FIN 215 AP Payment Processing and Cancellation
Created on Monday, March 07, 2016
Training Guide
FIN 215 AP Payment Processing and Cancellation
Table of Contents
Introduction ...................................................................................................................... iv
FIN215-AP01 - Process Warrants ................................................................................... 1
AP01.01 - Selecting Vouchers for Payment ................................................................................ 1
AP01.02 - Running the Pay Cycle ............................................................................................... 9
AP01.03 - Inquire on Payments................................................................................................. 17
AP01.04 - Reset a Pay Cycle ..................................................................................................... 24
AP01.05 - Reject a Pay Cycle ................................................................................................... 40
AP01.06 - Exclude or Hold payments in a paycycle run ........................................................... 52
AP01.07 - Recreate a check run ................................................................................................ 71
AP01.08 - Creating Express Checks........................................................................................ 102
AP01.09 - Record manual warrant payment............................................................................ 125
AP01.11 - Process Escheated Payments .................................................................................. 133
FIN215-AP02 - Cancel Warrants ................................................................................ 157
AP02.01 - Canceling a Warrant payment ................................................................................ 157
AP02.02 - Void payment and Close liability ........................................................................... 163
AP02.03 - Void payment and Reissue Voucher with Hold ..................................................... 197
AP02.04 - Void payment and Reissue ..................................................................................... 220
AP02.05 - Stop payment and Reopen Voucher ....................................................................... 250
AP02.06 - Stop payment and Reissue with Payment Hold ..................................................... 275
AP02.07 - Stop payment and Close liability ........................................................................... 304
FIN215-AP04 - Post AP transactions to GL ............................................................... 341
AP04.01 - Running the Journal Generator for AP ................................................................... 341
Glossary ......................................................................................................................... 358
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FIN 215 AP Payment Processing and Cancellation
Introduction
This course covers the more advanced AP processes supported by PeopleSoft. The student will
learn how to pay Vendor invoices, run a check-printing job using the Pay Cycle Manager, and
manage payment cancellations and much more.
In PeopleSoft, processing payments is handled using the Pay Cycle Manager. Most processes
and reports that affect processing payments can be run or accessed from the Pay Cycle Manager.
This lesson covers various concepts related to processing payments.
The payment process routine should satisfy most state agencies needs, but there may be times
when additional options are needed. If an agency needs to print a check immediately, for
example, and they cannot wait for the next pay cycle to run. In this case, PeopleSoft Payables
provides additional payment options. This lesson covers how to make payments to vendors.
To record the financial information associated with the processing of accounts payable, you must
transfer payables information to a general ledger system. The Journal Generator is a process
that converts payables entries created in the Accounts Payable applications into general ledger
journals in PeopleSoft General Ledger.
Upon completion of this course, you will be able to:
• Selecting vouchers for Payment
• Running the Pay Cycle
• Inquire on Payments
• Reset a paycycle
• Reject a paycycle
• Exclude or Hold payments in a paycycle
• Recreate a check run
• Creating Express checks
• Record manual warrant payment
• Process Escheated payments
• Cancel warrant payments
• Void payment and Close liability
• Void payment and Reissue voucher with Hold
• Void payment and Reissue
• Stop payment and Reopen voucher
• Stop payment and Reissue voucher with Payment Hold
• Stop payment and Close liability
• Running the Journal Generator for AP
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FIN215-AP01 - Process Warrants
In PeopleSoft, processing payments is handled using the Pay Cycle Manager. Most processes
and reports that affect processing payments can be run or accessed from the Pay Cycle Manager.
This lesson covers various concepts related to processing payments.
The payment process routine should satisfy most state agencies needs, but there may be times
when additional options are needed. If an agency needs to print a check immediately, for
example, and they cannot wait for the next pay cycle to run. In this case, PeopleSoft Payables
provides additional payment options. This lesson covers how to make payments to vendors.
Upon completion of this course, you will be able to:
• Selecting vouchers for Payment
• Running the Pay Cycle
• Inquire on Payments
• Reset a paycycle
• Reject a paycycle
• Exclude or Hold payments in a paycycle
• Recreate a check run
• Creating Express checks
• Record manual warrant payment
• Process Rescheduled payments
• Process Escheated payments
AP01.01 - Selecting Vouchers for Payment
Pay cycle is a template that is used to select vouchers for payment based on the information
specified as 'payment selection criteria'. Pay cycles select vouchers that share similar
characteristics due for payment.
The State will have three or four standard paycycles setup.
1 - Daily paycycle for all agency business units, except for DOT
2 - Daily paycycle for DOT business unit only
3 - Paycycle for distribution single-payment vouchers
4 - Daily paycycle for Courts special payment handling
The State has determined that DFA will run paycycles on a daily basis. If on occasion, there
is an agency need for an emergency purchase or payment DFA will process an 'express check'.
Consider this scenario:
You will enter the State's payment selection criteria for a standard pay cycle.
Procedure
In this topic, you will enter payment selection criteria on a paycycle that determines which
vouchers are issued warrants.
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FIN 215 AP Payment Processing and Cancellation
Step
Action
1.
Begin by navigating to the Dates page.
Click the Accounts Payable link.
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Step
Action
2.
Click the Pay Cycle Processing link.
3.
Click the Payment Selection Criteria link.
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Step
Action
4.
Click the Add a New Value tab.
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Step
Action
5.
Use the Pay Cycle field to specify a number for the pay cycle that is being
processed.
Enter the desired information into the Pay Cycle field.
Enter "DAILY".
6.
Click the Search button.
7.
The Dates page enables you to record pay cycle, alert, and discount dates.
Step
Action
8.
You enter or select the beginning date of the pay cycle in the Pay From Date
field.
The system compares this date to the scheduled pay date for the voucher payment
schedule. If the scheduled pay date is equal to or greater than the pay from date,
the voucher payment schedule can be paid in the current pay cycle if the schedule
meets the other payment selection criteria.
Enter the desired information into the Pay From Date field.
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Step
Action
Enter "12/15/2005".
9.
Press [Tab].
10.
Use the Pay Through Date field to enter or select the ending date of the pay
cycle.
The system compares this date to the scheduled pay date for the voucher payment
schedule. If the scheduled pay date is on or before the pay through date, the
voucher payment schedule can be paid in the current pay cycle if the schedule
meets the other payment selection criteria.
Enter the desired information into the Pay Through Date field.
Enter "01/15/2006".
11.
Press [Tab].
12.
Use the Payment Date field to enter or select a date to be compared against the
voucher scheduled pay date.
The system labels all warrant payments created in the pay cycle with this
Payment Date and prints it on checks or shows it on other payment methods. It
can differ from the pay through date.
Use the same date as the Payment Date.
Press [Tab].
13.
Use the Next Pay Through Date field to enter or select the end date for the next
pay cycle payment period.
Enter the desired information into the *Next Pay Through Date field.
Enter "02/15/2006".
14.
Press [Tab].
15.
Use the Next Payment Date field to enter or select the payment date for the next
scheduled pay cycle. You may enter a hypothetical date.
Enter the desired information into the *Next Payment Date field.
Enter "02/15/2006".
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Step
Action
16.
Select a value from the Accounting Date drop-down list box to determine the
fiscal year and period to which the payment accounting entries are posted.
There are three options for the date that the system uses as the accounting date for
the payments created in the pay cycle. The available options are : Current,
Payment, and Specific. For the purpose of this exercise, you will use current
date, 01/15/2006.
Press [Tab].
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Step
Action
17.
Click the Use Holiday Calendar radio button to use both business days and
holidays to determine valid discount and payment dates. If you select this option,
you must specify an appropriate holiday business calendar in the Use Holiday
Calendar field.
You can select Validate Pay Through Dates and Validate Payment Dates, if you
select this option.
Click the Use Holiday Calendar option checkbox.
18.
Enter the desired information into the Use Holiday Calendar field. Or click on
the Look Up button to select the State's holiday calendar.
Enter "NM".
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Step
Action
19.
Click the Save button after completing the Payment Selection Dates page.
20.
Congratulations!
You have successfully entered payment selection criteria on a paycycle that
determines which vouchers are issued warrants.
Paycycle selection date criteria is specified for each paycycle setup. This includes
the frequency of how often a paycycle job will run, payment date and accounting
dates, and additional payment method preferences.
End of Procedure.
AP01.02 - Running the Pay Cycle
Paycycles are used to select vouchers for payment, thereby eliminating the need for agencies to
determine which invoices should be paid each week or month.
When a pay cycle runs, DFA may encounter exceptions. Exceptions are vouchers that are flagged
for one of several reasons, and may or may not be selected for payment. DFA must manually
decide whether to include them in the current warrant payment process.
There are two types of Pay cycle exceptions. These are Discount Alert and Negative Balance.
You can also review Withholding exceptions generated during a pay cycle run.
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• Discount Alert exception is noted for vouchers that are not selected for payment, but have a
scheduled pay cycle date beyond the discount due date. Not paying the voucher would result in
lost discounts. For example, if the discount date for buying a vending machine is until 07/04/2002
and the pay cycle date is 07/06/2002, the discount will be lost.
• Negative Balance exception alert is shown for vouchers that are selected for a payment that
would result in a negative vendor balance if paid. If a vendor balance is in a negative position
during a pay cycle processing, a page will be displayed during the pay cycle informing DFA that
a particular vendor owes the State money.
• The Withholding Exception page is also displayed when vouchers selected for payment in a
paycycle contains withholding 1099 errors.
During a paycycle job, the Pay Cycle Manager guides you through the necessary steps in the
warrant payment process. Paycycles can be run automatically or manually. DFA and DOT will
run paycycles manually, so they can be monitored and controlled. As vouchers are being
processed for payment, the Pay Cycle Manager informs DFA step by step where the vouchers are
in the process. Running the Pay Cycle Manager manually requires step-by-step intervention by
DFA to complete the Pay Cycle process.
DFA can use the Automatically Increments Date process to run the Pay Cycle Manager
automatically. The Automatically Increments Date process notifies DFA if the pay cycle needs
additional information during payment processing by halting the process and allowing them to
make the necessary adjustments. After the adjustments are made, the Pay Cycle process resumes
with the next step in the process.
Consider this scenario:
Acting as DFA or DOT, process the daily check run. Use the Pay Cycle Manager to create the
warrant payments. Select the existing pay cycle 'DAILY' to run the Pay Cycle process.
Procedure
Acting as DFA or DOT, process the daily check run.
Use the Pay Cycle Manager to create warrant payments.
Select the existing pay cycle 'DAILY' to run the Pay Cycle process.
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Step
Action
1.
Begin by navigating to the Pay Cycle Manager page.
Click the Accounts Payable link.
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Step
Action
2.
Click the Payments link.
3.
Click the Pay Cycle Manager link, under the PayCycle Processing folder.
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Step
Action
4.
Enter the desired information into the Pay Cycle field.
Enter "DAILY".
Important Note:
The State will have three or four paycycles setup.
1 - Daily paycycle for all state agencies
2 - Daily paycycle for DOT
3 - Paycycle for processing distribution single-payment vouchers
4 - Paycycle for Courts special payment handling
This DAILY paycycle is for all state agencies, except DOT.
5.
Click the Search button.
6.
The Pay Cycle Manager page enables DFA to review and process warrants in a
controlled environment.
Paycycle Manager allows DFA to perform the following:
1 - View vouchers selected for payment (summary or detail information)
2 - Reset a paycycle job
3 - Create warrant payments
4 - Review discount alerts, vendor negative balances and withholding line errors
5 - Exclude or place payment holds on vouchers
6 - Send warrants to a printer or file
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Step
Action
7 - Reprint warrants
Step
Action
7.
Notice the Paycycle Status is 'Reset'.
