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Accounts Payable

I Need A Check! - Accounts Payable Check Requests

In many situations, departments need to issue payments to either individuals or companies for services offered to Duke University/DUHS. This interactive session provides a detailed look at the General Accounting Procedures (GAPs) governing Accounts Payable Check Requests and the specific business process departments should follow in making such a request. Focus will also be given to internal and external compliance requirements, process time and procedures, and best practices to model when requesting A/P Checks. Participants will look in detail at how to best complete the A/P Check Request form. Situational exercises will be used to apply participant learnings to real "Duke" examples. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals who process A/P Check Requests
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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An Overview of Procuring Goods and Services at Duke for Managers

This session provides those with management responsibility an overview of the process for procuring goods and services at Duke. Participants will review different payment methods with specific focus given to General Accounting Procedures (GAPs) and decision-making criteria to use when determining the best method of procuring a good or a service. Participants will gain a better understanding of procurement related information contained in SAP and suggestions for how their department should be using this information in daily operations. Discussion will focus on the SAP Workflow and APay Reply tools that are executed when invoices have problems and appropriate departmental responses. Participants will be encouraged to share their best practices for maintaining a pulse for how Purchase Orders, AP check requests, and invoices are handled in their department.
Target Audience: Business Mangers and individuals participating in the Financial Management Certification Program
Duration: 2 hours
Format: Classroom Training
To Register:

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Annual Accounts Payable Process Overview and Update for Business Managers

The session is designed to keep Business Managers informed of the most current accounts payable information and to share opportunities for partnership between Corporate Accounts Payable and Duke Departments. Additionally, Business Managers will have the opportunity to provide feedback to the Accounts Payable leadership team on how the department can best serve its customers. Business Managers are encouraged to share and discuss specific situations and provide Accounts Payable candid feedback.
Target Audience: Business Managers
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: November 2012 Presentation (pdf)

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Goods Receipt

Setting up a purchase to require goods receipt is a great option for increasing control over goods purchased by a department. Participants in this session discuss the different options for goods receipt available, how to establish goods receipt for a purchase order and the required actions once a good is received. Discussions will also include the impacts of good receipts on expense postings and the issues that can be created when goods receipt is not performed in a timely manner.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives and individuals responsible for performing goods receipt for their department
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Duke University Hospital: How to Access This Training in Duke’s LMS (pdf)
Buy@Duke Users: How to Access This Training in Duke’s LMS (pdf)

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Issuing Payments to Foreign Nationals and Foreign Companies

As Duke continues to grow globally, there is an ever increasing demand to issue payments to foreign nationals and foreign companies for goods and/or services. In this session, participants will better understand the complexities and compliance requirements associated in issuing a variety of AP payments to foreign nationals and companies. Additionally, focus will be given to the potential consequences to both Duke and the individual of issuing payments incorrectly.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives and anyone who handles payments to Foreign Nationals and/or Foreign Companies.
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Purchase Orders at Duke

Purchase orders are used to procure a vast majority of the goods and services used by Duke University and Duke University Health System. In this session participants will learn the different types of purchase orders that can be issued the reasons why different types of purchase orders are necessary including the numbering system used. Additionally, participants will better understand the business process for establishing a purchase order, how purchase order information is disseminated to vendors and the department, and best practices for ensuring purchase orders are established and/or modified in a timely and efficient manner. Case studies will be used to allow participants time to practice classroom learnings. We STRONGLY RECOMMEND that you attend So, You Need to Make a Purchase - Procuring Goods and Services at Duke before taking this class. We recommend attending SAP Requisition Processing after taking this class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals with general purchasing responsibilities
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Employee vs. Independent Contractor: Correctly Identifying & Issuing Payments to Independent Contractors

Should an individual be paid as an employee or as an Independent Contractor? This is a question departments often find themselves asking. Accounts Payable and Corporate Payroll Services have partnered with Human Resources and Legal to design a process and tools to assist departments in making this determination. During this session participants will explore the history of this determination at Duke, current IRS and Duke compliance requirements, and the risks associated with an incorrect determination. Session facilitators will discuss tools that are available to departments when making this determination and available options if it is determined that an individual should be paid as an employee. Participants will have the opportunity to ask questions about the Independent Contractor Checklist and learn how to best apply this tool. Participant provided case studies will be used to help connect classroom discussion with work place daily activity. We STRONGLY RECOMMEND attending Purchase Orders at Duke and I Need a Check! – Accounts Payable Check Requests before taking this class.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, Business Managers, and anyone who handles payments to Independent Contractors.
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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So, You Need to Make a Purchase: Procuring Goods and Services at Duke

