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University Procurement System

Accounts Payable User Manaul

HOTZ Hall
University of Arkansas, Fayetteville

Table of Contents

Overview

Processes: How-To for Accounts Payable Staff

Command Reference: Online Functions

University Procurement System

BASIS Development Team

June 12, 2001

Overview

BASIS Accounts Payable System Design Features

Processes: How-To for Accounts Payable Staff

How to Verify and Update an Inactive or Obsolete Vendor Name/Address

Accounts Payable will utilize this process whenever attempting to ILOG an invoice from the ILOG function and the vendor is 'inactive' or the vendor name or address is 'obsolete'.

Step by Step Process

Option 1:

If ilogging an invoice and one of the above situations is present, you will receive the following error:

Invoice may not be paid with an 'Inactive' vendor or 'obsolete' name or address.

At this point it is a good idea to write down the vendor number. This will ensure that when you search the vendor file, you will be looking at the correct vendor.

Suspend to: 'V' to look at the Vendor Status Figure 1 is an example of the screen presented from the 'V' function.

Figure 1. V-Vendor


142703-01-002 displayed; please enter new key fields
 UPOV    1 DEMO                    Vendor - V                    02/22/00 10:18
 Command:       Action: V  PO:          Vendor: 142703-01-002
 
-------------------------------------------------------------------------------
Action: V  Vendor: 142703-01-002                # of Names 2    # of Addrs   2
Name: Carter Engineering                          Name Type:         Current
Addr: PO  Box 810                                 Vendor Status:   I Inactive
      13086 Bethel Blacktop Road                  Initial Entry: 10/20/99 09:46
                                                  By: DONNAC
City: Farmington                St: AR                  Proposed by:
 Zip: 72730      Country:
 Fax: 5757002    Phone: 501/267-2276
Addr Type: R             B             O
 Org Type: U                            Minority Cd: BO
   MSA Vendor #:               TIN:              TIN Source:
CONTACT - Type: B      Name: April Carter          Phone: 501/267-2276
                      email: dcarter@comp.uark.edu
ATTRIBUTES -
  STMT
 
TERMS - Disc Known (Y/N): Y   1  % /  10  days or day of mo:     Net Days: 30
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode                   NextR

You will notice that the Vendor Status for this particular vendor is an 'I' (Inactive)

At this point you will pressPF3 (quit) in order to go back to your ILOG entry.

You will now activate the vendor search to determine if there is another vendor number for this vendor.

If you determine that there is you will select that number for your payment.

If there is no other vendor number, you must then contact the VMP to determine why the vendor was made inactive.

The vendor maintenance person (VMP) should never just go in and reactivate a vendor without first checking to insure that this is the process to be done.

Option 2:

If it is determined that the vendor is NOT inactive, then you must determine if the name or address is obsolete.

HINT: If there is a ^ in front of the name, that is a sure clue that the name is obsolete.

Write down the vendor number and activate the vendor search. Once you have located the vendor, press PF1 while cursor is in the name number field to select another name.

Figure 2 is an example of the screen presented from vendor search facility on ILOG.

Figure 2. Decode of Vendor Names from Vendor Search Facility


 Make changes and press ENTER to validate
  UPOILOG 2 DEMO                Invoice LOG - ILOG                02/22/00 11:0
  Command:       Action: U  Req: R053483 :       PO: 6095829 :       TA:
  AP ID: 000422632
 ------------------------------------------------------------------------------
 Action: U  AP ID:                         Vendor Details
                                     Names for Selected Vendor
 Invoice #:  TESTO        Names for Vendor number 142717
 Invoice Type: R
 Invoice Date:              _ 01 ^DeVore Housebuilding                      --
 Vendor Inv Amt:            _ 02 L & P Housebuilding
 Invoice Paid Amt:
 Tax Exempt Amt:

Select the appropriate name.

The same process is followed if chacking the vendor address:

Figure 3 is an example of the screen presented from vendor search facility on ILOG.

Figure 3. Decode of Vendor Addresses from Vendor Search Facility


Make changes and press ENTER to validate
 UPOILOG 2 DEMO                Invoice LOG - ILOG                02/22/00 11:09
 Command:       Action: U  Req: R053483 :       PO: 6095829 :       TA:
 AP ID: 000422632
-------------------------------------------------------------------------------
Action: U  AP ID:                  Addresses for Selected Vendor
                       Addresses for Vendor number 142717
Invoice #:  TESTO
Invoice Type: R                         Addresses                      Types
Invoice Date:            _ 001 343 Sunset Rd                           X
Vendor Inv Amt:
Invoice Paid Amt:              Winslow, AR 72733
Tax Exempt Amt:          _ 002 Testing for a new address               R

Select the appropriate address that does not have a type of 'X'.

If you determine that there is no appropriate name or address to be used, at that point contact the VMP to determine why the name or address is 'obsolete' and make a determination of the next step.

Command Reference: Online Functions

The functions and lists associated with the UPS (University Procurment System) application, relating to the processes of Accounts Payable, are defined on the following pages.

APPT - APPropriation Table

Figure 4 is an example of the screen presented during processing of the APPT function.

Figure 4. Appropriation Table Screen - APPT


 Press PF8 to view more records or enter new keys
  UPOAPPT 1 DEMO            APPropriation Table - APPT            11/21/96 13:22
  Command:       Action: V  Req:         :       PO:         :       TA:
  Voucher Type:
 -------------------------------------------------------------------------------
   Action: V    Voucher Type:
  Type    Character         State
      Fund         Appropr  Equiv   Description    Entered     Updated  User ID
 
  CE02 EX     EX     EX       N   CASH-EXEMPT     11/20/1996 11/20/1996 DREYNOL
  CR00 200    00     B03      Y   CASH-SALARIES   11/20/1996 11/20/1996 DREYNOL
  CR01 200    01     B03      Y   CASH-EXTRA HELP 11/20/1996 11/20/1996 DREYNOL
  CR02 200    02     B03      Y   CASH-MAINT      11/20/1996 11/20/1996 DREYNOL
  CR03 200    03     B03      Y   CASH-FRNG BNFTS 11/20/1996 11/20/1996 DREYNOL
  CR06 200    06     B03      Y   CASH-OVERTIME   11/20/1996 11/20/1996 DREYNOL
  CR09 200    09     B03      N   CASH-TRAVEL     11/20/1996 11/20/1996 DREYNOL
  CR10 200    10     B03      N   CASH-CONSULTANT 11/20/1996 11/20/1996 DREYNOL
  CR11 200    11     B03      N   CASH-CAPITAL    11/20/1996 11/20/1996 DREYNOL
  CS02 200    02     B76      N   SOIL TEST MAINT 11/18/1996 11/20/1996 DREYNOL
 
 
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit                          Forwd

The following sections describe the APPT (APPropriation Table) function:

"Purpose."
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Related Topics".

Purpose.

The APPT (APPropriation Table) function provides a facility for the Financial Affairs department to enter vouchering information.

Access and Security

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}

Validations

  1. The first character of the Voucher Type must be C (cash) or S (state).
  2. Modifiable fields are:

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the APPT function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

DISB DISBursing review

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

CAPP - Credit memo APProval

Figure 5 is an example of the screen presented during processing of the CAPP function.

Figure 5. Data Entry Screen - CAPP


 6001545:001 Entry 0001 displayed; please enter new key fields
  UPOCAPP 1 DEMO            Credit memo APProval - CAPP           03/13/97 10:21
  Command:       Action: V  Req:         :       PO: 6001545 : 1     TA:
  AP ID:           Rec/Inv Entry No: 1
 -------------------------------------------------------------------------------
 Action: V AP ID: 1545      Rec/Inv Entry No: 1    for PO: 6001545 : 1
 Vendor: Chambers; Karen J
 
BU: XXXX  Requestor: XXXXXXXXXXXXXXXXXXXXXXXXX Phone:999/999/9999
 
 PO LINE
 Desc: Payment for Cooperating Teacher
 Qty:      1.000 UM: $   Unit Price:          40.00000 Ext Price:          40.00
 
 CREDIT MEMO
 Qty:            UM:     Unit Price:          40.00000 Ext Price:          40.00
 
 Approve Credit Memo (Y/N): Y Are you expecting a replacement shipment? (Y/N): Y
                              (Y-is an indicator to open the PO Line)
 Comments:
 
 
 
 Entered By:                                            On:
 Updated By:                                            On:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR

The following sections describe the CAPP (Credit memo APProval) function.

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Dating Rule for Posting of the Negative Expense"
"Processing"
"Related Topics".

Purpose

The CAPP (Credit memo APProval) function allows departments to approve credit memos that have been entered by Accounts Payable.

Access and Security

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}

Validations

  1. The Approve Credit Memo field is defaulted to Y but is modifiable.
  2. Comments must be entered if the Approve Credit Memo field is modified to N.
  3. The Re-open PO Line is a required entry field. If the PO happens to be a 'blanket', the field is not available for selection due to the fact that blankets stay open until they are closed through the POIT function. Check with Order and Invoice attached orders will not be allowed to be reopened.
  4. If the PO is already in an 'open' status, the open PO line indicator will not be recognized.

Dating Rule for Posting of the Negative Expense

  1. The Expensed Quantity Sum is updated during the nightly batch job process. In other words, the PO line will not be 'reopened' until the batch job has run. So if you are intending to pay against this particular PO line again, you must wait until the next morning.
  2. The negative expense is dated, the Vendor Invoice Date or oldest open period.

Processing

The department is contacted by the payer/expediter to approve credit memo entry. The departmental representative will approve the credit memo and indicate whether or not to re-open the PO line. If the credit memo is NOT approved, a comment must be entered. At that point all PAYC lines must be deleted, and the invoice header rejected on the CLOG function if the department indicates that this is not a valid credit memo.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the CAPP function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG Invoice Log
LPLA List Purchase Order Lines for an AP ID
PAYC PAYment of Credit memo

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

CLOG - Credit memo LOG

Figure 6 is an example of the screen presented during processing of the CLOG function.

Figure 6. CLOG - Credit memo Logging Screen


 20027 displayed; please enter new key fields
  UPOCLOG 1 DEMO                Credit memo Log - CLOG            11/13/97 08:49
  Command:       Action: V  Req:         :       PO:         :       TA:
  AP ID: 000020027
 -------------------------------------------------------------------------------
 Action: V  AP ID: 000020027 PO #: 6001401 PO Code: SO PO Status: O (Open)
                                                Invoiced Amt: 99999999.99
 
                                 Vendor ID: 101228-01-001
 Invoice #:  321             :   Name:      Carter Taxi Service
 Invoice Type: CM    Credit Memo Address:   Everytime You Turn Around
 Invoice Date:        03/10/1997
 Vendor Credit Amt:        50.00
 Credit Amt Taken:         50.00 City/St: Farmington           AR 72730
 Tax Exempt Amt:                 Country:              External ID:
 Freight Amt:                    Local Tax Code:       Use Tax Amount:
 Sales Tax Amount:         10.00 BU: AVCB    1032           ASSO VICE CHAN BUSIN
 Miscellaneous Charge:     10.00 Customer ID:                    Construction: N
 Invoice Status: E Entry is pending      Log Problem Code:    Rejection Code:
 Remit:
 Entered: 11/13/1997 DONNAC
 Updated:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR EDesc
Figure 7 is a generic example of the pop-up screen presented when PF4 is pressed.

Figure 7. DeCode Window - CLOG


 Press ENTER to continue
 
 Disbursing by:                                       on:
 Check No:
 Check Status:
                                    Date Check Picked Up:
 ACH Deposit #:                     Check Clearing Date:
                                    Date Payment:
 Voucher:
 
 Handling Code(s):       Handling Auth:

The following sections describe the CLOG function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing of Credit Memos"
"Related Topics"

Purpose

The CLOG (Credit memo LOG) function provides a facility for logging and creating the Accounts Payable header record for all vendor credit memos. Information from the credit memo is entered into CLOG which provides Accounts Payable and all University departments the ability to track the status of credit memos throughout the payment process.

Access and Security

CLOG is available to all campus users, but with the following limitations:

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}

Validations

  1. Upon initial entry of the CM, any invoiced amount on the PO will be displayed. If the Credit Memo Amt is greater than the Invoiced Sum on the PO, the ILOG entry must be saved with an Inv Status of Blank and aProblem Cd of C, or Rejected.
  2. Invoice Types of D, OL, R, and TA may not be entered in CLOG.
  3. The Vendor Invoice Date may not be later than the current date.
  4. If there are lines associated with the Accounts Payable (Credit Memo) header, NO problem code may be assigned by the ilogger. The only time a problem code may be assigned is by the Disburser and that is only to enter an S.
  5. Credit memos associated with PO Types of TA and TR may not be entered in CLOG.
  6. Invoice Status and Log Problem Code combinations:
  7. No duplicate Invoice Number/Invoice Suffix combination for a vendor, regardless of the invoice type. The user will receive an error that the same Invoice Number/Invoice Suffix combination already exists for the entered vendor when Enter or PF10is pressed. Pressing PF6 produces a pop-up window displaying existing invoice suffixes.
  8. The old Invoice file will be checked to insure that no invoices have been entered from the TILG function that have the same invoice number as entered in CLOG.
  9. If no PO number is referenced, the CM must be logged as a problem.
  10. If a PO is referenced, the BU on the PO will be displayed and may not be modified.
  11. PO number, if entered, may only be a PO Type of RE, and have a Status of O or C.
  12. The Credit Memo amount must be an amount greater than zero, and may not exceed the Invoice Sum on the Purchase Order.
  13. Once the entry is saved, if not rejected or assigned a problem cd, the Invoiced Sum on the PO will be reduced by the amount of the Credit Memo.
  14. If Tax has been entered on CLOG, the Invoice Tax Sum on the PO will be reduced by the amount of tax entered. The Invoice Tax Sum cannot exceed the Invoiced Tax Sum on the PO.
  15. In order for a freight amount to be entered, an amount greater than zero must have been entered in the Freight field on the PO header.
  16. If the remit address has a state code other than AR and any portion of the purchase is taxable, the system calculates the appropriate use tax amount using the tax rate and cap for the local tax code on the ship to address. If any portion of the purchase is non-taxable, that amount should be entered in the Tax Exempt Amt field so that use tax is not calculated on that amount.
  17. System issues a warning if any or all lines of the PO are tax exempt. This message is issued before any message for the user to enter a sales tax amount.
  18. Log Problem Codes (LPC), Invoice Status Codes (ISC), and Rejection Codes (RC) are updated as follows:
  19. Invoices with a Status of E may have all fields updated. Invoices with a Status of 'R' may only have the Rejection Cd and the extended description modified. Invoices with a Status of 'I', W, H, L, or X may only have the extended description updated. Invoices that have been Stopped by Disbursing may have the Vendor Name and Address, Invoice Status (changed to W), Extended Description, Customer ID and Const. Cd modified.
  20. Invoice tax exempt amount may not be greater than the invoice amount and is required, unless problem code is assigned, if purchase is taxable and remit address is within the state of Arkansas. If the invoice tax exempt amount is equal to the invoice amount or if a sales tax identification exists on the PO, no tax amount is allowed.
  21. Invoice status may not be set to W unless a problem code was previously S.

Processing of Credit Memos

A Credit Memo may be received under one of the following conditions noted below and depending on the condition, will effect how the Credit Memo is processed. It should be noted that when a Credit Memo is received, some amount of urgency should be placed on this due to the fact than an invoice referencing that Credit Memo may already be in the system due to be paid. When processing Credit Memos we want to be proactive. We want to take advantage whenever possible of deducting the Credit Memo from the amount owed.

IF THE ORIGINAL INVOICE THE CREDIT MEMO IS REFERENCING HAS NOT BEEN RECEIVED OR ILOGGED BY ACCOUNTS PAYABLE

  1. The Credit Memo will be clogged (CLOG) with a Status of E.
  2. The ilogger/payer/expeditor will at that point view the PO that the Credit Memo is referencing in order to determine whether or not the Department has acknowledged receipt of the items.
  3. If there is a Receiving entry displayed, the department will be notified that a Credit Memo has been received and, if it is found that the credit is due to return of goods that will not be received again, and the original Receiving Entry still reflects the total amount of the items prior to the Credit, the dept. user will be requested to update the Receiving entry to reflect the updated amount. A comment should also be entered in the Comment field explaining that items were returned due to a credit. If the credit is for the full amount of the goods and the goods will not be replaced, the user will be requested to delete the receiving entry.