There are several steps in a Paycycle, they include:
1 - Payment Selection
2 - Review Exceptions
3 - Print Trial Register (optional)
4 - Create warrant Checks
5 - Approve or reject paycycle
6 - Print warrant checks
7 - Confirm Payments
8 - Format Positive Payment
9 - Create Positive Pay file
10 - Complete paycycle
DFA can initiate a paycycle by processing the first step - Payment Selection.
Click the Server list field next to Payment Selection.
Specify a 'PSUNX' server on which to run the Payment Selection process.
8.
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Click the Process button next to Payment Selection.
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FIN 215 AP Payment Processing and Cancellation
Step
Action
Notice the number of Schedule Payments selected is zero, 0.
9.
Click the Refresh button.
Notice the Paycycle Status has changed from 'Reset' to 'Selected', and the
number of Schedule Payments Selected has changed from 0 to 9.
10.
Next, the second step is to review vouchers selected for payment, by clicking
on the Summary or Detail hyperlink under the Refresh button. Note: We skip over
this step and continue.
Next, the third step is to review any paycycle Exceptions highlighted, such as
Discounts, Withholding, or Negative vendor Balance.
Note: We skip over this step and continue onto payment creation, since there are
none.
Next, the fourth step is to initiate Payment Creation.
Select a 'PSUNX' server on which to run the Payment Creation process.
11.
Click the Process button next to Payment Creation for the system to create
warrants.
12.
Click the Refresh button until the Paycycle Status changes from 'Selected' to
'Approved'.
Notice that the Paycycle Status has changed to Approved. This indicates that the
pay cycle has run successfully, and warrant checks are ready for printing as shown
below.
Next, the fifth step is optional, which is to print a Trial Register by clicking the
'Trail Register' hyperlink above.
Note: We skip this step and proceed to print warrant checks.
Press [Tab].
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Step
Action
13.
Next, the sixth step is to print warrants. Select a server and specify output
options.
Click the Server Name field.
14.
Select the 'PSNT' server name to print warrants.
15.
Change the *Output Type to be 'Web' and leave the Output Destination Blank.
16.
Click the Process button to create and print warrant checks.
17.
Click the Refresh button until the Paycycle Status changes from 'Approved' to
'Confirmed'.
Next, the final seventh step is to format and create a Positive Pay file.
Click the Process button a second time to confirm and format a positive pay file.
Click the Refresh button until the Paycycle Status changes from 'Confirmed' to
'Completed'.
18.
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Congratulations!
You have successfully completed a pay cycle run using the Paycyle Manager.
End of Procedure.
Training Guide
FIN 215 AP Payment Processing and Cancellation
AP01.03 - Inquire on Payments
Use the Payment Inquiry feature to search on warrant checks issued for vouchers due for
payment. The Payment Reference number (warrant check number) can be viewed only after
paycycle processes are completed.
Consider this scenario:
After DFA runs a daily paycycle job, review warrant checks created between the dates of
12/15/2005 and 1/09/2006, for Bank of America Warrant - B account.
Enter search criteria on the Payment Inquiry page and then view related payment details and its
vouchers paid.
Procedure
In this topic, review warrant checks printed after a Daily paycycle job is completed.
Step
Action
1.
Begin by navigating to the Payment Inquiry page.
Under the Accounts Payable - Review Accounts Payable Info folder, click the
Payments button.
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Step
Action
2.
Click the Payment link.
Step
Action
3.
You have the optioin to specify a warrant number in the Payment Reference ID
field.
However, we will inquire on payments created within a specific date range for
Bank of America account.
Click in the Payment Reference ID field.
4.
Click the Payment Status list.
5.
Click an entry in the list.
Select the Paid payment status.
6.
Click the Look up Bank Code (Alt+5) button.
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Step
Action
7.
Click the Search Results table.
Select the Bank of America account 'BOA W'.
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Step
Action
8.
Click the Payment Method list.
9.
Click an entry in the list. Select the payment method 'Check'.
10.
Here you have the option of selecting warrants by Vendor Name or Remit
Vendor. In this exercise we will not use this as part of our search criteria.
Press [Tab] to continue.
11.
Click the *Amount Rule list.
12.
Click an entry in the list.
Select the Any default amount rule.
Here you have the option of selecting warrants by an amount, greater than or even
less than a specific amount.
13.
Click in the From Date field.
14.
Enter the desired information into the From Date field.
Enter "12/15/2005".
15.
Enter the desired information into the To Date field.
Enter "01/09/2006".
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Step
Action
16.
Click the *1st sort field in the Sorting Criteria.
17.
Click an entry in the list.
Since most payments are created under the Bank of America account, select the
Payment Reference (Pymnt Ref) sort option to display results by warrant check
number order.
18.
Click the *Sort Type field.
19.
Click an entry in the list.
Select the Ascending (Asc) order.
20.
Here you have the option of specifying a detail sort preference in addition to the
First sort. In this exercise, a Second sort is not used.
Press [Tab] to continue.
21.
Click the Search button.
22.
The Payment Inquiry Results that match your selection criteria is displayed.
On the Payment Details tab, information such as Warrant check amounts, the
date Warrant checks were created and paid, and payment status are shown.
Press [Enter] to continue.
23.
Click the Additional Info tab to view payment posting status and bank account
information for the warrant check.
24.
Click the Vendor Details tab to view Vendor name and address information.
25.
Click the Payment Details tab.
26.
Click the Payment Reference ID link to view vouchers related to a specific
warrant check.
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Step
Action
27.
Here you can view all related vouchers associated with a specific payment
number. In this exercise, you see one voucher paid by Warrant check number
'000047'.
Click the Voucher ID link to access the paid voucher on the Voucher Inquiry
page.
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Step
Action
28.
The Voucher Inquiry page opens up with details of the voucher you chose.
Click the Payment Information button to view warrant payment status and bank
account details.
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Step
Action
29.
Click the Payment Reference ID link to return to the Payment Inquiry page.
30.
Congratulations!
You have successfully reviewed warrants printed and paid after a Daily
paycycle job is completed.
End of Procedure.
AP01.04 - Reset a Pay Cycle
The Pay Cycle Manager guides you through the necessary steps in the voucher payment process.
At times, the paycycle run can be reset if necessary.
Consider this scenario:
DFA has initiated a paycycle using the Paycycle Manager to select vouchers for payment. It's
now time for DFA to process a daily check run for all state agencies, but an agency has an
immediate need to issue a warrant ASAP. If necessary, DFA resets the paycycle run for one
more voucher to be paid that day.
Use the existing pay cycle DAILY to run the Pay Cycle process.
Procedure
In this topic, acting as DFA you will reset a daily paycyle for reselecting additional vouchers
scheduled for same day payment.
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Step
Action
1.
Click the Accounts Payable link on the Menu.
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Step
Action
2.
Click the Payments button under the Accounts Payable section.
3.
Click the Payment Selection Criteria link under the PayCycle Processing folder.
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Step
Action
4.
Click the Look up Pay Cycle (Alt+5) button to view a list of available paycycle
jobs.
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Step
Action
5.
Click the Search Results table.
Select the paycycle name DAILY.
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Step
Action
6.
Click the Search button to open the Payment Selection Criteria page.
This page is usually updated (incremented) before initiating a new paycycle run.
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Step
Action
7.
Click the Increment button to automatically update all pay dates on a daily basis.
Verify the dates increment by 1 Day(s).
Dates incremented include:
Pay From Date, Pay Through Date, Payment Date, Next Pay through date, and
Next Payment date.
Notice the Accounting Date automatically defaults to today's current date
01/18/2006.
The Withholding payment Date should reflect the same current payment date
01/18/2006.
8.
Click in the *Withholding Date field.
9.
Change the Withholding payment date from 01/10/2006 to the new current
Payment Date 01/11/2006.
* Actual current date may differ from this example.
Enter the desired information into the *Withholding Date field. Enter
"01/11/2006".
10.
Click the Save button.
Notice after saving the updated paycycle payment selection criteria, the
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Step
Action
Withholding payment Date changes to the pay date 01/11/2006.
Step
Action
11.
Click the Source / BU tab.
12.
Notice that paycycles can be run for ALL agency Business Units. Generally, all
state agencies are included except for DOT.
DOT will have a seperate daily paycycle.
Click the Bank / Method tab.
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Step
Action
13.
Click the Dates tab.
14.
Click the Go To Pay Cycle Manager link to initiate a paycycle job.
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Step
Action
15.
In the Pay Cycle Status box top-right-hand corner, click on the Server list field
next to Payment Selection.
Select the PSNT server.
16.
Click the Process button.
17.
Notice the pay cycle status has changed from 'Completed' to 'Running'.
Click the Refresh button until the status changes to 'Selected'.
18.
Notice the pay cycle status has changed to 'Selected', and there are a total
of 7 payments selected for processing in this job.
Click the Summary link to view vouchers selected for warrant payment.
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Step
Action
19.
This Pay Cycle Summary Data page displays the grand total amount and number
of Warrant checks to be issued in this paycycle job.
Click the Go To Pay Cycle Manager link to return to the paycycle manager page.
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Step
Action
20.
Click the Details link to view voucher invoice details selected in this paycycle
job.
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Step
Action
21.
The Pay Cycle Detail Data page displays a detailed list of scheduled payments
that will be created in this paycycle job.
Click the Search button to view details on the 7 scheduled payments.
22.
Notice on the Results tab, the voucher number, invoice number, vendor, voucher
amount, and bank account information are shown.
In the Action column, you can specify if the payment should be created on a
seperate check/payment.
In the Hold Reason column, you have the option of placing a hold on a specific
payment, along with a reason.
On the bottom left-hand-corner, there are options to flag all payments on hold, or
exclude all payments, or even seperating all payments.
Click the More Details tab.
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Step
Action
23.
Click the Collapse button to minimize the Menu.
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Step
Action
24.
Click the Pay Cycle Manager link to return back to the PayCycle Manager page.
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Step
Action
25.
In the Pay Cycle Reset section, click the Server list field next to the Reset button.
26.
Click an entry in the list.
Select the PSNT server name.
27.
Click the Reset button.
This action will reset this paycycle run, and unselect the 7 voucher invoices
scheduled to be paid and issued warrant checks.
Notice the pay cycle status will change from 'Selected' to 'Reset'.
Important Note:
Only when the paycycle status shows 'Selected' can it be reset at this time. After
paycycle proceeds onto Approval step, it can no longer be reset. The paycycle has
to be 'Rejected' instead.
Step
Action
28.
Click the OK button to confirm the resetting of this paycycle run.
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Step
Action
29.
Click the Refresh button, until the paycycle status changes from 'Running' to
'Reset', and the Schedule Payments Selected number changes back to zero, 0.
30.
Click the Save (Alt+1) button.
31.
Congratulations!
You have successfully completed resetting a paycycle job.
End of Procedure.
AP01.05 - Reject a Pay Cycle
Rather than approving a paycycle job to create and issue warrant checks, the paycycle is rejected
instead. One example in the State where DFA rejects a paycycle from processing to completion,
is if an Auditor identifies a voucher selected for payment that is not due until 30 days later.
Rejecting a paycycle can only be performed when the Paycycle Status is 'Approved'. After this
point, the paycycle can neither be reset or rejected for correction or adjustments.
Procedure
In this topic, acting as DFA reject a paycycle job from processing to completion.
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Step
Action
1.
Begin by navigating to the PayCycle Approval page.
Click the Accounts Payable link.
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Step
Action
2.
Click the Payments button, under the Accounts Payable folder.
3.
Click the Pay Cycle Processing button.
4.
Click the Pay Cycle Manager link.
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Step
Action
5.
Click the Look up Pay Cycle (Alt+5) button.
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Step
Action
6.
Click the Search Results table.
Select the DAILY paycycle.
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Step
Action
7.
Click the Search (Alt+1) button.
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Step
Action
8.
The Paycyle Manager page is displayed. Notice the paycycle status is
'Approved'.
Click the Pay Cycle Approvals link on the menu.
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Step
Action
9.
Click the Pay Cycle link.
