Create Automatic Payment · Web viewEdit/review Payment Proposal Post Payments Generate Payment Medium (print checks or create ACH payment file) Generate Positive Payment File The

Work InstructionFunctional Area: Accounts Payable Create Automatic Payment Transactions

Purpose

Use this procedure to generate checks proposals or ACH proposals and then subsequently issue checks or set up ACH files to be transmitted to the bank.

Trigger

Perform this procedure when through either an ACH or a check, a creditor of the University needs to be paid.

Prerequisites

Open invoices with reached due dates have to be present in the SAP system.

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Financial Accounting Accounts Payable Periodic processing Payments to go to the Automatic Payment Transactions: Status screen.

Transaction Code

F110

Business Process Information

The automatic payment process will be centrally managed in the Accounts Payable Office. The automatic payment program will be executed each day for all open invoices (across vendors) in the system. There will be separate payment run execution corresponding to each payment method category:

Check payments: clears the open invoices and issues a check output

ACH payments: clears the open invoices and issues an ACH file output

Foreign currency payments: clears open invoices but no output is issued

State/Grant payments: clears open invoices but no output is issued

The process steps executed during the automatic payment program are:

Enter Payment Parameters

Edit/review Payment Proposal

Post Payments

Generate Payment Medium (print checks or create ACH payment file)

Generate Positive Payment File


The payment parameters are entered in order to limit the open invoices and credits selected for payment. It is important to note that the payment terms that are defined on the invoice will drive whether a invoice is due for payment during the current payment run. During the payment program execution, the invoices that are due for payment will be presented to the user on a payment proposal list.

The payment proposal is a list of expected payments grouped by vendor account. Invoices that are due for payment but cannot be paid due to some kind of accounting or system error are listed as exceptions. Examples of typical exceptions are missing banking information (for ACH payments) and blocked invoices. Some payment exceptions will be resolved at the Accounts Payable Office. However the Department must resolve some exceptions. When these types of exceptions appear on the payment proposals, the Accounts Payable Office will inform the Department of the blocked payment in order to get a resolution. Key personnel in the Accounts Payable Office will be the only resources to have access to the editing function of the payment proposal processing. Typically, there is no business reason the edit or change a payment proposal. Editing options for a payment proposal includes: changing the default disbursing bank account information or changing the payment method.

After the payment proposals have been reviewed and edited, the proposals are posted as payments. It is important to note that any open credit on the vendor’s account is also taken in consideration when creating the vendor’s payment. The payment method supplement defined on the invoice will drive the check sorting.

In addition to the printed check output, the payment program run produces an ACH file and a Positive Pay file. Both files are sent to the bank for further processing. The ACH file contains the vendor’s payment and banking data. The Positive Pay file contains the check data (check processed, voided, etc) and is used for confirmation of payments.

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields.

Click the tab to view the current overall status of the payment process by viewing the informational messages.


Procedure

1. Start the transaction using the menu path or transaction code.

Automatic Payment Transactions: Status

2. As required, complete/review the following fields:

Field R/O/C Description

Run date Required The run date is used for identifying the parameters; It is the date on which the program is to be carried out as planned, however, a program run at an earlier or later date is also possible.

Example:04/14/2005

This date will always be the date of the checks being requested; because the payment proposals will be run the day before the check runs; this date will generally be the next working day.

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Identification Required Additional information used to differentiate between payment proposals

Example:EDC02

This number will be assigned by the user and will always be the next number of the last check run; this previous number can be obtained from the drop down menu.

3.Click the tab.

The payment program parameters are used to limit the program’s selection of open invoices and credits.

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Automatic Payment Transactions: Parameters



Posting date Required The date on which a transaction in SAP will be posted to the appropriate accounts; SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.

Example:04/14/2005

This date should be the same date as the check date.

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Docs entered up to Required This specifies the date up to which open items are taken into account during automatic payment processing data selection. It is important to note that this date references the documents entry date not posting date. Documents that were entered exactly on the date specified are not included on the data selection.

Example:04/14/2005

This date should always be the day after the last date of documents posted that need to be on the check run; generally, this will always equal the check date since the payment proposal is run the day before the check run.