    Example 5 printers where ordered and a Receiving entry has been created by the Dept. for 5 printers. A Credit Memo is received stating that 4 printers have been returned for a credit. The Receiving entry will be updated to a qty of 1 by the Dept.

    Example 2: A $ (dollar) Receiving entry has been made for 53.50. The items were returned and a Credit Memo for 53.50 was received. The Receiving entry will be deleted by the Dept.

  4. Once the invoice is received in Accounts Payable, if the original invoice DOES NOT reflect the return of the goods, the original invoice will be modified to include the Credit Memo.
  5. The modified invoice will be ilogged with the Credit Memo referenced in the Remit Advice. The modified invoice will be scanned with the Credit Memo as the second page as supporting documentation.
  6. The ilog entry for the Credit Memo will be updated and rejected.
  7. The modified invoice is then paid.

IF THE ORIGINAL INVOICE HAS BEEN ILOGGED, BUT NOT YET APPROVED FOR PAYMENT BY DISBURSING

  1. The Credit Memo will be clogged (CLOG) with a Status of E.
  2. The ilogger/payer/expeditor will contact the dept. to insure that the Credit Memo is valid.
  3. Once this is confirmed, the ilogger/payer/expeditor will print from FYI the original invoice and modify the invoice to include the Credit Memo.
  4. The ilogger/payer/expeditor will then delete any invoice lines associated with the original invoice, if lines have been entered and update the ILOG entry to reflect the modified invoice price.
  5. If there is a Receiving entry displayed, the department will be asked to update the original Receiving entry if it is found that the entry still displays the original amount.
  6. The modified invoice is rescanned along with the Credit Memo as attachments to the original invoice.
  7. The clog entry for the Credit Memo will be updated and rejected.
  8. Invoice lines are re-entered for the corrected amounts.

IF THE ORIGINAL INVOICE HAS BEEN APPROVED BY DISBURSING, YET THE ACTUAL GENERATION OF THE CHECK HAS NOT YET BEEN DONE

  1. In an instance where is is vitial to go ahead and take the credit if the check has not been issued, this may be done by canceling the Payment ID, then canceling the invoice.
  2. At that point the invoice that was canceled may be revised to include the Credit Memo and paid.
  3. This process would only be used in the event that it was vital to take the Credit now due to this vendor being a one time vendor in which future purchases are doubtful.

IF THE ORIGINAL INVOICE HAS ALREADY BEEN APPROVED AND A CHECK HAS BEEN GENERATED

  1. The Credit Memo is clogged (CLOG) with a Status of E.
  2. The Credit Memo lines are entered from the PAYC function
  3. The ilogger/payer/expeditor contacts the department to let them know that a Credit Memo has been entered, and at that point has the dept go to the CAPP function to approve or disapprove the Credit.
  4. Once the Credit Memo has been approved by the Dept., the Invoice Status will change to a W (waiting approval by disbursing)
  5. Once Disbursing has approved the Credit Memo, a Date Paid of 12/31/2099 will be assigned by the system.
  6. When the dollar amount of invoices to be paid to this particular vendor exceed the amount of the Credit Memo, a net check will be issued to the vendor with the Credit Memo referenced on the Remit Advice.

Note: A Credit Memo will not be used in conjuction with a Check with Order, or any other order in which an S has been entered in the Payment Handling Code.

A list is available to Accounts Payable that will display all outstanding Credit Memos. Credit Memos not matched to an invoice within a certain span of time (to be defined by Accounts Payable) will have letters sent to the vendors requesting a check be sent to the University for the amount owed.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the ILOG function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

PAYC PAYment of Credit memos
CAPP Credit memo APProval
LIVD List Invoices for a Vendor by Date
LIPO List Invoices by Purchase Order
LIVI List Invoices for a Vendor by Invoice
DISB DISBursing review
ILOG Invoice Log

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

UTT - Use Tax Table

Figure 8 is an example of the screen presented during processing of the UTT function.

Figure 8. Use Tax Table - UTT


 UPOUTT  1 DEMO              Use Tax Table - UTT               05/13/98 15:04
 Command:        Action: V    Local Tax Code:  72       Effective: 05/13/1998
 
-------------------------------------------------------------------------------
 Action: V   Local Tax Code: 72    Start:  07/01/1997  End:  12/31/2099
             State Tax: 4.625      Account Code: 00220012
Arkansas Area: Fayetteville                    Local Taxable Cap:   2500.00
 -------- Local Tax Description ---------  Code - Extension - Percent ---------
 Fayetteville City                          72      14         1.000
 Washington County                          72      00         1.000
 
 
 
 
                                                 Total Tax:    6.625
 
 
 
 
Entered by:  05/13/1997   by: AVCF01      Larrie Stolfi
Updated by:  06/27/1997   by: CONTROLM
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit                          NextR       Save

The following sections describe the UTT (Use Tax Table) function:

"Purpose."
"Access And Security"
"Key Fields Required in the Banner"
"Validations"
"Processing"
"Related Topics".

Purpose.

The UTT (Use Tax Table) function provides a facility for the Financial Affairs department to add and maintain use tax codes.

Access And Security

Use of this function is limited to Financial Affairs-Controller's staff.

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
New {N}
Delete {D}

Validations

  1. Begin date is equal to or greater than current date.
  2. Cannot use the same GL account code on two local tax codes.
  3. When the state changes the percentage of tax collected, each record will be updated using the N (New) function. The update will also affect the Total Tax amount shown on the UTT screen.
  4. The effective date of the use tax will be the same as the expense date, the rate in effect on the date of expense regardless of changes made by DFA. The invoice date will decide which UTT record to use.
  5. The cap max amount shown is noted at the point of adding or while using the new function. The amount is state mandated. Upon saving the record, the total tax percentage listed will be calculated by the system using the sum of the percentages and the State tax percentage.
  6. Adds to the Ship To address table will not be allowed without a local tax code being identified.
  7. Two reports have been identified as being required at the current time. These reports will be used by Financial Affairs and will be designed by them (see Larrie Stolfi):

Processing

The body of the screen includes:
County and/or city name
Use Tax code (from state)
Two Digit Extension (from state)
Percentages for all items listed
Begin date (should always equal the current date or a future date)
End date (if needed, if not, the system will default to 12/31/2099)
Cap Max Amount
The effective date column is for historical information only.

There can be more than one county and/or city tax. The table will have the capability for 10 different items per local tax code. The local tax code will be the same as on ADCM.

The user creates a new record by copying an existing record to allow for updating percentages or adding a new tax to the record. At the same time the existing record is updated to reflect the change in its end date. To create a new record and close an existing one, enter the local tax code and new begin date (usually the current date, unless future dated) in the banner.

Modifiable fields include:

Tax Account
State Tax
Description
Code
Extension
Percentage
Effective columns
Cap Max Amount

The only modifiable field is the End date field in the banner. Changes in percentages results in an action of N (new). The ending date cannot be less than the current date listed.

The delete command can only be used when the begin date is in the future. This command should only be used when an error has been made on a future dated record.

The established use tax codes are assigned by the system when the requisition is completed according to the Local Tax Code entered on the ship to address code table. When the invoice is entered, if the remit address has a state code other than AR, the system will calculate use tax on the amount entered in the Vendor Invoice Amount field on ILOG and store this value in the Use Tax field. A GL account code will be established for each local tax code and time period; when the rate changes in any way a new GL account code will be established. One local tax code could have multiple GL account codes. If a ship to address does not have a city/county tax, there will be a record for that area with state tax only listed.

The use tax amount will be calculated when the invoice is logged on ILOG, when no sales tax is entered, the state code is other than AR, and the invoice amount is not identified as exempt from tax. If an item is purchased but shipped to another state, an additional local tax code will be identified for that address.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the UTT function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG Invoice LOG
PAYQ invoice PAYment line by Quantity unit of measure
DISB DISBursing review

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

CPI - Cancel Payment ID

Figure 9 is an example of the screen presented during processing of the CPI function.

Figure 9. Data Entry Screen - CPI


 Please enter new key fields
  UPOCPI  1             Cancel Payment ID: CPI                    01/10/00 09:50
  Command:       Action: V  Req:         :       PO:         :       TA:
  Payment ID: 203
 ------------------------------------------------------------------------------
 Action: V  Payment ID: 203
 
  Payment Status: X S
  Payment Type: AC Accounts Payable check
  Check Number: 00000001940
  Check Amount:   2,485.00
  Check Date: 10/10/1997
  Vendor Id: 101328-01-001
  Name:        Brown's Trailer Sales Inc
  Addr:        PO Box 429
               18812 I-30 Exit 118
  City/St:     Benton, AR  72015
  Country:
 
  Comm: Vendor lost check
 
  Cancelled:                               by:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit                          NextR

The following sections describe the CPI (Cancel Payment ID) function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The CPI (Cancel Payment ID) function is used to cancel an AP BASIS payment where a check has been issued to the vendor.

Access and Security

Use of this function is restricted to Accounts Payable supervisor.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}

Validations

  1. Only Payment Type of AC with a Payment Status of I, H, or C may be cancelled.
  2. Only Payment Type of AS with Payment Status of W, C, or blank may be cancelled.
  3. Only valid Payment-Status is X with either an S or a V in the second occurrence.
  4. The first character of the Payment Status is set to C while the cancellation is in process. When the cancellation is complete, the canceled occurrence of the Payment ID's payment status is X. The third occurrence of the history group is be updated.
  5. The system creates another occurrence of the Payment Id which has a Payment Status of N (creating new payment id) during the creation of the new occurrence and a Payment Status of P (planned future payments) when the new occurrence has been created.
  6. The new occurrence of the Payment ID does not combine with any existing Payment ID.
  7. The new occurrence of the Payment ID does not match with any existing Credit Memos.
  8. The new occurrence of the Payment ID is assigned the next available Payment Date plus one week.
  9. The time status must preceed the next check accounting start time or last check accounting end time.
  10. Comment is required.

Processing

Entering a payment id brings up the payment record which includes the payment status, payment type (AC for accounts payable check or AS for state warrant), check number (there could be more than one occurrence of the check number, if the check had been reissued), check date, vendor id, vendor name and address, and any comments. The only payment ids which may be cancelled are those with a payment type of AC (accounts payable check) with a payment status of I (issued and outstanding), H (held), or C (cancellation in process) or a payment type of AS (state warrant check) with a payment status of W (issued and outstanding), C (cancellation in process), or blank (cleared).

The Accounts Payable Supervisor enters a payment status of X for cancel and either V for voided check or S for check which had a stopped payment processed via the bank.

While the system is processing the cancellation, the Payment Status is C for cancel in process. The system creates a new occurrence of the payment id. All the associated accounts payable records are linked to the newly created occurrence of the payment id. The payment status for the newly created payment id is N (creating new payment id) until all the links have be established.

Once the system has linked all the accounts payable records to the new occurrence of the payment id, the Payment Status for the new payment id is P for planned future payments.

Note: It is important to make sure that the system has completed the processing of all the records. The original payment id has a Payment Status of X (cancelled) and the new occurrence of the payment id has a Payment Status of P (planned future payment).

The new Payment ID does not combine with any existing Payment ID, but it is possible that an approved invoice could be combined with this Payment ID. Also, the new Payment ID is not matched against any Credit Memos which might exist for that Vendor.

A nightly batch job creates the accounts payable liability entry and reverses the cash and cash pool entries.

Related Topics

Information on the following topics may be selected after issuing the command Help: The following commands perform processing functions related to the CPI function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens: Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

CINV - Cancel Invoice (expensed and un-expensed)

Figure 10 is an example of the screen presented during processing of the CINV function.

Figure 10. Data Entry Screen - CINV


 Please enter new key fields
  UPOCINV  1    Cancel INVoice (expensed and un-expensed) - CINV  3/10/97 09:50
  Command:       Action: V  Req:         :       PO:         :       TA:
  AP ID: 26874
 ------------------------------------------------------------------------------
  Action: V  AP ID: 26874                              Payment ID: 000000390
 
  Invoice Status: X (Cancelled)
  Invoice Type: R  Regular invoice
  Invoice No: 9999          :
 
  Voucher Year: 1998  Voucher Type/Number: CR02 BBBBQ
 
  Vendor Id: 100140-04-030  Name: Wal-Mart #68
                            Addr: 12345 Mountain Avenue
 
 
 
                            City: Montclair              St: California
                             Zip: 91052      Ctry:
  Comm:
 
  Cancelled: 05/04/98 11:00   By: POLLYP   Pauline Parnell
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
       Help  Suspd Quit  DCode                   NextR

The following sections describe the Cancel Invoice function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The Cancel INVoice (CINV) function is used to cancel invoices that have been expensed and to change Status back to a 'W' for those invoices that have not been expensed.

Access and Security

Use of this function is restricted to Accounts Payable supervisor.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}

Validations

  1. Only invoices with an Invoice Status of A (approved), L (Little Rock), which have been expensed may be cancelled.
  2. Invoices with an Invoice Status of A (approved), L (Little Rock), which have NOT been expensed may have the Status set back to a 'W'.
  3. All invoice types may be cancelled or set back to a 'W'.
  4. If the invoice status is A or L then the payment status must be P. Only invoices which have not been paid may be cancelled.
  5. Comment is required.
  6. Accounts Payable File changes performed online.

    The Invoice Status is set X for cancelled, the Date-Cancel-Effective set to the system date, and the fourth occurrence of the update history group is updated.

  7. Receiving AP Line File changes for Invoice Status of X performed in batch.

    For each line, make the following changes:

  8. Purchase-Order File changes for Invoice Status of X performed in batch.

    The invoice sum is reduced (or increased for credit memos) by the amount of the invoice.

    The PO status, if not a credit memo, is set to O for open and the fifth occurrence of the update history group is be updated.

    The PO status, if a credit memo, is set to C for closed and the fifth occurrence of the update history group will be updated.

  9. PO-Line-Status File changes for Invoice Status of X are performed in batch.

    For each line, make the following changes:

Processing

Entering an AP ID in the banner displays the invoice information. Only invoices with invoice types of A (approved), L (Little Rock), which have been expensed may be cancelled provided these invoices have not be paid. The Invoice Status defaults to X for canceled. By pressing the PF10 key, the invoice status is changed to an X for cancelled. The nightly expense job, reverses the expensing information for any invoices cancelled since the last time the expense batch job ran.

When the batch job reverses the expenditures, the following takes place:

Any new invoices are logged with a new AP id and then are repaid by matching the invoice lines to the receiving entries.

If the invoice has a Status of A or L, but has NOT been expensed, the Status may be set back to a 'W'.

Related Topics

Information on the following topics may be selected after issuing the command Help: The following commands perform processing functions related to the CINV function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens: Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

ILOG - Invoice LOG

Figure 11 is an example of the screen presented during processing of the ILOG function.

Figure 11. ILOG - Invoice Logging Screen


 20027 displayed; please enter new key fields
  UPOILOG 1 DEMO                Invoice LOG - ILOG                03/17/97 08:49
  Command:       Action: V  Req:         :       PO:         :       TA:
  AP ID: 000020027
 -------------------------------------------------------------------------------
 Action: V  AP ID: 000020027 PO #: 6001401 PO Code: SO PO Status: O (Open)
                                 Vendor ID: 101228-01-001
 Invoice #:  321             :   Name:      Fayetteville Glass
 Invoice Type: R         Regular Address:   1725 N College
 Invoice Date:        03/10/1997            (SBS Payments Only)
 Vendor Inv Amt:           50.00
 Invoice Paid Amt:         50.00 City/St: Fayetteville         AR 72701
 Tax Exempt Amt:                 Country:              External ID:
 Freight Amt:                    Local Tax Code:       Use Tax Amount:
 Sales Tax Amount:         10.00 BU: AVCB    1032           ASSO VICE CHAN BUSIN
 Miscellaneous Charge:     10.00 Customer ID:                    Construction: N
 Payment Due Date:    03/10/1997 Standard Discount: 2  %      Discount Days:  10
 Payment Handling:       P X     Discount Date:               Amount:
 Invoice Status: I Entry in process      Log Problem Code:    Rejection Code:
 Remit:
 Entered: 03/10/1997 DREYNOL
 Updated:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR EDesc
Figure 12 is a generic example of the pop-up screen presented when PF4 is pressed.

Figure 12. DeCode Window - ILOG


 Press ENTER to continue
 
 Disbursing by:                                       on:
 Check No:
 Check Status:
                                    Date Check Picked Up:
 ACH Deposit #:                     Check Clearing Date:
                                    Date Payment:
 Voucher:
 
 Handling Code(s):       Handling Auth:

The following sections describe the ILOG function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing of Invoice Type R (Regular)"

Purpose

The ILOG (Invoice LOG) function provides a facility for logging and creating the Accounts Payable header record for all vendor invoices, with the exception of Credit Memos. Information from the invoice is entered into the log which provides Accounts Payable and all University departments the ability to track the status of invoices throughout the payment process.