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Step
Action
10.
Click the Look up Pay Cycle (Alt+5) button.
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Step
Action
11.
Click the Search Results table.
Select the DAILY paycycle.
Step
Action
12.
Click the Search (Alt+1) button.
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Step
Action
13.
Click the Paycycle Summary link.
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Step
Action
14.
Click the Payment Method link.
Step
Action
15.
Click the More Details tab.
16.
Click the Go To Pay Cycle Approval link.
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Step
Action
17.
Click the Reject button.
18.
Notice the Status has changed from 'Approved' to 'Rejected'.
Click the Save button.
19.
Congratulations!
You have successfully rejected a paycycle from processing to completion.
End of Procedure.
AP01.06 - Exclude or Hold payments in a paycycle run
The Pay Cycle Manager guides you through the necessary steps in the voucher payment process.
At times, a paycycle job may contain specific scheduled voucher payments to be excluded or
placed on hold for various reason. Two examples in the State where vouchers are not paid or
placed on hold is:
1 - lien from the IRS
2 - Federal govt sends notice to the State to place a hold on a specific vendor
Consider this scenario:
DFA is notified that there are specific scheduled voucher payments that need to be excluded (or
placed on hold) from printing warrants.
Use the Pay Cycle Manager to exclude or hold a series of vouchers from being paid in a paycycle
job. Use the existing pay cycle DAILY to run the Pay Cycle process.
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Procedure
In this topic, acting as DFA exclude or place a payment hold on vouchers in a paycycle job.
Step
Action
1.
Click the Accounts Payable link on the menu.
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Step
Action
2.
Click the Payments button under the Accounts Payable folder.
3.
Click the Pay Cycle Processing button under the Accounts Payable - Payments
folder.
4.
Click the Pay Cycle Manager link.
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Step
Action
5.
Click the Look up Pay Cycle (Alt+5) button.
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Step
Action
6.
Click the Search Results table.
Select the DAILY pay cycle.
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Step
Action
7.
Click the Search (Alt+1) button.
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Step
Action
8.
Click the Server field.
Select the PSNT server name.
9.
Click the Process button to initiate the payment selection process.
10.
Click the Refresh button until the paycycle status changes from Running to
'Selected'.
11.
Notice the paycycle status is now Selected. The Schedule Payments Selected
count changes from 0 to 8.
Click the Summary link to view vouchers selected for payment.
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Step
Action
12.
Click the Go To Pay Cycle Data link to view scheduled payment details.
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Step
Action
13.
Click the Search button to view the total number of payments due to be paid in
this paycycle job.
14.
Click the scrollbar down to view the grand total of payments due. Notice there
lists 8 vouchers to be paid in this paycycle job.
15.
Click the *Action list field for one of the vouchers listed here.
In this example, voucher 00000011 is updated to be 'Excluded' from being paid in
this paycycle job.
16.
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In the same row next to the Action field, update the Hold Reason field by clicking
the Look up Hold Reason (Alt+5) button.
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Step
Action
17.
Select one of the following values:
click on the GDS - Goods in Dispute hold reason.
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Step
Action
18.
Click the *Action list field for one of the vouchers listed here.
In this example, voucher 00000024 is updated to be 'Hold' from being paid in this
paycycle job.
19.
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In the same row next to the Action field, update the Hold Reason field by clicking
the Look up Hold Reason (Alt+5) button.
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Step
Action
20.
Select one of the following values:
click on the AMT - Amount in Dispute hold reason.
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Step
Action
21.
Click the Save button.
Once you have clicked the save button, notice two things happening:
(1) the two vouchers you have excluded/held from payment in this paycycle run is
removed from this page;
(2) the Total Paid Amount and Total Gross Amount has decreased by the total
amount associated with the vouchers you have excluded/held from being paid in
this paycycle job.
22.
Click the scrollbar back up.
23.
Click the Pay Cycle Manager link to exit and return to the current paycycle run.
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Step
Action
24.
Notice the Schedule Payments Selected count has changed from 8 payments to 6
payments.
Next to Payment Creation field, click the Server list.
25.
Click an entry in the list.
Select the PSNT server.
26.
Click the Process button to initiate the Payment Creation process.
27.
Click the Refresh button, until the paycycle status changes from Running to
Approved.
28.
In the bottom Paycycle Results section for printing checks, click the Server
Name field.
29.
Click an entry in the list.
Select the PSNT server name.
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Step
Action
30.
Click the *Output Type field.
31.
Click an entry in the list.
Select the output type Web.
32.
Click the Process button to create the 6 voucher payments.
Notice the paycycle status will change from Approved to Completed.
33.
Next to the Refresh button, click the Process Monitor link to view the status of
the payment printing process.
Step
Action
34.
Click the Refresh button, until the process ends with a Success status.
35.
In the process instance row for the Crystal check APY2021, click the
Details link next to the Posted status.
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Step
Action
36.
Click the View Log/Trace link to open the check PDF file.
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Step
Action
37.
Click the CHKWLS-WCK-BPM.PDF link to open the check PDF file.
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Step
Action
38.
Click the Zoom out button to view the 6 vouchers paid.
The two vouchers were excluded/held from payment as expected.
39.
Click the Close button to exit and close this window.
Step
Action
40.
Click the Return button.
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Step
Action
41.
Click the OK button.
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Step
Action
42.
Click the Go back to PayCycle Manager link to return to the paycycle job.
43.
Congratulations!
You have successfully excluded or placed a payment hold on vouchers in a
paycycle job.
End of Procedure.
AP01.07 - Recreate a check run
The Pay Cycle Manager guides you through the necessary steps in the voucher payment process.
At times, a paycycle job needs to be re-run to re-print checks. Original check run did not
print properly.
The Pay Cycle Manager processes payments automatically or manually. Running the Pay Cycle
Manager manually requires step-by-step intervention to complete the Pay Cycle process. The
Pay Cycle Manager is a convenient way to track the payment processing status.
Consider this scenario:
DFA has previously completed a paycycle job recently. However, the actual printing of the
checks was not successful. The printer jammed midstream.
Use the Pay Cycle Manager to recreate a prior paycycle job. Use the existing pay cycle DAILY
to run the Pay Cycle process.
Procedure
In this topic, use the Pay Cycle Manager to recreate a prior paycycle job to reprint warrant
checks.
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Step
Action
1.
Click the Accounts Payable link on the Menu.
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Step
Action
2.
Click the Pay Cycle Processing button under the Accounts Payable - Payments
folder.
3.
Click the Payment Selection Criteria link to verify payment dates, etc.
Step
Action
4.
Click the Look up Pay Cycle (Alt+5) button to access an existing pay cycle job.
In this example, we will be running a paycycle job then re-running the same
paycycle run to reprint checks.
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Step
Action
5.
Click the Search Results table.
Select the DAILY paycycle name.
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Step
Action
6.
Click the Search button.
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Step
Action
7.
Click the Go To Pay Cycle Manager link to access the PayCycle Manager and
begin running a paycycle job.
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Step
Action
8.
On the top-right-hand-corner of the page, click the Server drop down list next to
Payment Selection.
9.
Click an entry in the list.
Select the PSNT server name.
10.
Click the Process button for the Payment Selection row.
11.
Click the Refresh button.
This action initiates the payment selection process, then changes the paycycle
status from 'Reset' to 'Running'.
12.
Continue to click the Refresh button, until the paycycle status changes from
'Running' to 'Selected'.
13.
Notice the number of payments scheduled to be paid in this paycycle run is 7.
Verify the paycycle status is now 'Selected'.
Verify that the schedule payments selected has changed from 0 to 7, for
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Step
Action
example.
On the top-right-hand-corner of the page, click the Server drop down list next to
Payment Creation.
14.
Click an entry in the list.
Select the PSNT server name.
15.
Click the Summary link to view a list of scheduled payments in this paycycle run.
Step
Action
16.
Click the OK button.
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Step
Action
17.
Click the Save (Alt+1) button.
18.
Click the Summary link again.
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Step
Action
19.
Click the Collapse button to minimize the Menu.
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Step
Action
20.
Click the Go To Pay Cycle Data link.
Step
Action
21.
Click the Search button to view a detailed list of scheduled payments in this
paycycle run.
22.
Click the Pay Cycle Manager link to return to the main PayCycle Manager page
and resume the check run.
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Step
Action
23.
Now that payments are selected, you are ready to create system checks online.
On the top-right-hand-corner of the page, click the Server drop down list next to
Payment Creation.
24.
Click an entry in the list.
Select the PSNT server name.
25.
Click the Process button.
26.
Click the Refresh button.
Continue to click the Refresh button, until the paycycle status changes from
'Running' to 'Approved'.
27.
Notice the paycycle status is now 'Approved'. Next step is to print checks online.
In the Paycycle Results section, Main Information tab, click the Server
Name drop down list.
28.
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Click an entry in the list.
Select the PSNT server name.
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FIN 215 AP Payment Processing and Cancellation
Step
Action
29.
Click the *Output Type list.
30.
Click an entry in the list.
Select the Web output type.
31.
Click the Process button to initiate the printing of the checks.
The paycycle status changes from 'Approved' to 'Completed'.
A new process instance number is created and displays in the Instance field. An
online PDF check file is created.
32.
Click the Process Monitor link to view the status of process instance 5576, in this
example.
Note: You will also be able to access the check file for printing or saving.
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Step
Action
33.
Continue to click the Refresh button, until the process completes with a Success
status.
34.
Now that the status is successful, for the process instance 5576 row,
click the Details link next to the Distribution Status.
Step
Action
35.
Click the View Log/Trace link to access the check PDF file online.
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Step
Action
36.
Click the CHKWLS-WCK-BPM.PDF link to open the file for printing or saving.
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Step
Action
37.
In the PDF file, click the Print button.
38.
Click OK to print checks.
Otherwise, click Cancel.
Then return to the Payables process page, and click the Return button.
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Step
Action
39.
Click the Go back to Pay Cycle Manager link.
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Step
Action
40.
Click the Look up Pay Cycle (Alt+5) button.
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Step
Action
41.
Click the Search Results table.
Select the DAILY paycycle name.
Step
Action
42.
Click the Search (Alt+1) button.
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Step
Action
43.
Click the Recreate button.
This action will initiate a re-printing of a previous paycycle run.
Note: This paycycle job is the most recent run.
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Step
Action
44.
Click the Cancel button to continue.
The Recreate Checks page will open and display the most recent paycycle run.
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Step
Action
45.
Notice on the Recreate Checks page, the page is automatically populated with
bank account and payment information from this recent paycycle job along with
the first and last warrant check number in the batch.
Click the Select checkbox option. Mark box checked.
46.
Notice the Payment Date defaults to the current today's date. The first and last
warrant number is populated for reprinting. There is an option to reprint
checks with newly assigned warrant numbers (payment reference ID numbers).
The State will not reassign new check numbers at this time.
Click the Server drop down list next to the Process button.
47.
Click an entry in the list.
Select the PSNT server name.
48.
Click the Re-Print using same reference radio button option.
This specifies that the checks will be re-printed with the same payment ID
numbers. They will not be reassigned new payment reference numbers.
49.
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Click the Save button.
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FIN 215 AP Payment Processing and Cancellation
Step
Action
50.
Click the Process button.
You will be returned back to the main PayCycle Manager page.
Step
Action
51.
Click the Process button to complete this recreation check run.
Notice the paycycle status will change from 'Approved' to 'Completed'.
A new process instance number will be assigned. In this example, the instance
5577 is assigned.
52.
Notice the paycycle status will change from 'Approved' to 'Completed'.
A new process instance number 5577 is assigned.
Click the Save (Alt+1) button.
53.
Click the Process Monitor link to view the status of the reprinting check run.
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Step
Action
54.
Continue to click the Refresh button, until the status for process instance 5577
ends with a Success status.
55.
Once the status is successful for process instance 5577, click the Details link to
access the reprinted checks online.
