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CO
UR
SE P
RER
EQU
ISIT
ES
End User Training
EBS-N100 Intro to Enterprise Business Systems
EBS-N200 Intro to Finance System
EBS-N203 Accounting Line
EBS-N206 Financial Transactions (E-Docs)
EBS-N209 E-Doc Components
EBS-N212 Processing Transaction E-Docs
EBS-N230 Disbursement Voucher-Intro
EBS-N233 Vendor Payments & Credits Intro
EBS-N239 Vendor Payments & Credits Advance
EBS-N254 Disbursement Voucher-Advance
EBS-N400 Use and Run Standard Reports
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
12/10/2015
3
LESSON 1: OVERVIEW
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 4
LESS
ON
1:
OB
JEC
TIV
ES
After completing this lesson, you should be able to;
Explain the payment process within the financial system.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
12/10/2015
5
OV
ERV
IEW
Vendor payments at Michigan State University (MSU) are processed by:
A requisition is created and forwarded to Purchasing, where a purchase order is issued.
The invoice is received by Accounts Payable; it is then entered into the Finance System (IREQ).
Upon entry, General Ledger entries are created and the department is charged. General Ledger entries for scheduled payments are created when the check is issued.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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6
OV
ERV
IEW
Payment requests and credit memos that pass the audit process are set up for payment.
Payment requests are routed for fiscal officer approval; credit memos are routed for Fiscal Officer FYI, or invoices are auto approved.
If issues arise between the time the department is charged and the invoice is approved, they will be handled by Accounts Payable on a case-by-case basis.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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7
SEA
RC
HIN
G F
OR C
LOSE
D/C
AN
CEL
REQ
UES
T
To determine if a request to cancel or a hold has been placed on a payment, we will need to search for those payments.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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SEA
RC
HIN
G F
OR C
LOSE
D/C
AN
CEL
REQ
UES
T
Select “Yes” to check for payments that have placed on Hold or Request Cancel.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
12/10/2015
9
SEA
RC
HIN
G F
OR C
LOSE
D/C
AN
CEL
REQ
UES
T
This is a search results screen for searching for payments that a request to cancel was made.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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10
OV
ERV
IEW
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
This is a high level overview of how the payment request will flow through the system.
11
OV
ERV
IEW
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
TODAY:
Invoice becomes a voucher and waits for its due date
KFS:
PREQ stays in KFS until its due date and then is extracted to PDP for
payment.
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LESSON 2: PAYMENT REQUEST
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 13
LESS
ON
2:
PA
YMEN
T R
EQU
EST
After completing this lesson, you should be able to:
Describe the tabs on the PREQ
Create Payments Request
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
12/10/2015
14
MA
IN M
ENU
TA
B
This is the starting place for most e-docs. The Payment Request will be started from here.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
DO
CU
MEN
T
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
DO
CU
MEN
T
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST—
INIT
IATI
ON
SC
REE
N
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Payment Request Status Bar
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Document Overview
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Vendor Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Invoice Info Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Process Item Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Additional Lines
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Special Handling Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Wire Transfer Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Payment Information Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Account Summary Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
View Related Documents Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
View Payment History Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
General Ledger Pending Entries Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Notes and Attachments Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Ad Hoc Route Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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PA
YMEN
T R
EQU
EST
Route Log Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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35
SIM
ULA
TIO
NS
Create PREQ documents
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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36
LESSON 3: IMMEDIATE PAYMENTS
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 37
IMM
EDIA
TE P
AYM
ENTS
After completing this lesson, you will be able to:
Understand how and when to create immediate payments
Create a GEC (General Error Correction) document for special handling change.
Explain the difference between using the special handling charge tab and the GEC.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENTS
Immediate Payments
Will be processed on the PREQ.
AP Processors will know when creating the PREQ that the payment needs to be immediate.
Special Handling tab will be completed.
Copyright ©2010 Michigan State University Board of Trustees
ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENTS
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENT
Invoice Info Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENT
Process Items Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENTS
Special Handling Tab
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENT Notes and Attachments
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENTS
Notes and Attachments
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENT
Submit
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENTS
Immediate Payments after FO Approval
After AP has processed and PREQ has routed.
FO or Department has notified AP that a payment needs to be set as immediate.
Special Handling tab accounting line does not open to allow entry of the account.
Copyright ©2010 Michigan State University Board of Trustees
ebsp.msu.edu
12/10/2015
47
IMM
EDIA
TE P
AYM
ENTS
Immediate Payments after FO Approval
AP Processor will need to obtain the following information:
• Doc ID#
• Invoice Number of payment
• Dollar amount of payment
This information will be given to the PDP processor.
Copyright ©2010 Michigan State University Board of Trustees
ebsp.msu.edu
12/10/2015
48
IMM
EDIA
TE P
AYM
ENTS
12/10/201
5
Immediate Payments after FO Approval
Look up document Set the immediate pay indicator Save the document
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 49
IMM
EDIA
TE P
AYM
ENTS
(G
EC)
Immediate Payments after FO Approval
Complete the GEC (General Error Correction)
Copyright ©2010 Michigan State University Board of Trustees
ebsp.msu.edu
12/10/2015
50
IMM
EDIA
TE P
AYM
ENTS
(G
EC)
Complete the Document Overview tab.