Note: The following processes are entered in separate functions as noted:

Access and Security

ILOG is available to all campus users, but with the following limitations:

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}

Validations

  1. A vendor with a Status of 'I', or 'S' may not be saved with a Status of 'E'.
  2. A vendor name with a Type of 'X' may not be selected for payment.
  3. A vendor address with a Type of 'X' may not be selected for payment.
  4. The Invoice Type defaults to an R and is not modifiable.
  5. The Extended Description may be updated regardless of the Invoice Status.
  6. If there are lines associated with the invoice header NO problem code may be assigned by the ilogger. The only time a problem code may be assigned is by the Disburser and that is only to enter an S.
  7. The Payment Due Date may not be less than the PO Effective Date on the Purchase Order.
  8. PO Types of TA and TR may not be entered in ILOG.
  9. Invoice Status and Log Problem Code combinations:
  10. No duplicate Invoice Number/Invoice Suffix combination for a vendor. The user will receive an error that the same Invoice Number/Invoice Suffix combination already exists for the entered vendor when Enter or PF10is pressed. Pressing PF6 produces a pop-up window displaying existing invoice suffixes.
  11. The TILG, CLOG, and ILOG functions will be checked to insure that no invoices have been entered on those functions that have the same invoice number as entered in ILOG.
  12. The Invoice Paid Amount must be an amount greater than zero, may not exceed the purchase order maximum amount, may not be greater than the vendor invoice amount, and may not be modifiable for an invoice stopped by the Disburser.
  13. In order for a freight amount to be entered, an amount greater than zero must have been entered in the Freight field on the PO header. The freight amount may not be greater than the invoice amount and may not be modified for an invoice stopped by the Disburser.
  14. Invoices with an invoice date which is not within the current or prior fiscal year must be assigned an Invoice Status of R for rejected. For example, if current fiscal year is 1996, then any Invoice Date which is on or before June 30, 1994 must be assigned an Invoice Status of R for rejected and a Rejection Code of O for other with an extended description required.
  15. If the remit address has a state code of AR, and any portion of the purchase taxable and a sales tax amount must be entered. If any portion of the purchase is non-taxable, that amount should be entered in the Tax Exempt Amt field. If the total invoice amount is entered as tax exempt, no sales tax amount is allowed.
  16. If the remit address has a state code other than AR and any portion of the purchase is taxable, the system calculates the appropriate use tax amount using the tax rate and cap for the local tax code on the ship to address. If any portion of the purchase is non-taxable, that amount should be entered in the Tax Exempt Amt field so that use tax is not calculated on that amount.
  17. If the tax exempt amount entered is not as great as the sum of the tax exempt items on the PO, a warning is issued. If an entire PO is tax exempt, no sales tax amount is allowed.
  18. System issues a warning if any or all lines of the PO are tax exempt. This message is issued before any message for the user to enter a sales tax amount.
  19. Priority of validations for Log Problem Codes are in order: D for duplicate, F for forward to department, V for forward to vendor, T for tax department, U (Unknown-Consultants).
  20. Log Problem Codes (LPC), Invoice Status Codes (ISC), and Rejection Codes (RC) are updated as follows:
  21. If the Log Problem Code is S (stopped by Disbursing), the only modifiable fields are theVendor Name/address number, Invoice Status code (to W), extended description Payment Handling Cd, Payment Due Date, Customer ID, & Const Cd.
  22. If the Invoice Status is I (In process in AP), W (aWaiting disbursing), H (Held by department), L (sent to Little Rock for audit), A (approved by Disbursing), R (Rejected) or X (canceled after expensed) nothing is modifiable, nothing is modifiable, with the exception of the extended description.
  23. PO number, if entered, must be valid.
  24. Invoice tax exempt amount may not be greater than the invoice amount and is required, unless problem code is assigned, if purchase is taxable and remit address is within the state of Arkansas. If the invoice tax exempt amount is equal to the invoice amount or if a sales tax identification exists on the PO, no tax amount is allowed.
  25. Invoice status may not be set to W unless a problem code was previously S. If the invoice status was previously an S, then the invoice status can only be set to a W.
  26. Invoice status may not be modified if invoice lines exist, with the exception of changing a blank with a Problem Code of S to a W.
  27. If a Payment Handling Cd of I, the Vendor Invoice Date must be equal to the PO Effective Date. If not, an error message will be displayed which says "Vendor Invoice Date does not = PO Effective Date of 99/99/99".
  28. The Vendor Invoice Date may not be in the future with the exception of POs that have a future PO Effective Date. Furthermore; a Purchase Order with a PO Effective Date in the future MUST have an S in the Payment Handling Code. If the future dated PO also has a PO Handling Cd of C, a Payment Handling Cd of P and S will be required. The Invoice Date on a future dated PO must be equal to the PO Effective Date.
  29. An I on the PO Handling Code will result in a Payment Handling Cdof I. (Invoice Attached)
  30. If an I, P, or H is displayed on the Payment Handling Code from the PO, these codes MAY NOT be removed.
  31. Only a Payment Handling Cd of C or S may be added at ILOG. The C signifies that a copy of the vendor's invoice must be included with the check. The S signifies that the payment is to print seperately.
  32. If a Follow-up-code of L is diplayed on the Purchase Order Header and has not been removed, then when the invoice is logged the system will assign a Log Problem code of U and require the user to enter an extended description.
  33. A warning to complete follow-up research is issued for purchases that have the following PO codes to indicate Bids:
    AA Agency Term Contract
    AX Invitation for Bid > $10K
    CB Competitive Bid Not > $10K
    MA Minority Agency Term Contract
    MB Min Competitive Bid Not > $10K
    MC Min Quote Constitutional Item
    MF Minority State Firm
    MT Minority Agency Term Contract
    MX Min Invitation for Bid > $10K
    QC Quote Constitutional Item
    SF State Firm
    ST State Term Contract
    WS Workshop
  34. If PO is not open, then the status code must be blank or R for rejected.
  35. If a Payment Handling Cd of P, the Vendor Invoice Date MUST be equal to the PO Effective Date.
  36. A Payment Handling Cd of P will default a Payment Due Date of the PO Effective Date. This date may not be modified to be prior than thePO Effective Date.
  37. A PO Handling Cd of C results in aPayment Handling Cd of P and S and may not be removed.
  38. A PO Handling Cd of H results in a Payment Handling Cd of P, H, and S and may not be removed.

Processing of Invoice Type R (Regular)

(NEED TO ADD INFOR. ON PROCESSING OF STATE/CASH VOUCHERS)

When creating a new log entry, a nine-digit AP ID is assigned by the system. This number is subsequently assigned to the Invoice Image in the separate image system database and can be used to retrieve those Invoice Images. See help topic "Accessing Invoice Images" for more information on this procedure.

The PO number is keyed into the banner as presented on the vendor invoice. The system defaults the following information from the PO and Vendor files on the screen:

Note: If more than one PO number is listed on the invoice, the invoice is be logged with a invoice suffix number in order that each PO number can be entered. This means that the invoice must be scanned for each PO # that is on the invoice.

The following items are entered for all invoices.

The system displays the same amount in the Invoice Paid Amt field as that entered in the Vendor Inv Amt field, unless the user enters a different amount in this field. The Invoice Status defaults to E (indicating that invoice entry is pending in AP) unless the system detects a problem with the invoice, then the Invoice Status defaults to blank and prompts the user to enter a problem code. Any remittance advice which is to be commented to the vendor is entered in the Remit field including a comment if the invoice paid amount differs from the vendor invoice amount. The Payment Handling code defaults to values entered on the PO (either blank for no special handling, an H for held, P for PO attachment), or I (invoice attached PO), but the user may also enter an S (generate separate check, do not combine with other invoices) or C (invoice attachment required with payment). An S is also assigned by the system if a Payment Handling Cd of P.

On an add, the system validates for the following problems and requires the user to enter a problem code:

If the Invoice Status is blank (excluding LPC of S) or E (entry is pending in AP), all fields may be updated with the exception of the Invoice Type.

If an AP ID is updated and set from an E to a problem code, or rejected, the Invoice Sum on the PO will be reduced by the amount of the invoice, along with the Tax Sum, if sales tax was entered on ILOG.

If the log entry is updated to add or correct a PO number, the PO number is entered below the banner and the information that is normally defaulted from the PO and vendor files over-writes any existing entries in these fields. The user verifies the vendor name and address to ensure that remit information is correct. All other information that was entered on the initial entry screen is still displayed. The user changes the Invoice Status code from blank to E.

Once the invoice has been logged with an invoice status of E, the invoice sum amount on the PO is updated by the amount of the invoice including freight, sales tax, and miscellaneous charge amounts. Any use tax amounts associated with the invoice are not updated to the invoice sum amount on the PO. Any Sales tax amount entered on ILOG is stored in the Tax Sum on the PO header. If the user changes the invoice status from E to a problem code, then the invoice sum amount is adjusted by the amount of the invoice. 6 If sales tax was entered on ILOG, the Tax Sum is also adjusted.

If the PO code is AA, AX, CB, MA, MB, MC, MF, MT, MX, QC, SF, ST or WS the system provides a warning message which indicates that the PO is a bid.

The user can use the PF1 search facility for correcting the Vendor Name and/or Address Number. If the correct remit address number is not found using this function, the user suspends to the VA screen and adds the appropriate address information. If the correct name is not found using the PF1 search, the invoice is forwarded to the VMP (Vendor Maintenance Person) for entering. The user may change to a common vendor if needed. If a common vendor has not been set-up for this vendor, then the invoice and appropriate documentation are forwarded to the Vendor Maintenance Person to be entered.

If problems are discovered with the invoice which prevent its payment, the log problem code is set to the appropriate value. An extended description is required for any code other than blank and is added by pressing PF9. Pressing PF10 saves the description, providing that the log entry is ultimately saved. The function LIPC (List Invoices by Problem Code) is used for tracking and for resolving problems on these invoices. Log entries are updated as invoice problems are resolved or as paid invoices are canceled or rejected. Invoices that are rejected must be assigned an appropriate rejection code.

If the log entry is updated to change the Log Problem Code, the user enters the following Invoice Status based on the the Log Problem Code:

The External ID is used for those payments that originated in a system external of BASIS (ex. Library) and is not modifiable.

Log Problem Code values and descriptions are:

blank No problem (invoice status is not blank)
C Credit Memo for which follow up is required (May not be selected from ILOG)
M Miscellaneous
D Appears to be a duplicate invoice
F Invoice forwarded to department for more information
V Invoice returned to vendor due to insufficient information
B Bid invoice which needs pre-auditing
T Invoice forwarded to tax department for research
S Stopped by Disbursing (this code is set by the Disbursing Officer on the DISB function)
U Unidentified Consultant invoice needs researching.

Note: An Extended Description is required for any code other than blank and is added by pressing PF9.

Invoice Status values and descriptions are:

blank Problem invoice for which follow-up is being performed
R Rejected (not payable)
E Data entry of the invoice is pending in AP
I Data entry of the invoice is in process in AP
H Held due to lack of Receiving or no approval to pay
W Waiting for Disbursing to review
L Sent to Little Rock for approval
A Approved for payment by Disbursing
X Canceled after expensed.

Rejection Code values and descriptions are:

D Duplicate invoice
X Item not received, order closed/canceled
V Item returned to Vendor, order closed/canceled
O Other.

The following commands perform processing functions related to the ILOG function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

LIVD List Invoices for a Vendor by Date
LIPO List Invoices by Purchase Order
LIVI List Invoices for a Vendor by Invoice
DISB DISBursing review
PLOG Paid invoice LOG
CLOG Credit memo LOG

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

PAYD - invoice PAYment by Dollar unit of measure

Figure 13 is an example of the screen presented during processing of the PAYD function.

Figure 13. Data Entry Screen - PAYD


 Enter values and press ENTER to validate
   Suspended from LPLA                                       PAYD 07/09/97 08:48
  Command:       Action: A  Req:         :       PO: 6003765 : 1     TA:
  AP ID: 21239     Rec/Inv Entry No: 0
 -------------------------------------------------------------------------------
 Action: A AP ID: 21239     Rec/Inv Entry No: 0    for PO: 6003765 : 1
 Invoice No: 6003765         :    Vendor: Walmart
 PO Line Desc: Voucher test
 Inv Line Status:
 
 Dt Received:           Ticket No:                  Receiver Amt:
 
 INVOICE Paid Amount:              12,000.00 LINE Paid Amount:
         Frt/S.Tax/Misc Amt:                      Freight Amount:
         Total Entered Lines:                     Sales Tax Amt:
           DIFFERENCE:             12,000.00      Misc Amount:
                                                    TOTAL:
 
  Number of Lines entered for Payment:      Have all lines been entered? N
 
 Entered By:                                            On:
 Updated By:                                            On:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt                         Sav/Q

The following sections describe the PAYD (invoice PAYment by Dollar unit of measure) function:

"Purpose."
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Processing an Invoice that is only for Freight/Tax/Misc."
"Related Topics".

Purpose.

The PAYD (invoice PAYment by Dollar unit of measure) function provides a facility for creating invoice payment lines for POs which were created with a dollar unit of measure rather than a quantity unit of measure.

Access and Security

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}
Delete {D}

Validations

  1. The tax, freight and miscellaneous charge amounts are distributed to the lines as lines are entered and saved, with the exception of when you are only paying freight/tax/misc.
  2. If only paying freight/tax/misc. the Qty and extended price fields are not allowable entry.
  3. If the invoice record was matched to a receiver, the invoice record is presented via the DISB function for the Disbursing Officer to review.
  4. If the invoice record was not matched to a receiver, the invoice record is presented via the LUIP (List Unmatched Invoice for a Po) for the Expediter to research.
  5. Invoice lines can only be created if the Invoice Header Status is E (data entry is pending) or I (data entry is in process).
  6. After the invoice lines are created and saved, the Invoice Header Status is updated from an I to a W (waiting for Disbursing to review).
  7. Only records with an Invoice Status of I (data entry is in process), H (placed on hold by Bunit/dept), or W (waiting for Disbursing to review) can be updated.
  8. Only Invoice line records with an Invoice Status is I (data entry is in process), W (waiting for Disbursing to review), E (data entry is pending) and H placed on hold by BUNIT/Dept) can be deleted.

Processing

On Action View, only one receiving/invoice entry line of the PO is displayed. If invoicing has not occurred, the Invoice Amount field is blank. If receiving has not occurred, the Date Received, Ticket Number, and Receiver Amount fields are blank. If invoicing has occurred, the Invoice Amount field is non-blank. The number of lines entered for payment displays the total lines paid on the Invoice. The Invoice Paid Amount displays the total of the Invoice. The Freight, Tax, Miscellaneous field displays the sum of these amounts. The Amount of Lines Entered displays the total of the lines and the Difference field must be zero.

If a receiver was not matched to the Invoice on LPLA, the system suspends to the PAYD function with an action A. If no receivers have been created for this PO number, the system suspends the Payer from LPLA directly to PAYD with an action A. There will not be a receiving/invoice number displayed. The user creates the invoice line entry by entering the sub-total from the Invoice. All other fields on the screen are blank. All totals described here exclude the current invoice line, totals for the current line are not updated until PF10 or Enter is pressed. The system maintains a running total of the number of invoice lines that have been entered for payment. The Invoice Paid Amount is displayed from the ILOG function, as well as: the total of the freight, sales tax and miscellaneous charge amounts. The system maintains a running total of the dollar amount of the lines entered for payment and the difference between the Invoice Paid Amount less freight, sales tax and miscellaneous charges and the dollar amount of the lines entered. The All Lines Entered? defaults to N and is changed by the Payer once the last invoice line has been entered. Once the Payer changes this field to Y the difference field must be zero. If the difference is not zero, the Payer will use an action U to correct the payment lines.

If a receiver was matched to the invoice on LPLA, the Payer marks the correct receiver line and the system suspends to the PAYD function with an action A. The Receiving/Invoice number and PO number/line number will be displayed. The Date Received, Ticket Number and Receiver Amount from the receiving record are displayed and the user creates the invoice line entry by entering the sub-total from the Invoice. Invoice line entries can be updated if the lines do not balance to the invoice paid amount that was entered on the invoice header (ILOG). If the amounts entered on the ILOG header are incorrect, the lines cannot be saved; the Payer must cancel the lines entered for payment and the ILOG entry rejected and re-entered with a suffix on the invoice number and the lines re-entered for payment.

