Training & Schedules


 


 


Accounts Payable

Workflow Status Report – Problem Invoice Mapper

This reference document provides detailed descriptions of information on the AP problem invoice view of the Workflow Status Report. Additionally, it provides best practice recommendations for how to use the report to manage blocked invoices and provides email templates that can be used to send notifications to individuals who need to take action on blocked invoices.
Format: Reference/Handout
To View:
View Handout (pdf)

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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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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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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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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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Forms: The Independent Contractor Checklist (ICC) Online Video Tutorial

This video provides detailed instructions about how to complete the Independent Contractor Checklist. For additional information, review GAP 200.128, Guidance on the Independent Contractor Checklist (ICC). If you have specific questions about whether an individual should be classified as an employee or independent contractor that are not address in the video or GAP, please contact Corporate Accounts Payable at 919-684-3112.
Format: Online Training
To View:
Related Materials: GAP 200.128, Guidance on the Independent Contractor Checklist (ICC) (webpage)
Independent Contractor Checklist (ICC) (webpage)

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Electronic AP Check Request Training Presentation

This training presentation is available for departments to use in training employees in their area to use the Electronic Accounts Payable Check Request Tool. The document includes screen shots and instructions that can be used as reference when completing an electronic check request. Please email APOnlineCheck at duke.edu if you would like a PowerPoint copy of this PDF.   (Last Modified 06/03/13)
Format: Reference/Handout
To View:
View Handout (pdf)

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Electronic AP Check Request Approval Presentation

This training presentation can be used to provide departmental training to Faculty and others in the department who approve electronic check requests. Please email APOnlineCheck at duke.edu if you would like a PowerPoint copy of this PDF.   (Last Modified 06/03/13)
Format: Reference/Handout
To View:
View Handout (pdf)

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Online Electronic Check Request Training for Submitters

The Electronic AP Check Request tool through Duke@Work is the method for which the Duke Community executes check requests. These videos provide a comprehensive look at tool functionality for check request submitters and others that interact with the tool.
Target Audience: Check request submitters and others in financial roles
Format: Online Training
To View:

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Electronic AP Check Request: Reporting Tool Online Video Series

This online video series provides a high-level guide to using the Electronic AP Check Request Reporting Tool. These videos provide descriptions of the action buttons, instructions on running reports, and navigating AP Check Request reports. If you have specific questions that are not addressed in the videos, please contact Corporate Accounts Payable at 919-684-3112 or email APOnlineCheck at duke.edu.
Target Audience: Check request submitters and others in financial roles
Format: Online Training
To View:
Related Materials: Overview Presentation (webpage)

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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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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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Advanced A/P Reporting

This session is designed to provide Department A/P Representatives with a better understanding of the reporting tools available in SAP. Participants will learn how to identify blocked payments, use a commitment line item report, access vendor numbers, and view open purchase orders. Additionally, discussions will focus on best practice and tips for facilitating timely vendor payments.

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 hour
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.


Online Expense Reports

Online Expense Reports Video Series

The Online Expense Report Tool through Duke@Work is the method for which Duke Employees enter travel, out-of-pocket non-travel expenses and corporate card expenses. Users will learn how to use all facets of the tool including how to process travel and non-travel expenses that involve reimbursements and corporate card charges. These videos provide a comprehensive look at tool functionality for a variety of different transactions and users.

Expense Reports – An Overview

This session provides an overview of expense reports and the associated business processes that support their use across Duke University and Duke University Health System. Specific focus will be given to understanding the roles and responsibilities of the employee, the expense report initiator, the department's TRaC Representative, and the Business Manager in ensuring an efficient and effective departmental process. Participants will explore when each type of expense report is used and best practices for handling a variety of situations. Workflows and strategies for tracking the status of expense reports will also be discussed. Case studies in small breakout groups will provide participants with the opportunity to practice classroom learning.

Please note: Participants cannot register for this class until online videos and the quiz listed below have been completed.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.

Expense Reports – Policies and Procedures

This session focuses on Duke's institutional policies as it relates to all expenses that are processed through online expenses. Focus is given to expenses incurred through traveling on Duke business, using Duke's corporate card, and requesting reimbursements for out-of-pocket expenses. Participants will explore appropriate purchasing methods to understand the relationship between the purchasing method and the ease and efficiency in processing expense reports. Discussion will focus on expenses in general and specific situations that are common across the institution. Participants will review and gain an in-depth understanding of the Untimely Posting process for corporate card transactions and share best practices based on their experience.

