideration when determining payment dates and discount due dates. Use Standard Week with business days of Monday through Friday to determine valid payment dates. Use Holiday Calendar to determine both regular business days and holiday exceptions for payment dates and discount due dates. If you select this option you need to select the appropriate Holiday List ID. You can also choose to turn on Validate Pay Through Dates and Validate Payment Dates if you are using Standard Week or Business Calendar.

For example, in a weekly Pay Cycle, the system looks at vouchers that are scheduled for payment by the Pay Through DateNovember 25. Checking the Business Calendar, the system ascertains that the 25th is a business holiday. Therefore, vouchers scheduled for payment on the 25th would be selected for payment the previous pay periodNovember 18.

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Payment Processing Creating Pay Cycles

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Accounts Payable Payments Pay Cycle Processing Payment Selection Criteria

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Payment Selection Criteria Dates (continued)

Use the Change Selection Dates section to set the number of Days, Weeks or Months the change date buttons on the Date Criteria page either increment or decrement the Pay Cycle and Discount Alert Dates. Select Days, Weeks, or Months to increment/decrement the dates by the appropriate period. Then enter the number of days, weeks, or months that each selection of Increment or Decrement button moves the dates. For example, selecting Weeks and entering the number 2 in the field, will advance all the dates on the Date Criteria page by two weeks when the Increment button is pressed. This setting also controls the date increment you can set at the end of the Pay Cycle by selecting the Automatic Increment Dates flag in the General Options group box.

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Payment Processing Creating Pay Cycles

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Accounts Payable Payments Pay Cycle Processing Payment Selection Criteria

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Payment Selection Criteria Preferences

Preferences page enables you to select a variety of general processing options, activate validation options, set the default messages and draft options.

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Payment Processing Creating Pay Cycles

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Accounts Payable Payments Pay Cycle Processing Payment Selection Criteria

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Payment Selection Criteria Source/BU

Use this page to select the Source transactions for the Pay Cycle. The Source Transactions define the types of payments you'll process in a Pay Cycle.
EXAD EXPN TR TRET VCHR Expense advance payments Expense payments Treasury Settlement Treasury EFT Settlements Account Payables Vouchers

Turn on the Process check box for each Source Transaction you want to process during a specific Pay Cycle. If you don't want to process a particular Source Transaction during a specific run of the Pay Cycle, simply turn off Process for that Source Transaction. You must select a least one source. If no sources are selected, none will be processed. Select a Business Unit and the system will search for vouchers that belong to the same business unit during payment selection. You must select at least one business unit to process a Pay Cycle. You can insert multiple Business Units within the criteria page. Turn on the Process check box for each business unit you want to process during a specific execution of a Pay Cycle. For example, your regular Pay Cycle can include all business units. Yet if you dont want to process a particular business unit during a specific run of the Pay Cycle, simply turn off Process for that business unit.

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Interface Processing EDI Voucher Load

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PeopleTools EDI Manager

PeopleSoft Financials
External Source Data or Flat File Voucher Build

Staging Tables

Voucher Tables

VCHR_HDR_STG VCHR_LINE_STG VCHR_DIST_STG

Error Correction

VOUCHER VOUCHER_LINE DISTRIB_LINE

Comments

EDI Overview EDI is a standard means of exchanging data between companies so that they can transact business electronically. For example, using EDI, a company can submit an order to a vendor, and the vendor can acknowledge and fulfill the order without any paper changing hands or any contact between company representatives.

EDI provides a standard format for transaction data, enabling trading partners to communicate in a common language. When one company needs to initiate a transaction with another, it extracts the transaction data from its database, translates it into the common EDI format, and transmits it over a network to the trading partner. The second company receives the EDI transmission and transfers its data into its transaction processing application. PeopleSoft provides the EDI Manager tool to process EDI transactions. In addition, EDI Manager can be used to load AP Vouchers and Bank Statements within PeopleSoft. PeopleSoft provides a sample mapping for both of these types of transactions as a template to build an interface. While the EDI Manager is the tool used in PeopleSoft, the Voucher and Bank Statement interface are not traditional EDI formats. EDI Manager loads vouchers into PeopleSoft voucher staging tables, the delivered Voucher Build program will load the information to the PeopleSoft transaction tables. Standard PeopleSoft processing will be used from that point forward.