Invoice lines can only be created if the Invoice Header Status is E (data entry is pending) or I (data entry is in process). After the invoice lines are created and saved, the Invoice Header Status is updated from an I to a W (waiting for Disbursing to review).

An update can occur if the Invoice Status is I (data entry is in process), H (placed on hold by Bunit/dept), or W (waiting for Disbursing to review).

Invoice line records can be deleted if the Invoice Status is I (data entry is in process), W (waiting for Disbursing to review), E (data entry is pending) and H placed on hold by BUNIT/Dept).

Processing an Invoice that is only for Freight/Tax/Misc.

When an invoice is received that is mearly for freight, tax, or misc. the invoice may only be taken against 1 line of the PO.

Prior to processing the invoice, you must first go to POL and view the cost center distribution for each line. If youfind that the cost center distribution is different for each line, in order to invoice correctly for each line, you must copy the invoice and create a separate invoice entry for each line you will be paying. Each copy will be modified to reflect the invoice amount to be charged to each line.

If all lines have the same cost center distribution, only one line need be selected.

No quantity or extended price will be entered.

Change the "have all lines been entered" to a Y and save the entry.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the PAYD function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG Invoice LOG
LURP List Unmatched Receivers for a Po
LUIP List Unmatched Invoices for a Po
LITS List Invoices by Type and Status
DISB DISBursing review
LIPC List Invoices by Problem Code
LIVD List Invoices for a Vendor by Date
LIPO List Invoices by Purchase Order
LIVS List Invoices for a Vendor, Status and type
LIST List Invoices for a Status and Type by date
LIVI List Invoices for a Vendor by Invoice

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

PAYQ - invoice PAYment by Quantity unit of measure

Figure 14 is an example of the screen presented during processing of the PAYQ function.

Figure 14. Data Entry Screen - PAYQ


 Enter values and press ENTER to validate
   Suspended from LPLA                                       PAYQ 07/09/97 08:50
  Command:       Action: A  Req:         :       PO: 6003765 : 9     TA:
  AP ID: 21239     Rec/Inv Entry No: 0
 -------------------------------------------------------------------------------
 Action: A AP ID: 21239     Rec/Inv Entry No: 0    for PO: 6003765 : 9
 Vendor: Walmart
 PO Line Desc: Voucher test
 Inv Line Status:
           Packed Qty    Quantity     UM        Unit Price        Extended Price
  PO LINE                   10.000    EA              40.00000            400.00
 INV LINE     n/a                     n/a
 
 INVOICE No: 6003765         :             LINE Freight Amount:
    Paid Amount:              12,000.00         Sales Tax Amount:
    Frt/S.Tax/Misc Amt:                         Misc Amount:
    Total Entered Lines:                          TOTAL:
      DIFFERENCE:             12,000.00
 
  Number of Lines entered for Payment:      Have all lines been entered? N
 Entered By:                                            On:
 Updated By:                                            On:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt                         Sav/Q

The following sections describe the invoice PAYment by Quanity unit of measure function.

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Processing an Invoice that is only for Freight/Tax/Misc."
"Related Topics".

Purpose

The Invoice Payment by Quantity Unit of Measure (PAYQ) function provides a facility for creating invoice payment lines for POs which were created with a quantity unit of measure rather than a dollar unit of measure. This function performs an automatic match of quantities between the invoice lines entered for payment and any receivers that exist for the PO line number. Unmatched quantities are retained on a separate receiving/invoice entry with a unique receiving number and will be displayed on LURP (List Unmatched Receivers for a Po).

Access and Security

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
Delete {D}

Validations

  1. The tax, freight and miscellaneous charge amounts are distributed to the lines as lines are entered and saved, with the exception of when you are only paing freight/tax/misc.
  2. The system matches the quantity invoiced to a receiving record.
  3. A mismatch occurs when:
  4. Invoice line records can be deleted if the Invoice Status is E (data entry is pending), I (data entry is in process), H (placed on hold by BU/Dept.), or W (waiting for Disbursing to review).
  5. Invoice lines can only be created if the Invoice Header Status is E (data entry is pending) or I (data entry is in process).
  6. After the invoice lines are created and saved, the Invoice header status is updated from an I to a W (waiting for Disbursing to review).
  7. An update can occur if the Invoice Status is I (data entry is in process), H (placed on holed by BU/dept), or W (waiting for Disbursing review).

Processing

When Viewing, one receiving/invoice entry line of the PO is displayed. If invoicing has not occurred, the quantity invoiced, invoice unit price and invoice extended price fields are blank, as well as all other invoice related fields. An unlimited extended item description may be viewed by pressing PF9

When Adding, the Payer marks lines for payment using the LPLA function and suspends to this screen to actually pay the invoice lines. Only the one line that was marked on the LPLA function is displayed at a time. The Payer enters the quantity invoiced and the extended price of each item from the vendor invoice. The system calculates the unit price of each item.

Note: If the quantity invoiced unit of measurement is different from the quantity ordered unit of measurement, the Payer will make the necessary conversion before entering the quantity invoiced.

All totals described here exclude the current invoice line; totals for the current line are not updated until PF10 or Enter is pressed. The system maintains a running total of the number of invoice lines that have been entered for payment. The Invoice Paid Amount is displayed from the ILOG function, as well as the total of the freight, sales tax and miscellaneous charge amounts. The system maintains a running total of the dollar amount of the lines entered for payment and the difference between the Invoice Paid Amount (less freight, sales tax and miscellaneous charges) and the dollar amount of the lines entered. The All Lines Entered? defaults to N and is changed by the Payer once the last invoice line has been entered. Once the Payer changes this field to Y the Difference field must be zero. If the difference is not zero, the Payer will use an action U to correct the payment lines.

When Updating, invoice line entries can be updated if the lines do not balance to the Invoice Paid Amount that was entered on the invoice header (ILOG). If the amounts entered on the ILOG header are incorrect, the lines cannot be saved; the Payer must cancel the lines entered for payment and the ILOG entry rejected and re-entered with a suffix on the invoice number and the lines re-entered for payment.

Processing an Invoice that is only for Freight/Tax/Misc.

When an invoice is received that is mearly for freight, tax, or misc. an invoice may only be taken against 1 line of the PO.

Prior to processing the invoice, you must first go to POL and view the cost center distribution for each line. If you find that the cost center distribution is different for each line, in order to make appropriate payment against each line you must copy the invoice and create a separate invoice entry for each line of payment. Each copy will be modified to reflect the amount to be paid against each line.

If all lines have the same cost center distribution, only one line need be selected.

No quantity or extended price will be entered.

Change the "have all lines been entered" to a Y and save the entry.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the PAYQ function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG - Invoice Log
LURP - List Unmatched Receivers for a Po
LUIP - List Unmatched Invoices for a Po
LITS - List Invoices by Type and Status
LIPC - List Invoices by Problem Code
LIVD - List Invoices for a Vendor by Date
LIPO - List Invoices by Purchase Order
LIVS - List Invoices for a Vendor, Status and type
LIST - List Invoices for a Status and Type by date
LIVI - List Invoices for a Vendor by Invoice

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

PAYC - PAYment of Credit memos

Figure 15 is an example of the screen presented during processing of the PAYC function.

Figure 15. Data Entry Screen - PAYC


 6001800:001 Entry 0001 displayed; please enter new key fields
  UPOPAYC 1 DEMO          PAYment of Credit Memos - PAYC          03/13/97 11:05
  Command:       Action: V  Req:         :       PO: 6001800 : 1     TA:
  AP ID:           Rec/Inv Entry No: 1
 -------------------------------------------------------------------------------
 Action: V AP ID: 20041     Rec/Inv Entry No: 1    for PO: 6001800 : 1
 Vendor: Wal Mart
 PO Line Desc: Plumbing supplies                        BU: XXXX
 Inv Status:
           Packed Qty    Quantity     UM        Unit Price        Extended Price
  PO LINE                    1.000    $
 INV LINE     n/a            1.000    n/a             20.00000             20.00
 INVOICE No: 6546
    Credit Amount:           :             LINE AMOUNTS:
    Freight Amt:                  25.00         Freight Amount:             5.00
    Sales/Use Tax Amt:             5.00         Sales/Use Amount:
    Misc. Amt:                                  Misc Amount:
    Total Entered Lines:          25.00           TOTAL:                 25.00
      DIFFERENCE:
 
  Number of Lines entered for Payment: 1    Have all lines been entered?
 Entered By: DREYNOL                                    On: 03/13/1997 10:44
 Updated By:                                            On:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR

The following sections describe the PAYment of Credit memos function.

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing Credits that decrease the Received Qty or Amt."
"Processing a Credit that only decreases the Amount Paid not the Received Quantity"
"Processing an Invoice that is only for Freight/Tax/Misc."
"Related Topics".

Purpose

The PAYment of Credit memos (PAYC) function provides a facility for creating payment lines for credit memos received in Accounts Payable for which merchandise has already been paid. Credit memos are issued by vendors and entered into BASIS because the product has been received by the department, the invoice has been paid by Accounts Payable, the product was returned to the vendor and may or may not be replaced.

Access and Security

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
Delete {D}

Validations

  1. The credit memo may not be taken against all lines of a PO if the lines are distributed between different appropriations. (Same validation that is on PAYD and PAYQ)
  2. If only the unit cost is being adjusted and NO modifications to the quantities received, a zero may be entered in the Qty field.
  3. The tax, freight and miscellaneous charge amounts are distributed to the lines as lines are entered and saved, with the exception of when you are only paying freight/tax/misc.
  4. The Voucher Type will be assigned as lines are created according to the vouchering rules. If the Voucher Type indicates a state type an error will occur at the time of saving the record. The user will not be allowed t save the line. Any lines that may have already been created will have to be deleted and the CLOG entry rejected. Credit Memos cannot voucher with a Voucher Type of state since each Credit Memo will create a separate voucher and negative or zero state warrants cannot be issued.
  5. Credit memo lines can only be created if the Invoice Header Status is E (data entry is pending) or I (data entry is in process).
  6. After the credit memo lines are created and saved, the Invoice Header Status is updated from an I to an H (hold per approval of CM by Dept)
  7. Credit memo lines can be updated if the Invoice Status is 'I' (in process), E (data entry is pending), H (hold pending approval of CM) or W (Waiting for Disbursing approval).
  8. Credit memo line records can be deleted if the Invoice Status is I (data entry is in process), H (hold per CM approval by BU/Dept.), or W (waiting for Disbursing to review).
  9. A line in which $ receiving is performed may not be saved if the extended amount of the line (including tax, freight, misc) exceeds the expensed amount of the line.
  10. A line in which qty receiving is performed may not be saved if the qty being credited exceeds the qty expensed.
  11. A negative line on a PO may not be selected for entry of a credit memo amount. If the credit includes the amount of a negative line, that amount must be applied to another line.
  12. Once the last line of the CM has been created, by changing the N to a Y the invoice header status will be an H and the Rec Inv Entry Status will be a C.
  13. If only paying freight/tax/and or misc., no extended amount is allowable.
  14. A credit for freight/tax/misc may only be taken against 1 line unless you copy invoice, modify and take a portion from each line.
  15. The tax exempt code may be modified to reflect a change in the original tax status. This will be validated against the sales or use tax displayed on the ClOG entry.

Processing Credits that decrease the Received Qty or Amt.

The Payer marks lines for payment using the LPLA function and suspends to this screen to create the credit memo lines. Only the lines marked on the LPLA function will be displayed. Depending upon the unit of measure entered on the PO, the Payer will enter either the quantity and the extended price of each item from the Vendor's Credit Memo (if the unit of measure indicates quantity receiving) and the system calculates the unit price of each item. Or the Payer will enter the dollar amount of the Credit Memo (if the unit of measure indiciates dollar receiving).

Note: If the Credit Memo quantity unit of measure is different from the quantity ordered unit of measurement, the Payer will make the necessary conversion before entering the Credit Memo quantity.

All totals described here exclude the current invoice line; totals for the current line are not updated until PF10 or Enter is pressed. The system maintains a running total of the number of invoice lines that have been entered for payment. The Credit Amount is displayed from the CLOG function, as well as the total of the freight, sales or use tax (whichever applies), and miscellaneous charge amounts. The system maintains a running total of the dollar amount of the lines entered for payment and the Difference between the Invoice Paid Amount (less freight, sales tax and miscellaneous charges) and the dollar amount of the lines entered. The All Lines Entered? defaults to N and is changed by the Payer once the last invoice line has been entered. Once the Payer changes this field to Y the Difference field must be zero. If the Difference is not zero, the Payer will use and action U to correct the payment lines.

Credit memo lines can only be created if the Invoice Header Status is E (data entry is pending) or I (data entry is in process). After the credit memo lines are created and saved, the Invoice Header Sstatus is updated from an I to an H (hold per approval of CM). Once the department has been contacted and has approved the Credit Memo for payment, the Invoice Header Status is updated from an H to a W (waiting for Disbursing review).

Receiving for Credit Memos is performed on the CAPP (Credit memo APProval) function instead of DRPO and QRPO.

Credit Memos cannot be used against a Voucher Type of state since each Credit Memo will create a separate voucher and negative or zero state warrants cannot be issued. If the Voucher Type indicates a state, the user will not be allowed to save the line and will have to delete any lines that have already been entered. If this occurs, the Credit Memo should be forwarded to an Expediter to contact the Vendor and request that a check be issued in the amount of the Credit Memo or if there are any outstanding Invoices with which the Credit Memo could be netted against.

Processing a Credit that only decreases the Amount Paid not the Received Quantity

In instances when the vendor sends a credit mearly to adjust the cost NOT the Quantity Received, by entering a zero in the Qty field and then entering the dollar amount in the extended price field, the system will NOT adjust the receiving quanties. For example: You ordered 5 printers for 100.00 each. You received 5 printers and paid for 5 for 100.00 each. The vendor then sends a credit for 25.00 because the price should have been 95.00 each. You don't want to adjust the receiving entry because they did receive and are going to keep 5 printers.

Processing an Invoice that is only for Freight/Tax/Misc.

When a credit is received that is mearly to credit an amount for freight, tax, or misc. the credit may only be taken against 1 line of the PO.

Prior to processing the credit, you must first go to POL and view the cost center distribution for each line. If you find that the cost center distribution is different for each line, in order to credit each line that should be credited you must copy the invoice and create a seperate invoice entry for each line of credit you will be processing. Each copy will be modified to reflect how much credit is taken for each line.

If all lines have the same cost center distribution, only one line need be selected.

No quantity or extended price will be entered.

Change the "have all lines been entered"' to a Y and save the entry.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the PAYC function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG - Invoice LOG
CLOG - Credit memo LOG
LURP - List Unmatched Receivers for a Po
LUIP - List Unmatched Invoices for a Po
CAPP - Credit memo APProval
LITS - List Invoices by Type and Status code
LIPC - List Invoices by Problem Code
LIVD - List Invoices for a Vendor by Date
LIPO - List Invoices by Purchase Order
LIVS - List Invoices for a Vendor, Status and type
LIST - List Invoices for a Status and Type by date
LIVI - List Invoices for a Vendor by Invoice

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

PYMT - PaYMenT

Figure 16is an example of the screen presented during processing of the PYMT function.

Figure 16. Data Entry Screen - PYMT


 13007 displayed; please enter new key fields
   UPOPYMT 1 DEMO           PaYMenT - PYMT                       01/10/00 08:48
  Command:       Action: V  Req:         :       PO:         :       TA:
   Payment ID: 13007    Check No:
 -------------------------------------------------------------------------------
 Action: V Payment ID: 13007
 Reissue Check (S=Stop, V=Void)?                 Status: I  Issued and Outstan
 Vendor ID: 102817-01-003                      Type: AC AP Check
 Name: Collier Photo                                Amount:        487.42
 Addr: PO Box 1085                                 Dt Paid: 11/07/1997
                                                  Check No: 10112418
                                                  Dt Chk Cleared Bank:
 City/ST: Fayetteville              AR 72702-1085
 Country:
 
 Payment Handling Codes:   Normal pmt processing
 
 Pymt Handling Auth:                           Date Pymt Picked Up:
   Comments:
 
 
   Updated:                by:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
       Help  Suspd Quit  DCode                   NextR

The following sections describe the PYMT (PaYMenT) function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The PYMT (PaYMenT) function is used by the Accounts Payable Supervisor to change the payment date on payment records and to reissue accounts payable checks and by Financial Affairs to correct bank reconciliation errors.