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Step
Action
56.
Click the View Log/Trace link to access the check PDF file.
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Step
Action
57.
Click the CHKWLS-WCK-BPM.PDF link to open the check PDF file for reprinting.
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Step
Action
58.
Once you are finished reprinting checks, click the Close button for the PDF file.
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Step
Action
59.
Click the Return (Esc) button.
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Step
Action
60.
Click the OK button.
Step
Action
61.
Click the Go back to Pay Cycle Manager link to return to the main PayCycle
Manager page.
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Step
Action
62.
Click the Look up Pay Cycle (Alt+5) button.
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Step
Action
63.
Click the Search Results table.
Select the DAILY paycycle name.
Step
Action
64.
Click the Search (Alt+1) button.
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Step
Action
65.
You have the option of reprinting again the same paycycle run, if needed.
Just click the Recreate button.
However, in this example, we will not rerun this paycycle run a third time.
Press [Enter] to continue.
66.
Congratulations!
You have successfully recreated a prior paycycle job to reprint warrant checks.
End of Procedure.
AP01.08 - Creating Express Checks
Occasionally, an agency may need to pay a voucher outside of the normal pay cycle run. This
may happen if a vendor demands payment promptly or special arrangements are made with a
vendor to pay a voucher immediately.
Consider this scenario:
Scenario 1 - A vendor has a past-due invoice that needs to be paid and processed by the end of the
day. A major check run has completed and DFA does not plan on processing checks until next
week.
Procedure
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In this topic, acting as DFA you will create and print an Express warrant check outside of the
normal paycyle job.
Step
Action
1.
Click the Add/Update link under Vouchers.
2.
Click the Regular Entry link.
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Step
Action
3.
Click the Look up Short Vendor Name button.
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Step
Action
4.
Click the Search Results table.
Select the Vendor Name 'DOW-TONY-001'.
Step
Action
5.
Enter the desired information into the Invoice Number field.
Enter "ERW-001".
6.
Enter the desired information into the Invoice Date field.
Enter "01/08/2006".
7.
Enter the desired information into the Gross Invoice Amount field.
Enter "1500".
8.
Click the Add button.
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Step
Action
9.
Click the scrollbar down to enter voucher line details.
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Step
Action
10.
Enter the desired information into the Description field.
Enter "ER warrant for invoice".
11.
Enter the desired information into the Fund field.
Enter "3310".
12.
Enter the desired information into the Department field.
Enter '4086'.
13.
Enter the desired information into the Account field.
Enter "544110".
14.
Enter the desired information into the Bud Ref field. Enter "06".
15.
Click the scrollbar up.
Step
Action
16.
Click the Payments tab.
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Step
Action
17.
Click the scrollbar down to enter payment details.
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Step
Action
18.
Click the Separate Payment option.
Activating this payment option identifies this voucher will be paid with a separate
express check.
Express checks are created outside of the standard paycycle job.
19.
Enter the desired information into the Payment Note field.
Enter "This is an emergency payment, outside of normal paycycle run.".
20.
Click the Save button.
21.
Click the scrollbar up.
Step
Action
22.
Take note of the Voucher ID.
Before creating and printing an express check, ensure all processes such as budget
checking, document tolerance, matching and approvals are successful.
Then return to this voucher Payments page.
Assuming all is ready for check printing, click the Regular Entry link to access
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Step
Action
this voucher.
Step
Action
23.
Click the Find an Existing Value link.
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Step
Action
24.
Click in the Voucher ID field.
25.
Enter the desired information into the Voucher ID field.
Enter voucher "00000132".
26.
Click the Search (Alt+1) button.
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Step
Action
27.
Click the Payments tab.
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Step
Action
28.
Click the scrollbar down.
Step
Action
29.
Click the Express Payment link to begin producing an express warrant check.
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Step
Action
30.
On the Express Payment page, click the Server field.
31.
Click an entry in the list.
Select the PSNT server.
32.
Click the Save button.
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Step
Action
33.
Click the Create Payment button.
This action initiates the creation of an express warrant check and opens the
Paycycle Manager.
There is an option to add more than one voucher to this express check payment,
by clicking on the 'Add All Vouchers' button.
In this example we will not use this option.
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Step
Action
34.
Notice the paycycle name is QUICK1, which is automatically named by the
system and reserved for express checks only.
Click the Refresh button. Continue clicking on the Refresh button until the
paycycle status changes from 'Running' to 'Approved'.
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Step
Action
35.
Click the Collapse button to minimize the menu.
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Step
Action
36.
Click the Refresh button again.
Notice the Schedule Payments Selected field is updated with the number of
payments to include in this express check. Number changes from 0 to 1.
37.
Notice the paycycle status is now 'Approved'.
The voucher is selected for an express check payment and a payment number is
created.
Click the Show all columns button to view additional payment information.
38.
Click the scrollbar from left to right.
View the last field called First Payment. This payment number is system
generated specifically for this express warrant check.
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Step
Action
39.
Click the scrollbar back from right to left.
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Step
Action
40.
Click the Hide Columns button.
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Step
Action
41.
Next step is to print this express warrant check. Once the process is done, the
paycycle status will change from an Approved status to Completed.
Click the Server Name list.
42.
Click an entry in the list.
Select the PSNT server.
43.
Click the *Output Type list.
44.
Click an entry in the list.
Select the Web output option.
45.
Click the Process button to finalize and complete this express check run.
Three things happen, same as a standard paycycle:
1 - Paycycle status changes from Approved to Completed.
2 - Scheduled Payments Selected count changes from 1 back to 0.
3 - A process instance number is displayed under the Instance column.
46.
Click the Process Monitor link to view the status of the process instance run
9090.
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Step
Action
47.
Click the Refresh button.
Continue clicking on the Refresh button until the process has a Success status.
48.
Click the Details link for process instance number 9090.
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Step
Action
49.
Click the View Log/Trace link to access and
print the Express Warrant check.
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Step
Action
50.
Click the CHKWELLSCK-BPM.PDF link to open the Express check PDF file.
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Step
Action
51.
Click the Adobe PDF Print button to print this Express Warrant check.
There is also an option to save this Express check PDF file.
52.
Select the check printer then click OK.
53.
Click the scrollbar down to view the express check stub.
54.
Congratulations!
You have successfully created and printed an Express warrant check outside
of the normal paycyle job.
End of Procedure.
AP01.09 - Record manual warrant payment
Upon a voucher's final approval by DFA, it is only DFA whom is authorized to enter or record a
manual warrant (not system check) that is external to the Financials system.
One example, where DFA may need to record a manual warrant is if the Financials system is
unavailable to process a paycycle and it is considered to be an 'Emergency Payment'.
The check number must not exceed six digits, since all system checks created in Payables has a
maximum number of six digits. DFA determines this manual warrant check number.
Procedure
In this topic, acting as DFA enter or record a manual warrant check since the system is
unavailable to issue a system check online.
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Step
Action
1.
In this exercise, it is assumed the voucher has been routed through all approval
levels, and it is currently being reviewed and approved by DFA.
Click the Accounts Payable link on the menu.
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Step
Action
2.
Click the Vouchers button.
3.
Click the Add/Update button.
4.
Click the Regular Entry link.
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Step
Action
5.
Click the Find an Existing Value tab.
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Step
Action
6.
Click the Search (Alt+1) button.
Step
Action
7.
Click the Collapse Menu button.
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Step
Action
8.
Click the Search Results table.
Select a voucher that requires a manual warrant check to be recorded.
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Step
Action
9.
Click the Payments tab.
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Step
Action
10.
Click the scrollbar down.
11.
Click the *Action list.
12.
Click an entry in the list.
Select the 'Record' action.
Also, Pay voucher in 'Full'.
13.
Notice the Payment Date is automatically populated with today's current date,
06/02/2006.
Also notice, the Payment Method changes from 'CHK' - system check to
'MAN' - manuals warrant check.
Click in the Reference field.
14.
Enter the desired information into the Reference field.
DFA will determine the six digit warrant number for this manual warrant being
issued and recorded.
Enter "M00001".
15.
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After recording the manual warrant, click the Save button.
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Step
Action
16.
Important Note:
This voucher being paid by a manual warrant check MUST first be approved by
DFA. After final approval, then a manual warrant check can be recorded as
shown.
Click the scrollbar up.
17.
Congratulations!
You have successfully entered and recorded a manual warrant check since the
system is unavailable to issue a system check online.
End of Procedure.
AP01.11 - Process Escheated Payments
If a vendor does not deposit or redeem a check issued by the State, it becomes stale-dated. The
system enables users to reclassify a stale-dated check to an escheat liability account by
debiting Cash and crediting Escheatment Liability.
When users escheat payments, they enter an escheatment date. The system uses this date to
control the accounting date for the escheatment entry. The Payment Posting program treats an
escheated payment like a voided payment except that there is no option to close or restate
the voucher liability.
When users escheat a payment, the Payment Posting program creates accounting entries that
reverse the cash entries to an Escheatment Liability account, which users pre-define on the
Accounting Entry Template. The system records the Escheatment Liability account to the
vouchering agency's Business Unit and the Cash entry to the bank's cash GL Business Unit. If
they are different business units, the system generates InterUnit entries.
Consider this scenario:
The State processed a warrant, but the check was never cashed or redeemed because the company
went bankrupt and is out of business.
Escheat this payment and void the liability in PeopleSoft. Specify the 'company went out of
business' as the description for the payment escheatment.
Procedure
In this topic, acting as DFA escheat a stale-dated warrant and void the liability. Specify the
'company went out of business' as the description for the payment escheatment.
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Step
Action
1.
Click the Accounts Payable link on the menu.
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Step
Action
2.
Click the Payments button.
3.
Click the Cancel/Void Payments button.
4.
Click the Escheat Payment link.
Step
Action
5.
Click the Look up Bank SetID (Alt+5) button.
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Step
Action
6.
Click the Search Results table.
Select the Bank SetID 00000.
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Step
Action
7.
Click the Search (Alt+1) button.
8.
Click the scrollbar down.
9.
Click the Search Results table.
Select the warrant check that is stale-dated (Payment Reference ID 000021) due
to the company going bankrupt and is out of business.
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Step
Action
10.
The Payment Escheatment page is displayed.
Click the Escheated option checkbox.
11.
Notice the current today's date automatically populates the Date Escheated field.
Click the Choose a date (Alt+5) button.
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Step
Action
12.
Click the desired date.
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Action
13.
Click in the Description field.
14.
Enter the desired information into the Description field.
Enter "Company went bankrupt, out of business".
15.
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Click the Save button.
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Step
Action
16.
Now we will review the warrant using the Payment Inquiry page.
Click the Review Accounts Payable Info link.
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Step
Action
17.
Click the Payments button.
18.
Click the Payment link.
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Step
Action
19.
Click in the Payment Reference ID field.
20.
Enter the desired information into the Payment Reference ID field.
Enter escheated warrant check number "000021".
21.
Click the Search button.
22.
Notice the Payment Status changed from 'Paid' to 'Escheated Check'.
Click the Additional Info tab.
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Action
23.
Notice the Cancel Action changed from 'No Cancel' to 'Escheated'.
Click the scrollbar up.
24.
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Next, we are going to run the Payment Posting as a batch process.
Click the Batch Processes link.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
25.
Click the Payment button.
26.
Click the Payment Posting link.
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Step
Action
27.
Click the Search button to search for an existing Run Control ID that is
previously setup to run the Payment Posting process.
28.
Click the Search Results table. In this exercise, select the Run Control ID called
PAY_POST.
Important Note:
Only DFA will be able to run the payment posting process as shown. Run Control
IDs are user specific.
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Step
Action
29.
Click the Run button.
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Step
Action
30.
Click the Ok (Enter) button.
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Step
Action
31.
Click the Process Monitor link.
Step
Action
32.
Click the Refresh button until the Status is Success, and the Distribution Status
is Posted.
