AP Payment Request - Baptist Health South Florida...Title: AP Payment Request Created Date: 1/5/2018 12:19:45 PM

PeopleSoft

Baptist Health South Florida

AP Payment Request

Job Aid

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Table of Contents AP Payment Request ......................................................................................................... 1

Logging into PeopleSoft Portal ...................................................................................................................... 4

Manage Payment Requests ............................................................................................................................ 6

Enter and Submit Payment Request for Approval ................................................................................... 18

Edit Existing Payment Request ................................................................................................................... 33

Approve Payment Request via Worklist .................................................................................................... 39

Review Denied Payment Requests .............................................................................................................. 44

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AP Payment Request

This topic covers the steps necessary to enter, submit, approve, and review a Payment Request using the AP

Payment Request and Manage Payment Requests functionality in PeopleSoft. The intent of the Payment

Request functionality in PeopleSoft is to replace the paper form currently used today.

Requests that include a Purchase Order number should not be submitted using the AP Payment Request. You

should send the vendor invoice, which references the Purchase Order number, to DG-APInquiries for

processing.

The following table shows the Payment Request Types that are currently available to all users. When

submitted for approval the request types will be routed utilizing Policy 19 Spend Authority approval levels to

the department hierarchy using HR job data based off of the userid in the Requested For field. The first

person in the department approval chain will be the supervisor of the userid in the Requested For field.

Payment Request Type Summary

Books/Jrnl/Periodicals/Manuals Payments for books, medical publications, periodicals renewed or

purchased on an annual basis and not purchased through CSUBS.

Dues/Memberships Fees Association dues, memberships or subscriptions paid on behalf BHSF,

BHSF affiliate or employee.

Honor/Guest Lecturer Expenses Guest Lecturer Expenses Only - Do not combine speaker fees and

expenses. Expenses are not reportable on 1099.

Honorarium Fee Honorarium Fees Only - Expenses should not be included on this form.

Insurance Payments Payments for Insurance Policies that will be routed via Policy 19 Spend

Authority for approval.

Movie Tickets Purchases of Movie Tickets for group recognition only.

NICA Fees Payments for NICA fees for doctors where agreement is for BHSF to pay

these fees. Requested For should be doctors name if internal employee. Of

Contracted Physician, Requested For will be someone within the approving

organization to allow workflow to route to that organization.

Miscellaneous Payment Requests that do not fall within the predefined form types. These

route to AP first to ensure a specific form type has not previously been

defined.

Gov/Regulatory Agency License Payments to federal, state or local agencies for permits, motor vehicle

registration, applications, accreditations, etc.

Seminars/Workshops/Conferences Payments made directly to the event hosting organization.

**Note: If the Payment Request gets paid via BHSF Credit Card, Payment

Request will be set to Status of Paid by CC and not interfaced to Payables,

but will be interface to ImageNow.

Temp Agency Payments made to Temp Agencies for temporary worker related invoices.

Sales Tax Payments Payments made to Federal or State agencies for Sales Tax collected.

Utilities Payments made to Utility vendors for services that are not directly paid by

Accounts Payable.

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Some request types have the account restricted to a specific account. The following table shows the forms that

are only allowed to be charged to one account.

Payment Request Type Account Description

Books/Jrnl/Periodicals/Manuals 668410 Office Subscript, Per & Books

Dues/Membership Fees 668405 Assoc/Dues/Memberships

Movie Tickets 670805 Emp Recog/Celebration Team BLD

NICA Fees 663600 Newborn Malpractice Assessment

Gov/Regulatory Agency License 669600 Licenses, Fees & Permits

Seminars/Workshops/Conferences 678015 Travel - General

The Payment Request Type of Honorarium/Guest Lecturer Cost and Insurance Payments do not have an

account restriction at this time.