Access and Security

Use of this function is restricted to Accounts Payable supervisor and Financial Affairs accountant.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}

Validations

  1. Date paid can only be changed for payment ids with a payment status of P.
  2. Date paid may not be earlier than current date and may not cross a FY.
  3. Date Paid cannot be changed for credit memo records with a 12/31/2099 date.
  4. Payment records with a status of P may have the payment handling code changed.
  5. Cannot add a payment handling code of S to a credit memo record.
  6. Check number can only be changed for payment ids with a payment type of AS and a payment status of blank or W. Duplicate check numbers are not allowed.
  7. A payment status can only be changed from I to blank for a payment type of AC, RT, and PC.
  8. When payment status is changed, the date check cleared bank field is required.
  9. The date check cleared bank may not be in the future.
  10. Update UA Payment history group, occurrence 2 (bank reconciliation), when payment status is changed.
  11. Can only reissue a check for payment records with a status of I and payment type of AC, RT, or status of blank (cleared) with a payment status of AD or RD.
  12. Reissue check for either a stopped or voided payment depending on whether the physical check is on hand. An S (in the second character of the payment status) indicates that the payment was stopped. A V (in the second character of the payment status) indicates that the physical check was voided.
  13. When reissuing a check, the system automatically changes the payment status to I with a second character of S or V and assigns the new check number and date paid to the payment record.
  14. Update UA Payment history group, occurrence 4 (issuance of a replacement check) when a payment is reissued.
  15. When changing a payment to a wire transfer, the system automatically changes the payment status to I, changes the payment type to AW, assigns the current date to the date paid, and updates occurrence 6 (overridden) on UA Payment history group.

Processing

Entering a payment id or a check number (the payment id must be blank) brings up the payment record which includes the payment status, payment type (AC for accounts payable check, AD for accounts payable direct deposit, AS for state warrant, RT fot travel advance check, RD for travel advance direct deposit, PC for payroll check, and PD for payroll deposit), amount, date paid, check number, date check cleared bank, vendor id, vendor name and address, and any comments. The only payment ids for which the date paid may be changed are payments ids with a payment status of P (planned future payment). The only payment ids for which a payment status may be changed are payment ids with a payment status of I. The only payment ids for which a check number may be changed are payment ids with a payment type of AS.

To change the payment date on a payment id, the Accounts Payable Supervisor enters applicable payment id. The payment id must have a payment status of P in order to change the date paid and payment records with a 12/31/2099 (credit memos with a negative payment amount) date paid cannot be changed. The date paid to be entered cannot be earlier than the current date and may not cross a FY.

To change the check number on a payment id, the Accounts Payable supervisor enters the applicable payment id or check number. Only payment ids with a payment type of AS (state warrant) may have the check number changed.

To reissue an accounts payable check, the Accounts Payable supervisor enters the applicable payment id or check number. Only payment ids with a payment status of I may be reissued. The system prompts the user with a reissue check question: either an S for a stop payment issued or V for voided check. The Accounts Payable Supervisor enters either an S or V in the reissue check field. The Accounts Payable Supervisor may also hold the reissued check for pick up by changing the payment handling code to H (Held for pick up) and entering the name of the authorized individual to pick up the check. After pressing PF10, the system automatically changes the payment status to I (Issued) with a second character of an S (if payment stopped) or V (if payment voided) and assigns the new check number and the current date for the date paid.

To reissue an ACH payment, the Accounts Payable supervisor enters the applicable payment id. Payment ids with a payment status of I (Issued) or blank (cleared) may be reissued. The system prompts the user with a reissue ACH as a paper check question. The Accounts Payable Supervisor enters a Y (yes) in the reissue ACH field. The Accounts Payable Supervisor may also hold the reissued check for pick up by changing the payment handling code to H (Held for pick up) and entering the name of the authorized individual to pick up the check. After pressing PF10, the system automatically changes the payment status to I (Issued) with a second character of a V (voided payment) and assigns the new check number and the current date for the date paid.

To change payment to a Wire Transfer, the Accounts Payable supervisor enters the applicable payment id. Payment ids with a payment status of P (Planned Future Payment) may be modified. The system prompts the user with a change check to wire transfer question. The Accounts Payable Supervisor enters a Y (yes) in the change check to wire transfer field. After pressing PF10, the system automatically changes the payment status to I (Issued), the payment type to AW (AP Wire transfer), and the current date for the date paid.

To change the payment status and date check cleared the bank, the Financial Affairs accountant enters the applicable payment id. Only payment ids with a payment status of I (issued and outstanding) may be changed to blank (cleared or no recon required). If the payment was reissued, then only the first character of the payment status is changed to blank. The date the check cleared the bank must be entered in the date cleared the bank field.

Related Topics

Information on the following topics may be selected after issuing the command Help: The following commands perform processing functions related to the PYMT function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens: Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

DISB - DISBursing review

Figure 17 is an example of the screen presented during processing of the DISB function.

Figure 17. Disbursing Review Screen - DISB


 Make changes and press ENTER to validate
  UPODISB 2 DEMO                 DISBursing - DISB                06/22/97 14:00
  Command:       Action: U  Req:         :       PO:         :       TA:
  AP ID: 20604
 -------------------------------------------------------------------------------
 Action: U AP ID: 20604                            Inv No:   6003120
                        Date Received: 99/99/9999  Inv Date: 07/01/1997
 Vendor ID: 101197-01-001                          Inv Type: R  Regular invoice
 Name: Fisher Scientific                           PO No:    6003102
 Addr: PO Box 869022                               Inv Paid Amt:      1,065.00
                                                   Construction: N MOF:
                                                   DATES DUE Pymt: 07/31/1997
 City/ST: Plano                     TX 75086                 Disc:
 Country:                                          ======= Voucher  Info ======
                                                    Type      Amount       No
 Check No:            Date Paid:                    CR02        1,065.00
 Invoice Status: A Approved
 Log Problem Cd:
 
 Remit:
 Initial Log Entry: 07/01/97   by DKEITH
 Disbursing Review:            by
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             Q/Nxt EItmD Sav/Q

The following sections describe the DISBursing review function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".
"Year End Processes"

Purpose

The DISBursing review (DISB) function provides a facility for reviewing invoice images and payment records by the Disbursing Officer.

There are currently 5 types of invoices disbursed by Disbursing:

Access and Security

Disbursment staff will have update access. There will be no view access for campus users due to ability of viewing confidential data in the Remit field for Invoice Types of 'DP'.

Key Fields Required in the Banner

Valid Actions

View {V}
Update {U}

Validations

  1. When the Invoice Status is set to A, the Payment Record is created.
  2. Creating the Payment Record

Processing

The Disbursing Officer accesses the LITS (List Invoices by Type and Status) function to see how many entries by invoice type are ready to be reviewed. Then, the Disbursing Officer accesses the LIST (List Invoices by Status and Type by date) to select the records for review. The Disbursing Officer marks the records with an Invoice Status W (waiting for Disbursing review) and suspends to DISB to review the invoice records.

Note: An image of the invoice will also be displayed via the FYI Imaging System for review. The Disbursing Officer reviews the payment record to ensure that the vendor name/address and the invoice paid amount are consistent with the invoice image.

Also, the Disbursing Officer is responsible for special handling of certain types of payments. For example, state law mandates that vehicle purchases may be paid as exempt, these payments are paid as a regular cash payment, but are not sent to Pre-Audit for approval. Other payments can be treated in a similar manner, with proper written authorization.

Modifiable fields on the screen are:

The Invoice Status field is set to L (sent to Little Rock for audit), if any of the following is true:

The Voucher Type is displayed according to the vouchering rules and the amount for each voucher type. If the Voucher Type indicates cash, up to three voucher types may be used. If the Voucher Type indicates state, only one voucher type may be used. As library payments are uploaded, the Voucher Types are assigned.

If up to three Voucher Types were assigned to the Invoice, the system generates a cross-reference form. 9 If more than three Voucher Types were assigned, the Invoice would have to be split at payment time and a suffix number added to the invoice number. The payment type is displayed as AC if the Voucher Type indicates a cash voucher and is displayed as AS if the Voucher Type indicates a state voucher.

As voucher approvals are received back from Little Rock, the Disbursing Officer accesses this same function to change the Invoice Status from L to A and to enter the state warrant check number in the Check No field and the date paid.

If a problem is found when reviewing the invoice payment record, the Disbursing Officer assigns a Log Problem Code of S (Stopped by Disbursing) and enters an extended description. This invoice is to be researched and corrected and the problem code removed and the system sets the invoice status back to W for additional review by Disbursing.

At Disburser's discretion, if it is deemed appropriate, a cash voucher that exceeds $5,000 may be updated and set to an 'A' WITHOUT a voucher being generated.

The Supporting Documentation field will only be displayed with an Invoice Type D (direct). If this field is not correct, the Disbursing Officer should reject the invoice record and notify the department of the necessary correction.

Expenses are posted nightly via a batch job for all invoices set to an 'A' for that day.

The vouchers will be printed via a nightly bath job for all invoices set to an 'L' for that day.

Direct Pays that are 'future dated' may not be disbursed until the date they are due.

Year End Processes

The following steps outline the procedure to be used at the end of each FY in order to insure that voucher years and numbers are correct.

The Payment Due Date drives the VOUCHER YEAR.

  1. No later than May 15th you must go to the APCand setup the end of FY dates in the system. This date is determined in conjuction with the end of accounting defined by DF&A. Any Payments that fall within that date range, the system will move up.
  2. Beginning on June 1st the payer MUST override the Payment Due Date field to June 30 UNLESS the vendor requires immediate payment. This must be done so the Voucher Year will be the current year.
  3. If the vendor offers a discount, the discount date on ILOG must also be overridden in the same manner. When the vendor offers a discount and the date is available on ILOG, that date overrides any payment due date.
  4. Beginning the end of May, payers will begin receiving invoices and CWO requests for items and services taking place in this new FY. These requests should be paid, but written down as a 'prepaid' expense and then given to Financial Affairs to move the expenses from 'old year' to 'new year'. This is done for ALL invoices with the exception of travel. Do to the types of purchases we make all year long for airfare, registrations, etc. we do not keep track of these at year end to move expenses.
  5. Beginning July 1st there is no longer a need to override the Payment Due Date, but the payer does have to pay close attention to invoices that are for services in the old year, yet the invoice has a 'new year' invoice date. (EXCEPTION IS TRAVEL CLAIMS-SEE BELOW) The payer must put in an invoice date of June 30, in order for the voucher to generate with a 'Y' on the front of the number.
  6. Travel Claims:
The Invoice Date on Travel Claims in a system generated date which is the date the Travel Office sets the claim up for payment. The Trip Ending Date entered on TACP is what drives the'Y' on the voucher number for Travel Reimbursement Claims.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the DISB function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG Invoice LOG
PLOG Paid invoice LOG
UPAY University PAYment
APPT APPropriation Table
LITS List Invoices by Type and Status
LIST List Invoices of Status and Type by date
LIPC List Invoices by Problem Code

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

UPAY - University PAYment

Figure 18 is an example of the screen presented during processing of the UPAY function.

Figure 18. Data Entry Screen - UPAY


 Enter values and press ENTER to validate
  UPOUPAY                 University PAYment - UPAY              05/27/99 15:59
  Command: UPAY  Action: v Req:         :       PO:         :       TA:
  AP ID: 329577
 ------------------------------------------------------------------------------
 Action: v  AP ID:    329577                     Status: A           (Approved)
 Invoice No: AP ID: 329577  :                    Date Received:      05/01/1999
 Vendor ID: 114286-01-002                        Invoice Date:       05/01/1998
 Name: Middlebury College Language Schools       Invoice Amount:         630.00
 Addr: The Italian School                        Payment Due Date:   05/19/1999
       Sunderland Language Center                Supporting Doc:     Y
                                                 Reference ID:       BCARTER
 City/ST: Middlebury              VT 05753-6131  TIN Source:              None
 Country:                                        MOF:          Construction:
 Commodity: 78890                                        Account Code: 69529150
- Co Cost Center No -------- CCC Name ----------  %     -  Amount - Category Pr
 0112 31290-22-0000 TAG-ROZIER-FLAN-96                      630.00  Maint
 Payment Handling Code(s): H        Hold for: B.Carter/L.Rozier 2951
 Remit: Tuition for L. Rozier for Italian 6 weeks
 Telephone: 2951       BU: FLAN  Foreign Languages         Withheld Payroll: N
 Initial Entry: 05/19/1998 08:26   By: MACARTE  Margaret A. Carter
 Disbursed:     05/19/1998 12:07   By: AP06     Rosalea Hernandez
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
       Help  Suspd Quit  DCode                   NextR       Save        CCC
Figure 19 is a generic example of the pop-up screen presented when PF4 is pressed.

Figure 19. DeCode Window-UPAY


                              Payment ID: 999999999
 
 Disbursing by: XXXXXXXX XXXXXXXXXXXXXXXXXXXX          on: MM/DD/YY HH/MM
 Check Number: 9999999999 9999999999
 Payment Status: X XXXXXXXXXXXXXXXXXXXXXX    Date Check Picked Up: MM/DD/YY
 Prior Pmt ID:  999999999                    Check Clearing Date:  MM/DD/YY
 ACH Deposit #: 999999999 9999999999         Pay Date:             MM/DD/YY
                                             Date Expensed: MM/DD/YY
 Voucher: XXXX XXXXX         XXXX XXXXX         XXXX XXXXX    Account Cd
       99,999,999.99      99,999,999.99      99,999,999.99      99999999
 CCI: 99999
  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 
 Press ENTER to continue
Figure 20 is a generic example of the CCC window presented when PF12 is pressed.

Figure 20. CCC Window - UPAY


               Company Cost Centers for Expense Distribution
  ----  CCC #  ----- --------------   Name   --------------  %  Category Pr
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
  9999 99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 XXXXXXXX XX
 
 PF1=Help  PF3=Quit  PF4=DCode                 PF10=Save/Quit
 Enter Company Cost Centers

The following sections describe the University PAYment function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related Topics".

Purpose

The University PAYment (UPAY) function is used to create and review direct payment transactions. Direct payments are defined as those payments that do not require a purchase order.

Access and Security

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Withdraw {W}
Copy {C}
Review {R}

Approval Routing

When the initiator of the transaction presses PF10, it is routed through the TARGET system using the CBCC criteria.

If the vendor organizational type equals N (Non-resident alien), the UPAY transaction is routed to the Tax Department for review. (Review-Group: D-TAXACCT)

If the vendor has been proposed, the UPAY transaction is also routed to the Vendor Maintenance Person for review.

Validations

  1. A CCI selected that has an attribute of UPAI will require an invoice number to be entered.
  2. If a proposed vendor is on the UPAY transaction, final TARGET approval cannot be done until a valid vendor ID has been processed.
  3. UPAY transactions (with invoice type of D) are restricted to the use of commodity class item codes with an attribute of:
  4. All commodity codes must have a tax exempt code of O (other exempt), or G (gasoline).
  5. On final approval, the invoice status is updated to W (aWaiting disbursing approval).
  6. The supporting documentation field is defaulted to N. The user can change to Y if the payment has documentation being forwarded to Business Affairs. The system requires the user to change the supporting documentation field to Y if the commodity class item attribute has a value of UPAS.
  7. Only one commodity class item code may be used.
  8. For Invoice Types of 'D' the account code will be defined by the CCI selected.
  9. For Invoice Types of 'DP', the account code is selected and will be validated against the account code table.
  10. If the commodity class item code selected has an attribute of TIN and the selected vendor has an organizational type is S (sole proprietorship), the system verifies that a TIN and TIN-SOURCE of W is on the Vendor file. If there is no TIN on the Vendor file, the system issues an error message and does not save the transaction.
  11. All company cost center(s) must be valid with an active status.
  12. If invoice date is future dated, then the date received must be equal to the invoice date.
  13. If the Date Received is future dated, then the Invoice Date must be equal to the Date Received.
  14. The Payment Due Date cannot be prior to the Invoice Date, but can be future dated.
  15. The Payment Due Date cannot be before current date.
  16. The withheld payroll flag can only be set to Y for the following cost centers:
  17. If the withheld payroll flag is Y, then the invoice type is DP (direct payroll).
  18. Valid payment handling codes include:
    H hold for pickup
    S generate separate check
    C invoice copy with payment
    blank normal processing
  19. If the class item special processing Code for the selected commodity class item code is equal to T (1099 item), then set the Payment-1099-Cd to Y on the Receiving-AP-Line file.
  20. UPAY txns although CWO by default will combine for payment unless an 'S' is put in the Payment Handling Code.
  21. If an 'H' is selected, an 'S' is also required entry in order to generate a separate check.
  22. For Invoice Type of 'DP' the Remit Field will display the wording:(Confidential Data) regardless of what has been typed in this field.
  23. TheRemit field is required entry along with the telephone field.
  24. The Invoice No is not required entry unless the CCI selected has an attribute of UPAI.
  25. If no invoice number is entered in the Invoice No. field, upon final approval of the txn. the AP ID will be populated in this field.
  26. If a CCI is selected that has an asset account number, only a category designated as an asset may be selected for use. This designates an institutional category of a 'receivable' in GL. (Example: Acct # 130000 = Cat Class of '1')

Processing

The user enters or selects the appropriate vendor id. The vendor name and address must match the invoice or supporting documentation exactly. If the vendor has not been established on the vendor file in UPS, then the user is required to propose a vendor (name and/or address) by pressing PF6. The UPS Vendor Maintenance Person reviews the proposed vendor and adds the necessary information to the Vendor file. The transaction cannot have the final approval in TARGET until the vendor information has been established.