33.
Click the Go back to Payment Posting Request link.
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Step
Action
34.
Click the scrollbar up.
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Step
Action
35.
Next, we are going to use the Payment Inquiry page to find the voucher(s)
associated with the escheated warrant.
Click the Payments link, under the Accounts Payable menu.
36.
Click the Review Accounts Payable Info link.
Step
Action
37.
Click the Payments button.
38.
Click the Payment link.
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Step
Action
39.
Enter the desired information into the Payment Reference ID field.
Enter "000021".
40.
Click the Search button.
41.
Click the Payment Reference ID (warrant number) link to open the Vouchers
For a Payment page.
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Step
Action
42.
Click the scrollbar up.
43.
Next, we will review Voucher accounting entries. Click the Review Accounts
Payable Info link.
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Step
Action
44.
Click the Vouchers button.
45.
Click the Accounting Entries link.
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Step
Action
46.
Click in the Voucher ID field.
47.
Enter the desired information into the Voucher ID field.
Enter "00000086".
48.
Click the Search button.
49.
Click the View All link.
50.
Notice there is a Payment Cancellation accounting entry to reverse the warrant
payment and charge it to an Escheatment Liability account.
Click the scrollbar down.
51.
On the Payment Cancellation entry, click the Chartfields tab.
52.
Notice the Escheatment liability account is 292900.
On the Payments entry, click the Chartfields tab.
53.
Congratulations!
You have successfully processed an escheated (stale-dated warrant) payment,
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Action
and voided the liability to an Escheatment Liability account.
End of Procedure.
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FIN215-AP02 - Cancel Warrants
Once a warrant payment is issued by the Accounts Payable application and a check is printed by
DFA, there are some instances where a specific vendor payment needs to be cancelled altogether
for a reason.
There are several options for payment cancellations, they include the following:
• Void an issued/printed check
• Place a Stop on an issued/printed check
Upon completion of this lesson, you will be able to:
• Cancel a Warrant payment
• Void a payment and Close liability
• Void a payment and Reissue Voucher with Hold
• Void a payment and Reissue
• Stop a payment and Reopen Voucher
• Stop a payment and Reissue with Payment Hold
• Stop a payment and Close liability
• Post cancelled payments
AP02.01 - Canceling a Warrant payment
DFA will be responsible for cancelling all warrant payments. Payment cancellation includes stop
payments or voided checks. Remember that once a warrant (payment) is cancelled, it can not be
undone after the payment posting process runs.
Consider this scenario:
The State processed a check but the check was never cashed or redeemed. Cancel this warrant
(payment) and void the liability. The warrant payment was made to the bank code BOA W with
the payment reference number 000001.
Procedure
In this topic, you will enter a warrant (payment) cancellation.
The State processed a check but the check was never cashed or redeemed. Cancel this warrant
(payment) and void the liability. The warrant payment is payment reference number 000049.
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Step
Action
1.
Begin by navigating to the Cancel Payment page.
Click the Accounts Payable link.
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Step
Action
2.
Click the Payments link.
3.
Click the Payment Cancellation link.
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Step
Action
4.
Use the Bank Code field to specify the vendor's bank code.
Enter the desired information into the Bank Code field.
Enter "WELLS".
5.
Press [Tab].
6.
Use the Bank Account field to specify the type of bank account.
Enter the desired information into the Bank Account field.
Enter "CK-B".
7.
Press [Tab].
8.
Specify a value in the Payment Reference field to track the escheated payment.
Enter the desired information into the Payment Reference field.
Enter "000049".
9.
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Click the Search button.
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FIN 215 AP Payment Processing and Cancellation
Step
Action
10.
Use the Cancel Payment page to cancel warrant payments, reverse a cancellation,
or view previously cancelled payments.
Enter the warrant cancellation date in the Date Cancelled field. The value
defaults to the current today's date.
Press [Tab].
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Step
Action
11.
Use the options available in the Payment Status section to change the payment
status. The available options are: Void, Stop, and Undo Cancel.
Important Note:
Remember that after payment posting process runs, you cannot undo this warrant
cancellation.
Press [Tab].
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Step
Action
12.
Use the options available in the Cancel Action section to specify if vouchers can
be reopened after cancellation. You select the Do Not Reissue/Close Liability
option to cancel the payment and close any liabilities associated with it.
Click the Do Not Reissue/Close Liability option.
13.
Enter comments or an explanation for the warrant cancellation in the Description
field.
Enter "Check was not cashed.".
14.
Click the Save button.
15.
Congratulations!
You have successfully cancelled a warrant payment.
End of Procedure.
AP02.02 - Void payment and Close liability
You may want to void a warrant/check that has not been mailed yet, and reverse the entire
voucher liability. Be aware that you cannot undo a canceled payment once posting occurs.
Consider this scenario:
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You processed a check but the check was not yet mailed, and the entire voucher needs to be
cancelled/closed. Cancel this payment and void the liability. The check payment was made to the
bank code WLS-W against the Wells Fargo warrant account.
Procedure
Step
Action
1.
Click the Accounts Payable link on the Menu.
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Step
Action
2.
Click the Payments button under the Accounts Payable folder.
3.
Click the Cancel/Void Payments button under the Accounts Payable - Payments
folder.
4.
Click the Payment Cancellation link under the Cancel/Void Payments folder.
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Step
Action
5.
Click the Look up Bank Code (Alt+5) button to select a valid Bank code.
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Step
Action
6.
Click the Search Results table.
Select the Wells Fargo warrant account, WLS-W.
Step
Action
7.
Click the Look up Bank Account (Alt+5) button to select the Wells bank
account.
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Step
Action
8.
Click the Search Results table.
Select the warrant account, CK-B.
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Step
Action
9.
Click the Search (Alt+1) button to view all processed warrant payments for this
bank account.
10.
Click the Search Results table. Select a payment you want to void and close the
paid voucher. In our test example, select the payment reference number 000007.
Note: In your testing, the payment cancelled may differ.
Step
Action
11.
Notice in the Date Cancelled field, today's current date is filled.
In the Payment Status field, click the Void radio button option.
12.
In the Cancel Action field, click the Do Not Reissue/Close Liability option.
13.
Click in the Description field.
14.
Enter the desired information into the Description field. Enter "Void warrant,
and cancel voucher liability".
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Step
Action
15.
Click the Save (Alt+1) button.
Step
Action
16.
On the left hand side Menu, click the scrollbar up.
17.
Click the Accounts Payable link on the Menu.
Now that we have successfully cancelled a warrant payment. We will post the
payment cancellation entry, by running the payment posting process.
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Step
Action
18.
Click the Batch Processes button under the Accounts Payable folder.
19.
Click the Payment Posting link under the Batch Processes - Payment folder.
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Step
Action
20.
Click the Search button to view existing Run Control IDs.
21.
Click the Search Results table. Assuming you have ran the payment posting
process before, select the Run Control ID for running the payment posting
process, AP_PMT_POST.
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Step
Action
22.
Click the Run button to initiate the Payment Posting process for all banks.
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Action
23.
Click an entry in the list. Select the PSNT server name.
24.
Click the Ok (Enter) button.
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Action
25.
Click the Process Monitor link to view the status of the payment posting process.
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Step
Action
26.
Click the Refresh button until the process ends with a Success status.
27.
Click the Go back to Pay Cycle Manager link.
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Step
Action
28.
Click the Accounts Payable link on the Menu.
Now that we have ran the payment posting process, we will review the payment
cancellation accounting entries created.
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Step
Action
29.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
30.
Click the Accounting Entries link under the Review Accounts Payable Info Vouchers folder.
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Step
Action
31.
Click the Look up Voucher ID (Alt+5) button to search for the voucher affected
by the cancelled payment 000007.
In your testing, the voucher number may differ.
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Step
Action
32.
Click the scrollbar down to view more vouchers.
33.
Click the Search Results table. Select the voucher number 00000017.
In this test example, the voucher closed by this cancelled payment, 000007, is
voucher 00000017.
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Step
Action
34.
Click the Search button.
35.
Click the View All link to display all accounting entries for this closed voucher.
36.
Click the scrollbar down to view the payment cancellation accounting entry
created.
37.
Click the scrollbar down to view all accounting entries for this voucher.
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Step
Action
38.
On the left hand side Menu, click the scrollbar up.
39.
Click the Accounts Payable link on the Menu.
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Step
Action
40.
Click the Batch Processes button under the Accounts Payable folder.
41.
Click the Vouchers button under the Batch Processes folder.
42.
Click the Voucher Posting link under the Batch Processes - Vouchers folder.
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Step
Action
43.
Click the Add button.
44.
Assuming you have ran the voucher posting process before, click the Search
Results table. Select the Run Control ID used for posting vouchers,
VCHR_POST.
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Step
Action
45.
Click the Run button to initiate the voucher posting process.
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Step
Action
46.
Click an entry in the list. Select the PSUNX server name.
47.
Click the OK button.
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Step
Action
48.
Click the Process Monitor link to view the status of the voucher posting process.
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Step
Action
49.
Click the Refresh button until the process ends with a Success status.
50.
Click the Go back to Pay Cycle Manager link.
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Step
Action
51.
On the Menu, click the scrollbar up.
Now that we have successfully ran the voucher posting process, we will review
the Closure accounting entries created and the close status on the voucher itself.
52.
Click the Accounts Payable link on the Menu.
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Step
Action
53.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
54.
Click the Accounting Entries link under the Review Accounts Payable Info Vouchers folder.
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Step
Action
55.
Click the Look up Voucher ID (Alt+5) button to search for the closed voucher
affected by the cancelled payment 000007.
In your testing, the voucher number may differ.
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Step
Action
56.
Click the scrollbar down to view more vouchers.
57.
Click the Search Results table. Select the closed voucher, 00000017 affected by
the cancelled payment.
In your testing, the voucher number may differ.
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Step
Action
58.
Click the Search button.
59.
Click the Show next row (Alt+.) button to view payment cancellation accounting
entries.
60.
Click the Show next row (Alt+.) button to view the Voucher Closure accounting
entries created by the voucher posting process.
61.
Click the Show next row (Alt+.) button to view the Payment accounting entries.
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Step
Action
62.
On the left hand side Menu, click the scrollbar up.
We will now review the status of the voucher.
63.
Page 194
Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
64.
Click the Add/Update button under the Accounts Payable - Vouchers folder.
65.
Click the Regular Entry link under the Vouchers - Add/Update folder.
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Step
Action
66.
Click the Find an Existing Value tab.
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Action
67.
Click in the Voucher ID field.
68.
Enter the desired information into the Voucher ID field. Enter "00000017".
Note: The closed voucher you should review may differ from voucher
00000017.
69.
Click the Search (Alt+1) button to view the closed voucher associated with the
cancelled warrant payment, 000007.
Notice on the Summary tab, the Close Status of this voucher is now 'Closed'.
70.
In the bottom left hand corner, notice the Voucher close status indicator is now
'Closed'.
71.
End of Procedure.
AP02.03 - Void payment and Reissue Voucher with Hold
You may want to void a warrant/check that has not been mailed yet, and then reissue the voucher
for payment with a Hold. Be aware that you cannot undo a canceled payment once posting
occurs.
Consider this scenario:
You processed a check that has not been mailed yet, and the entire payment needs to be voided
and then reissued with the voucher placed on Hold. Cancel this payment and reopen the voucher
with a Hold. The check payment was made to the bank code WLS-W against the Wells Fargo
warrant account.
Procedure
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Step
Action
1.
Click the Accounts Payable link on the Menu.
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Step
Action
2.
Click the Payments button under the Accounts Payable folder.
3.
Click the Cancel/Void Payments button under the Accounts Payable - Payments
folder.
4.
Click the Payment Cancellation link under the Payments - Cancel/Void
Payments folder.
Step
Action
5.
Click the Look up Bank Code (Alt+5) button to select the Wells Fargo bank
code.
