Overview

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This article provides explanation of how to add the POETAF information to reclassify a Payables transaction to make it visible on a Project in PPM sub-ledger (If POETAF wasn't provided on the initial payables invoice). When a cost needs to be visible on a Project in PPM, you must include the POETAF on any Requisition/PO, Non-PO Payment Request, Concur transaction, etc. This article also discusses how to update POETAF information including Expenditure Type and Expenditure Item Date. 

Essential Information

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• Payables is a sub-ledger in Oracle, used for the processing of transactions to pay an organization/entity/individual, i.e. accounts payable - money from UCSD.
• A Payables Transaction includes, but is not limited to:
  
  • Invoice related to a Purchase Order.
  • Payment Request/Non Purchase Order Invoice.
  • Subrecipient Invoices (from Kuali Research).
  • Submitted Concur Expense Report Transactions.
• A Payables Transaction will only post to the GL if/when a CoA is provided - POETAF values are required in order for a transaction to also post to a Project in PPM.
• An AP Cost Correction request should be submitted when:
  
  • A posted Payables Transaction was processed with a Project included in the CoA, but POETAF was not provided.
  • A posted Payables Transaction was processed without any Project in the CoA and also no POETAF. However, it was intended to be posted to a Project and the PPM sub-ledger.
• Recharges are not a Payables Transaction - Recharges are a separate concept and process.

Next Steps

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1. Access the GL-PPM reconciliation report.

2. Follow the instructions on the blink page to identify GL to PPM discrepancies.

3. Using data retrieved from the report, download and complete the Cost Data Transfer Request Excel Spreadsheet, using these guidelines:

1. Amounts should be the aggregate amount, not individual lines for each item on the invoice/transaction.
2. Expenditure Type should be the full number and name combination as shown in the example, e.g. 534100 – Computer Supplies under $5K, and the number should match the Account Code.
3. Funding Source should be populated with the number.
4. You may also include data for the following two issues on the same attached spreadsheet, i.e. collective of many Payables transactions at once:

• • A Posted Payables Transaction was processed with no Project in the CoA and no POETAF included, but the cost needs to be visible on a Project in PPM.
  • A Posted Payables Transaction was processed with an incorrect Account Code in the CoA.

4. Fill out the Subledger Transaction Correction Form through Services & Support.

 

You can also update the Expenditure Type or Expenditure Item Date on Posted Payables Transactions that did post to PPM by following these steps:

1.  Complete the Cost Data Transfer Request Excel Spreadsheet.
2. In the Transfer To fields of the file, enter where you would like the charge moved to.
   1. If you're updating the Expenditure Type, be sure to also update the Account Code accordingly. All other fields should match the information in the Transfer From section.
3. Fill out the Subledger Transaction Correction Form through Services & Support.

 

Tips to Avoid GL-PPM Variances

If you intend to have expenses hit PPM, include FULL POETAF details (especially Project, Expenditure Type, Task, and (if applicable) Funding Source).