This interactive session is designed to introduce participants to the four methods of purchasing at Duke. Participants will be introduced to General Accounting Procedures (GAP) that provide institutional guidance on when to use each method for acquiring goods and services including the Corporate Card, Out-of-Pocket Reimbursements, Accounts Payable Check Requests, and Purchase Orders. Class discussion will focus on "real Duke" examples, and situational exercises will challenge participants to apply learnings.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives or other individuals with general purchasing responsibilities
Duration: 2.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Why Didn't it Pay? - Investigating and Resolving Unpaid Invoices

Unfortunately, not every invoice submitted to Duke pays immediately. In this computer-based session participants will learn how to investigate problem invoices. Particular focus will be given to how "APay Reply" is used to notify individuals of issues including credit holds, blocks, and vendor debits. Participants will also learn how to most effectively and efficiently utilize SAP work flow to specifically identify and rectify problems. During the session, participants will be able to go into SAP and investigate specific problems using the tools, tips and techniques discussed in class.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Department Accounts Payable Representatives, individuals with general purchasing responsibilities, or individuals with roles that require reconciliation of purchasing transactions to financial statements. SAP access is required.
Prerequisite(s): 1. SAP access is required
2. Basic SAP Understanding
3. Introduction to SAP at Duke
4. So, You Need to Make a Purchase - Procuring Goods and Services at Duke
Duration: 1.5 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke’s LMS (pdf)

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Updates for Department Accounts Payable Representatives

This update allows Corporate Accounts Payable and Departmental AP Representatives the opportunity to discuss accounts payable processes across the entire institution. The agenda changes each update but focuses on changes in policies and/or procedures, reoccurring issues/problems, information regarding calendar and/or fiscal year end, reminders for representatives, and case study analysis. Participants are encouraged to bring questions and situations to discuss with the class. Classes are conducted on a semi-annual basis and are separated between University/School of Medicine (Company 10) and DUHS (Company 20 or higher).
Target Audience: Department Accounts Payable Representatives
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: May 2013 Presentation (DUHS) (pdf)
May 2013 Presentation (Company 10) (pdf)

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~ : Located outside of the finance.duke.edu domain.


Systems & Procedures

Introduction to Duke Accounting and Business Practice

The Introduction to Duke Accounting and Business Practice is designed for new employees or individuals new to financial responsibilities. It introduces basic accounting terminology, the cost object structure, and commonly used business processes and transactions. As you register, please note that separate sessions are offered for Duke University/School of Medicine and Duke University Health System.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Employees or individuals new to handling Duke financial responsibilities
Duration: 3 hours
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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Introduction to Duke General Ledger (G/L) Accounts

The Duke G/L Accounts training is designed for new employees or individuals new to financial responsibilities, and is designed to follow Introduction to Duke Accounting and Business Practices. Delivered on-demand, this video series introduces participants to the various types of G/L accounts, discusses key criteria used to determine appropriate G/L accounts based on a situation, reviews web resources available to assist with this determination, outlines how different roles interact with G/L accounts, and describes common errors and how to avoid them. Participants are strongly encouraged to attend Introduction to Duke Accounting and Business Practices prior to beginning this training.

Videos are grouped into series based on user roles. Be sure to select the video series that best fits your role.
  • Introduction to Duke General Ledger Accounts – SAP Classes – this video series is designed for those who will be attending any SAP classroom training. This will individuals participating in the Financial System Specialist Certification Program or those fulfilling prerequisite requirements to participate in certification supporting grant administration.
  • Introduction to Duke General Ledger Accounts - Payroll Rep-Company 10 - this video series is designed for Department Payroll Representatives who work in Duke University or the School of Medicine.
  • Introduction to Duke General Ledger Accounts – Payroll Rep – DUHS – this video series is designed for Department Payroll Representatives who work in Duke University Health System.
  • Introduction to General Ledger Accounts - Procure to Pay Specialist – this video series is designed for participants in the Procure to Pay Specialist certification program.
  • Introduction to General Ledger Accounting – TRaC Representatives – this videos series is designed for participants in the TRaC Representative certification program.
  • Introduction to General Ledger Accounting – Research Administration – this video series is designed for participants in the RAA Certification or for those in grant specific jobs.


Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. Introduction to Duke Accounting and Business Practice
Duration: Varies depending on series
Format: Classroom Training
To Register:
Related Materials: How to Access This Training in Duke's LMS (pdf)

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* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.


Corporate Space & Assets

Asset Management

Asset Management provides students with a comprehensive picture of how capital equipment is managed here at Duke. This class details: a) the processes involved in purchasing capital equipment, b) the procedures Plant Accounting follows in physically tagging and conducting inventories of all capital equipment, c) the reports available within SAP that will allow a department to view details regarding their capital equipment, and d) the proper procedures to follow when disposing of a piece of capital equipment here at Duke. Asset Management is part of the Research Costing Compliance (RCC) Certification Program designed to provide financial/grant administrators with an overall body of knowledge so they are responsible custodians for the funds they manage.
* : Requires valid, pre-specified IP address, affiliation or NetID.
~ : Located outside of the finance.duke.edu domain.