Slide 1 FastFacts Feature Presentation September 18 th, 2008 We are using audio during this session,...

FastFactsFeature Presentation

September 18th, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

Today’s Topic

We’ll be taking a look at…How to check the status of Online Payment Requests (Check Requests)

Today’s PresenterBob SicoliSAP Trainer for the Johns Hopkins Health System

Session Segments

PresentationBob will show you how to investigate the status of your check requests.During Bob’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Bob will answer as many of your questions as time allows.

Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

Checking the Status of Online Payment Requests (Check Requests)

Agenda

As an overview, Online Payment Requests are used to pay non-purchase order related invoices. What will be discussed in this session happens after a document has been entered into SAP.

Today we will cover how to…View unpaid check request documentsView workflow and attachmentsView payment information on paid check requestsLocate lost document numbers via the vendor line items report

What Won’t Be Covered

How to enter check requestsHow to edit and resubmit check requestsR/3 inboxSpecial situations

Screen Shots in this Document

There are two ways to access the Online Payment Request (Check Request) module in SAP: WebGUI and WinGUI

Since the majority of users access the Online Payment Request (Check Request) module via the web interface (WebGUI), the majority of screen shots in this document represent the web interface of Online Payment Requests.

The SAP windows application (WinGUI), accessed via the R/3 enterprise or R/3 enterprise EPR users tab, has the same functionality with some variation in button style and location. The processing differences will be noted if necessary.

Viewing Unpaid Documents

Using the Document Number

3. Type in the Doc. Number and press Enter.

In the WebGUI - Access the Online Payment Request tab, then Display Parked Document. Type in the Doc. Number. Fiscal Year can be left blank. Then press the Enter key.

1. Click here to access.2. Click here

to display a document.

Using the Document NumberIn the WinGUI - Access the Display Parked Document: Initial screen by using the AP Electronic Check Request folder in the menu.

1. Open the folder.

2. Double click here to access.

If the Display Parked Vendor Invoice screen displays, the document has NOT been paid.

This is the original entry screen. The document has NOT been paid.

If the Display Document: Overview screen displays, the document has been released for PAYMENT.

Viewing the Accounting Documents with the Document

Number

This is the accounting screen. The document has been released for payment.

Using the Document ListAccess the Display Parked Document: Initial Screen and click the Document list button.

2. Click the Document list button.

1. Click here to display a document.

Click Execute to run the report.

Using the Document ListThe List of Parked Documents report screen will appear. No changes are necessary. Click Execute to run the report.

Using the Document ListA Display Parked Documents: List will appear. If your document is in this list, it has NOT been paid. Double-click on the document to view it in the Parked Document screen.

A list of documents will display.

Using the TreeAccess the Park Incoming Invoices (Check Request) screen and click the Tree On button.

Click here to turn the Tree On.

A list of folders will display to the left. Open the folders by clicking on the arrows to the left.

Click the arrows to open the folders.

Using the Tree

If your document appears in the Completed or Parked documents folders, it has NOT been paid. Completed documents are in Workflow, Parked documents are not in Workflow.

Double-click the reference number to display.

Using the Tree

To Summarize:

If your document displays on the original entry screen, it has NOT been paid. You can access an unpaid document by using:

• The Display Parked Document screen• The Display List report• The Tree

OK, my documents have not been paid, how do I find out what is happening with them?1. Display the document2. Check Workflow3. Check the Attachment List

Viewing Workflow and Attachments

Web Services for Object IconTo view Workflow in the SAP WebGUI interface, use the Services for Object icon, which appears on the upper-right corner of the screen after the document displays.

Services for Object icon.

Win Services for Object IconTo view Workflow in the SAP WinGUI interface, use the Services for Object icon, which appears on the upper-left corner of the screen after the document displays.

Services for Object icon.

Researching the Status of a Check Request

Click the Paper in the icon. Select Workflow Workflow overview.

2. Click Workflow Workflow overview.

1. Click the Paper.

A new box will appear displaying the submitted Workflows at the top and the Workflow data for the document at the bottom.

Workflow Data

Submitted Workflows

Make sure you double-click the latest Workflow to view the most current activity. It is usually the last one at the top of the screen.

Double-click the line for the most recent submission. The data will display below.

The data shows the process step, status, result, time stamp and agent. If you see Information in the agent field, click it to show who has the document in their inbox.

Click the Information link.

A new box will appear displaying the name or names of the approvers who have the document in their inbox.

Approvers

Close both boxes to exit and return to the document by clicking the X in the upper-right corner.

Click here to Exit.

If the document has been RELEASED by the DEPT APPR, it will go to CENTRAL Accounts Payable. If you see an Information link, click it to show a list of accounts payable associates.

Click the Information link.

A new box will appear displaying the name or names of the accounts payable associates who have access to the document.

Accounts Payable associates

Viewing the Attachment ListIf a document has been REFUSED or REJECTED and there is no further information in results on the Workflow screen, check the attachment list. To do this, use the Services for Object icon. Click the paper, and then select Attachment list.

2. Click Attachment List.

1. Click the paper.

Viewing the Attachment List

The Attachment list box will display. If there is a NOTE by the department approver or accounts payable associate, double-click it.