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Interface Processing EDI Configuration

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PeopleTools EDI Manager Map EDI Transactions

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Inbound EDI Voucher Mapping

PeopleSoft provides a sample inbound EDI map that maps all of the staging table records to a sample flat file layout. The sample layout maps all the fields on the three staging tables, VCHR_HDR_STG, VCHR_LINE_STG and VCHR_DIST_STG.

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Interface Processing EDI Configuration

The following are the only required fields to successfully load a voucher through EDI:

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PeopleTools EDI Manager Map EDI Transactions

Field Name VOUCHER HEADER

Notes

ROW_ID BUSINESS_UNIT VOUCHER_ID INVOICE_ID INVOICE_DT VENDOR_ID OPRID ORIGIN VCHR_TTL_LINES GROSS_AMT TXN_CURRENCY_CD

Constant '000' AP Business Unit Voucher Number Invoice number from vendor Invoice date from vendor Vendor ID Operator ID AP Origin code Total Number of Voucher Lines Amount to be distributed Transaction currency

VOUCHER LINES

Comments
ROW_ID BUSINESS_UNIT VOUCHER_ID VOUCHER_LINE_NUM TOTAL_DISTRIBS MERCHANDISE_AMT CURRENCY_CD Constant '001' AP Business Unit Voucher Number Voucher Line Number Number of Distribution Lines Amount to be distributed Transaction currency

VOUCHER DISTIRUBTION LINES

ROW_ID BUSINESS_UNIT VOUCHER_ID VOUCHER_LINE_NUM MERCHANDISE_AMT ACCOUNT CURRENCY_CD

Constant '002' AP Business Unit Voucher Number One-to-One match with VOUCHER_LINE_NUM on Voucher Lines row Amount to be distributed Account Chartfield Transaction currency

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Interface Processing Processing

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PeopleTools EDI Manager Monitor EDI Processing Schedule Inbound EC Agent

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Inbound EC Agent

Pre-requisite: A flat file in the pre-defined EDI format must be received from the vendor. The file should be saved on the server. Purpose: This process will load the information from the flat file into the VCHR_HDR_STG, VCHR_LINE_STG and VCHR_DIST_STG tables. The Voucher Build program will be run to move the data from the staging tables to the voucher tables.

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Interface Processing Staging Tables

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PeopleTools EDI Manager Monitor EDI Processing Schedule Inbound EC Agent

PeopleSoft Financials
External Source Data or Flat File Voucher Build

Staging Tables

Voucher Tables

VCHR_HDR_STG VCHR_LINE_STG VCHR_DIST_STG

Error Correction

VOUCHER VOUCHER_LINE DISTRIB_LINE

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Staging Tables

After successfully running the EDI Inbound Agent, the interface data is stored in the staging tables. An alternative AP interface method is to load the interface data directly into the staging tables. A separate SQR or Application Engine program would need to be developed to load directly to the staging tables. There are two sets of staging tables used primarily for AP interfaces: Primary/Default Staging Tables:

VCHR_HDR_STG VCHR_LINE_STG VCHG_DIST_STG

Quick Invoice Staging Tables:

PS_VCHR_HDR_QV PS_VCHR_DIST_QV PS_VCHR_LINE_QV

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Interface Processing Voucher Build

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Accounts Payable Batch Processes Vouchers Voucher Build

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Voucher Build Run Control

Payables provides the Voucher Build process to build vouchers in batch from various source transactions, including transactions originating from third-party systems. The Voucher Build process comprises two subprocesses, pre-edit and voucher edit. The pre-edit subprocess builds skeleton voucher record sets from limited information that you enter online using the Quick Invoice Entry component (VCHR_QUICK_PNL) or the Summary Invoice Entry component (VCHR_SUMM_PNL), or that it retrieves from other sources. Once the pre-edit subprocess builds voucher record sets successfully, it calls the voucher edit subprocess to complete these record sets.