Vendor Restrictions

The Payment Request Types of Books/Jrnl/Periodicals/Manuals, Dues/Membership Fees, Gov/Regulatory

Agency License, and Seminars/Workshops/Conferences have numerous vendors available to select on the

Payment Request. The Payment Request Type of Honorarium/Guest Lecturer Cost does not have a vendor

restriction at this time.

If the vendor you need is not listed, follow the instructions in this Job Aid under Entering and Submitting a

Payment Request, Payable To section description.

Supporting Documentation/Attachments

Each Payment Request Type has different requirements for attachments, but all Payment Request Types

require an attachment before you will be able to submit the request for approval. After the initial save, you

will be redirected to the Attachments tab. On the Attachments tab you will find a list of the required

attachments for the type selected.

Wire Requests

When submitting a Payment Request that should be paid via WIRE transfer, select the Vendor Location of

WIRE. If WIRE location is not available, use the Suggest Vendor/Address hyperlink and add comments

indicating that this should be paid via WIRE and the location is not available. When you submit the Payment

Request for approval, Vendor Maintenance will get the routing first and will correct the vendor and the

Payment Request before approving it and sending it to the next level of approvals.

** The WIRE Request document must be attached to all Payment Requests. This document contains the wire

transfer instructions for the transaction.

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Invoice Id on Payment Request

If you are attaching an invoice from a vendor and it has an Invoice Id listed, you are required to enter it into

the Invoice Id field on the Payment Request. If you do not enter this information your request will be denied

by the Pre-Pay Auditor with instructions to add the Invoice Id. This helps prevent duplicate payments to

vendors and is a required step. This should be caught by the approving manager in the department prior to it

going to the Pre-Pay Auditor.

** When paying Dues/Memberships, the Invoice Id field should contain the Membership or License number,

followed by a space and the four-digit year. When you pay the same Dues/Membership next year, this will

prevent a duplicate Invoice id from being generated. If you do not enter this information your request will be

denied and you will need to correct it before it will be processed.

Approval Routing Issues

Approval routings in many of the Payment Requests workflow come from the HR job data. You should

always review the approval workflow prior to submitting a Payment Request for approval to ensure the correct

users are included in the approval routing. If you have had a leader change and the information you are

reviewing still points to your old leader, you should have your new leader address this with HR prior to

submitting the Payment Request for approval. Your old leader may also reassign you to the new leader using

the HCM Manager Self-Service, Job and Personnel Information, Request Reporting/Dept Change

functionality. If additional approvers are required you may use the ad-hoc functionality in PeopleSoft

Workflow to add in an additional approver.

Reviewing Status of a Payment Request

To view the latest status of your Payment Request, navigate to Manage Payment Requests and search for your

transaction. The Status column in the search results will provide the current status of your transaction. You

can expand the selection to view Approvals or Payment information if the transaction shows it is a paid.

Denied Payment Request

To view the latest status of your Payment Request, navigate to Manage Payment Requests and search for your

transaction. Expand the selection to view Approvals and click the link for Approvals to view the details.

Locate the Denied step and expand the comments to view approver comments. These comments will also be

included in the email when the transaction is denied. You should take the appropriate action based on the

comments provided.

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Logging into PeopleSoft Portal

Procedure

This topic covers the procedure used to login to PeopleSoft Portal. Using Internet Explorer, navigate to the

Baptist Health South Florida intranet site. Enter the URL address and press Enter.

Step Action

1. Enter the desired information into the URL Address field. Enter "intranet.bhssf.org".

Step Action

2. Click the Employee & Manager Self-Service link.

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Step Action

3. Enter the desired information into the User ID field. Enter "Your Network Username".

4. Enter the desired information into the Password field. Enter "Your Network Password".

5. Click the Sign In button.

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Step Action

6. You are now logged into the PeopleSoft Portal.

End of Procedure.

Manage Payment Requests Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the

topic titled "Logging into PeopleSoft Portal".