The user then enters the date received, invoice date, invoice amount, payment due date, cost center information (including departmental category and project), commodity class item code, payment handling code, handling authorization (if applicable), remittance advice (to be used by Disbursing as an invoice description) and a BU and phone number. The reference ID field is optional and maybe used to enter any useful information for tracking purposes. MOF and Construction fields are not required, however, if necessary, may be added or modified during the TARGET review process. The TIN-Source displays on the screen for the vendor selected. This field allows the department know if the vendor has a valid TIN. One Company Cost Center is required, however, the departmental user may enter up to 10 cost centers by pressing PF12.

Upon pressing PF10 the system assigns the next sequential AP id number and a transaction status code of P (pending final approval). If the vendor Org-Type indicates an NRA (Non-Resident Alien), the UPAY record will be routed by the Tax Department for approval. (Review-Group: D-TAXACCT) The entry is then routed according to the CBCC TARGET chain to be reviewed and either approved, rejected, or held by updating the Transaction Reviewer code. A TARGET notice is routed to the initiator of the entry for those invoices that are rejected. Invoice-Status set to R and a comment is required, for any rejected transactions.

Allowable payments that do not require supporting documentation include: refund authorizations, emergency student loans, stipends, athletic meal and housing allowances, state payroll reimbursements, fringe benefit payments, reimbursement for Foundation payments incorrectly deposited to UA accounts, reimbursement to UA for use tax charged to state treasury accounts, athletic game guarantees, athletic game officials, postage meter payments, PHPL reimbursements on state funds.

Allowable payments that do require supporting documentation include: petty cash reimbursements, agent accounts, use tax monthly remittance, third party (subcontractors) payments for research grants, debt service on bonds, 9 over 12 employee payments, gasoline credit cards, Chartwell, Vehicle Licenses, McGray Laundry payments. The supporting documentation is forwarded to Business Affairs, imaged and filed.

A new UPAY entry may be created by copying certain information from a screen which results in an action A (Add) after pressing PF10. The new entry retains the vendor ID, reference ID, cost center information (including departmental category and project), commodity class item code, payment handling code, handling authorization (if applicable), construction code, remittance advice, BU, phone number and extended text. All other fields are defaulted or left blank as in a normal action add. The entry can then be modified as needed before saving it as a new payment transaction.

Direct Payroll transactions

Direct payoll transaction is used by Human Resources to issue payroll deduction checks. These checks are issued out of the Human Resource's payroll employee deduct cost center.

These payroll direct payments use account codes instead of commodity class item codes. This allows Human Resources greater flexability in processing these payroll deduction checks.

The direct payroll transaction also allows Human Resources to process the University's state matching check. This process is the University's process for issuing a check to ourselves in order to produce a voucher and payment so the state can reimburse the University for the matching portion of employee deductions.

Refund Authorizations

A special commodity class code has been established for each department and is used when processing a refund authorization on UPAY. For those departments that process refund authorizations infrequently, a generic refund authorization commodity code has been established. When this code is used, Financial Affairs is responsible for processing a GJIM transaction to clear this account and charge the appropriate expenditure code.

Gasoline Credit Cards

For the gasoline credit card vendor that is issued on a University contract, the following procedures apply:

Related Topics

Information on the following topics may be selected after issuing the command Help:
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

DISB DISBursing review
LIVI List Invoices for a Vendor by Invoice
LIVD List Invoices for a Vendor by Date
LIST List Invoices for a Status and Type by date

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LILP - List Invoice Lines for a PO line

Figure 21 is an example of the screen presented during processing of the LILP function.

Figure 21. List Invoice Lines for a PO line - LILP


 Select an entry, or enter new keys
  UPOLILP 1 DEMO        List Invoice Lines for a PO - LILP        07/09/97 08:32
  Command:       Action: V  Req:         :       PO: 6003755 : 1     TA:
  Invoice No:                 S:   L:     Vendor:
 -------------------------------------------------------------------------------
 List of Invoice lines for PO No 6003755 starting from line 1
      Vendor on 1st Invoice: Wal-Mart #68
                                                    Total
        PO  Rec/Inv                    Inv Rec/Inv Rec/Inv  --------Dates-------
    Cmd Line Entry Invoice/Suffix-Line Type Stat  Entry Amt    Invoice  Due/Paid
  _ ILOG 1   1    6003755                R            2,500.00 07/07/97
                                                                       000021222
  _ ILOG 2   1    6003755                R              533.12 07/07/97
                                                                       000021222
  _ ILOG 3   1    6003755                R              159.84 07/07/97
                                                                       000021222
  _ ILOG 4   1    6003755                R            1,066.35 07/07/97
                                                                       000021222
  _
 
 
              Invoice Lines 1     thru 4     of 4     displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt
Figure 22 is a generic example of the pop-up screen presented when a line is selected and PF4 is pressed.

Figure 22. Decode window for LILP


VWR Scientific                                     AP ID:  000475401
Div of VWR Corp                           Vendor Inv Amt:         481.94
PO Box 640169                            Vendor Paid Amt:         479.81
                                            Discount Amt:           4.81
Montclair                 CA  91052          Amount Paid:         475.00
 
BU: POSC POULTRY SCIENCE
PO: 6029791      PO Code: AA      PO Status: C        PO Type: RE
Log Problem Code:            Invoice Status: A     Rejection Code:
Voucher: 1999 CR02 BMSFC          479.81
                                                  Check No: 10202160
 
 
Remittance Advice/Comment

The following sections describe the LILP function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists all invoice lines for a PO starting from an PO Line Number and displayed in inverted receiving/invoice entry number order.

Key Fields Required in the Banner

Processing

Invoices in BASIS consist of an invoice header and one or more invoice lines. Detailed information is held at the invoice line, including the commodity code, line item amount, tax, freight, miscellaneous charges and PO Number that are related to the line. Summary information exists at the invoice header, including total invoice amount, total tax and freight, due date, and PO number referenced on the invoice. Lists such as LIVI and LIPO display the summary header information; this list provides access to individual invoice lines. For example, an invoice might contain items which require separate commodity codes, such as airfare or registration on a travel claim. These are paid as separate lines which can be displayed from this list.

The programming logic to conditionally display a invoice command-id:

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform functions related to invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

TACP Travel Authorization Claim Process
ITRP Invoice Travel Related POs
LIPC List Invoices by Problem Code
LIVD List Invoices for a Vendor by Date
LIPO List Invoices by Purchase Order
LIVI List Invoices by Vendor Invoice number
LIST List Invoices by Status and Type
ILOG Invoice LOG
PLOG Paid invoice LOG.

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LIPC - List Invoices by Problem Code

Figure 23 is an example of the screen presented during processing of the LIPC function.

Figure 23. List Invoices by Problem Code - LIPC


 Select an entry, or enter new keys
  UPOLIPC 1 DEMO      List Invoices for a Problem Code - LIPC     07/09/97 08:35
  Command:       Action: V Req:         :        PO: 6003755 : 1     TA:
  Log Problem Code: D   Date Invoice Received: 04/01/1997
 -------------------------------------------------------------------------------
 List Invoices with Problem Code: D  received on or after 04/01/1997
 
      Date                                                        Inv
    Received ------ Vendor Name ------ Invoice No/Suffix Inv Date Type   AP ID
  _ 04/22/97 Collier's Photo           6002141         1 04/22/97  R   000020185
  _ 04/22/97 Collier's Photo           6002142         1 04/22/97  R   000020186
  _ 05/07/97 Party Time Bus Charter    PARTY             05/01/97  R   000020229
  _ 07/01/97 Carter Engineering Servic 88                06/01/97  CM  000020711
  _
  _
  _
  _
  _
  _
 
                 Invoices:     1 through     4 displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt
Figure 24 is a generic example of the pop-up screen presented when a line is selected and PF4 is pressed.

Figure 24. DeCode window for LIPC


VWR Scientific                                     AP ID:  000475401
Div of VWR Corp                           Vendor Inv Amt:         481.94
PO Box 640169                            Vendor Paid Amt:         479.81
                                            Discount Amt:           4.81
Montclair                 CA  91052          Amount Paid:         475.00
 
BU: POSC POULTRY SCIENCE
PO: 6029791      PO Code: AA      PO Status: C        PO Type: RE
Log Problem Code:            Invoice Status: A     Rejection Code:
Voucher: 1999 CR02 BMSFC          479.81
                                                  Check No: 10202160
 
 
Remittance Advice/Comment

The following sections describe the LIPC function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists all invoices with a given Log Problem Code (LPC) in date order from the date entered for date invoice received.

Key Fields Required in the Banner

Processing

Invoices with the oldest dates will be listed first. If more than one invoice was received on the same day, invoices will be displayed for that date in invoice number order. If an invoice has a problem code, then it cannot be paid until the problem is resolved. This list is used primarily by Accounts Payable personnel to find all invoices for a given problem code, so that they may be tracked, researched, and eventually paid.

Log Problem Codes are:

blank No problem (invoice status is not blank)
D Appears to be a duplicate invoice which needs researching
F Invoice returned to department for more information
V Invoice returned to vendor due to insufficient info
B Bid invoice which needs pre-auditing
T Invoice forwarded to tax department for research
S Stopped by disbursing
U Unidentified problem invoice which needs researching.

Any invoice except one where the LPC is blank can be retrieved from this list.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the Invoice Log. Information on these commands may be viewed by pressing PF1while the cursor is in the Command field of these screens:

ILOG Invoice LOG
PLOG Paid invoice LOG
LIVD List Invoices for a Vendor by Date received
LIPO List Invoices by Purchase Order
LIVS List Invoices for a Vendor, Status, and type
LIVI List Invoices for a Vendor by Invoice.
LILP List Invoices Lines for a PO
LIST List Invoices for a Status and Type

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LIPO - List Invoices by Purchase Order

Figure 25 is an example of the screen presented during processing of the LIPO function.

Figure 25. List Invoices by Purchase Order - LIPO


 Select an entry, or enter new keys
  UPOLIPO 1 PROD           List Invoices for a PO - LIPO          12/21/99 08:37
  Command:       Action: V  Req:         :       PO: 6029791 : 1     TA:
  Date Invoice Received:
 -------------------------------------------------------------------------------
 List Invoices for PO Number: 6029791 received on or before
      Vendor: VWR Scientific
           Date                        Inv Paid       Inv   Inv  Inv Prob
    Cmd  Received Invoice No/Suffix     Amount   Disc Date  Type Sta Cd  AP ID
  _ ILOG 05/03/99 382252                  157.92   T 04/26/99 R   A    000484071
  _ ILOG 04/07/99 278294                  479.81 * T 03/25/99 R   A    000475401
  _ ILOG 04/07/99 288105                   62.09   T 03/29/99 R   A    000474305
  _
  _
  _
  _
  _
  _
  _
 
                 Invoices     1 through     3 of     3 displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt
Figure 26 is an example of the decode screen presented when a line is selected and PF4 is pressed.

Figure 26. Decode window for LIPO


VWR Scientific                                     AP ID:  000475401
Div of VWR Corp                           Vendor Inv Amt:         481.94
PO Box 640169                            Vendor Paid Amt:         479.81
                                            Discount Amt:           4.81
Montclair                 CA  91052          Amount Paid:         475.00
 
BU: POSC POULTRY SCIENCE
PO: 6029791      PO Code: AA      PO Status: C        PO Type: RE
Log Problem Code:            Invoice Status: A     Rejection Code:
Voucher: 1999 CR02 BMSFC          479.81
                                                  Check No: 10202160
 
 
Remittance Advice/Comment

The following sections describe the LIPO function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists all invoices from the date entered.

Key Fields Required in the Banner

Processing

Invoices with the most recent dates are displayed first. If today's date is entered, then all invoices for the entered PO will be displayed, newest to oldest. If a previous date, for instance a date in the last month, is entered, then all invoices received up until that date will be displayed, newest to oldest. If more than one invoice was received on the same day, invoices will be displayed for that date in invoice number order.

If the Invoice Paid Amount differs from the Vendor's Invoice Amount, an asterisk (*) will be displayed to the right of Invoice Paid Amount.

If a T is displayed in the Discount Field, this indicates that a discount was taken on the invoice. If a discount was taken, by marking a line and pressing PF4 the 'Actual' amount paid, including discount, will be displayed along with the amount of the discount taken. The decode window also displays additional information concerning the invoice.

Related Topics

Information on the following topics may be selected after issuing the command Help: Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG Invoice LOG
LIPC List Invoices by Problem Code
LIVD List Invoices for a Vendor by Date
LIST List Invoices for a Status and Type by date
LIVI List Invoices for a Vendor by Invoice
LILP List Invoice Lines for a Purchase order

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LIST - List Invoices of a Status and Type by date

Figure 27 is an example of the screen presented during processing of the LIST function.

Figure 27. LIST - List Invoices of a Status and Type by date


 Select an entry, PF7 to page back, or enter new keys
  UPOLIST 1 DEMO  List Invoices of a Status & Type by date - LIST 07/09/97 08:39
  Command:       Action: V  Req:         :       PO: 6003540 : 1     TA:
  Invoice Status: W Invoice Type: R  Date Status:
 -------------------------------------------------------------------------------
 List of Invoices of Status: W Awaiting Disbursement Type: R  Regular invoice
   paid on or after
         Invoice                       Inv Paid            Image
    Cmd Status Dt Inv Number/Suffix     Amount      Const  Exist      AP ID
  _ DISB 07/07/97 6003718                    53.10           Y      000021203
         Vendor:  101242-01-002 Westlake Hardware
  _ DISB 07/07/97 6003723                    53.10           Y      000021202
         Vendor:  101242-01-002 Westlake Hardware
  _ DISB 07/07/97 6003738                 2,150.00           Y      000021211
         Vendor:  101504-01-001 Earthgrains
  _ DISB 07/07/97 6003739                 4,500.00           Y      000021212
         Vendor:  101504-01-001 Earthgrains
  _ DISB 07/07/97 6003740                 1,599.38           Y      000021213
         Vendor:  101638-01-001 Farmer's  Cooperative
 
                  Invoices 16    thru 20    displayed
                     Total Invoice Amt:     35,352.18
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt       Back  Forwd
Figure 28 is a generic example of the pop-up screen presented when a line is selected and PF4 is pressed.

Figure 28. Decode window for LIST


VWR Scientific                                     AP ID:  000475401
Div of VWR Corp                           Vendor Inv Amt:         481.94
PO Box 640169                            Vendor Paid Amt:         479.81
                                            Discount Amt:           4.81
Montclair                 CA  91052          Amount Paid:         475.00
 
BU: POSC POULTRY SCIENCE
PO: 6029791      PO Code: AA      PO Status: C        PO Type: RE
Log Problem Code:            Invoice Status: A     Rejection Code:
Voucher: 1999 CR02 BMSFC          479.81
                                                  Check No: 10202160
 
 
Remittance Advice/Comment

The following sections describe the LIST function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists all invoices for an invoice status and invoice type in invoice status time order.

Key Fields Required in the Banner

Processing

When an invoice status date is entered, the system displays invoices for the entered status and type starting from midnight of that date. If more than one invoice was received on the same day, invoices will be displayed for that date in invoice number order. Invoices will be presented in status time order, with the most recent status times being presented first. If the payment date is not entered, then the current date is defaulted.

