User Guide
AP Express Payment Run
Finance Systems
v1.0
Table of Contents
1.
OVERVIEW ...................................................................................................................................2
1.1.
2.
3.
DOCUMENT PURPOSE……………………………………………………………………………. 2
RUNNING AN EXPRESS PAYMENT RUN...................................................................................2
2.1.
INITIATE EXPRESS PAYMENT FROM VOUCHER…………………………………………………...2
2.1.1
Initiate Express Payment from Voucher…………………………………………...2
2.1.2
Initiate Express Payment from Payments Menu…………………………………. 4
2.2.
ELECTRONIC PAYMENTS PROCESS……………………………………………………………….8
2.3.
PRINT EFT ADVICES PROCESS………………………………………………………………….10
2.4.
EMAIL REMITTANCE ADVICE………………………………………………………………………11
DOCUMENT CONTROL .............................................................................................................13
3.1.
DOCUMENT LOCATION…………………………………………………………………………...13
3.2.
CHANGE HISTORY………………………………………………………………………………. 13
3.3.
GLOSSARY………………………………………………………………………………………..13
3.4.
REVIEWERS………………………………………………………………………………………13
3.5.
COPIES TO……………………………………………………………………………………….13
User Guide
AP Express Payment run
1. Overview
1.1. Document Purpose
The purpose of this document is to assist Accounts Payable staff in Express Payment run process.
Express payments are created when an urgent payment is required to a vendor. An Express payment
run can be for one or more vouchers for a vendor. You can only pay one vendor at a time.
Express payment can be done for both cheque and EFT payment method.
2. Running an Express Payment run
2.1. Initiate Express Payment from Voucher
There are two different ways to run express payment:


2.1.1. Initiate Express Payment from Voucher
2.1.2. Initiate Express Payment from Payments Menu
2.1.1 Initiate Express Payment from Voucher
Go to Regular Entry under Accounts Payable > Vouchers > Add/Update
Search for the Voucher to be paid by Express Payment.
Go to Payments Tab.
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Click the Express Payment Link.
It takes to Express Payment page.
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Rest of the steps are same as Initiate Express Payment from Payment Menu (follow the steps from
Page 7).
2.1.2 Initiate Express Payment from Payments Menu
Another method of initiating express payment is via Express Payments Menu.
Go to Create Express payment under Accounts Payable > Payments > Express Payments menu
Fill out the following in Bank and Payee information:
Bank SetID:
Group
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Bank:
Account:
Pay Method:
ANZ
MOA (Should be selected for both EFT and Cheque payments)
EFT (CHQ can be selected for Cheque Express Payment)
Click OK to the message
Vendor:
Enter Vendor ID
Payment details section should not be changed.
Date:
Amount:
Reference:
Current
Will be selected once the voucher is entered
NEXT (Please DO NOT change)
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Either you can click “Add All Vouchers” button and then delete the vouchers not required.
Or Enter Voucher details in Select Voucher Section
Voucher:
Payments:
Voucher ID of the invoice to be paid
Select the option available related to the voucher
Check the Invoice details before creating the payment.
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Select Server: PSUNX
Click “Create Payment”.
This takes to the Pay Cycle Manager page and initiates the Quick1 pay cycle. You can see that the
Pay Cycle Status is “Running”. Go to Process Monitor to view its progress.
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The process is complete once the Run Status is Success and Distribution Status is Posted.
2.2. Electronic Payments Process
Go to Manage Express Payments under Accounts Payable >Payments > Express Payments menu.
Search Quick1 as Pay Cycle.
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To run Electronic Payments Process:
Select Server Name: PSUNX; Output Type: Web and Click Process.
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Go to Process Monitor to check the progress. The process is complete once the Run Status is
Success and Distribution Status is Posted.
2.3. Print EFT Advices Process
Go Back to Manage Express Payments menu and search for Quick1 Pay cycle again.
To run the “Print EFT Advices” process:
Select Server Name: PSNT, Output Type: Web and click Process
Go to Process Monitor to check the status,
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The process is complete once the Run Status is Success and Distribution Status is Posted.
Go Back to Manage Express Payments menu and search for Quick1 Pay cycle again.
Electronic Payments and Print EFT Advices process are now complete. Please click the Refersh
button to finish the process.
Note: The Pay Cycle status says completed but until you press Refresh button it has not actually
completed.
2.4. Email remittance advice
Go to Email Payment Advice Menu under Accounts Payable > Payments > Pay Cycle Processing
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Pay Cycle:
Seq Num:
Vendor Select Option:
Server Name:
Quick1
Recent Numbers (Select the number with current date)
Select All Vendors
PSNT
Click Process and Go to Process Monitor to check the status.
Remittance Advice will be emailed automatically by the system once the Run Status is Success and
Distribution Status is Posted.
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3. Document Control
3.1. Document Location
J:\BSI\FINSYS\Financial Systems\Systems\NS Financials\V9.1\Documentation\User Guides\User
Guide AP Express Payment run v1.0.docx
3.2. Change History
Version Date
V1.0
Description
08/05/13
Author
Author
Shaleen Batra
3.3. Glossary
Term
Description
NS Financials or
NSF
NewSouth Financials application. UNSW’s name for its Finance system.
AP
Accounts Payable
Payrun
The payment of Accounts Payable Vouchers falling due up to the date the
process is run
Process Monitor
Where to go to monitor the status of jobs that are running (or have run)
Success
A process that has run successfully
No Success
A process that has not run successfully
UNSW
University of New South Wales organisation
3.4. Reviewers
Name
Title
Review Date
Heidi Woolf
Systems Solutions Architect
10/05/2013
3.5. Copies To
Name
Title
Date Emailed
John Hilton
Accounts Payable Manager
13/05/2013
Finance Website
Posted to Knowledgebase
13/05/2013
End of Document
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