Company codes Required Organizational unit within Financial Accounting

Example:UC

Pmt meths Required List of payment methods which may be used in automatic outgoing payment transactions with this customer/vendor; If no payment method is specified on the master record, it must be specified on the invoice.

Example:C

Because separate runs will occur daily for checks versus ACH/wires select C for check and then T for bank transfer.

Next p/date Required Next payment date; This date specifies the date when the automatic payment run program will be executed. This date is used to determine if an open item should be paid during the current automatic payment run execution.

Example:04/15/2005

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Vendor Required Unique number that identifies a vendor

Example:Ranges 100000-199999 and OTAAAAAAA -OTAZZZZZZ will be entered

A single value or a range of values can be entered.

Click to expand the vendor account selection range.

5.Click the tab.

Free selection criteria are extended parameter selection criteria used to limit the open invoices and credits selected in the payment run.

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Automatic Payment Transactions: Free Selection

6. Perform any of the following:If You Want To Then

Select data by a particular field value; use the match code on the Field Name field to obtain the required field

Enter the required field value to be considered in the payment program selection of open items. The field value is entered in the Values field

Payment selection can be based on fields on the invoice or credit memo document or fields on the vendor master.

Example: A (AP payment block)Exclude the open items that match your field value Select to the left of Exclude values.Include only those open items that match your field value Deselect to the left of Exclude values.

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7.Click the tab.

This information is used to expand the information that is automatically recorded in the payment run log. The payment run log is used to diagnose any program errors during the payment run.

Automatic Payment Transactions: Additional Log

8. Perform the following:If You Want the Payment Program Log to Record Then

Information on due date checkSelect to the left of Due date check.

Activate this option.

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Any payment method selection data

Select to the left of Payment method selection in all cases.


Line item information the payment documents generated upon posting the payment proposal

Select to the left of Line items of the payment documents.




Vendors (from) Required Unique number that identifies a vendor

Example:

Vendors (to) Required Unique number that identifies a vendor

Example:

Enter the same vendor account number range for Accounts required section of the transaction.

10.Click the tab.

The specifications defined in this section of the transaction inform the payment program the correct form to use for check printing and the correct payment file format to use for ACH payments.

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Automatic Payment Transactions: Printout and DME



RFFOAVIS Conditional Standard program used generate an ACH payment file

Example:

If the payment proposal is supporting ACH payments, enter the required ACH file format variant.

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RFFOUS_C Conditional Standard program used to print AP checks

Example:

If the payment proposal is supporting check payments, enter the required check printing variant.

12.Click the tab.

Exit editing

13. Click to save the data.

If you want to delete the payment program parameters entered, select Edit Parameters Delete.

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Automatic Payment Transactions: Status (2)

14. Click .

The system displays the message, “Details have been saved for the run on XX/XX/XX XXXX.”

If you want to refresh the screen in order to view the current status (processing step) of the

payment program click at any time.

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Schedule Proposal

15. Perform one of the following:If You Want To Then

Execute the payment program (i.e. process the payment parameters entered and create a payment proposal) immediately

Select to the left of Start immediately.

Activate this option.Designate a target computer Enter the name in the Target computer field.

16. Click to process the payment parameters and create a payment proposal.

While the payment program is selecting and processing data, the status will display the message, “Proposal is running.” When the payment proposal has completed and is ready for review/edit, the system will display the message, “Payment proposal has been created.”

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17. Click .

The system displays the message, “Proposal run has been scheduled.”

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18. Perform one of the following:If You Want To Then Go ToExecute the payment run Click . Step 19

Edit the payment proposal Click . Step 43

Display the payment proposal Click . Step 54

Display the payment proposal run log Click . Step 57

Delete the proposal Select Edit Proposal Delete. Step 60Display the proposal list in a printer friendly format Select Edit Proposal Proposal List…. Step 62

Display only the exception (error) invoices or credits Select Edit Proposal Exception List…. Step 67

Exit this transaction -- Step 72

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The system updates the status, “Payment proposal has been created.”

