Training & Schedules

This video provides detailed instructions for accessing invoice information in Norikkon – the system attached to SAP used to manage invoices. Participants in this online training learn how to filter on invoices using a variety of selection criteria including BFR, Cost Object, Purchase Order and Invoice Status. Please note: To access Norikkon in SAP, users must have security access. Work with your SAP Security Administrator to request access as necessary.

This video provides detailed instructions for accessing invoice information in Norikkon – the system attached to SAP used to manage invoices. Participants in this online training learn how to filter on invoices using a variety of selection criteria including Company Code, Cost Object, Purchase Order and Invoice Status. Please note: to access Norikkon in SAP, users must have security access. Work with your SAP Security Administrator to request access as necessary.

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.

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.

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@duke.edu if you would like a PowerPoint copy of this PDF.

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@duke.edu.

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.

The Procure to Pay Specialist certification is designed for those individuals who are A/P representatives, backup A/P representatives or employees who spend a portion of their time procuring good/services and managing invoice payments and who are interested in advancing their professional growth and development. Comprehensive training will teach specific skills and techniques, improve job performance, minimize mistakes, bolster compliance measures, and provide a credential recognized and respected within the Duke community. Certified employees will exit the program with enhanced skills as outlined in detail in the Outcomes Outlines. Managers throughout Duke are encouraged to use their employee-participants in value-added roles by:

• Delegating additional work and responsibilities to the participant
• Supporting employee growth and development from certification
• Seeking new hires who have completed certification

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.

Setting up a purchase to require a 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.

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.

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, common usage, payment terms, back-up documentation, reporting, the most commonly asked questions received by the AP Check Request Team and best practices to model when requesting AP Checks. 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.

Please note: Participants cannot register for this class until online videos and the quiz listed below under "Prerequisites" have been completed through Duke's LMS.

Those participating in the Procure to Pay Specialist Certification should register for videos and this class through the Procure to Pay Specialist Curriculum.

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.

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.

With billions of dollars in spend each Fiscal Year, it is critical Duke University and Duke University Health System pay bills on time! This class dives into different tools that AP Reps, Financial Analyst, Grant Managers and others can use to make sure bills are getting paid. Explore the Workflow Status Report, Norikkon, SAP transactions and the AP Unpaid Invoice Report.

While not required, it is STRONGLY recommended that participants understand how to drill down on invoice information in SAP and/or attend Why Didn't It Pay - Investigating and Resolving Unpaid Invoices.

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.

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.

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.

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.

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).

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.

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.