User Guide
Fix Payments Cancelled in
Finance Systems
Error v1.1 v1.0
User Guide
Fix Payments Cancelled in Error
Table of Contents
1.
1.1.
1.2.
1.3.
OVERVIEW ...................................................................................................................................3
DOCUMENT PURPOSE
3
DOCUMENT HISTORY
3
USER GUIDE REFERENCE
3
2.1.
BACKGROUND ............................................................................................................................4
BACKGROUND
4
2.
3.
HOW TO FIX THE ERROR? .........................................................................................................5
3.1. PAYMENT VOIDED AND PUT ON HOLD
5
3.1.1. How To Fix
7
3.2. PAYMENT VOIDED AND LIABILITY CLOSED
11
3.2.1. How to Fix
13
4.
CONSIDERATIONS ....................................................................................................................19
5.
GLOSSARY .................................................................................................................................20
6.
6.1.
6.2.
6.3.
6.4.
6.5.
6.6.
DOCUMENT CONTROL .............................................................................................................21
DOCUMENT LOCATION
21
CHANGE HISTORY
21
REVIEWERS
21
BUSINESS SIGN-OFF
21
COPIES TO
21
REFERENCE DOCUMENTS
21
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User Guide
Fix Payments Cancelled in Error
1. Overview
1.1. Document Purpose
The purpose of this document is to provide users with information to assist with understanding a
particular task or process involving Finance Systems. A User Guide may be required as a result of:



a ticket being raised where the resolution requires a more detailed explanation
a small system enhancement being introduced
a major system implementation
1.2. Document History
The document version will be set to 1.0 on initial issue.
The document version will increase by 0.1 if the User Guide is updated thereafter.
For details of the document change history please refer to the Change History section at the end of
this document.
1.3. User Guide Reference
Bug Number
N/A
Ticket Number
468583
Roadmap Item No.
N/A
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Fix Payments Cancelled in Error
2. Background
2.1. Background
On occasions a payment may be cancelled/voided in error. These errors are identified by Corporate
Finance when completing the bank reconciliation. This document outlines what steps need to be
taken to correct this error.
.
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3. How to Fix the Error?
The approach that is taken to fix these errors depends on how the payment was cancelled/voided.
3.1. Payment Voided and Put On Hold
The following screenshots show how a payment is voided and put on hold and what the voucher will
look like as a result.
Payment Cancelled and Put on Hold
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Fix Payments Cancelled in Error
Voucher after cancellation and Payment Post is run
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Fix Payments Cancelled in Error
3.1.1. How To Fix
1. Unpost the Voucher
2. Take Payment off Hold
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3. Change the Payment Method to MAN (Manual Cheque).
4. Select ‘Record a Payment’ in the Schedule Payment section (Action Field). Enter a 6 digit number
in the payment reference. Each payment reference must be unique within a bank account and
payment method. It is suggested that you start with 99999 and work backwards for future corrections.
5. Attach supporting documentation to the voucher – eg, copy of email etc. If copying email you will
need to save the email with an extension of .msg. Then attach to voucher. Add Comments detailing
what has happened.
6. Post Voucher.
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7. Post Payment.
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8. The resulting accounting entries are as follows.
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9. Notify the Bank Reconciliation Officer of the action you have taken. Give them the manual payment
reference number.
3.2. Payment Voided and Liability Closed
A different approach needs to be taken when the payment has been voided and the liability closed.
In this example, a student payment has been voided and the liability was closed.
Payment Cancelled and Liability Closed
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Voucher after cancellation and Payment Post is run
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3.2.1. How to Fix
In this example, because it is a student payment and students are paid via the Single Payment Vendor
and the original claim would have been cancelled, it will be necessary to re-enter the claim in
Expenses, build the voucher and record the payment. This needs to be completed on the same day to
ensure a duplicate payment is not made.
1. Create a new claim in Expenses by copying the old claim. Ensure that the Suppress email flag is
ticked. This will ensure an email is not sent to the student.
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2. Load the claim and build the voucher. This will load and build all vouchers.
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3. Run Voucher Build again.
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4. Record a manual payment against the voucher.
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5. Attach supporting documentation to the voucher – eg, copy of email etc. If attaching an email you
will need to save the email with an extension of .msg. Then attach to voucher. Add Comments
detailing what has happened.
6. Post Voucher.
7. Post Payment.
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5. The resulting accounting entries are as follows.
6. Notify the Bank Reconciliation Officer of the action you have taken. Give them the manual payment
reference number.
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4. Considerations
1. The above examples have used payments that have been created from the Expenses module.
As you do not have access to update Single Payment vendors, you will need to request
Finance Systems to provide temporary access to be able to record the payment. A ticket will
need to be raised. The access will be removed after the payment has been recorded.
2. If a payment is cancelled in error which relates to a voucher that has been entered directly into
the AP module then the following action will be required:
Payment Voided and put on Hold
Record a manual payment on the new schedule and lift the Hold.
Payment Voided and Liability Closed
Create a new voucher and record a manual payment.
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5. Glossary
Term
Description
NS Financials or
NSF
NewSouth Financials application. UNSW’s name for its Finance
system.
AP
Accounts Payable
UNSW
University of New South Wales organisation
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6. Document Control
6.1. Document Location
J:\BSI\FINSYS\Financial Systems\Systems\NS Financials\V9.1\Documentation\User Guides\User
Guide AP Fix Payments Cancelled In Error v1.0.docx
6.2. Change History
Version Date
Description
Author
1.0
15/03/2012
New User Guide
Maria Perkov
1.1
20/03/2012
Section 4 Considerations updated – access needs to be
requested from Finance Systems if fixing an Expenses
voucher.
6.3. Reviewers
Name
Title
Review Date
Janz Reinecke
Finance Training & Support Manager
16/03/2012
6.4. Business Sign-off
Name
Title
Date Emailed
John Hilton
Manager, Accounts Payable
19/03/2012
Mark Van Poppel
UNSW@ADFA Finance Manager
19/03/2012
6.5. Copies To
Name
Title
Date Emailed
Ian Piper
Manager, Process Improvement
19/03/2012
Vitan Patel
Team Leader, AP
19/03/2012
Audrey Yustine
Assistant Accountant, Corporate Finance
19/03/2012
Fitri Sukarti
Group Reporting Manager
19/03/2012
6.6. Reference Documents
Document Name
Location
Version
End of Document
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