Schedule Payment

19. Perform the following:If You Want To Then

Execute the payment program (i.e. process the payment parameters entered and create a payment proposal) immediately

Select to the left of Start immediately.

Activate this option.Designate a target computer Enter the name in the Target computer field.

20.Click to process the payment proposal and post the payment documents.

While the payment program is selecting and processing data, the status will display ‘Payment is running’. When the payment proposal posted the status will display ‘Payment run has been carried out. Posting orders X generated, X completed. (X will represent the total number of checks produced).

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21. Click .

The system displays the message, “Payment run has been scheduled.”

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22. Perform one of the following:If You Want To Then Go To

Review the payments posted Click . Step 23

Display the payment proposal Click . Step 26

Display the payment proposal run log Click . Step 29

Display the payment list in a printer friendly format Select Edit Payments Payment List. Step 32

Display only the exception (error) invoices or credits Select Edit Payments Exception List. Step 36

Print the payment run information Click . Step 40

Exit this transaction -- Step 72

The system updates the status, “Payment run has been carried out.” If you click

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after seeing the status update, “Payment run has been carried out”, the system will display an update to the status, “Posting orders: XXXX generated, XXXX completed.”

Job Log Entries for F110-XXXX-XXXX / XXXX

23. Review the displayed information.

24.Click .

25. Return to Step 22.

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Display Payment Proposal: Payments


27.Click .


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Job Log Entries for F110-XXXX-XXXX-X / XXXX (2)


30.Click .


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List Variant

32.Click .

Payment list


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34.Click .


List Variant (2)

36.Click .

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Payment list (2)


38.Click .


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Schedule Print



Start date Required Commencement date of activity or business event

Example:

Indicates current date.

Start immediately Optional Specifications used to indicate an immediate start of a SAP program execution

Example:

Leave blank.

Start time Conditional Time when an operation commences

Example:

Will be indicated by Computing Center (Batch Processing).

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Target computer Conditional Used to indicate the specific computer that should be used for a SAP program data execution and or printing

Example:

Will be indicated by Computing Center (Batch Processing).

Job name Required Name given to a particular job

Example:

The last two positions should be indicated as the initials of the scheduler’s name.

41.Click .


Accounting clerk

43.Click .

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Edit Payment Proposal: Payments


45. Perform one of the following:If You Want To Then Go To

Continue with the payment process Click . Step 18

Review/edit invoice information for the payment (invoice numbers, discounts, payment amounts, etc).

1. Click on the line you want to select.

2. Click .

Step 46

Change the key payment information (payment method, house bank, payee name and address, etc.)

1. Click on the line you want to select.

2. Click .Step 51

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This option does not work for lines that have exceptions.

Edit Payment Proposal: Open Items

46. Double-click on the line you want to choose.

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Change Line Items



Payment block Optional Indicator on an invoice document or vendor account that is used to prevent outgoing payment transactions

Example:

Discount amount Optional Amount of cash discount to be applied to a purchase or sale

Example:

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Cash discount % Optional Description of the cash discount %

Example:

48.Click .

49.Click .


Change Payment

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Payment method Optional Code identifying the method by which the customer will pay for the order, using the automatic payment transactions

Example:

Pmt meth.supl. Optional Payment method supplement is used to indicate the sorting for printed checks. Payment method supplements were defined to mirror the CUFS disbursement groups.

Example:

Due date Optional The date on which the work is required to be completed

Example:

52.Click .


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Display Payment Proposal: Payments


55.Click .


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Job Log Entries for F110-XXXX-XXXX-X / XXXX (3)


58.Click .


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Delete proposal

60. Click .


61. Go to Step 72.

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The system displays the message, “Data and log deleted.”

List Variant (3)



Variant Required Description of the variant

Example:

63.Click .

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Payment list (3)


65.Click .


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List Variant (4)



Variant Required Description of the variant

Example:

68.Click .

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Payment list (4)


70.Click .


72.Click until you return to the SAP Easy Access screen.

73. You have completed this transaction.

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Result

You have executed a payment proposal, executed and posted a payment run and printed checks.

Comments

None

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