The Manage Payment Requests is a central point to review details about existing payment requests or to start

a new transaction. The following are some new features delivered with the Manage Payment Requests

process:

1. User friendly search page allows for a quick look at the status of your most recent transactions

2. Provides a Payment Request Life Cycle view of each transaction

3. Allows user to copy an existing transaction instead of having to start from scratch when entering

recurring transactions

4. Allows for users to delete transactions that have not been approved

5. Mobile Workflow Approvals

Payment Request Life Cycle

The Life Cycle of a Payment Request includes the Payment Request, Approvals, Interfaced to AP, Invoice,

and Payment. As the transaction progresses through the Life Cycle the link for each step will become active,

which means the transaction has passed that step and additional details are available.

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Copy Payment Request

To copy an existing Payment Request to a new Payment Request, search for the transaction you would like to

copy. The Copy Request will be available in the Payment Request Action dropdown on the right side of the

search results. Select Copy Request and then click the Go button. A new Payment Request will be created

using the information from the selected transaction. The Due Date and the Amount will be blanked out but all

other fields will be copied into the new Payment Request.

Mobile Workflow Approvals

Workflow Approvals for Payment Requests have been enabled to work with the mobile email client on

smartphones, which allows you to approve or deny a transaction and include comments. Approvals using the

email client on the PC are not available and you must use the link in the email to access PeopleSoft to approve

or deny the transaction.

Procedure

This topic covers the steps necessary to begin any process utilizing the AP Payment Request process. You

will utilize the Manage Payment Requests to check on the status of existing transactions and to create new

Payment Requests.

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Step Action

1. Click the NavBar button.

2. Click the Navigator button.

3. Click the FSCM ... menu.

4. Click the Employee Self-Service menu.

5. Click the Manage Payment Requests menu.

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Step Action

6. The Manage Payment Requests is the main entry point for AP Payment Request. From this

page you will be able to see the status of all of your previous requests and create a new

Payment Request by clicking the link Create New Payment Request to the right of the Clear

button.

7. Request Num:

To search for a specific Payment Request, enter the number in this field. When entered, all

other search fields are ignored, allowing you to quickly jump to a specific Payment Request.

Requested For:

Initially blank, this field can be populated with a specific user if you create requests for more

than just yourself.

Entered By:

Initially defaulted to your operator id, this field can only be changed if you are a member of the

support team, otherwise it defautls back to your operator id when you search.

Approval Status:

The approval status is specific to the Payment Request, not the overall status of the entire

transaction, as shown in the search results. Use this field to further reduce the results if your

search results in too many values returned.

Subject:

The subject field allows you to search for specific request using only part of the subject. You

can enter any part of a previous subject and it will be located in the search results.

Invoice Number:

The Invoice field can be used as an additional search parameter when you are trying to locate a

previous Payment Request.

Date From:

The Date From and Date To fields can be used in conjunction with each other, or by

themselves. If left blank, only the Date To field is considered.

Date To:

The Date From and Date To fields can be used in conjunction with each other, or by

themselves. If left blank, the value will be considered to be the current date.

Search Button:

Initiates the search using the search parameters on the page.

Clear Button:

Resets the search page to the default values.

Create New Payment Request:

When you need to create a new Payment Request, use this link.

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Step Action

8. To view a specific Payment Request, enter the request number in the Request Num field.

Enter the desired information into the Request Num field. Enter "4317".

9. Click the Search button.

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Step Action

10. To view the Payment Request Life Cycle, click the arrow to the left of the Request Num in the

search results to expand the selection.

Click the Expand Selection button.

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Step Action

11. The steps in the Life Cycle of a Payment Request are Payment Request, Approvals, Interfaced

to AP, Invoice, and Payment. When the step in the Life Cycle is active, that means the

transaction has cleared that step. You can click on the step to see the step details.

12. Now view the Payment information by clicking the Payment link.

Click the Payment link.

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Step Action

13. Complete details of the payment are displayed on the Payment Inquiry page. When you are

finished, click the link to return to the Previous Page.

