Run Payment List Report - University of Cincinnati · Web viewA payment proposal (SAP transaction F110) has to have been executed or a payment proposal has been posted. Menu Path

Work InstructionFunctional Area: Accounts Payable Run Payment List Report

Purpose Processing Logistical Invoices - Direct Invoice Entry

Use this procedure to see a payment list for a payment run proposal or posted payment.

Trigger

Perform this procedure when there is a need to see a payment proposal in a report format.

Prerequisites

A payment proposal (SAP transaction F110) has to have been executed or a payment proposal has been posted.

Menu Path

Use the following menu path to begin this transaction:

SelectAccounting Financial Accounting Information System Reports for Accounts Payable Payment Transactions to go to the Payment List screen.

Transaction Code

S_P99_41000099

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:

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

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

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

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

The process steps executed during the automatic payment program are:

1. Enter Payment Parameters

2. Edit/review Payment Proposal

3. Post Payments

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

5. 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 an invoice is due for payment during the current payment run. Once the payment parameters have been entered, the program uses the parameters to create a payment proposal. Payment proposals are those open items (according to the payment parameters) that should be paid. Payment proposals are reviewed/edited and posted as payments.

A payment list report is a list of expected payments (from a proposal or actual posted payment) 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 some exceptions must be resolved by the Department. When these types of exceptions appear on the payment list report, the Accounts Payable Office will inform the Department of the blocked payment in order to get a resolution.

The payment list is automatically generated when the automatic payment transaction (transaction code F110) is executed. The payment list report can also be accessed using transaction S_P99_41000099. De-central users will have access to the payment list report (outside of the automatic payment program function). The payment list reporting output is determined by the reporting parameters entered by the user. The report can be viewed online or printed. The payment list report will be used centrally at the Accounts Payable Office to identify payments that are coming up on the subsequent check run. The report can also be used by the Treasury Office in cash flow planning or at the various Departments to answer vendor inquiries.

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.


Procedure

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

Payment list

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

Field R/O/C Description

Program run date Required Date of Pre-DME run

Example:01/27/2005

Identification feature Required A unique identifier created by SAP to identify a Pre-DME run

Example:A0010

3. Perform one of the following:

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13_AP_S_P99_41000099_Run Pymt List Rpt_0_ProcLogInv.udc© University of Cincinnati 3/11


If ThenYou only need to see a payment list report for a proposal (as opposed to an actual payment posting)

Select to the left of Proposal run only.



Paying company code Optional Company code that will be issuing the payment to the vendor

Example:UC

to Optional End value when specifying a range

Example:UC

Maximum no. of address lines

Optional In this field you can specify the maximum number of lines that should be used for the address (business partner or alternative payee/payer, bank details); If the value 0 is entered, this means that no address will be displayed

Example:5

5. Perform one of the following:If The Report Should Then

Be presented in summary form only Select to the left of Summarize data.Include paid documents (invoices that were cleared with a payment)

If proposal run only is selected from Step 3 above, this indicator will force the report to include only the invoices that were paid.

Select to the left of Paid documents.

One output type (paid and or exceptions) must be specified.

Include exceptions

Select to the left of Exceptions.

One output type (paid and or exceptions) must be specified.

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Display variant Optional Indicates to the system to display the variant

Example:4

7. Perform one of the following:If The Report Should Include A Totals Sheet By Then

Business area Select to the left of Business areas.

Vendor country Select to the left of Cntries.

Currency Select to the left of Curr.

Payment method Select to the left of PmntMeth.

Bank Select to the left of Banks.



Company code-specific Optional Specific to an organizational unit within Financial Accounting

Example:

Display variant functionality not being used.

Cross company code Optional Specific to many organizational units within Financial Accounting

Display variant functionality not being used.

Example:

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9. Perform one of the following:If ThenThe report should have the ability to create user defined variants Select to the left of Display variant

maintenance.



Additional heading Optional User defined custom header that will be presented on the report

Example:Exception Report for AP Dept

11. Perform one of the following:If ThenYou want to specify a printer in order to print the report Click .

12.Click the tab.

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Payment List (Selections tab)



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

Example:C

Payment method supplement

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:AC

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Accounting clerks Optional Identification code for the accounting clerk

Example:

Functionality not being used.

Business area Optional An organizational unit of financial accounting that represents a separate area of operations or responsibilities within an organization; Financial statements and various internal reporting can be created by business areas

Example:U

House bank Optional Identification for an organization's particular cash account with a financial institution; All information regarding the account is determined using this key

Example:PNC02

Currency Optional Monetary unit; The currency of the entity processing transactions

Example:USD

Vendor number Optional Number assigned by SAP when a vendor's master record is created

Example:100005

Customer number Optional An entity to which sales are made; Represented by a customer master record

Example:

Functionality not being used.

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Item indicator Optional Specification that limits the reporting output based on a specific error message(s)

Example:011

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

Example:R

14. Perform one of the following:If ThenThe report should include a withholding tax amounts Select to the left of Display withholding tax

data.

15.Click .

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Payment list (2)

16. Perform one of the followingIf You Want To ThenChange the reporting variant layout (add/remove columns on the report) Click .

Save a reporting variant Click .

Switch to a different reporting variant Click .Save the report to an external disk, network folder or your hard drive

The report can be saved as a text, rich text or spreadsheet file.

Click .

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

18. You have completed this transaction.

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Result

You have executed a Payment List report.

Comments

None

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Documents

Run Payment List Report - University of Cincinnati · Web viewA payment proposal (SAP transaction F110) has to have been executed or a payment proposal has been posted. Menu Path