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Interface Processing Voucher Build

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Accounts Payable Batch Processes Vouchers Voucher Build

Pre-Edit Process Flow The pre-edit subprocess works as follows:

It accesses and retrieves invoice data from the source transaction tables or staging tables, and it uses the data to populate the Voucher Build temporary tables. It performs header error processing by checking for a valid business unit, invoice ID, invoice date, vendor ID, vendor location, address sequence number, and voucher origin. The subprocess verifies that voucher headers have voucher lines and voucher lines have distribution lines. If applicable, the subprocess creates control groups, builds miscellaneous charge records if absent (based on business unit defaults), and creates payment records. The subprocess copies purchase order and receiver fields to voucher lines and creates distribution lines, based on either the default voucher build criteria or the voucher build code specified in the voucher header. This applies when voucher lines reference a purchase order, receiver, packing slip, or bill of lading, and contain no distribution lines. If a voucher line has ChartField information and no associated distribution lines, the subprocess creates distribution lines for the voucher line. It stores successfully built voucher record sets in the voucher build temporary tables and calls the voucher edit subprocess. If the skeleton voucher fails any of the header error checks, or if the purchase order and receiver association for a quick invoice, summary invoice, or spreadsheet voucher fails, the subprocess marks the voucher as having a pre-edit error. Such errors prevent the vouchers from being processed by the voucher edit subprocess, and the pre-edit subprocess writes these vouchers with pre-edit errors to the quick invoice tables. You can review vouchers with pre-edit errors using the Build Errors page and the Voucher Build Error Detail page. From these pages you can link directly to the Quick Invoice Entry component, where you can correct the vouchers and release them for reprocessing.

Voucher Edit Process Flow

Comments

The voucher edit subprocess works as follows:

It loads newly built voucher data from the Voucher Build temporary processing tables to the Voucher Edit work tables. If specifically requested on the run control, the voucher edit subprocess also loads any vouchers in the online voucher tables that match the run control criteria. These could be recycled vouchers or vouchers modified using the Voucher Mass Maintenance component or the Voucher Maintenance component. It performs the following tasks:

Uses the Payables control hierarchy to determine the default values with which to populate voucher fields that don't contain data. Performs field-level, relational, and balancing edits for the voucher header, voucher line, voucher distribution line, and scheduled payment records. Calculates net payment due dates, discount due dates, and discount amounts according to the payment terms. Prorates freight, miscellaneous charges, sales tax, use tax, value-added tax (VAT), and discounts across distribution lines for applicable voucher lines. Schedules one or more payments according to payment terms and user-entered control data. Validates the vouchers, assigning document sequencing numbers and updating the status of one-time vendors, where appropriate.

It moves the voucher data from the voucher edit work tables to the online voucher tables. At the end of the voucher edit subprocess, error-free vouchers are set to the status Postable. Vouchers that are flagged with errors during the voucher edit subprocess are assigned the status Recycle. You can inquire on and correct batch-processed vouchers with voucher edit errors by using the Build Errors page, the Voucher Build Error Detail page, the Voucher Maintenance Search component, the Voucher Maintenance component and the Voucher component. It publishes an XML message with voucher details if you select the Publish Voucher Messages option on the Voucher Build page. You can notify vendors that you have received their invoices for any sources transactions. The XML message structure is defined in the message AP_VCHR_MESSAGE_OUT.