Click the Return to Previous Page link.

14. Now lets Edit an existing transaction that is Pending Approval. To start, we will clear the

search parameters.

Click the Clear button.

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Step Action

15. Now lets pick the proper status to narrow down our search.

Click the Approval Status list.

16. Click the Pending Approval list item.

17. Click the Search button.

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Step Action

18. The Pay Request Action field will be populated with actions that are valid based on the current

status of the transaction. We want to Edit Request Num 4506.

Click the Pay Request Action list.

19. Click the Edit Request list item.

20. Always use the Go button to the right of the action you selected.

Click the Go button.

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Step Action

21. In order to edit a transaction that is Pending Approval you must first click the Cancel Approval

Process button. This will terminate any existing Workflow and remove the transaction from

approvers worklists.

Click the Cancel Approval Process button.

22. In this example we will just add a letter to the Invoice Id.

Click in the Invoice Id field.

23. Enter the desired information into the Invoice Id field. Enter "a".

24. Now we should save the changes we just made which will reset the status of the transaction to

Initial.

Click the Save button.

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Step Action

25. Now that we are finished with the changes, we need to Review and Submit it for Approval

again.

Click the Review & Submit Approval button.

Step Action

26. It is very important to review the approval process prior to submitting your transaction for

approval.

Click the Submit for Approval button.

27. Click the OK button.

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Step Action

28. To return to Manage Payment Requests, click the hyperlink at the top of the page.

Click the Manage Payment Requests menu.

29.

End of Procedure.

Enter and Submit Payment Request for Approval Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the


Procedure

This topic covers the steps necessary to enter and submit a Payment Request.

The data elements in this topic are meant for examples only. When you are creating a Payment Request,

please use values that are appropriate for your Payment Request.

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Step Action






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Step Action

6. Click the Create New Payment Request link.

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Step Action

7. Click the Form Type list.

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Step Action

8. The dropdown list for Form Type contains the types of Payment Requests you are authorized

to submit.

For the purposes of this topic we will use the Dues/Membership Fees form type.

Click the Dues/Memberships Fees list item.

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Step Action

9. Click the Add button.

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Step Action

10. The Requested For field will be populated with your userid when you start a new request.

This field can be changed to another user if you are entering the request for someone else.

When the request is submitted for approval and it uses the Policy 19 Spend Authority routing,

the Requested For will be used to determine the proper approval routing, starting with their

supervisor, and continuing until the Spend Authority under Policy 19 is met.

11. The Invoice Id field is not required and should be populated when it is appropriate with a valid

Invoice Id from a Vendor. Duplicate invoice checking will occur when the form is saved to

ensure the invoice has not already been processed.

*Note - If the attachment is a vendor invoice and it has an Invoice Id listed but you do not add

it to this field, your request will be denied by the Pre-Pay Auditor in AP.

*Note - When paying Dues/Memberships, the Invoice Id field should contain the Membership

or License number, followed by a space and the four-digit year. When you pay the same

Dues/Membership next year, this will prevent a duplicate Invoice id from being generated. If

you do not enter this information your request will be denied and you will need to correct it

before it will be processed.

Enter the desired information into the Invoice Id field. Enter "DUES-2018".

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Step Action

12. The Due Date is the date the Payment Request is due to either the vendor or to be returned to

the user. Please keep in mind that pay cycle runs Tuesday and Thursday.

Click the Calendar Due Date (Alt+5) button.

13. Click the 31 link.

Step Action

14. Click in the Subject field.

15. The Subject should be a meaningful description of the Payment Request. This field will be

used on the voucher when it is created as the line description. It also appears in the search

results when looking for previous Payment Requests.

Enter the desired information into the Subject field. Enter "Membership Dues 2018".

16. Click in the Remit Memo field.

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Step Action

17. Use the Remit Memo to add any account number or special designation that is required to be

printed on the remit portion of the check. This would include any account number, government

form name, etc.

