Courses & Schedules

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

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.

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

A Certification Exam will be offered twice per month and an 80% passing grade is required to attain certification upon completion of any track of the Financial Certification. This test will be held in a designated computer lab and will be open to all certification tracks (each certification track will have a different exam relevant to that track). Failure to pass will result in review by the Curriculum Leader for the applicable certification track. A participant's area of deficiency will be identified from the exam results and specific classes may need to be completed before retaking the final exam; participants who do not successfully complete the final exam will not be required to retake all courses in the curriculum.

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.

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.

A purchase requisition may be changed before it has been processed into a Purchase Order.

After a purchase requisition has been created, the details of the requisition may be reviewed by displaying it. In the display mode, requisitions cannot be changed, only viewed.

A Personal Values List is an easy-to-use list of information that is frequently used in requisitions. Using a Personal Values List makes it easier to find information and reduces data entry errors.

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.

When you need to order an item that is not in the Material Master (electronic catalog) or you need to order a service, you will create a Text Order.

The Material Master is an electronic catalog built into SAP. Most of the items in the Material Master are medical and surgical supplies used by patient-care units. They are kept in stock and are readily available in the hospital or clinic.

Default Values are a series of data elements that will appear in each new requisition. Using Default Values will save time and reduce the possibility of errors.

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.

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.

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.

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.

 

The Introduction to SAP course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. Introduction to SAP is required before taking any other SAP courses. It is not required for either the iForms Overview or Introduction to SAP Business Warehouse courses.

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.

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.

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.