Online Check Request Processing System€¦ · Online Check Request Processing System ... screens: responding to a system-generated email or using your work list link. Action Steps

Accounts Payable eCheck

Online Check Request

Processing System


Online Check Request Processing System

Table of Contents

About This Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Section 1 Creating an eCheck Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Accessing the eCheck System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Creating an eCheck Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Enter Summary Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Add Attachments to Your eCheck. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Provide Supplier Information: Existing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Provide Invoice Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Review and Submit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Section 2 Managing Your Submitted eCheck Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Payment Request Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Reviewing Submitted eCheck Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Section 3 Approving an eCheck Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Opening the eCheck Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Reviewing an eCheck Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Taking Action on eCheck Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Delegating Your Approval Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Who to contact for eCheck Request Help:

Supply Chain Client Services: 617-726-2142


Online Check Request Processing System

eCheck is a component of the PeopleSoft Financials portal that enables end-users to create,

submit, and track their check request submissions electronically.

Following are the basic steps in the eCheck process:

1. End user creates and electronically submits a check request submission using the

PeopleSoft eCheck system

2. Accounts Payable audits each check request submission and the supporting

documentation for accuracy and completeness

3. The check request is electronically routed for approval via the eBuy Level 1 workflow

4. Once approved, payment will be issued/mailed according to the scheduled payment date

This manual is intended to provide you with the information required to successfully

navigate through the eCheck system. In addition to step-by-step guidance, helpful user

tips have been embedded within this document to further assist you as you become more

familiar with the screens.

More information on the eCheck Policy can be found on the below link: http://library.partners.org/PartProd/m6spqg00.pdf

2 About This Manual

http://library.partners.org/PartProd/m6spqg00.pdf

SE

CT

IO

N 1

Creating An eCheck Request



Processing System

3

Accessing the eCheck System

Action Steps

Step

1

Step

2

Log into PeopleSoft.

• From your Start menu, click Partners

Applications, then PeopleSoft.

• Login using your network login ID

and password.

When you open PeopleSoft 9.2 the first thing you will see is the Employee Self Service homepage.

Click on the eCheck tile.

If you prefer to use the menu options, follow this file path:

1) Select NavBar

2) Select Navigator

3) Select PeopleSoft Financials

4) Select Employee Self Service

5) Select eCheck

4 Creating an eCheck Request

1

2

3

2

The Payment Request Center is a tool for managing your submitted eChecks. You can search for past requests, view correspondence with Accounts Payable, and view the status of submitted eChecks in real time. For more information on using the Payment Request Center, see page 16 of this manual.

Creating an eCheck Request

Step

3 Click on the Create Button:

•Select Create Button to begin your eCheck request.


Enter Summary Information

Step

4 Summary Information Screen

1) Business Unit: Entity

2) Invoice Number: see below warning!

3) Invoice Date: Date listed on the Invoice from the Supplier If this is an invoice, fill in the invoice number and invoice date as listed on the original invoice. If this is not an invoice, do not edit this field. 4) Description: Provide a brief summary of the nature of the payment and why it is reasonable

5) Cost: Total Cost that is being requested for reimbursement 6) Notes: Remittance Advice, Handling Code, Approver 7) Attachments: Upload all information showing a substantiation of the charges. See Page 7 for more

information on uploading attachments


1 2

3

4

5

6

7

7

Add Attachments to Your eCheck

Attachments You must upload your documents in order to proceed to the next step.

To Electronically Upload supporting documentation to Accounts Payable:

1. Click on Attachments (Step 7 on the previous page.)

2. Click Add Attachments

3. Select the Browse button. In the window that opens, select the file from your

computer that documents the expense. Click Open.

4. Click Upload The attachment will appear in the Payment Request Attachments window.

5. If applicable, add a text description of the attachment Note: To add more attachments, click Add Attachment and repeat steps 2-4 above

6. Click OK.

7. You will know that your file has successfully attached when the number next to the word Attachments has changed from (0) to the number (#) of files you have attached

8. Next: Once all information has been entered and attachments uploaded, click NEXT

Click the inspection button to download and review the attachment you have saved. Click the trash button to delete the attachment.