If the invoice paid amount differs from the vendor's invoice amount, then an asterisk will be displayed to the right of invoice paid amount. Marking an entry and pressing PF4 (DCode) will display additional information concerning the invoice.

Marking an entry and pressing PF2 (Suspd) suspends the user to the command displayed which is where the initial entry was created.

This list is used primarily by the Treasurer's Office to determine the number and dollar amount of travel advance payments to be printed. Used in conjunction with the Travel Advance Activity Balance (TAAB) function, the Treasurer's Office can effectively manage the production of travel advance checks. In addition, LIST is used by the Disbursing Officer to suspend to the DISB function to approve invoices for payment.

Commands should be displayed by Invoice Status as follows (regardless of the Invoice Type):

R ILOG
E ILOG
I ILOG
H ILOG
P PLOG
W DISB
L DISB
A ILOG, ITRP, TACP (where entry was initially created) (INVOICE-CMD-ID from AP file)
X ILOG

Invoices with an Invoice Status of blank cannot be retrieved from this list.

Valid Invoice Status codes are:

R Rejected (not payable)
E Data entry of the invoice is pending
I Data entry of the invoice is in process in AP
H Placed on hold by BU/Department
P Awaiting PLOG and imaging
W Waiting for Disbursing to review
L Sent to Little Rock for audit
A Approved by Disbursing
X Canceled after payment

Valid Invoice Type codes are:

R Regular invoice
D Direct invoice (no purchase order)
OL Other invoice without a purchase order created in an external system (Library)
TA Travel Advance
CM Credit Memo
I Internal Invoice (interdepartmental billing)

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using the PF2 (Suspd) to suspend to related functions.

The following commands perform processing functions related to invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

TAAB Travel Advance Activity Balance
TAOR Travel Advance Override
DISB DISBursing Review
ILOG Invoice LOG
PLOG Paid invoice LOG
ITRP Invoice Travel Related POs
TACP Travel Authorization Claim Process.

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LITS - List Invoices by Type for a Status

Figure 29 is an example of the screen presented during processing of the LITS function.

Figure 29. LITS - List Invoices by Invoice Status code screen


  UPOLITS 1       List Invoices by Type for a Status - LITS    03/05/97 17:22
  Command:      Action: V Req:         :       PO:         :       TA:
  Invoice Status: W       Invoice Status Date: 03/11/1997
 -------------------------------------------------------------------------------
 List of Invoices of Status: W     Waiting for Disbursing to Review
   Invoice Status Date on or before 03/11/1997
 
                                 No of Invoices
       CMD       Invoice Type    (Status W or L)
  _   LIST             R               5555
  _   LIST             D                 10
  _   LIST             OL                 5
  _   LIST             CM                25
 
 
 
 
 
 
                    Lines    1 thru 4 of 4 displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit DCode  RStrt             Forwd
 Select an entry, press PF8 to page forward, or enter new keys

The following sections describe the LITS function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function is used to list invoice types for the entered invoice status code. The list is used primarily by the Disbursing Officer to suspend to the LIST (List Invoices by Status and Type) function to select invoices for review. However, the list can also be used by Accounts Payable to review other invoice types and status codes.

Key Fields Required in the Banner

Processing

Invoice types which have the entered invoice status code are displayed. The Invoice Status Date is not a required field. If a date is not entered in the field, all invoices are displayed that have the entered Invoice Status. If a date is entered in the Invoice Status Date field, invoices are displayed starting from the entered date.

The function will be displayed for each invoice status code as follows:

W By invoice type with number of invoices listed for each type; command LIST
L By invoice type with number of invoices listed for each type; command LIST
E By invoice type; command ILOG
H By invoice type; command ILOG
I By invoice type; command ILOG

Invoices with an Invoice Status of blank or A must also include the Invoice Status Date which may only be up to five days in the past.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG Invoice LOG
DISB DISBursing review
PLOG Paid invoice LOG
LIST List Invoices by Status and Type.

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LIVD - List Invoices for a Vendor by Date

Figure 30 is an example of the screen presented during processing of the LIVD function.

Figure 30. LIVD - List Invoices for a Vendor by Date


 Select an entry, PF8 to page forward, or enter new keys
  UPOLIVD 1 DEMO  List Invoices for a Vendor by Date Recvd - LIVD 01/03/00 11:56
  Command:       Action: V  Req:         :       PO:         :       TA:
  Vendor: 103762-01-013 Date Invoice Received: 05/03/1999
 -------------------------------------------------------------------------------
 List Invoices for Vendor: 103762-01  VWR Scientific
   received on or before 05/03/1999
           Date                     Invoice Paid       Invoice  Inv Inv
    Cmd  Received Invoice No/Suffix     Amount    Disc   Date   Typ Sta  AP ID
  _ ILOG 05/03/99 382252                   157.92    T 04/26/99  R   A 000484071
  _ ILOG 04/07/99 278294                   479.81 *  T 03/25/99  R   A 000475401
  _ ILOG 04/07/99 288105                    62.09    T 03/29/99  R   A 000474305
 
 
 
 
 
 
 
 
   Vendor Amount Paid:            Discounts Taken:
                  Invoices     1 through    3  displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             Forwd
Figure 31 is an example of the decode screen presented when a line is selected and PF4 is pressed.

Figure 31. Decode window for LIVD


VWR Scientific                                     AP ID:  000475401
Div of VWR Corp                           Vendor Inv Amt:         481.94
PO Box 640169                            Vendor Paid Amt:         479.81
                                            Discount Amt:           4.81
Montclair                 CA  91052          Amount Paid:         475.00
 
BU: POSC POULTRY SCIENCE
PO: 6029791      PO Code: AA      PO Status: C        PO Type: RE
Log Problem Code:            Invoice Status: A     Rejection Code:
Voucher: 1999 CR02 BMSFC          479.81
                                                  Check No: 10202160
 
 
Remittance Advice/Comment

The following sections describe the LIVD function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists all invoices for a given vendor number in inverse order from the date entered in the Date Invoice Received field.

Key Fields Required in the Banner

Processing

Invoices with the most recent dates are displayed first. If today's date is entered, then all invoices for the entered vendor number will be displayed, newest to oldest. If a previous date, for instance a date in the last month, is entered, then all invoices received up until that date will be displayed, newest to oldest. If more than one invoice was received on the same day, invoices will be displayed for that date in invoice number order. The vendor name displayed below the banner will be the name occuring on the first invoice displayed in the list. If the vendor search function is used to select the vendor ID to be used in the search, note that although the vendor's name number and address number are selected from the search function, they are ignored in the search; only the vendor number is used in the list.

If the Invoice Paid Amount differs from the Vendor's Invoice Amount, an asterisk (*) will be displayed to the right of Invoice Paid Amount.

If a T is displayed in the Discount Field this indicates that a discount was taken on the invoice. If a discount was taken, by marking a line and pressing PF4 the 'Actual' amount paid, including discount, will be displayed along with the amount of the discount taken. The decode window also displays additional information concerning the invoice.

Marking an entry and pressing PF2 (Suspd) will suspend the user to the command displayed, which is where the intital invoice entry was created.

A running total of all invoices paid and payable to the vendor is displayed. This includes all invoice status' with the exception of R, blank, or X. This amount also includes discounts taken. A running totalof discounts taken is also displayed.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG Invoice LOG
LIPC List Invoices by Problem Code
LIPO List Invoices by Purchase Order
LIVI List Invoices for a Vendor by Invoice
LIST List Invoices by Status and Type
LILP List Invoice Lines for a Purchase order.

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LIVI - List Invoices for a Vendor by Invoice

Figure 32 is an example of the screen presented during processing of the LIVI function.

Figure 32. LIVI - List Invoices for a Vendor by Invoice


 Select an entry, PF8 to page forward, or enter new keys
  UPOLIVI 1 DEMO  List Invoices for a Vendor by Invoice # - LIVI  01/03/00 12:21
  Command:       Action: V  Req:         :       PO:         :       TA:
  Vendor: 103762-01-013  Invoice No: 278294           S:
 -------------------------------------------------------------------------------
 List Invoices for Vendor: 103762-01  VWR Scientific
     starting from Invoice Number: 278294          and Suffix:
                               Invoice Paid     Invoice  Inv   Inv Prob
  -  Cmd  Invoice No/Suffix      Amount     Disc  Date   Type Stat Code  AP ID
  _  ILOG 278294                     479.81 * T 03/25/99  R     A      000475401
  _  ILOG 288105                      62.09   T 03/29/99  R     A      000474305
 
 
 
 
 
 
 
  Vendor Amount Paid and Payable:               Discounts Taken:
 
                  Invoices     1 through    2  displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             Forwd
Figure 33 is an example of the decode screen presented when a line is selected and PF4 is pressed.

Figure 33. Decode window for LIVI


VWR Scientific                                     AP ID:  000475401
Div of VWR Corp                           Vendor Inv Amt:         481.94
PO Box 640169                            Vendor Paid Amt:         479.81
                                            Discount Amt:           4.81
Montclair                 CA  91052          Amount Paid:         475.00
 
BU: POSC POULTRY SCIENCE
PO: 6029791      PO Code: AA      PO Status: C        PO Type: RE
Log Problem Code:            Invoice Status: A     Rejection Code:
Voucher: 1999 CR02 BMSFC          479.81
                                                  Check No: 10202160
 
 
Remittance Advice/Comment

The following sections describe the LIVI function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists all invoices for a vendor beginning with a given invoice number.

Key Fields Required in the Banner

Processing

Entering a Vendor and not entering an Invoice No will result in all invoices for that vendor being selected. Entering a Vendor and an Invoice No will produce a list of invoices for that vendor beginning with the entered invoice number, in invoice number order. The invoice suffix works in the same manner. The vendor name displayed below the banner is the name occuring on the first invoice in the list. If the vendor search function is used to select the Vendor to be used in the search, note that although the vendor's name number and address number are selected from the search function, they are ignored in the search; only the first six digits of the vendor's ID are used in the list.

If the Inv Paid Amount differs from the Vendor's Invoice Amount, an asterisk (*) will be displayed to the right of Invoice Paid Amount.

If a T is displayed in the Disc field, this indicates that a discount was taken on the invoice. If a discount was taken, by marking a line and pressing PF4 the 'Actual' amount paid, including discount, will be displayed along with the amount of the discount taken. The decode window also displays additional information concerning the invoice.

Marking an entry and pressing PF2 (Suspd) will suspend the user to the command displayed, which is where the initial invoice entry was created.

A running total of all invoices paid and payable to the vendor is displayed. This includes all invoice status' with the exception of R, blank, or X. This amount also includes any discounts taken. A running total of discounts taken is also displayed.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG Invoice LOG
LIPC List Invoices by Problem Code
LIVD List Invoices for a Vendor by Date
LIST List Invoices for a Status and Type by date
LIPO List Invoices by Purchase Order
LILP List Invoice Lines for a Purchase order

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LPLA - List Po Lines for a po via an Ap id

Figure 34 is an example of the screen presented during processing of the LPLA function.

Figure 34. LPLA - List PO Lines for a po via an Ap id


 Select an entry, or enter new keys
  UPOLPLA 1 DEMO   List Purchase Order Lines for an AP ID - LPLA  07/09/97 08:25
  Command:       Action: V  Req:         :       PO: 6003755 : 1     TA:
  AP ID: 21222
 -------------------------------------------------------------------------------
 List of PO Lines for AP ID  21222     - PO  6003755 - starting from line 1
 Vendor Name: Wal-Mart #68
 Purchase Code: SO
 Inv No: 6003755         :      Inv Date:        07/07/1997
 Inv Amt:      4,259.31  Inv Paid Amt:      4,259.31  Inv Status: E Type:   R
 Frt Amt:             Sales Tax:      109.31  Tx Exmpt:         Msc Amt:
 
      Cmd     PO  Line       PO Qty          PO Item        PO Item       Tax
    w/Action Line Sta   UM   Ordered       Unit Price     Extended Price  Exempt
  _  PAYD  A  1    O     $       1.000      2,500.00000      2,500.00
     Item: Executive High-back chair             Vdr Itm No: 2971
     Rec Qty/Amt:           Inv Qty/Amt:           Exp Qty/Amt:
 
  _  PAYQ  A  2         EA      10.000   EA             50.00000          500.00
     Item: Guest Chair #55 Rose                  Vdr Itm No: 2903
     Rec Qty/Amt:           Inv Qty/Amt:           Exp Qty/Amt:
 
          Purchase Order Lines 1     through 2     of 4     displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt

The following sections describe the LPLA function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function is used by the Accounts Payable Payer to suspend to the appropriate invoice payment screen.

Key Fields Required in the Banner

Processing

The payer enters the AP ID number listed on the physical invoice in the AP ID field in the banner. The system displays vendor name, purchase order number, invoice number, invoice date, invoice status, vendor invoice amount, invoice paid amount, invoice type, freight amount, sales tax amount, and miscellaneous charge amount from the ILOG screen. Also displayed is the command sequence to suspend to, the PO line number, the item description (an extended description can be viewed by pressing PF9), quantity ordered, unit of measure, unit price, and extended price from the PO file. By comparing the physical invoice to the PO lines that are displayed, the payer marks the appropriate lines for payment and presses PF2.

The system displays either PAYQ, LURP, PAYD or PAYC in the command field according to the following:

All logged invoices may be viewed using this function, regardless of Inv Status. However, only those invoices with an Inv Status code E (data entry of invoice is pending) may be marked to suspend to either PAYQ, PAYD or PAYC; otherwise the ILOG command is displayed.

All lines of a PO are displayed. The status of each PO line is indicated by one of the following codes: O (open), C (closed), P (in process), or X (canceled).

Any Received/ Invoiced/Expensed Amounts against a PO line will be displayed.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using the PF2 (Suspd) key to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

LURP List Unmatched Receivers for a PO
PAYD invoice PAYment line by Dollar unit of measure
PAYQ invoice PAYment line by Quantity unit of measure
PAYC PAYment of a Credit memo

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LEAP - List Entries for an Accounts Payable ID

Figure 35 is an example of the screen presented during processing of the LEAP function.

Figure 35. LEAP - List Entries for an Accounts Payable ID


 UPOLEAP 1 DEMO  List Entries for Accounts Payable ID - LEAP      7/09/97 08:39
  Command:       Action: V  Req:         :       PO: 6003540 : 1     TA:
  AP ID: 26400     Receiving/Invoice Entry No: 1
 ------------------------------------------------------------------------------
 List of Lines for AP ID:  26400    starting from Entry: 1    PO: 6004622
 Vendor: Pizza Hut                                Invoice No: 1281      :
 Invoice Amount:      45.23   Paid:         45.23 Invoice Date: 11/07/1997
 Inv Status: H  Inv Type: R  Inv Tax Exempt Amt:                BU: TREA
 ----PO---Entry--Entry------Status--------------------------Received by-------
    Line    No   Status     Updated   Quantity   Amount      Department  Apr Cd
  _   1       1             01/16/98     3.000       14.13   01/16/1998     G
  _   1       2    I        01/16/98     6.000       28.27
 
 
 
 
 
 
 
 
        Receiving/Entry Lines 1      through 2     of 2     displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
       Help  Suspd Quit  DCode RStrt       Back  Forwd
Figure 36 is a generic example of the pop-up screen presented when PF4 is pressed.

Figure 36. DeCode Window - LEAP


 Press ENTER to continue
 
 PO Line Desc: Large Pizzas
 Purchase Code: SO Small Order
 Tax Exempt Code:                     BU: TREA  Treasurer
 Unit Price:        4.71333
 Item Freight Amt:                    Date Expense Effective:
 Item Tax Amt:          .94
 Item Misc Amt:
 Item Discount Amt:
 
 Receiving Comment:

The following sections describe the LEAP function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists all receiving/invoice entries for an accounts payable id.

Key Fields Required in the Banner

Processing

Entering an accounts payable id displays all receiving/invoice entries for each purchase order line. The status indicates whether or not receiving or invoicing has occurred.

Entering an accounts payable id and a receiving/invoice entry number displays all receiving/invoice entries for each purchase order line starting with the entered receiving/invoice entry number.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using the PF2 (Suspd) to suspend to related functions.

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LAPP - List Accounts Payable ids for a Payment id

Figure 37 is an example of the screen presented during processing of the LAPP function.