Double-click the note.

Viewing the Attachment List

The Display Note screen will display. Follow the directions in the note to correct and resubmit the document.

Click here to Exit.

NOTE text

Workflow Step and Status Action

DEPRT APPR - Ready Click information to view who has the document.

CETRAL AP - Ready Click information to view who has the document in accounts payable – wait for payment.

REFUSED – DEPRT APPR Check the attachment list for a NOTE. Fix and resubmit the doc.

REJECTED – Accounts Payable Check the results field in Workflow. If no supporting documentation appears in the results field, attach the invoice or fax and resubmit the doc.

REJECTED – Accounts Payable, no info in the results field

Check the attachment list for a NOTE. Fix and resubmit the doc.

Workflow Statuses and Actions

To Summarize:

To determine the status of an unpaid document:

1. Display the documentYou can display a document by using the Display Parked Document, the Display List, and the Tree functions.

2. Check WorkflowThis will show the number and date of submissions and the workflow data.

3. Check the attachment list if there is not enough information in Workflow.The attachment list will show notes and attached documents.

Viewing Payment Information on Paid Check Requests

Information on Paid Check Requests

How do I know if my document has been paid?

This is determined by:Accessing the accounting screensViewing the payment methodViewing the check information

3. Type in the Doc. Number and press Enter.

In the WebGUI - Access the Online Payment Request tab, then Display Parked Document. Type in the Doc. Number. Fiscal year can be left blank. Then press the Enter key.

1. Click here to access.2. Click here

to display a document.

If the Display Parked Vendor Invoice screen displays, the document has NOT been paid.

This is the original entry screen. The document has NOT been paid.

If the Display Document: Overview screen displays (NOT the original document), the document has been released for PAYMENT.

Number

Accounting Information

Double-click on the Vendor payment line to get more information.

Double-click

Number

The Display Document: Line Item 001 screen will open. Click inside the Pmt Method field and then click the Search button next to it to find the method of payment.

Number

Click inside the field, and then click the Search button (papers).

This will open the Payment Method search screen, where the meaning of the different values is displayed.

Number

Payment Methods

Click here to close.

If the payment method was NOT a check, the payment method and clearing information is what you need to give the vendor, if they inquire.

Number

If payment was not a check, give the clearing date and number to the vendor.

1. Menu

3. Check Information

Number

2. Environment

If the payment method was a check, in the WebGUI you can click Menu Environment Check Information to get the check information.

If the payment method was a check, in the Win you can click go to the menu at the top and click Environment Check Information to get the check information.

Number

2. Check Information

1. Environment

In both applications, the Display Check Information screen will appear. The check information is in the middle section of the screen.

Number

Check Information

The amount paid may be greater than the amount you requested due to combining payments in the check runs.

Number

The check request was for $39.14, but $54.99 was paid. Checks are combined in a nightly check run.

Use the Back button to return to the initial screens or the main menu.

Number

Check Information

Click here to go back.

To summarize:

If an accounting document displays on the Display Document: Overview screen, it has been released for PAYMENT.

Check the payment method to discover how the vendor was paid.Use Environment Check Information to view the check information.If the vendor was not paid by check, the clearing number and date is the payment information.

What if I don’t have the document number?Use the Vendor Line Item report

Locating Document Numbers via the Vendor Line Items

Report

The Vendor Line Items Report

Use this report to locate document numbers.You must know the Vendor number you used to pay the invoice.You must know the approximate date you posted the check request.Double-click on the document number to access the payment information.

In the WebGUI, access the Vendor Line Items report screen by clicking the Vendor Line Items link. A variable screen will display.

2. Click here for the report screen.

1. Click here for the Online Payment module.

The Vendor Line Items ReportIn the WinGUI, access the Vendor Line Items report screen by using the AP Electronic Check Request folder in the menu.

1. Open the folder.

2. Double click here to access.

Insert the Vendor number. Then scroll down and click the All items radio button. Fill in a Date Range. Then click Execute.

3. Fill in Date Range.

2. Click All items.

1. Insert Vendor number.

4. Click Execute.

After you execute the report, a list of all of the payments made to the vendor for the date range will display.

Vendor Payments

Double-click to view the payment information.

Locate your document and double-click on the DocumentNo to view the payment information.

The Display Document: Line Item 001 will display.

Check Environment – Check Information if necessary.

To summarize:

Use the Vendor Line Items report to locate lost document numbers.You must know the Vendor number you used to pay the invoice.You must know the approximate date you posted the check request.Double-click on the document number to access the payment information.

In Conclusion

If your document displays on the Display Parked Document screen (original entry screen), it has NOT been paid.Check Workflow for the answer to: What is the status of my check request? Check the attachment list if there is not enough information in Workflow.If an accounting document displays on the Display Document: Overview or Display Document: Line Item 001 screen, it has been released for PAYMENT. Check the payment method and check information.Use the Vendor Line Items report to locate document numbers.

Thank You!

Thank you for listening in.We hope this information will be helpful.

We’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!

Slide 1 FastFacts Feature Presentation September 18 th, 2008 We are using audio during this session,...

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