1

2 4

5

6

8

3

7

Provide Supplier Information

Step

5

Supplier Information Screen Complete the Supplier Information screen fields to provide the payee name and mailing address for the payment.

Existing Supplier

1) Start entering the Supplier ID # if you already know it, and the system will start to

auto-search as you type it OR

2) Start entering text in Supplier Name and hit the Search button and the system will

return matching results based on the text fragment you enter. Or just click Search

without entering text and browse all suppliers by name OR

3) Just click the Magnifying Glass and a separate window will open that will allow you

to browse Supplier ID and Supplier Name

4) Some suppliers will only have one address, while others will have Multiple. You must

choose both correct Supplier Name and Remit Address for correct invoicing. See Page

9 for finalizing this step.

6 Creating An eCheck Request


1 3

2

2

3 4


Existing Suppliers: Remit Addresses

1) When looking at a list of suppliers, the presence of the word Multiple to the right of the name

indicates that the supplier has more than one valid mailing address. Click Multiple to view the list of addresses.

2) Select the Location that has the correct address through which the supplier processes payments

from Partners Healthcare for your products or services. This mailing address is known as the Remit

Address.

3) Once you have selected the right vendor and address, click Next

4) If you find the correct supplier, but the correct mailing address is not listed in the Select Supplier

Location box, click on the Enter New Supplier button. Reference the Supplier ID number in

the Supplier Name field. 5)


1

2

3


New Supplier

6) First, search for existing suppliers using the steps in page 8

7) If there is no matching supplier, then click on Enter New Supplier

8) Enter as many details about the supplier as possible, including supplier name, address, contact information, etc.

9) Enter the TIN (Tax ID Number) for the vendor using only numbers (no dashes or other characters)

10) Click Ok

11) Once complete, click Next


1 7

6

8

9

10

11

Provide Invoice Details

Step

6 Complete the Invoice Details screen

1) Click on the Add Lines button [this will generate a pop-up window called Add a New Line]

2) Ignore the fields that are grayed out

3) Enter the total amount for the line in the Line Amount field.

4) For each distribution line, fill out the Accounting Details section.

A. Enter the amount for the distribution.

B. Enter the GL Unit number – Entity

C. Enter the Account number – Type of Charge

D. Enter the Dept ID number – Dept. Cost Center

E. If applicable, enter the Physician and/or Project

F. Ignore the Activity field

5) If you need to add additional lines of distribution, press “+” to add another allocation row. Add as many distribution rows as required until the total of all rows matches the amount entered in the Line Amount field.

6) Click Ok

7) To enter additional lines, click the Add Lines button again

8) Click Next when all of your lines are complete

PC Bus Unit and Source Type pertain to Capital only.

If the Project is a Grant, enter six zero’s {000000} for the Dept. field along with the Project #.

If you make a mistake, click the red pencil to edit as necessary.


1

A

B

C D E E

3

5

6

8

Review and Submit

Step

7

Review and Submit

1) Verify that all of the information is correct. Click the Review button to see a summary of your eCheck.

2) If not correct: Click on the Previous button to go back and edit the request as required

3) If everything is correct, click Submit

4) Click Ok

5) The software will return you to the Payment Request Center. You will see your new eCheck listed under Requests. Note the newly assigned Request ID number.


1

2

3

Congratulations – You are done!

Your eCheck request is complete.

If you have questions please contact:

Supply Chain Management at

617-726-2142


mailto:[email protected]

SE

CT

IO

N 2

Managing Your Submitted

eCheck Requests



Processing System

14

Payment Request Center

Action Steps

Step

1

Step

2

Log into PeopleSoft.

• From your Start menu, click Partners

Applications, then PeopleSoft.

• Login using your network login ID

and password.

When you open PeopleSoft 9.2 the first thing you will see is the Employee Self Service homepage. Click on the eCheck tile.