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Interface Processing Voucher Build

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Accounts Payable Batch Processes Vouchers Voucher Build

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Voucher Build Run Control (continued) Run Control Options

From Date and To Date - Enter dates to have the Voucher Build process select vouchers whose invoices are dated within the specified range. Assign Invoice Date - Select to have the Voucher Build process assign the current date as the invoice date to vouchers built from voucher sources that have no invoice date. Process Option - Select the level at which to process vouchers. Depending on the option that you select, different fields become available in the Selection Parameters group box. Values are:

Business Unit: The system processes vouchers that belong to the business unit that you enter in Selection Parameters. Process All Units: The system processes all business units. No fields are available in Selection Parameters. Process Contract: The system processes vouchers that belong to the contract ID that you enter in Selection Parameters. You must also enter a business unit. Process Group: The system processes vouchers that belong to the control group ID that you enter in Selection Parameters. You must also enter a business unit. Process Origin: The system processes vouchers that belong to the origin that you enter in Selection Parameters. You must also enter a setID. Process Vendor: The system processes vouchers that belong to the vendor ID that you enter in Selection Parameters. You must also enter a business unit. Process Voucher: The system processes the voucher with the voucher ID that you enter in Selection Parameters. You must also enter a business unit. This value is valid only for quick invoices and transactions in the online voucher tables. This value does not appear if you have selected a Voucher Edit Source of All .

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Interface Processing Voucher Build

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Accounts Payable Batch Processes Vouchers Voucher Build

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Voucher Build Run Control (continued) Voucher Sources - Select the status of the sources that you want to process:

All (Unrestricted): Both new and recycled vouchers. Errors/Staged Vouchers: Only vouchers that have pre-edit errors from prior Voucher Build process runs or that were staged for review during a prior run. New Voucher Data: New transactions from selected interface sources. Recycled Vouchers: Recycled vouchers in the online voucher tables. Voucher Maintenance: Vouchers that have been modified using the Voucher Maintenance component. Voucher Mass Maintenance: Vouchers that have been modified using the Voucher Mass Maintenance component.

Voucher Build Interfaces - Select a source from which to create vouchers. Options are:

All Interfaces: All sources. Billing Vouchers: Source transactions created through the Billing Generate AP Vouchers SQR process (BIGNAP01). Consignment Inventory: Consignment inventory source transactions. Contracts: Source transaction created through the Purchasing voucher contracts functionality. Custom: Voucher EIP source transactions from customized external interfaces. This value is delivered as inactive and must be activated to appear. EDI: EDI source transactions. Evaluated Receipts (ERS): ERS source transactions. Lease Payments: Real Estate Management lease payment transactions. Pay/Bill Management: Contractors' payable time transactions from Pay/Bill Management. Payroll Interface: Voucher EIP source transactions from Payroll. Procurement Card: Procurement card source transactions from Purchasing. Promotions Management: Promotions Management source transactions.

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Interface Processing Voucher Build

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Accounts Payable Batch Processes Vouchers Voucher Build

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Voucher Build Run Control (continued)

Voucher Build Interfaces (continued)

Quick Invoice: Quick invoice entry source transactions. The system considers summary invoices as quick invoices once they are saved. Receivables Customer Refunds: Refund source transactions created in Receivables. Return to Vendor: RTV source transactions. Self-Service Invoices: Self-service invoice transactions from eSettlements. Services Procurement: Services Procurement transactions. Student Administration: Voucher EIP source transactions from Student Administration. Vendor Rebates/Claimbacks: Voucher source transactions and claim vendor rebate transactions from Purchasing, and indirectly from Receivables. XML Invoice: Spreadsheet vouchers and XML invoices interfaced using the EM_INVOICE_IN application message definition.

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Match Rules Processing Overview

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Comments

Matching Matching compares vouchers with purchase orders and receiving documents to ensure that only vouchers that have been ordered and received are paid for.

Dex uses two methods for performing matching: (i) two-way matching compares vouchers and purchase orders if receiving-required is not enabled on the purchase order, and (ii) three-way matching compares vouchers, purchase orders, and receipts if inspection-required is not enabled on the receiver. Match Rule Controls exist to summarize the delivered and custom match rule IDs into a group that can be applied on a default basis. Currently only one Match Rule Control is in use (STANDARD) and is applied to all vouchers, POs and receivers (when applicable) User has the ability to create additional Match Rule Controls and assign them to specific POs and/or Vendors before the matching process is run.