Special Handling charge PO ____ (INITIALS)
Explanation: FO name requested immediate payment of this invoice on: Date______________
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENTS
(G
EC)
Immediate Payments after FO Approval Accounting Lines Tab
From • Chart: MS • Department account number and object
code • Amount: $15.00 • Click the “add” button
Required: Reference Number will use the document ID number from the Payment Request document
Line Description: Special Handling Charge on PO number
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENTS
(G
EC)
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENTS
(G
EC)
Immediate Payments after FO Approval
To:
• Chart: MS
• Accounts Payable account number AT022956 (?) and object code 4050
• Amount: $15.00
• Click the “add” button
Required: Reference Number with document ID number of Payment Request
Required: Line Description: Special Handling Charge on PO number or Invoice number
Submit the document
Document will route to FO
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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IMM
EDIA
TE P
AYM
ENTS
(G
EC)
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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55
IMM
EDIA
TE P
AYM
ENTS
Now that we have completed this lesson, you will be able to:
Understand how and when to create immediate payments
Create a GEC (General Error Correction) document for special handling change.
Explain the difference between using the special handling charge tab and the GEC.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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56
SIM
ULA
TIO
NS
Set a PREQ for Immediate Payment
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
12/10/2015
57
LESSON 4: THE SCHEDULED PAYMENTS
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 58
LESS
ON
4:
REC
UR
RIN
G P
AYM
ENTS
After completing this lesson, you should be able to:
Understand what scheduled payments are
Create scheduled payments
Explain the benefits of scheduled payments
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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59
TER
MS
TO C
OM
E TO
KN
OW
…
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
Payment Information tab
Scheduled Payments
Begin and end dates
Fixed schedule, Fixed Amount
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CR
EATE
REC
UR
RIN
G P
AYM
ENTS
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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12/10/2015
Complete quantity on the Process Items tab.
• This will be number payments
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 62
CR
EATE
REC
UR
RIN
G P
AYM
ENTS
PAYMENT INFORMATION TAB
Can be completed at 3 levels
• On the Requisition by initiator
• On the PO by the Contract Manager
• On the Payment Request by the AP Processor
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CR
EATE
REC
UR
RIN
G P
AYM
ENTS
Payment Information TAB
Type of recurring payment
PO Start and End Dates
(First) Pay Date
Recurring Payment Frequency
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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C
REA
TE R
ECU
RR
ING
PA
YMEN
TS
Generate Scheduled Payments
Scheduled payment detail
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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REC
UR
RIN
G P
AYM
ENTS
View Related Document Tab
Requisition Number
PO Number
Payment Request
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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REC
UR
RIN
G P
AYM
ENTS
View Payment History Tab
Displays PREQ status
Disbursement information
Check amount
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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REC
UR
RIN
G P
AYM
ENT
WO
RK
FLO
W Recurring payments will route same as PREQ
Recurring payments will route to AP Review based on rules set in the system. This is where the system requires the invoice image be attached.
PREQs will then route to FO’s action list for approval.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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GEN
ERA
L LE
DG
ER E
NTR
IES
Recurring payments general ledger entry
Different than normal PREQ payments, recurring payments will not post to the department ledger until the check is cut.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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SIM
ULA
TIO
NS
Create Scheduled Payments
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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70
LESS
ON
4:
SUM
MA
RY Now that you have completed this lesson, you should
be able to:
Understand what schedule payments are
Create scheduled payments
Explain the benefits of schedule payments
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
12/10/2015
71
LESSON 5: IMAGE ATTACHMENTS
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 72
ATT
AC
HM
ENTS
Payment Requests will automatically—and immediately—routed to the persons responsible for working on them.
Payment Request will route to each auditors action list.
All Payment Request Documents require a copy of the invoice be attached.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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ATT
AC
HM
ENTS
Open your action list. Only the documents you entered will be in your list Payment Requests are list by:
Doc ID# PO number and Vendor Status Action Requested
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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ATT
AC
HM
ENTS
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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75
LESSON 6: CREDIT MEMOS
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 76
LESS
ON
OB
JEC
TIV
ES After completing this lesson, you will be able to
explain;
• The three ways a credit memo can be applied
• The importance of the address
• How to create a credit memo
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CR
EDIT
MEM
OS
The three ways you can apply a credit memo;
Against the PO
Against the Invoice (PREQ)—Preferred Method
Vendor
What document you use the credit against is indicated on the credit memo initiation screen.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CR
EDIT
MEM
O
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CR
EDIT
MEM
O
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CR
EDIT
MEM
O
The Credit Memo and Payment Request documents are similar.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CR
EDIT
MEM
O
Note the PREQ QTY Invoiced is displayed and the credit memo qty, price and credit processed fields are editable.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CR
EDIT
MEM
O
Additional charges can also be noted.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CR
EDIT
MEM
O
A copy of the Credit Memo must be scanned and attached.
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CR
EDIT
MEM
OS—
TIP
S
• Payments must have the same remit address as the credit memo.
• Immediate pays will not match up against credits.
• Credit memos can impact the amendment process.
Copyright ©2010 Michigan State University Board of Trustees
ebsp.msu.edu
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85
SIM
ULA
TIO
NS
Create a credit memo
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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86
LESSON 7: WIRE TRANSFERS
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 87
WIR
E TR
AN
SFER
Wire Transfer
Vendor is foreign Payment is in foreign currency
Copyright ©2010 Michigan State University Board of Trustees
ebsp.msu.edu
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88
SIM
ULA
TIO
NS
Complete a wire transfer
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
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CONCLUSION
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 90
QU
ESTI
ON
S
Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu
If you have additional questions after the conclusion of today’s training, you have several options:
Get help from the Coaching Network. If you don’t know who your local coach is, you can find one here.
Call the Service Desk at (517) 884-3000 anytime, 24/7 (except major holidays).
Email the Service Desk: [email protected] anytime, 24/7 (except major holidays).
Library of simulations to use at your convenience (link to be provided later).
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