If you prefer to use the menu options, follow this file path:

6) Select NavBar

7) Select Navigator

8) Select PeopleSoft Financials

9) Select Employee Self Service

10) Select eCheck

15 Managing Your Submitted eCheck Requests

1

2

3

2

Reviewing Submitted eCheck Requests

Step

3

The Payment Request Center is a new eCheck feature that allows you to keep track of all of

your eChecks in one place. Using this screen, you can review the payment status of each eCheck, identify any missing supporting materials that may delay payment, and communicate directly with Accounts Payable. If you have a question about a particular eCheck, please check this screen before contacting Client Services.

NOTE: Timely responses to requests from Accounts Payable in the Payment Request Center will be necessary for

processing your requests on time.

To Search for a Specific eCheck:

1) Filter your Requests

2) By Date

OR

3) By Alternative Filters

a. Invoice Number b. Request ID c. Supplier Name

4) Read Messages from Accounts Payable 5) Click the Review icon to check the details

of your requests

16 Managing Your Submitted eCheck Requests

1

4

5

5

Opening an eCheck Request

SE

CT

IO

N 3

Approving an eCheck Request

Opening an eCheck Request

This section explains the process of approving an eCheck request. All eCheck requests

require Level 1 eBuy approval. Approvers will have three ways to access the approval

screens: responding to a system-generated email or using your work list link.

Action Steps

Option

1

Option

2

Option

3

Click on the hyperlink in the

system- generated approval email.

Log into PeopleSoft using your network User ID and password.

Navigate to the Manager Self Service homepage. Click on the Financials Approvals tile.

Log into PeopleSoft using your Network User ID and Password,

Navigate to PeopleSoft Financials > Accounts Payable > Vouchers > Approve > Approval Framework

– Vouchers

Enter the voucher number of the Voucher you want to approve in the Voucher ID field and click Search

18 Approving an eCheck Request

Reviewing an eCheck Request

Step

3

Step

4

Step

5

Step

6

Click on the View Receipts icon to review the documentation attached

to this eCheck.

Select the appropriate documents

listed in the Documentum Links section.

After (a) reviewing scanned documents,

close image and (b) press OK (b) to return to the approval page.

Click on the Charge Information tab

to review the Accounting Charge Information for this check request. Specifically, review the

a. Amount

b. GL Unit

c. Account

d. Department

e. Physician ID (if applicable)

f. Project (if applicable)

Step

7

Click on the Approval tab to take

action on this check request

If the funding information is incorrect, you will need to follow directions for the Denied option

as listed in the next section.


3

4

5b

5a

6a b c d e f

Taking Action on an eCheck Request

Step

8 You have the following options

in terms of the check request

approval:

• Approve the Check Request.

(Added comments are optional)

If your department requires more than Level 1 approval, you will need to add an additional approver by clicking the green “+” sign. Enter the User ID of the additional approver. Click Insert and then select Approved

• Deny the Check Request. (Comments are required for the denial.)


Delegating Your Approval Authority

.

T H

O T

If you need to delegate your approval authority, you can do so by following these steps:

Action Steps

Step

1

Step

2

Step

3

Step

4

Step

5

Step

6

• From your start menu, click Partners Applications, and then PeopleSoft.

• Enter your network User ID and password.

• Go to the Manager Self Service homepage. Click on the Manage Delegations tile. Then select Financials Alternate Approver.

• In the bottom section of the screen, enter the User ID of the employee whom you wish to delegate your approval authority in the Alternate User ID field. (If you do not know the employee’s User ID,

you can look them up by clicking the and

searching by last name).

• Enter an effective date range.

• Click

CAUTION: When you delegate approval authority, the system will automatically extend

approval responsibility to include eBuy and expenses as well. The delegation applies to all

departments and projects for which you are the approver. You cannot have different

delegates for different projects or departments.

PHS policy states that the person delegated as an approver must be an individual senior to the payee.


Notes

22

Who to contact for eCheck Help:

Supply Chain Client Services: 617-726-2142

More information on the eCheck Policy can be found on the My Supply Chain website:

http://supplychain.partners.org/training-and-application-support/echeck-policy.aspx

mailto:Supply%20Chain%20Client%20Services:%20617-726-2142%20or%[email protected]



Documents

Online Check Request Processing System€¦ · Online Check Request Processing System ... screens: responding to a system-generated email or using your work list link. Action Steps