Match rules can be custom-developed to fit any combination of values that a user would like to run matching on. For example:

Contract is entered into PeopleSoft with a maximum not-to-exceed of $200,000 One or many POs are entered into PeopleSoft referencing the Contract a PO will not be saved if the amount of PO exceeds the sum of previously released POs associated with Contract. As one or multiple vouchers are applied to POs referencing the Contract matching rules can be applied to flag those vouchers not to be paid that either exceed the summed amount or other criteria as established in the match rule IDs.

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Match Rules Processing Configuration

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Set Up Financials/Supply

Chain
Product Related Procurement Options Vouchers Match Rules

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Matching Configuration Match Rules Rule Definition

Within PeopleSoft Matching is a flexible process that compares vouchers with purchase order and receiving documents to ensure that payment is made for what was ordered and received.

This panel defines matching rules used by Accounts Payable to match vouchers with invoices, receipts, purchase, orders, etc. Accounts Payable will apply the appropriate 2-way, 3-way and 4-way match rules based on the item bought and the vendor (setup) the item was purchased from. PeopleSoft Accounts Payable delivers a comprehensive list of matching rules.

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Match Rules Processing Configuration

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Set Up Financials/ Supply

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Product Related Procurement Options Vouchers Match Rule Control

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Matching Configuration Match Rule Control

Match Rule Control is used to set up match rules if using match functionality.

This page defines sets of matching rules and tolerances that the system will use during a background process to ensure that the voucher header and line amounts are reconciled against purchase order and receiver lines. Use the Match Rule Control page to define which match rule controls should be applied to purchases. Match rule controls are sets of match rules applied against vouchers, purchase orders, and receivers during 2-way, 3-way or 4-way matching depending on which is appropriate for each purchase.

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Match Rules Processing Configuration

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Set up Financials/Supply

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Product Related Procurement Options Vouchers Match Rule Control

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Matching Configuration Tolerances

The Tolerances tab can also be used to override monetary and percentage exceptions generated by the match rules.

The Under Amount and Over Amount tolerances component can be used to override monetary and percentage exceptions generated by the match rules. If a match exception exists, and the voucher is within the tolerances established on this component, the matching process will automatically override the exception.

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Match Rules Processing Running Matching

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Purchasing Purchase Orders Add/Update POs

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PO / Matching Example Established Match Rule Control CNTRCT_PO that only encompasses one PS delivered Match Rule ID: RULE_V300 (Life to Date Voucher Amount > PO Amount) Created Contract ID ACN034-1 with a maximum amount limit of $1M.

Max Amt: 1,000,000 Exp Date: 12/31/03 Buyer: kfreimu No Line Item Specifications

Created PO ACN034-1 with one line item for Item PF-CONSULTING

Qty: 1 Amount: $1,000,000 Distribute by Amount to one line with open Distribution (to be added later)

Ran PO Dispatch process Entered Voucher into PeopleSoft using Copy PO function from PO ACN034-1

As one or multiple vouchers are applied to POs referencing the Contract matching rules can be applied to flag those vouchers not to be paid that either exceed the summed amount or other criteria as established in the match rule IDs.

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Match Rules Processing Running Matching

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Accounts Payable Batch Processes Vouchers Matching

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PO / Matching Example Entered Voucher 00500124 into PeopleSoft using Copy PO function from PO ACN034-1

One Voucher Line for PF-CONSULTING item quantity of 1 and unit price of $400,000 Two distinct distribution lines are entered each with a quantity of 1 and respective amounts

Entered Voucher 00500125 into PeopleSoft using Copy PO function from PO ACN034-1

One Voucher Line for PF-CONSULTING item quantity of 1 and unit price of $600,000 Note: System populates $600,000 as default since $400,000 has already been matched One distribution line entered override default to post/pay $500,000

Run Matching on Vouchers 00500124 & 00500125

Will use specific match rule control assigned to PO/Voucher combination Successfully matched PO & Vouchers using specific match rule control