Enter the desired information into the Remit Memo field. Enter "Mem#123456 2018 Dues".

18. Each Payment Request type can have a different default Pmt Handling, depending on the

mostly commonly used method. When the handling is via Internal Baptist courier, the Return

To field appears. Provide the information required by the Baptist courier to return the mail to

your location.

The Separate Payment flag indicates that the Payment Request will generate a check by itself

and will not be combined with any other payment due to the vendor selected.

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Step Action

19. The Payable To section defines to whom the payment will be sent.

Requires Vendor Maintenance Review – This flag, when selected, will include the Vendor

Maintenance group in Workflow to allow them to either define a new vendor or update and

existing vendor. This flag will be automatically selected if you fill out the any information in

the Suggest Vendor/Address page.

Suggest Vendor/Address – This hyperlink takes you to a page where you can enter

information about an existing vendor (but a new address is required) or information about a

new vendor that is required. If any information is entered on this page the Requires Vendor

Maintenance Review flag will be set automatically and cannot be unselected. Before you can

select a State, you must first select a Country.

Vendor Selection – If Vendor Setid does not populate with SHARE, enter this value prior to

selecting the vendor search prompts because they will not work without Vendor Setid. Use the

Vendor Id and Address Seq fields to select the Vendor you would like the Payment Request

made out to. If the Vendor exists, but you cannot locate an appropriate Address Sequence,

select the vendor default information and then fill out the Suggest Vendor/Address

information. If you cannot locate the vendor, leave it blank and fill out the Suggest

Vendor/Address information. When the Payment Request goes through Approval it will be

routed to the Vendor Maintenance group and the information will be updated and corrected on

the Payment Request before it moves to the next user for approval.

Wire Requests

When submitting a Payment Request that should be paid via WIRE transfer, select the Vendor

Location of WIRE. If WIRE location is not available, use the Suggest Vendor/Address

hyperlink and add comments indicating that this should be paid via WIRE and the location is

not available. When you submit the Payment Request for approval, Vendor Maintenance will

get the routing first and will correct the vendor and the Payment Request before approving it

and sending it to the next level of approvals.

** Vendor Id of EMPL **

Some Payment Request types are for paying an employee instead of a vendor. When the

Vendor Id of EMPL is selected, the Address Seq field will be replaced with a Request For

Employee ID field. The valid values for this field come from HR, along with the address

information. When an employee id is selected, their address will be populated from HR data.

If the information shown is not correct, you should NOT continue with the Payment Request

process. Updates to the employee information need to be addressed with HR, not Financials, as

it cannot be updated in the FSCM system.

Payment Method

Based on the Vendor Location selected, this field shows the default payment method that will

be used for this transaction.

20. Click the Look up Supplier ID (Alt+5) button.

21. Click the AMERICAN ASSOCIATION OF NEUROSCIENCE link.

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Step Action

22. Click in the Justification field.

23. The Justification / Make Check Payable To field will appear depending on the form type

selected.

Justification – Enter an approval justification for the Payment Request. This is a required field

and should provide the approvers with a valid reason why you are submitting a Payment

Request.

Make Check Payable To – For the form type of Settlements, this field should specify how the

payment is to read. This helps the Vendor Maintenance group properly configure the Vendor to

ensure the payment is generated properly.

Enter the desired information into the Justification field. Enter "2018 DUES".

24. Once the Vendor is selected, the default Payment Method for the vendor is displayed below

Location and Addr Seq.

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Step Action

25. Accounting Codes

Enter the Requested Amount and provide all required accounting codes for the Payment

Request. The values entered require a valid combination and will be validated prior to saving

the Payment Request. Use the “+” sign to add additional distribution lines to the Payment

Request. The total amount of the Payment Request will be reflected at the top of the page as

additional lines are added.