Please note: Participants cannot register for this class until they've attended the prerequisite class.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense reports initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – Managing the Process

This session is designed for TRaC Reps or those initiators responsible for creating expense reports and managing them throughout the approval and posting process. Participants will learn how to effectively “see” both corporate card and out-of-pocket expenses through the expense report tool and a variety of reports. Participants will explore workflow steps and the importance of ensuring master data is routinely maintained. Reports will be a key focus in this session – both reports that are provided to departments and those that can be run through the Duke@Work portal – with discussion focusing both on how to execute the reports and how to use the data returned to ensure timely posting of expenses to Duke's ledger.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 3 hours
Format: Classroom Training
To Register:

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Expense Reports – International Travel

This session provides a detailed look at International Travel focusing on the policies and procedures that are specific to international trips. Participants will learn how departments may choose to use per diems for international trips along with strategies for handling and documenting currency conversions. The appropriate use and clearing of travel advances will also be discussed along with a review of resources that are available to Duke employees and students who are traveling internationally.

Please note: Participants cannot register for this class until they've attended the prerequisite classes.

Those participating in TRaC Rep Certification should register for this class through the TRaC Rep Certification Curriculum.
Target Audience: Department TRaC Representatives and expense report initiators
Prerequisite(s): 1. Expense Reports at Duke – An Overview
2. Expense Reports at Duke – Policies and Procedures
Duration: 2 hours
Format: Classroom Training
To Register:

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


Corporate Card

Online Expense Reports Video Series

The Online Expense Report Tool through Duke@Work is the method for which Duke Employees enter travel, out-of-pocket non-travel expenses and corporate card expenses. Users will learn how to use all facets of the tool including how to process travel and non-travel expenses that involve reimbursements and corporate card charges. These videos provide a comprehensive look at tool functionality for a variety of different transactions and users.

Corporate Card User's Manual

PDF Manual for proper usage and procedure regarding the Duke Corporate Card.
Format: Manual or Guide
To View:

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Corporate Cardholder Training & Pick-Up

Cardholders may use their Corporate Cards for Duke related business expenses. All University and Health System guidelines pertaining to purchases of goods, services, travel, and entertainment apply to purchases made with the Corporate Card. Cardholders should treat their Corporate Cards with at least the same level of care and security as they would their own personal credit cards. This training covers the Dos and Don'ts of using the Corporate Card.
Duration: 30 minutes
Format: Classroom Training
To Register:
Related Materials: Training Presentation (pdf)
Corporate Card Mapping & Write-Off Schedule (webpage)

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


Buy@Duke

Learning to Use Buy@Duke

Buy@Duke is the new web-based tool Duke employees will use to purchase goods and services. It is a component of the SAP enterprise system.

To assist you in learning to use Buy@Duke, we have offered a series of videos that demonstrate the features of the system. The videos are grouped into curriculums based on your Buy@Duke role.
Format: Online Training
To View:
Related Materials: Buy@Duke Step-By-Step User Guide (webpage)
Buy@Duke Submitter & Shopper Training for Post Implementation (webpage)

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Buy@Duke Shopper & Submitter Training

This course is intended for those in the shopper or submitter role whose areas are already using Buy@Duke as their primary method for requisitioning. The course will cover the details needed to perform both the shopper and submitter role in Buy@Duke. Training will cover full functionality of the tool including how to set user personalizations, how to place orders, enter and confirm funding source information, submit orders for approval, track orders through the process of creating a purchase order and performing goods receipt if applicable.

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: Buy@Duke users with the "submitter" or "shopper" role
Prerequisite(s): 1. Department must currently be using Buy@Duke
2. Buy@Duke shopper or submitter role in SAP Production Client established prior to attending class.
Format: Classroom Training
To Register:
Related Materials: Related Video Training Series (webpage)
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.


Additional Options

How to Forward an SAP Workflow

Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience: Employees and Administrators who receive SAP Workflows.
Format: Online Training
To View:

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SAP Workflow Substitution

Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user’s SAP Inbox.
Target Audience: Employees and Administrators who receive SAP Workflows.
Format: Online Training
To View:

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