Entered Voucher 00500126 into PeopleSoft using Copy PO function from PO ACN034-1

One Voucher Line for PF-CONSULTING item quantity of 1 and unit price of $125,000 Note: System populates $100,000 as default since $900,000 has already been matched One distribution line entered override default to post/pay $125,000

Run Matching on Voucher 00500126

Failed match rule RULE_V300

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1099 Processing Vendor Setup

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Vendors Vendor Setup/Maintenance Vendor Information

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Vendor Setup

The key to successful 1099 processing is the correct setup of the Vendor. Two items are required to identify a vendor for 1099 processing and for the system to properly calculate the withholding amounts:

Withholding Flag The withholding flag on the Identifying Information panel of the vendor setup should be checked to indicate that the vendor is a 1099 vendor. Default Jurisdiction On the 1099 panel of the vendor setup the 1099 information should be completed. It is important to check the Default Jurisdiction check box because this brings this default 1099 information into the voucher.

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1099 Voucher Warning Message

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Accounts Payable Vouchers Entry Regular Entry

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1099 Warning Message

If the Default Jurisdiction is not checked on the vendor setup then the following error message will be received when entering a voucher:

Warning -- Voucher line is withholdable but withholding information not provided.

To correct this error, select the Withholding hyperlink on the Invoice Information page of the voucher entry. Enter the correct withholding information and re-save the voucher. Update the Vendor setup and set the Default Jurisdiction.

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1099 Processing Withholding Mismatch

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Vendors Withholdings Wthd Voucher/Vendor

Mismatch

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Withholding Mismatch Run Control

Periodically the Withholding Mismatch report should be run. This report shows all vouchers that do not have withholding where the vendor is setup for withholding. Note, if report does not have any vendors listed then there are not any mismatched vendors.

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1099 Processing Update Vendor Withholding

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Vendors Withholdings Update Vendor

Withholding

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Update Vendor Withholding Parameters

If vouchers are reported on the Withholding Mismatch report then a process parameter must be defined for the vendor. This parameter will be used in the next step, Update Withholdings, to update the voucher with the correct 1099 withholding information. The parameter requires: Vendor Information

Setid Tax Reporting Year only one year can be processed at a time. Note, 1099 processing uses the payment date of the voucher as the date criteria. Vendor ID to be updated Location if multiple locations exist then a row must be created for each. Business Unit if vouchers exist in multiple business units then a row must be created for each.

1099 Detail

New W/H this allows you to change the withholding status of the vendor. If the vendor is already setup for withholding the default values will be populated from the vendors 1099 detail. New Type currently only 1099 is available. New Jur Cd currently FED is the only option. New Class if a vendor was originally setup with the wrong class the existing vouchers can be corrected with this process.

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1099 Processing Update Vendor Withholding

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Vendors Withholdings Update Vendor

Withholding

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Update Vendor Withholding Warning Message

The above error message will be displayed each time the Update Vendor Withholding parameter is setup. This message indicates that the Post Withholdings process should be run first. Then the Update Withholdings program should be run. The steps are detailed in the next few pages.

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1099 Processing Withholding Post

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Vendors Withholdings Post Withholdings

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Withholding Post Run Control

Pre-requisite: Payment post should be run for all vouchers prior to the Withholding Post. The 1099 process uses the payment date as the criteria for posting to the 1099 table. The payment must also be posted in order to be selected in the Withholding Post process. The Withholding Post program should be run before running the Update Withholdings program (see previous page). The Withholding Post program can be run periodically through the year in order to verify 1099 balances and processing.

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1099 Processing Update Withholding

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Vendors Withholdings Update Withholdings

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Update Withholding Run Control

Pre-requisite: The Withholding Post program should be run before running the Update Withholdings program (see previous page). The Update Withholdings programs uses the parameters defined in the Update Vendor Withholding panels (see Vendors, Withholdings, Update Vendor Withholding) to update vouchers for a vendor where the 1099 information is missing.

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