Figure 37. LAPP - List Accounts Payable ids for a Payment id


 UPOLAPP 1 DEMO  List Accounts Payable ids for a Payment id - LAPP 01/04/00 08:39
  Command:       Action: V  Req:         :       PO: 6003540 : 1     TA:
  Payment ID: 8417       Check No:
 -------------------------------------------------------------------------------
 List of Accounts Payable Ids for Payment ID: 8417  Payment Type: AC
 Payment Status: P    for Vendor: 102832-01-001 Color Mate Photo Inc.
 Check No:            Payment Amount:      4,120.48   Date Paid: 07/15/1997
 
                                                Inv
    Cmd  AP ID      Invoice No/Suffix  Inv Date Type Inv Paid Amt  Discount Amt
  _ ILOG 000021203  6003718           06/25/97  R        120.58   T        2.58
  _ ILOG 000021202  6003723           07/01/97  R         53.10 *
  _ CLOG 000021211  6003738           07/01/97  CM     2,150.00
  _ ILOG 000021212  6003739           07/07/97  R      4,500.00
  _ ILOG 000021213  6003740           07/02/97  R      1,599.38
 
 
 
 Total Invoice Paid Amt:   4123.06       Total Discounts Taken:     2.58
 
         Accounts Payable IDs     5 through     5 of     5 displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt       Back  Forwd
Figure 38 is an example of the decode screen presented when a line is selected and PF4 is pressed.

Figure 38. Decode window for LAPP


Press ENTER to continue
 
  Color Mate Photo Inc.                             AP ID:  000021203
  713 Taylor St                             Vendor Inv Amt:        120.58
                                           Vendor Paid Amt:        120.58
                                              Discount Amt:          2.58
  Clarksville               AR  72830          Amount Paid:        118.00
 
  BU:  FDSC FOOD SCIENCE
  PO: 6029513      PO Code: SO      PO Status: O      PO Type:  RE
  Log Problem Code:            Invoice Status:      Rejection Code:
  Voucher:      CR02                120.58
                                              Check No:
 
 
   Remittance Advice/Comment

The following sections describe the LAPP function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists all Accounts Payable Ids associated with a Payment Id. This function will allow the user to enter either a Payment Id or a check number to access the accounts payable information. It should be noted though, that only one or the other may be entered, not both.

Key Fields Required in the Banner

Processing

Entering a Payment Id displays all the Accounts Payable Ids associated with that Payment Id.

If the Payment Id is unknown, the check number may be entered. When the user press enter to validate, the system will then populate the Payment ID field. All invoice paid amounts are displayed as positive amounts. The Inv Type column indicates the type of invoice (i.e. R for regular, CM for credit memo, etc). If the invoice type is CM for credit memo, then the amount is deducted from the payment amount even though it is displayed as a positive amount.

Marking an entry and pressing PF2 (Suspd) suspends the user to the command displayed which is where the initial entry was created.

If the Invoice Paid Amount differs from the Vendor's original invoice amount an asterisk (*) will be displayed to the right of the Invoice Paid Amount. By marking the line and pressing the PF4 key, the decode window will be displayed which will show the original Vendor Invoice Amount along with other invoice information.

If a T is displayed in the Discount field, this indicates that a discount was taken on the invoice. This amount will be displayed in the Discount Amount column.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using the PF2 (Suspd) to suspend to related functions.

The following commands perform processing functions related to invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

ILOG Invoice LOG
CLOG Credit memo LOG
ITRP Invoice Travel Related POs
TACP Travel Authorization Claim Process.

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LPDR - List Payment ids for a Date paid by Recipient id

Figure 39 is an example of the screen presented during processing of the LPDR function.

Figure 39. LPDR - List Payment ids for a Date paid by Recipient id


 UPOLPDR 1 DEMO  List Payment ID for Date Paid by Recp ID - LPDR 07/09/97 08:39
  Command:       Action: V  Req:         :       PO: 6003540 : 1     TA:
  Payment Type: AC  Date Paid: 07/09/1997
 -------------------------------------------------------------------------------
 List of Payment IDs for Payment Type: AC Accounts Payable Check
 for Date Paid: 07/09/1997
 
 Payment     Recipient                                   Payment
 ID          ID           Recipient Name                 Status  Payment Amount
       8417  10124201002  Westlake Hardware                P              53.10
       8418  13056001002  Andrea Hollander Budy            P             200.00
       8422  10371401003  Sysco Food Service of Arkansas   P           6,315.91
       8423  10976501001  Pinnacle Country Club            H          24,000.00
       8482  10563202003  Bank Card Center                 P              50.00
       8483  10355603002  Wal Mart Supercenter             P              40.08
       8484  10370102003  Sun Microsystems Inc.            I           2,196.60
       8486  10369601001  Stuggart Beepers and Computers   P              17.16
       8488  10355602024  Walmart                          P             103.19
       8489  10373701003  Thorlabs Inc.                    P             457.75
 
             Total Payment Amounts:    33,433.79
             Payment IDs:  1  thru   10  displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt       Back  Forwd

The following sections describe the LPDR function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function lists all payment ids for a date paid by recipient id.

Key Fields Required in the Banner

Processing

Entering a payment type and date paid displays all payment ids, recipient ids, payment status, and payment amount for the payment type and date paid. The payment status indicates whether or not a check has been processed for the payment id.

Related Topics

The following commands perform processing functions related to invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
LAPP List Accounts Payable ids for a Payment id
LPST List Payment ids by Status and Type

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LTPO - List Transactions for a Purchase Order

is an example of the screen presented when the LTPO command is accessed.

Figure 40. LTPO - List Transactions for a Purchase Order


  UPOLTPO 1 DEMO   List Transactions for a Purchase Order - LTPO  02/24/98 09:59
  Command:       Action: V  Req:         :       PO: 6004610 :       TA:
 
 -------------------------------------------------------------------------------
 List of Transactions for Purchase Order number 6004610
 Vendor:     101201-01-001      BCI Basketball Association
           PO        Time                                     Time    Reject #
     Cmd  Line #   Requested    Requestor  Action Status   Status Set  Code Com
 
  _  PODT   1  01/23/1998 09:06  DONNAC       U     P   01/23/1998 09:06
  _  POHT      01/23/1998 09:04  DONNAC       U     P   01/23/1998 09:04
  _  POIT   1  01/13/1998 10:44  DONNAC       U     E   01/13/1998 10:46     1
  _  POIT   1  01/23/1998 09:05  DONNAC       U     P   01/23/1998 09:05
 
 
               Transactions 1     through 4     displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt

The following sections describe the LTPO (List Transactions for a Purchase Order) function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

This list function provides the facility for viewing ALL transactions associated with a particular purchase order in order of transaction date. The following functions result in transactions against a particular purchase order:

Key Fields Required in the Banner

Processing

The appropriate command used to create the original transaction will be displayed beside each transaction line. If the transaction was one dealing with a purchase order line, the PO line number will also be displayed. By then marking the desired transactions for view, and pressing PF2, the system will take you to each transaction.

LUIP - List Unmatched Invoices for a Po

Figure 41 is an example of the screen presented during processing of the LUIP function.

Figure 41. LUIP - List Unmatched Invoices for a Po


 Select an entry, or enter new keys
  UPOLUIP 1 DEMO   List Unmatched Invoice lines for a PO - LUIP   05/11/97 17:17
  Command:       Action: V  Req:         :       PO: 6002138 : 1     TA:
 
 -------------------------------------------------------------------------------
 List of Unmatched Invoice Lines for PO 6002138 : 1
 
 PO Vendor: Collier's Photo                          Line Status: O Open
 Line Desc: Photographic Supplies                    PO Line Tot:           0.00
 
              Cmd    Rec/Inv     Date                          Invoiced
            w/Action Entry No  Invoiced  Inv Number/Suffix  Quantity/Amount
          _  DRPO  A   1       04/22/97  6002138                     50.00
          _  DRPO  A                                        * NO MATCH *
          _
          _
          _
          _
          _
          _
 
                  Rec/Inv Entries 1     thru 2     of 1
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt

The following sections describe the LUIP function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

This function provides a facility for departments or Expediters to determine the status of an invoice.

Key Fields Required in the Banner

Processing

All invoices with Status I (invoice line entered, but either no receiving has been performed or payment approval is not provided) for a specific PO number/line number are displayed.

This list when used in conjuction with LURP (List Unmatched Receivers for a PO) and LUSP (List Unmatched ap entries by Status and PO line), may help determine if an invoice has been received, if any receivers have been entered and why payment has not occurred,

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens.

ILOG Invoice Log
PLOG Paid invoice LOG
LUSP List Unmatched ap entries by Status and PO line
LURP List Unmatched Receivers for a Po
PAYQ invoice PAYment line by Quantity unit of measure
PAYD invoice PAYment line bu Dollar unit of measure
DRPO Dollar Receiving for a Purchase Order
QRPO Quantity Receiving for a Purchase Order

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LURB - List Unmatched Receiving entries for a Budgetary unit

Figure 42 is an example of the screen presented when the LURB command is accessed.

Figure 42. LURB - List Unmatched Receiving entries for a Budgetary unit


 UPOLURB 1 DEMO  List Unmatched Receiving entries for BU - LURB  10/15/97 13:09
 Command:       Action: V  Req:         :       PO:         :       TA:
 BU: ELEG  Date Activity: 10/15/1997
-------------------------------------------------------------------------------
List Unmatched Receiving entries for Budgetary unit: ELEG ELECTRICAL ENGINEERIN
    starting from oldest activity through receiving activity on: 10/15/1997
 
        PO              PO Qty         PO Item         PO Item    Rec/Inv   App
     Num/Line    UM    Ordered       Unit Price     Extnded Price Entry No  Cd
--  -----------  ---  ----------  ----------------  ------------- --------  ---
 _  6002565 001  EA        1.000         369.00000         369.00   0001
 Item: Steelcase bookcase                           Ticket No: 6002565
 PO Vndr:   Fort Smith Office Supply                  Vnd Ph: 501-455-5555
 Rqstr: Douglas Wilde         Phone: 501-575-8604
 
 _  6002569 001  EA        1.000         369.00000         369.00   0001
 Item: Steelcase bookcase model 22940               Ticket No: 29287
 PO Vndr:   Fort Smith Office Supply                  Vnd Ph: 501-455-5555
 Rqstr: mgr                   Phone: 501-575-3009
 
                Invoices     1 through     2 of     5 displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode RStrt             Forwd
Select an entry, PF8 to page forward, or enter new keys
Figure 43 is an example of the screen presented after pressing the PF4 (DCode) key in the LURB function.

Figure 43. Decode Window - LURB


        PO             _____________ Receiver Entry Information _______________
     Num/Line    UM   |                    and Comments
--  -----------  ---  |
 _  6002565 001  EA   | Qty/Amt:          1.000     Date Received: 07/01/1997
 Item: Steelcase book | Entered: DWILDE             Updated: DWILDE
 PO Vndr:   Fort Smit | Bookshelf system, but damaged and am working with vendo
 Rqstr: Douglas Wilde | r to correct Resolved problem with vendor 21 May 97
                      |
 _  6002569 001  EA   | Qty/Amt:          1.000     Date Received: 07/01/1997
 Item: Steelcase book | Entered: MGREED             Updated: MGREED
 PO Vndr:   Fort Smit | bookcase has hole in side. WOrking with vendor recieved
 Rqstr: mgr           |  good bokcase
                      |
                Invoi         Press ENTER to continue

The following sections describe the LUIB (List Unmatched Invoice entries for a Budgetary unit

"Purpose"
"Key Fields Required in the Banner"
"Processing"

Purpose

This list function provides the facility for viewing all 'unmatched' Receiving entries for a Budgetary Unit for a given ending date. In other words, these entries have not had an invoice entry made by Accounts Payable. These entries are in order by oldest to newest for the date entered in the banner. The Purchase Order and Purchase Order Line # for which the Receiving entry is for, is also displayed. This list will be used by departments in order to identify those Purchase Order/lines in which Receiving has been received, but no Invoice has been received by Accounts Payable and entered.

Key Fields Required in the Banner

Processing

The user will enter the Budgetary Unit they are looking for along with a date in which they want to see Receiving activity up to that point. In other words, by inputting the current date in the date field, the user would see all Receiving for a particular BU that have not had invoices entered by Accounts Payable through the current date.

By pressing the PF4 (Decode) key, a window will be displayed which will show the Qty or Dollar amount Received for a particular line, along with any Comments, and also the User ID of the person who entered the Receiving entry. Once an Invoice has been received and entered by Accounts Payable, the system will match the invoice entry to the Receiving entry and the entry will no longer appear on the list.

LUSP-List Unmatched ap entries by Status and Po line

Figure 44 is an example of the screen presented during processing of the LUSP function.

Figure 44. LUSP - List Unmatched ap entries by Status and Po line


 Select an entry, or enter new keys
  UPOLUSP 1 DEMO    List Unmatched AP entries by Status - LUSP    03/25/97 14:00
  Command:       Action: V  Req:         :       PO: 6001550 : 1     TA:
  Status: I
 -------------------------------------------------------------------------------
 List of Unmatched AP entries with status  Invoiced; receiving incomplete
   for PO 6001550 : 1
 PO Vendor: Wiggins; Frank                           Line Status: O Open
 Line Desc: Reimbursement for Lunch at the Haffbrau  PO Line Tot:          72.06
 
               Entry                       Rec/Inv     Date   Pmt
   Sta  AP ID    No  Inv Number/Suffix  Qty or Amount Rec/Inv Apvl  Ticket No
  _ I 1550      1                               72.06 11/05/96
  _
  _
  _
  _
  _
  _
  _
 
                  Rec/Inv Entries 1     thru 1     of 1
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DeCodeRStrt            Forwd
Figure 45 is a generic example of the pop-up screen presented when a line is selected and PF4 is pressed.

Figure 45. Decode window for LUSP


VWR Scientific                                     AP ID:  000475401
Div of VWR Corp                           Vendor Inv Amt:         481.94
PO Box 640169                            Vendor Paid Amt:         479.81
                                            Discount Amt:           4.81
Montclair                 CA  91052          Amount Paid:         475.00
 
BU: POSC POULTRY SCIENCE
PO: 6029791      PO Code: AA      PO Status: C        PO Type: RE
Log Problem Code:            Invoice Status: A     Rejection Code:
Voucher: 1999 CR02 BMSFC          479.81
                                                  Check No: 10202160
 
 
Remittance Advice/Comment

The following sections describe the LUSP function:

"Purpose"
"Key Fields Required in the Banner"
"Processing"
"Related Topics".

Purpose

The LUSP function lists all unmatched AP entries for a PO number starting from a PO line number and status displayed in receiving/invoice entry number order.

Key Fields Required in the Banner

Processing

If five (5) items are received and assigned a payment approval code of G and only three (3) items are invoiced, if the Status of I is entered on LUSP, no entries will be displayed because the three (3) invoiced items have been matched by the system to three (3) of the items received and can be paid. If Status R is entered, LUSP will display an entry that shows two (2) unmatched receivers.

Valid Status Codes are:

R Receiving entry recorded - no invoice activity
I Invoice line entered but either no receiving has been performed or payment approval is not provided.
C Credit memo line not yet approved by department.

Note: Entries with a blank Statuscannot be viewed on this list. The definition of this Status is: Approved for payment, the receiving entry and invoice line have been matched.

Related Topics

Information on the following topics may be selected after issuing the command Help:
Suspend Using PF2 (Suspd) to suspend to related functions.
Alternate Entry Formats Valid entry formats for dates and amounts
Standard Validations Validations performed on data entered in Invoice Log records
Accessing Invoice Images Using the image database to view imaged invoices

The following commands perform processing functions related to the invoices. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens.

LUIP List Unmatched Invoices for a PO
LURP List Unmatched Receivers for a PO
DRPO Dollar Receiving for a PO
QRPO Quantity Receiving for a Purchase Order
PAYD invoice PAYment line by Dollar unit of measure
PAYQ invoice PAYment line by Quantity unit of measure

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

Footnotes:
1
For those credit memos which reference a PO on an Action of add.
2
This may be the starting date for creation of an entry or may be any date within a period for which an entry is effective for retrieval purposes.
3
For those invoices which reference a PO on an Action of add.
4
Since the Vendor Name/Address are validated against the PO, the only vendor that can be assigned to an invoice is the vendor on the PO or a common vendor. If the Vendor Name/Address is different than the one listed on the invoice, it can be modified.
5
If the invoice includes both taxable and non-taxable amounts or the whole invoice is non-taxable and sales tax was not charged on the invoice, the user enters the non-taxable amount in the Tax Exempt Amt field.
6
This does not apply to problem codes of S which are invoices stopped by the Disburser.
7
This key field in only required when using any action other than A (Add).
8
This key field is only required when using the action A (Add).
9
This will be handled manually.
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