Click the “Drill Down” icon to go to the Activity Log to view details about the $22,209.51 charge. Note that the $22,209.51 charge as shown here, includes both the invoice amount and the use tax. Next, click the drill down icon to go to the “Payables Voucher Line Drill Down” screen. Here is the “Payables Voucher Line Drill Down” screen. Click on the “Voucher ID” icon for further information. SOURCE INQUIRY Click “Source Inquiry” to go to the Voucher Inquiry screen. ACTIONS VIEW ATTACHMENTS Here is the Voucher Inquiry screen. Click “Actions” to view a list of inquiry options.
(If you click on the column headings, you can sort the order of the data within the column. You can also click and drag on the column headings to personalize the order of the columns themselves.) This is the far right view of the “Show All Columns” screen (note that there are additional columns in between the two screenshots provided here, that are not shown). Next, click “Personalize.” This option provides an opportunity for you to personalize and sort how you wish to view the data. Simply follow the instructions indicated on the screenshot below. Next, click “Cancel” to return to the “Voucher Accounting Entries” screen. Next, click the “Go To Voucher Inquiry” icon under the black arrow. MATCH WORKBENCH Match Workbench provides information on Match Rules and Overrides. This presentation will not go into detail about this Action. PAYMENT INFORMATION On the “Voucher Inquiry” screen, click “Actions”, then click “Payment Information.” The Payment Information screen below shows the Supplier Name, Gross Invoice Amount, Invoice number, and other details – for example, the check number is shown in the “Payment Reference ID” column. Click on the check number to go to the “Payment Inquiry” screen.
In the Payment Inquiry Results section at the bottom of this page is the Payment Reference ID (check number), Payment Date, Payment Status, and other information. Once you’re finished reviewing this information, click “Back to Voucher Payments” which returns you to the Payment Information screen. We have now returned to the Payment Information screen. Click “Back to Voucher Inquiry”. VOUCHER DETAILS Click “Actions”, then “Voucher Details”. This is the “Voucher Line Details” screen. Note: the Gross Amount is the amount that was paid directly to the vendor. The Misc. Charges in this case represent sales tax paid directly to the State. When finished viewing, click “Cancel” on the lower left of screen, or the “X” in the upper right to return to the “Voucher Inquiry” screen. REVIEW DOCUMENT STATUS On the “Voucher Inquiry” screen, click “Actions”, then “Review Document Status.” On the “Review Document Status” screen, the Voucher Document Status shows the history of the transactions for this voucher (Requisition, Purchase Order, Receipt and Payment). You can drill to detail for each Document Type by clicking the relevant DOC ID number. For this example click Requisition DOC ID 0000000101. REQUISITION ID
Here is the “Payment Inquiry” screen. on the “Payment Reference ID” (the check number), to view the “Vouchers For a Payment” screen. Here is the “Vouchers For a Payment” screen. Click the “Voucher ID” number to return to “Voucher Inquiry” which will give you an opportunity to return to various inquiry screens by clicking “Actions.” (See next screenshot.) Here again is the Voucher Inquiry screen. DETAIL KK LEDGER GROUP Next we will explore Ledger Group, “DETAIL_KK” (Activity Budget). This ledger group inquiry provides financial information on Projects, Activities and Grants. A Project can be a capital project or a grant award. Every Project must have at least one Activity. Project numbers are ten digits in length, all numeric. Activity numbers are up to five digits in length, and can be all alpha or a combination of alpha and numeric characters. Navigate as follows: Commitment Control > Review Budget Activities > Budgets Overview, or simply click “Budgets Overview” in the search ribbon.
This concludes the instructions for navigating within the Commitment Control (budget) module and drilling to detail within ledger groups CC_ORG, DETAIL_KK AND PROJECT_KK. GLOSSARY The following Document Label/Document ID information provides additional transaction details if the user has access. Voucher ID – the accounts payable document identification number Report ID – The report identifier Employee ID – the purchase card (P-card) user identification number Journal ID – the general ledger journal identification number. CNV indicates that the transaction was converted from Legacy/FMS to PeopleSoft. Budget Check – This is the process of checking transactions against budget to see if they pass, fail (error out), or pass with a warning. Budget checking results in the following Process Statuses: Budget Error or Errors Exist – Transaction failed budget check. Budget errors must be corrected in order to complete the transaction. Budget Warnings – The budget processor issued a warning, but allowed the transaction to be completed. Business Unit – An identification code that represents a high organization of business information. Tacoma Community College’s business unit number is WA220. Encumbrance – Commitment Control ledger type for amounts that you are legally obligated to spend. Contracts and purchase orders are examples of encumbrance transactions. A pre-encumbrance is a Commitment Control ledger type for amounts that you expect to expend, but for which there is no legal obligation to expend. A requisition is a typical pre-encumbrance transaction. Pre-encumbrances DO NOT affect Available Budget amounts. Chartfield – the various fields that store the chart of accounts and provide the system with the basic structure to segregate and categorize transactional and budget data. The following chartfields comprise the chartstring: Account - Six digit, general ledger account numbers. Current Assets begin with 1, Fixed Assets begin with 2, Revenues begin with 3, Liabilities begin with 5, and Expenses begin with 6 (Formally “Sub Object.”) Class - Three digit, general ledger class numbers, all numeric. (Formally called “pro” in FMS).