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Step
Action
6.
Click the Search Results table. Select the Wells Fargo bank code, WLS-W.
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Step
Action
7.
Click the Look up Bank Account (Alt+5) button to view existing Wells Fargo
warrant bank accounts.
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Step
Action
8.
Click the Search Results table. Select the Wells Fargo warrant bank account,
CK-B.
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Step
Action
9.
Click the Search (Alt+1) button to view all processed payments issued from this
bank account.
10.
Click the Search Results table. Select the payment reference number 000005, to
void this payment and then reissue the voucher on Hold.
Note: In your testing, the payment reference number cancelled may differ.
Step
Action
11.
Notice in the Date Cancelled field, today's current date automatically defaults.
In the Payment Status field, click the Void radio button option.
12.
In the Cancel Action field, click the Re-Open Voucher(s)/Put on Hold option.
13.
Click in the Description field.
14.
Enter the desired information into the Description field. Enter "Void warrant,
and reopen voucher".
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Step
Action
15.
Click the Save (Alt+1) button.
Step
Action
16.
On the left hand side Menu, click the scrollbar up.
Now that we have successfully voided a payment and reopened/reissued the
voucher, we will run the payment posting process to create the Payment
Cancellation accounting entries.
17.
Page 204
Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
18.
Click the Batch Processes button under the Accounts Payable folder.
19.
Click the Payment Posting link under the Batch Processes - Payment folder.
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Step
Action
20.
Assuming you have ran payment posting process before, click the Search button.
21.
Click the Search Results table. Select the Run Control ID used to run the
payment posting process, AP_PMT_POST.
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Step
Action
22.
Click the Run button to initiate the payment posting process.
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Step
Action
23.
Click an entry in the list. Select the PSNT server name.
24.
Click the Ok (Enter) button.
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Step
Action
25.
Click the Process Monitor link to view the status of the payment posting process.
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Step
Action
26.
Click the Refresh button.
27.
Click the Go back to Pay Cycle Manager link.
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Step
Action
28.
Now that we have successfully ran payment posting, we will review the Payment
Cancellation accounting entries created.
Click the scrollbar up.
29.
Click the Accounts Payable link on the Menu.
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Step
Action
30.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
31.
Click the Accounting Entries link under the Review Accounts Payable Info Vouchers folder.
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Step
Action
32.
Click the Look up Voucher ID (Alt+5) button to select the voucher associated
with the cancelled payment 000005. This payment was voided and then the
voucher reissued.
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Step
Action
33.
Click the scrollbar down to view more vouchers.
34.
Click the Search Results table. Select the voucher ID number 00000011.
Note: In your testing, the voucher affected by the payment cancellation may
differ.
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Step
Action
35.
Click the Search button.
36.
Click the View All link to display all accrual, payment, and payment cancellation
accounting entries for this voucher.
37.
Click the scrollbar down to view accounting entries.
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Step
Action
38.
On the left hand side Menu, click the scrollbar up.
Now that we have finished reviewing the payment cancellation accounting entries
created from the payment posting process, we will review the voucher itself.
39.
Page 216
Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
40.
Click the Vouchers button under the Accounts Payable folder.
41.
Click the Regular Entry link under the Vouchers - Add/Update folder.
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Step
Action
42.
Click the Find an Existing Value tab.
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Step
Action
43.
Click in the Voucher ID field.
44.
Enter the desired information into the Voucher ID field. Enter "00000011".
Note: In your testing, the voucher number associated with the payment you
cancelled may differ.
45.
Click the Search (Alt+1) button to display the voucher 00000011, affected by the
cancelled payment 000005.
Step
Action
46.
Click the Invoice Information tab.
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Step
Action
47.
In the Payment Information section, notice there is a second row added for the
reissued/reopened voucher.
Click the Show next row (Alt+.) button to display the second row added.
48.
Click the scrollbar down.
49.
Notice here in the Payment Options box, since this voucher is being reissued but
placed on Hold, the Hold Payment checkbox should be checked.
Click the scrollbar back up.
50.
End of Procedure.
AP02.04 - Void payment and Reissue
You may want to void a warrant/check that has not been mailed yet, and then reissue the voucher
for payment without a Hold. Be aware that you cannot undo a canceled payment once posting
occurs.
Consider this scenario:
You processed a check that has not been mailed yet, and the entire payment needs to be voided
and then the voucher(s) reissued for immediate payment. Cancel this payment and reopen the
voucher without a Hold. The check payment was made to the bank code WLS-W against the
Wells Fargo warrant account.
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Procedure
Step
Action
1.
Click the Accounts Payable link on the Menu.
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Step
Action
2.
Click the Payments button under the Accounts Payable folder.
3.
Click the Cancel/Void Payments button under the Accounts Payable - Payments
folder.
4.
Click the Payment Cancellation link under the Cancel/Void Payments folder.
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Step
Action
5.
Click the Look up Bank Code (Alt+5) button to select the Wells Fargo bank
code.
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Step
Action
6.
Click the Search Results table. Select the Wells Fargo warrant bank account,
WLS-W.
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Step
Action
7.
Click the Look up Bank Account (Alt+5) button to select a valid Wells bank
account.
Page 225
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FIN 215 AP Payment Processing and Cancellation
Step
Action
8.
Click the Search Results table. Select the Wells Fargo warrant bank account,
CK-B.
Page 226
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FIN 215 AP Payment Processing and Cancellation
Step
Action
9.
Click the Search (Alt+1) button to view all processed payments issued from this
bank account.
10.
Click the Search Results table. Select the payment reference number 000004.
This payment will be voided and then the voucher is reopened/reissued for
payment with no Holds.
Note: In your testing, the payment to be cancelled may differ.
Step
Action
11.
In the Date Cancelled field, today's current date automatically defaults.
In the Payment Status, click the Void radio button option.
12.
In the Cancel Action field, click the Re-Open Voucher(s)/Re-Issue option.
13.
Enter the desired information into the Description field. Enter "Void warrant,
reopen voucher, and reissue check".
Page 227
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FIN 215 AP Payment Processing and Cancellation
Step
Action
14.
Click the Save (Alt+1) button.
Step
Action
15.
On the left hand side Menu, click the scrollbar up.
Now that we have successfully voided this payment and then reissued the voucher
for repayment, we will first, inquire on the cancelled payment, then run the
payment posting to create the Payment Cancellation accounting entries.
16.
Page 228
Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
17.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
18.
Click the Payments button under the Review Accounts Payable Info folder.
19.
Click the Payment link under the Review Accounts Payable Info - Payments
folder.
Page 229
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FIN 215 AP Payment Processing and Cancellation
Step
Action
20.
The Payment Inquiry page displays. We will use this page to find the voucher
numbers associated with a cancelled check.
Click in the Payment Reference ID field.
21.
Enter the desired information into the Payment Reference ID field. Enter
"000004".
Note: In your testing, the payment you cancelled may differ from the one in
this example.
22.
Click the Search button.
23.
In the Payment Inquiry Result section, the cancelled payment is listed. Notice
the Payment Status column displays 'Void'.
Click the Additional Info tab.
24.
On the Additional Info tab/page, the Cancel Action column displays the status of
the voucher is 'Open/Issue' for reissuing another payment.
Click the Vendor Details tab.
25.
Page 230
Click the Payment Details tab.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
26.
Click the Payment Reference ID number hyperlink to open a detailed page
listing the voucher(s) paid by this warrant/check.
Step
Action
27.
Click the Collapse button to minimize the Menu.
As you can see, in this example, there are 3 vouchers paid by this cancelled check,
000004.
Note: In your testing, the voucher(s) associated with your cancelled payment
may differ from this example.
Page 231
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FIN 215 AP Payment Processing and Cancellation
Step
Action
28.
Click the Back To Payment Inquiry link to exit or return to the main Payment
Inquiry page.
Page 232
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FIN 215 AP Payment Processing and Cancellation
Step
Action
29.
On the top left hand corner, click the Expand (Ctrl+Y) Menu button to view the
Menu section.
Page 233
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FIN 215 AP Payment Processing and Cancellation
Step
Action
30.
On the left hand side Menu, click the scrollbar up.
Now that we have viewed the cancelled payment and its related vouchers, we will
run the payment posting process.
31.
Page 234
Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
32.
Click the Batch Processes button under the Accounts Payable folder.
33.
Click the Payment Posting link under the Batch Processes - Payment folder.
Page 235
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FIN 215 AP Payment Processing and Cancellation
Step
Action
34.
Assuming you have ran the payment posting process before, click the Search
button.
35.
Click the Search Results table. Select the Run Control ID used to run the
payment posting process, AP_PMT_POST.
Page 236
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FIN 215 AP Payment Processing and Cancellation
Step
Action
36.
Click the Run button to initiate the payment posting process.
Page 237
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FIN 215 AP Payment Processing and Cancellation
Step
Action
37.
Click an entry in the list. Select the PSNT server name.
38.
Click the Ok (Enter) button.
Page 238
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FIN 215 AP Payment Processing and Cancellation
Step
Action
39.
Click the Process Monitor link to view the status of the payment posting process.
Page 239
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FIN 215 AP Payment Processing and Cancellation
Step
Action
40.
Click the Refresh button until the process ends with a Success status.
41.
Click the Go back to Pay Cycle Manager link.
Page 240
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FIN 215 AP Payment Processing and Cancellation
Step
Action
42.
Now that we have successfully ran the payment posting process, we will review
the Payment Cancellation accounting entries created.
Click the Accounts Payable link on the Menu.
Page 241
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FIN 215 AP Payment Processing and Cancellation
Step
Action
43.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
44.
Click the Accounting Entries link under the Review Accounts Payable Info Vouchers folder.
Page 242
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
45.
Click the Look up Voucher ID (Alt+5) button to select voucher(s) associated
with the cancelled/voided payment, 000004.
In this example, the vouchers to review include 00000005, 00000006, and
00000010.
Note: In your testing, the vouchers associated with the payment you cancelled
may differ from this example.
Page 243
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FIN 215 AP Payment Processing and Cancellation
Step
Action
46.
Click the scrollbar down to view more vouchers.
47.
Click the Search Results table. Select the voucher ID number, 00000010.
Note: In your testing, the voucher associated with the cancelled payment may
differ.
Page 244
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FIN 215 AP Payment Processing and Cancellation
Step
Action
48.
Click the Search button.
49.
Click the View All link to display all rows of accounting entries.
50.
Click the scrollbar down.
The second row displays the Payment Cancellation accounting entries created by
the payment posting process.
Page 245
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FIN 215 AP Payment Processing and Cancellation
Step
Action
51.
On the left hand side Menu, click the scrollbar up.
Now that we have finished reviewing the cancellation accounting entries, we will
review the voucher itself.
Page 246
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
52.
Click the Vouchers button under the Accounts Payable folder.
53.
Click the Regular Entry link under the Vouchers - Add/Update folder.
Page 247
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
54.
Click the Find an Existing Value tab.
Page 248
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FIN 215 AP Payment Processing and Cancellation
Step
Action
55.
Enter the desired information into the Voucher ID field. Enter "00000010".
Note: In your testing, the voucher to review may differ from the one in this
example.
56.
Click the Search (Alt+1) button.
Step
Action
57.
Click the Invoice Information tab.
Page 249
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
58.
Notice in the Payment Information section, there is a second row added for the
voucher being reissued for payment.
Click the Show next row (Alt+.) button to view the second row.
59.
Click the scrollbar down.
60.
Notice in the Payment Options box, the Hold Payment checkbox is not checked
since this voucher is not placed on hold and is being reissued for immediate
payment.
Click the scrollbar up.
61.
End of Procedure.
AP02.05 - Stop payment and Reopen Voucher
You may want to stop a warrant/check that has been mailed, and then reissue the voucher for
payment without a Hold. Be aware that you cannot undo a canceled payment once posting occurs.
