Training & Schedules
Grants Management
Designed to assist Grant Managers successfully manage expenses related to purchasing goods and services using purchase orders, a Grant Manager's Guide to Purchase Orders and Invoices is a two part series providing a detailed look at all aspects of purchase orders and invoices.
In Session 1, learners begin by discussing purchasing methods at Duke and appropriate uses of each while exploring Sponsored Research specific GAPs supporting purchasing. Then learners do a deep dive into the different types of purchase orders, invoice processing, and operational processes used to manage invoices that block for payment.
Please note: This class providers learners with the fundamental skills necessary to manage expenses on purchase orders and invoices at Duke. While not required before attending Session 2, learners are STRONGLY ENCOURGED to register for Session 1 before attending Session 2.
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Designed to assist Grant Managers successfully manage expenses related to purchasing goods and services using purchase orders, a Grant Manager's Guide to Purchase Orders and Invoices is a two part series providing a detailed look at all aspects of purchase orders and invoices.
Building on the foundational understanding built in Session 1, Session 2 offers hands on practice using tools and reports available in SAP and Duke@Work focusing on not only how to execute the reports, but how to analyze data in a meaningful way. Learners will explore the SAP Purchase Order Transaction ME23N, the Norikkon AP Center, the Workflow Status Report by both Cost Object and Org Unit view, the Unpaid Invoice Report, and the PO Commitment Tools and Report. The session is offered in two, two hour parts.
RCC continuing education credit is offered for participants who successfully complete all required components.
Please note: This computer based class assumes all learners have a strong understanding of transactional and operational processes supporting purchase orders and invoices at Duke. Learners are STRONGLY ENCOURGED to attend Session 1 before attending Session 2. This class is REQUIRED before participating in Session 3.
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Health System Purchasing
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Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
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Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
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Accounts Payable
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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.
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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.
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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.
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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.
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- Delegating additional work and responsibilities to the participant
- Supporting employee growth and development from certification
- Seeking new hires who have completed certification
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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.
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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.
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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.
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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.
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Prerequisites
- Introduction and Accessing the Electronic AP Check Request Tool
- Tray One: General Information and Action Buttons
- Tray Two: Request Submitter
- Tray Three: Payee Details
- Tray Four: Payment Details
- Tray Five: Funding Source
- Tray Six: Attachments
- Searching for Established Vendors
- Check Request Utility
- Viewing the Status of a Check Request
- Adding Additional Approvers: Adhoc Approvals
- Electronic AP Check Request: Fundamentals Quiz
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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.
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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.
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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.
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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.
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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.
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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.
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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).
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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.
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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.
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Online Expense Reports
This class is currently being redesigned in support of the Concur implementation. It should be availalbe in Spring of 2020.
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.
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Prerequisites
- Online Expense Reports Video Series-Domestic Trips
- Online Expense Reports Video Series-Corporate Card Non Travel
- Online Expense Reports Video Series-Out of Pocket Non Travel
- Online Expense Reports Video Series-International Trip
- Online Expense Reports Video Series-Additional Functions of the Tool
- Online Expense Reports-Travel Portal Reporting
- Online Expense Report Videos – Fundamentals Quiz
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This class is currently being redesigned in support of the Concur implementation. It should be availalbe in Spring of 2020.
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.
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This class is currently being redesigned in support of the Concur implementation. It should be availalbe in Spring of 2020.
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.
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This class is currently being redesigned in support of the Concur implementation. It should be availalbe in Spring of 2020.
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.
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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.
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- Domestic Trip Videos
- International Trip Videos
- Corporate Card Non-Travel Videos
- Out of Pocket Non-Travel Videos
- Travel Reports: Basic Functionality Videos
- Cost Assignment Video (3:09)
- Cost Assignment: Individual Receipt Video (1:07)
- How to Customize and Filter Video (9:57)
- Approval and Workflow Process Video Series
- Reassigning Expenses Video (2:08)
- Manage Corporate Card Transactions Video (2:43)
- Deleting an Expense Report Video (1:56)
- Changing an Existing Expense Report Video Series
Corporate Card
PDF Manual for proper usage and procedure regarding the Duke Corporate Card.
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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.
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Buy@Duke
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Buy@Duke should be used to purchase standard and custom computers, as well as peripherals, through the Duke Technology Center (DTC). Based on the type of purchase, there are different ways to purchase through Buy@Duke, including several Punch-out catalogs for Dell and Apple products, a Hosted catalog for Lenovo and peripherals, and text orders for certain custom orders or orders to be picked up at the DTC.
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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.
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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.rn
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.
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Additional Options
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
To Register
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.