Consider this scenario:
You processed a check that has been mailed, and the entire payment needs to be stopped and then
reissued without a payment Hold. Contact the bank to place a stop payment on the warrant.
Cancel this payment and reopen the voucher with no Hold. The check payment was made to the
bank code WLS-W against the Wells Fargo warrant account.
Page 250
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FIN 215 AP Payment Processing and Cancellation
Procedure
Step
Action
1.
Click the Accounts Payable link on the Menu.
Page 251
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FIN 215 AP Payment Processing and Cancellation
Step
Action
2.
Click the Payments button under the Accounts Payable folder.
3.
Click the Cancel/Void Payments button under the Accounts Payable - Payments
folder.
4.
Click the Payment Cancellation link under the Payments - Cancel/Void
Payments folder.
Page 252
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FIN 215 AP Payment Processing and Cancellation
Step
Action
5.
Click the Look up Bank Code (Alt+5) button to view existing bank codes.
Page 253
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
6.
Click the Search Results table. Select the Wells Fargo warrant account, WLS-W.
Page 254
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
7.
Click the Look up Bank Account (Alt+5) button to view existing bank accounts.
Page 255
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
8.
Click the Search Results table. Select the Wells Fargo warrant bank account,
CK-B.
Page 256
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
9.
Click the Search (Alt+1) button to view all payments issued from this bank
account.
10.
Click the Search Results table. Select the payment reference number 000009 to
place a stop payment and reopen the paid voucher.
Step
Action
11.
Notice in the Date Cancelled field, today's current date defaults automatically.
In the Payment Status field, click the Stop radio button option.
12.
In the Cancel Action, click the Re-Open Voucher(s)/Re-Issue option.
13.
Click in the Description field.
14.
Enter the desired information into the Description field. Enter "Placed stop
payment on warrant. Reopen voucher for payment".
15.
Click the Save (Alt+1) button.
Page 257
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FIN 215 AP Payment Processing and Cancellation
Step
Action
16.
Now that we have successfully cancelled the payment 000009, we are going to
run the payment posting process.
On the Menu click the scrollbar up.
17.
Page 258
Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
18.
Click the Batch Processes button under the Accounts Payable folder.
19.
Click the Payment Posting link under the Batch Processes - Payment folder.
Page 259
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FIN 215 AP Payment Processing and Cancellation
Step
Action
20.
Assuming you have ran the payment posting process before, click the Search
button.
21.
Click the Search Results table. Select the Run Control ID for the payment
posting process, AP_PMT_POST.
Page 260
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FIN 215 AP Payment Processing and Cancellation
Step
Action
22.
Click the Run button to initiate the payment posting process.
Page 261
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
23.
Click an entry in the list. Select the PSNT server name.
24.
Click the Ok (Enter) button.
Page 262
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
25.
Click the Process Monitor link to view the status of the payment posting process.
Page 263
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
26.
Click the Refresh button until the process ends with a Success status.
27.
Click the Go back to Pay Cycle Manager link.
Page 264
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
28.
Click the Accounts Payable link on the Menu.
Now that we have successfully ran the payment posting process, we will review
the Payment Cancellation accounting entries created.
Page 265
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FIN 215 AP Payment Processing and Cancellation
Step
Action
29.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
30.
Click the Accounting Entries link under the Review Accounts Payable Info Vouchers folder.
Page 266
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
31.
Click the Look up Voucher ID (Alt+5) button to select the reopened voucher
associated with the cancelled payment, 000009.
Page 267
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FIN 215 AP Payment Processing and Cancellation
Step
Action
32.
Click the scrollbar down to view more vouchers.
33.
Click the Search Results table. Select the voucher 00000024, paid by the
cancelled payment.
Note: In your testing, the voucher associated with the payment you cancelled
may differ.
Page 268
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FIN 215 AP Payment Processing and Cancellation
Step
Action
34.
Click the Search button.
35.
Click the Show next row (Alt+.) button to view the Payment Cancellation
accounting entries.
36.
Click the Show next row (Alt+.) button to view the payment accounting entries.
Page 269
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FIN 215 AP Payment Processing and Cancellation
Step
Action
37.
On the Menu, click the scrollbar up.
Now that we have reviewed the payment cancellation accounting entries created
by the payment posting process, we will review the voucher itself.
38.
Page 270
Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
39.
Click the Add/Update button under the Accounts Payable - Vouchers folder.
40.
Click the Regular Entry link under the Vouchers - Add/Update folder.
Page 271
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Step
Action
41.
Click the Find an Existing Value tab
Page 272
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FIN 215 AP Payment Processing and Cancellation
Step
Action
42.
Click in the Voucher ID field.
43.
Enter the desired information into the Voucher ID field. Enter "00000024".
Note: In your testing, the voucher reopened from this stop payment
cancellation action may differ.
44.
Click the Search (Alt+1) button.
Step
Action
45.
Click the Invoice Information tab.
Page 273
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FIN 215 AP Payment Processing and Cancellation
Step
Action
46.
In the Payment Information section, notice there is a second row added since this
voucher has been reopened.
Click the Show next row (Alt+.) button to display the second row added.
47.
Click the scrollbar down to view additional payment information.
48.
This voucher will be selected for repayment the next time a paycycle job is run.
Notice this scheduled voucher is not automatically placed on Hold, since the Hold
Payment checkbox is unchecked.
Click the scrollbar back up.
Page 274
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Step
Action
49.
Click the Summary tab.
50.
End of Procedure.
AP02.06 - Stop payment and Reissue with Payment Hold
You may want to stop a warrant/check that has been mailed, and then reissue the voucher for
payment with a Hold. Be aware that you cannot undo a canceled payment once posting occurs.
Consider this scenario:
You processed a check that has been mailed, and the entire payment needs to be stopped and then
reissued with a payment Hold. Contact the bank to place a stop payment on the warrant. Cancel
this payment and reopen the voucher. The check payment was made to the bank code WLS-W
against the Wells Fargo warrant account.
Procedure
Page 275
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
1.
Click the Accounts Payable link on the Menu.
Page 276
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FIN 215 AP Payment Processing and Cancellation
Step
Action
2.
Click the Payments button under the Accounts Payable - Payments folder.
3.
Click the Cancel/Void Payments button under the Accounts Payable - Payments
folder.
4.
Click the Payment Cancellation link under the Payments - Cancel/Void
Payments folder.
Step
Action
5.
Click the Look up Bank Code (Alt+5) button to search for a valid bank code.
Page 277
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
6.
Click the Search Results table. Select the Wells Fargo warrant account, WLS-W.
Page 278
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
7.
Click the Look up Bank Account (Alt+5) button to search for Wells Fargo bank
accounts.
Page 279
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
8.
Click the Search Results table. Select the Wells Fargo warrant bank account,
CK-B.
Page 280
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
9.
Click the Search (Alt+1) button to view all warrant payments issued from this
Wells bank account.
10.
Click the Search Results table. Select a payment reference number, 000010 that
will be stopped and then reissued as a repayment with a Hold.
Note: In your testing, the payment to be cancelled and then reissued may
differ.
Step
Action
11.
Notice in the Date Cancelled field, today's current date defaults automatically.
In the Payment Status field, click the Stop radio button option.
12.
Click the Re-Open Voucher(s)/Put on Hold option.
13.
Click in the Description field.
14.
Enter the desired information into the Description field. Enter "Placed stop
payment on warrant. Reopen voucher.".
Page 281
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FIN 215 AP Payment Processing and Cancellation
Step
Action
15.
Click the Save (Alt+1) button.
Step
Action
16.
On the left hand side Menu, click the scrollbar up.
Now that we have cancelled a payment by placing a stop payment and then
reopening the voucher with the payment on Hold, we will run the payment posting
process to create the Payment Cancellation accounting entries.
17.
Page 282
Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
18.
Click the Batch Processes button under the Accounts Payable folder.
19.
Click the Payment Posting link under the Batch Processes - Payment folder.
Page 283
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
20.
Assuming you have ran te payment posting process before, click the Search
button to view existing Run Control IDs.
21.
Click the Search Results table. Select the Run Control ID used for the payment
posting process, AP_PMT_POST.
Page 284
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FIN 215 AP Payment Processing and Cancellation
Step
Action
22.
Click the Run button to initiate the payment posting process.
Page 285
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FIN 215 AP Payment Processing and Cancellation
Step
Action
23.
Click an entry in the list. Select the PSNT server name.
24.
Click the Ok (Enter) button.
Page 286
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
25.
Click the Process Monitor link to view the status of the payment posting process.
Page 287
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FIN 215 AP Payment Processing and Cancellation
Step
Action
26.
Click the Refresh button until the process ends with a Success status.
27.
Click the Go back to Pay Cycle Manager link.
Page 288
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FIN 215 AP Payment Processing and Cancellation
Step
Action
28.
In the top left hand corner of the Menu, click the Accounts Payable link.
We are going to review the Payment Cancellation accounting entries created by
the payment posting process.
Page 289
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FIN 215 AP Payment Processing and Cancellation
Step
Action
29.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
30.
Click the Accounting Entries link under the Review Accounts Payable Info Vouchers folder.
Page 290
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
31.
Click the Look up Voucher ID (Alt+5) button to search for voucher(s) associated
with this cancelled payment, 000010.
Page 291
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FIN 215 AP Payment Processing and Cancellation
Step
Action
32.
Click the scrollbar down to view more vouchers.
33.
Click the Search Results table. Select the voucher number 00000019 through
00000022. These vouchers were affected by the payment cancellation.
Note: In your testing, the voucher may differ since the payment cancelled
also differs.
Page 292
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FIN 215 AP Payment Processing and Cancellation
Step
Action
34.
Click the Search button.
35.
Click the Show next row (Alt+.) button to view the Payment Cancellation
accounting entries.
36.
Click the Show next row (Alt+.) button to view the Payment accounting entries.
Page 293
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
37.
On the left hand side Menu, click the scrollbar up.
Now that we have finished reviewing the payment cancellation entries, we will
review the voucher being reopened with a reissue payment on Hold.
38.
Page 294
Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
39.
Click the Vouchers button under the Accounts Payable folder.
40.
Click the Regular Entry link under the Vouchers - Add/Update folder.
Page 295
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
41.
Click the Find an Existing Value tab to search for existing vouchers.
Page 296
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FIN 215 AP Payment Processing and Cancellation
Step
Action
42.
Click in the Voucher ID field.
43.
Enter the desired information into the Voucher ID field. Enter "0000019".
44.
Click the Search (Alt+1) button to view the voucher ID 00000019.
Step
Action
45.
Click the Payments tab to view
Page 297
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FIN 215 AP Payment Processing and Cancellation
Step
Action
46.
Notice in the Payment Information page, a second row has been created since this
voucher is reopened/reissued for repayment.
Click the Show next row (Alt+.) button to go to the second row.
47.
Click the scrollbar down to view additional payment information.
48.
Since this is a voucher to be reissued with a payment again, there is an automatic
HOLD placed on this scheduled payment.
The Hold Payment checkbox is automatically checked by the system.
You can click the Look up Hold Reason (Alt+5) button to select a reason for
placing a payment Hold.
Page 298
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Step
Action
49.
Select one of the following values:
AMT for amounts in dispute, as the reason for this payment Hold.
Page 299
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FIN 215 AP Payment Processing and Cancellation
Step
Action
50.
Click the Save button.
51.
Click the scrollbar back up.
Page 300
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
52.
Click the Summary tab.
Page 301
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FIN 215 AP Payment Processing and Cancellation
Step
Action
53.
Click the Accounts Payable link on the Menu.
Now that we have reviewed the voucher being reopened for a reissued payment on
Hold, we will review the payment cancellation using the Payment Inquiry page.
Page 302
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FIN 215 AP Payment Processing and Cancellation
Step
Action
54.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
55.
Click the Payments button under the Review Accounts Payable Info folder.
56.
Click the Payment link under the Review Accounts Payable Info - Payments
folder.
Page 303
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FIN 215 AP Payment Processing and Cancellation
Step
Action
57.
The Payment Inquiry page displays.
Click in the Payment Reference ID field.
58.
Enter the desired information into the Payment Reference ID field. Enter
"000010".
In this example, 000010 is the payment which we cancelled. However, in your
testing, the payment reference number may differ.
59.
Click the Search button.
60.
Notice in the Payment Inquiry Result section below, the cancelled payment is
displayed. Here you can view the Payment Status is now 'Stopped'.
Click the Payment Reference ID hyperlink to view a list of 4 vouchers paid by
this cancelled warrant payment.
61.
End of Procedure.
AP02.07 - Stop payment and Close liability
You may want to stop a warrant/check that has been mailed, and reverse the entire voucher
liability. Be aware that you cannot undo a canceled payment once posting occurs.
Page 304
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FIN 215 AP Payment Processing and Cancellation
Consider this scenario:
You processed a check that has been mailed, and the entire voucher needs to be cancelled/closed.
You contacted the bank to place a stop payment on this warrant. Cancel this payment and
reverse/close the liability. The check payment was made to the bank code WLS-W against the
Wells Fargo warrant account.
Procedure
Step
Action
1.
Click the Accounts Payable link on the Menu.
Page 305
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
2.
Click the Payments button under the Accounts Payable - Payments folder.
3.
Click the Cancel/Void Payments button under the Accounts Payable - Payments
folder.
4.
Click the Payment Cancellation link under the Payments - Cancel/Void
Payments folder.
Page 306
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FIN 215 AP Payment Processing and Cancellation
Step
Action
5.
Click the Look up Bank Code (Alt+5) button next to the Bank Code field.
Page 307
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FIN 215 AP Payment Processing and Cancellation
Step
Action
6.
Click the Search Results table. Select the Wells Fargo - Warrant account, WLSW.
Page 308
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
7.
Click the Look up Bank Account (Alt+5) button next to the Bank Account field.
Page 309
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FIN 215 AP Payment Processing and Cancellation
Step
Action
8.
Click the Search Results table. Select the Bank Account for B Warrants, CK-B.
Page 310
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FIN 215 AP Payment Processing and Cancellation
Step
Action
9.
Click the Search (Alt+1) button.
10.
Click the Search Results table. In the Search Results section, all payments issued
from this Wells Fargo B warrant account are listed.
In this example, we will select payment reference number 000011.
Step
Action
11.
Notice the Date Cancelled field is automatically populated with today's date.
In the Payment Status field, select the Stop radio button option.
12.
In the Cancel Action field, click the Do Not Reissue/Close Liability radio button
option.
13.
Click in the Description field.
14.
Enter the desired information into the Description field. Enter "Placed a stop
payment on warrant. Cancel voucher.".
Page 311
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Step
Action
15.
Click the Save (Alt+1) button.
Step
Action
16.
On the left hand side, click the scrollbar up on the Menu.
Now that we have successfully cancelled a warrant/payment, we need to run the
Payment Posting process to create the payment cancellation accounting entries.
17.
Page 312
On the Menu, click the Accounts Payable link.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
18.
Click the Batch Processes button under the Accounts Payable folder.
19.
Click the Payment Posting link under the Batch Processes - Payment folder.
Page 313
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Step
Action
20.
Assuming we have ran the payment posting process before, we are going to search
for the Run Control ID that is used to run payment posting.
Click the Search button.
21.
Page 314
Click the Search Results table. Select the Run Control ID called
AP_PMT_POST.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
22.
Since this run control is previously saved with payment posting options, we can
click the Run button.
Page 315
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FIN 215 AP Payment Processing and Cancellation
Step
Action
23.
On the Server Name field, click an entry in the list. Verify the PSNT server name
is selected.
24.
Click the Ok (Enter) button.
Page 316
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FIN 215 AP Payment Processing and Cancellation
Step
Action
25.
Click the Process Monitor link to view the status of the payment posting process.
Page 317
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FIN 215 AP Payment Processing and Cancellation
Step
Action
26.
Continue to click the Refresh button, until the process ends with a Success status.
27.
Click the Go back to Pay Cycle Manager link.
Page 318
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FIN 215 AP Payment Processing and Cancellation
Step
Action
28.
On the top-left-hand-side Menu, click the Accounts Payable link.
Now that we have completed the payment posting process, we are going to review
the Payment Cancellation accounting entries created.
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Step
Action
29.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
30.
Click the Accounting Entries link under the Review Accounts Payable Info Vouchers folder.
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Step
Action
31.
Click the Look up Voucher ID (Alt+5) button to select the voucher(s) paid by
the cancelled payment reference number 000011.
The payment you cancelled may differ from our example, 000011.
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Step
Action
32.
Click the scrollbar down to view and select the voucher paid by the cancelled
payment.
In this example, the voucher we select is 00000014.
NOTE: In your testing, the payment cancelled and voucher will differ.
33.
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Click the Search Results table. Select the voucher that is paid by the cancelled
warrant/payment.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
34.
Click the Search button.
35.
In the Accounting Information row,
click the Show next row (Alt+.) button to navigate to the next accounting entry.
36.
Notice the payment post process created the Payment Cancellation entries
displayed here.
In the Accounting Information row,
click the Show next row (Alt+.) button to navigate to the next accounting entry.
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Step
Action
37.
On the top-left-hand-side Menu, click the scrollbar up.
Next, we are going to close the voucher by running the voucher post process.
38.
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Click the Accounts Payable link on the Menu.
Training Guide
FIN 215 AP Payment Processing and Cancellation
Step
Action
39.
Click the Batch Processes button under the Accounts Payable folder.
40.
Click the Vouchers button under the Batch Processes folder.
41.
Click the Voucher Posting link under the Batch Processes - Vouchers folder.
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Step
Action
42.
Click the Search button to view existing Run Control IDs to run the voucher post
process.
43.
Click the Search Results table. Assuming you have ran the voucher posting
process before, select the VCHR_POST process run control ID.
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Step
Action
44.
Click the Run button to initiate the voucher post process.
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Step
Action
45.
Click an entry in the list.
Select the PSUNX server name.
46.
Click the OK button.
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Step
Action
47.
Click the Process Monitor link to view the status of the voucher posting process.
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Step
Action
48.
Click the Refresh button until the process ends with a Success status.
49.
Click the Go back to Pay Cycle Manager link.
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Step
Action
50.
On the Menu, click the scrollbar up.
Now that we have successfully ran the voucher posting process, we will review
the Closure accounting entries created, and review the voucher.
51.
Click the Accounts Payable link on the Menu.
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Step
Action
52.
Click the Review Accounts Payable Info button under the Accounts Payable
folder.
53.
Click the Accounting Entries link under the Review Accounts Payable Info Vouchers folder.
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Step
Action
54.
Click the Look up Voucher ID (Alt+5) button.
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Step
Action
55.
Click the scrollbar down to view more vouchers.
56.
Click the Search Results table. Select the closed voucher related to the cancelled
payment.
In this test example, select voucher ID 00000014.
Note: The voucher number may differ in your testing.
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Step
Action
57.
Click the Search button.
58.
Click the Show next row (Alt+.) button to view more accounting entries.
59.
Click the Show next row (Alt+.) button to view more accounting entries.
60.
Notice this is the Voucher Closure accounting entries created from the voucher
posting process.
Click the Show next row (Alt+.) button to view more accounting entries.
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Step
Action
61.
Now let's review the actual voucher and status. Click the scrollbar up.
62.
Click the Accounts Payable link on the Menu.
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Step
Action
63.
Click the Add/Update button under the Accounts Payable - Vouchers folder.
64.
Click the Regular Entry link under the Vouchers - Add/Update folder.
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Step
Action
65.
Click the Find an Existing Value tab.
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Step
Action
66.
Click in the Voucher ID field.
67.
In your testing, the voucher differs. Enter the closed voucher affected by the
cancelled payment/warrant.
Enter the desired information into the Voucher ID field. Enter "00000014".
68.
Click the Search (Alt+1) button.
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Step
Action
69.
In the bottom left hand corner, notice the Voucher close status indicator is now
'Closed'.
Press [Enter] to continue.
70.
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End of Procedure.
Training Guide
FIN 215 AP Payment Processing and Cancellation
FIN215-AP04 - Post AP transactions to GL
To record the financial information associated with the processing of accounts payable, you must
transfer payables information to a general ledger system. The Journal Generator is a process
that converts payables entries created in the Accounts Payable applications into general ledger
journals in PeopleSoft General Ledger.
Generally, this Journal Generator process will be performed automatically and is normally
scheduled as a nightly daily/weekly batch process.
Upon completion of this lesson, you will be able to:
• Run the Journal Generator for AP
AP04.01 - Running the Journal Generator for AP
The Journal Generator is a process that converts payables accounting entries created in the
Payables applications into ledger journals in General Ledger.
Normally, you initiate the Journal Generator process request to create the payables general
ledger entries, after all vouchers and payments are posted successfully in Accounts Payable.
The Journal Generator process transfers these accounting entries to General Ledger tables. After
the journal generator process is run, actual journals are created in General Ledger.
In this scenario, you will run the Journal Generator process for business unit 63100 or 80500 to
create Payable journals in General Ledger.
Procedure
In this topic, you will run the Journal Generator process to move Payable liability and
payment accounting entries and post as GJ journals to the Ledger.
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Step
Action
1.
Click the scrollbar down to find General Ledger.
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Step
Action
2.
Click the General Ledger link.
Step
Action
3.
Click the Journals button.
4.
Click the Generate Journals link.
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Step
Action
5.
Click the Add a New Value tab.
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Step
Action
6.
Enter the desired information into the Run Control ID field.
Enter "AP_JRNL_GEN".
7.
Click the Add button.
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Step
Action
8.
Click the Always option in the Process Frequency box.
9.
Click the Edit checkbox in the Journal Processing Options.
10.
Click the Budget Check checkbox in the Journal Processing Options.
11.
Click the Post checkbox in the Journal Processing Options.
12.
Click the Look up Accounting Definition Name button.
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Step
Action
13.
Click the Search Results table.
Select the APDEFN accounting definition name.
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Step
Action
14.
If your agency business unit does not default in this field,
click the Look up Application Business Unit (Alt+5) button.
Otherwise, skip this step if the business unit is correct.
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Step
Action
15.
Click the Search Results table.
Select your agency business unit.
In this example, the business unit 80500 is used.
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Step
Action
16.
Click the Look up Ledger Group (Alt+5) button.
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Step
Action
17.
Click the Search Results table.
Select the ACTUALS ledger group.
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Step
Action
18.
Click the *From Date Option list.
19.
Click an entry in the list.
Select the No From Date option.
20.
Click the *To Date Option list.
21.
Click an entry in the list.
Click the Specify Date list item.
22.
Click in the To Date field.
23.
Click the Choose a date (Alt+5) button next to the To Date field.
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Step
Action
24.
Click and select a current date or today's date.
In this example, we used 01/12/2006 date.
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Step
Action
25.
Click the Save button.
26.
Click the Run button.
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Step
Action
27.
Click the Server Name list.
28.
Click an entry in the list.
Select the PSUNX server name.
29.
Click the OK button.
This process can be scheduled on a daily nightly time. In this example, we will
run the Journal Generator process with the current Run Date and Run Time.
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Step
Action
30.
Take note of the Process Instance number so you can view the status later.
Click the Process Monitor link.
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Step
Action
31.
Click the Refresh button.
Continue clicking on the Refresh button until the process completes with a
Success status.
32.
Click the Go back to Generate Journals link.
33.
Congratulations!
You have successfully ran the Journal Generator process to move Payable
liability and payment accounting entries and post as GJ journals to the Ledger.
End of Procedure.
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Glossary
Business
Unit
Page 358
An operational subset of your organization that maintains its own transactional
data.