Depending on the form type, default cost center information may be populated from the

Requested For users HR information and the account may be restricted to a predefined set of

values.

Project Costing fields are available by scrolling to the right in the Accounting Codes grid.

26. Click in the Requested Amt field.

27. Enter the desired information into the Requested Amt field. Enter "500".

28. Click the Save button.

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Step Action

29. Once the form is saved you will be redirected to the Attachments tab where you need to attach

all supporting documentation for your request. You will not be allowed to submit the request

without an attachment. Any incomplete attachments for the request type will be denied and you

will have to attach the proper documentation and re-submit the existing request.

Note: If your request requires a new vendor to be created you are required to attach a W-9 or

your request will be denied.

Use the Attach button to upload your attachment and then click the Save button. Use the “+”

button to upload multiple attachments.

Click the Attach button.

30. Click the Browse... button.

31. Select the attachment file name using the Choose File to Upload window.

Click the File Name list item.

32. Click the Open button.

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Step Action

33. Click the Upload button.

34. If you need to attach additional files, repeat the previous steps by click the "+" at the end of the

last line.


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Step Action

35. You are now ready to Review the required workflow and Submit your Payment Request for

approval.


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Step Action

36. After reviewing the required workflow, click the Submit for Approval button.



38. To track the approval status of your Payment Request, return to this page and click the

Approval Status button or use Manage Payment Requests to monitor the progress through the

Approval Workflow.

If for any reason you need to stop the Payment Request prior to the final approval you can click

the Cancel Approval Process button. You will then be able to edit the Payment Request and

resubmit it again.

39. You have now successfully entered and submitted a Payment Request for approval.

End of Procedure.

Edit Existing Payment Request Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the


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Procedure

This topic covers the steps necessary to edit an existing Payment Request.

The data elements in this topic are meant for examples only. When you are creating a Payment Request,

please use values that are appropriate for your Payment Request.

Step Action




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Step Action



Step Action

6. Click the Search button to begin searching for transactions that match the search parameters.

Click the Search button.

7. Click the Pay Request Action list.

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Step Action

8. The Edit Request action will only be available if the transaction is in a state that allows for

Editing. Once the transaction is approved it can no longer be edited.

Click the Edit Request list item.

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Step Action

9. Clicking the Go button to the right of the Pay Request Action will initiate the Action selected.

Click the Go button.

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Step Action

10. If the Approval Status in "Pending Approval", you will need to cancel the approval process

before you can edit the Payment Request. The button Cancel Approval Process at the bottom

right of the page will only be visible if this is the case.

Click the Cancel Approval Process button.

11. Click in the Remit Memo field.

12. Make the changes that are required. In this example we just added a Remit Memo, which will

print on the remit statement to the vendor.

Enter the desired information into the Remit Memo field. Enter "7".

13. Save the changes after you are finished. This will set the Payment Request back into Initial

status.


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Step Action

14. Now that the changes are complete, you will need to resubmit the transaction to Workflow.


Step Action

15. The final and most important step, Submit your request for approval. If you need to add

additional approvers, please add them by clicking the green plus sign at the appropriate location

before you submit the transaction for approval.



17. You have now successfully edited an existing payment request.

End of Procedure.

Approve Payment Request via Worklist Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the


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Procedure

AP Payment Request Approvals can be accessed using three different methods, the hyperlink in the approval

email, the Worklist in PeopleSoft Portal, or Navigate directly to Manager Self-Service, AP Payment Request

Approval.

This topic covers the steps necessary to approve a Payment Request using the Worklist in PeopleSoft Portal.

Step Action

1. Click the Worklist button.

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Step Action

2. Locate the transaction that you intend to review and approve and click the link in the far right

column to view the transaction.

Click the Click Here to View the Transaction link.

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Step Action

3. Before approving the request you should review the Payment Request for accuracy and ensure

all required documents are attached.

Click the Go to CKR button.

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Step Action

4. You should review all of the information on the Payment Request for accuracy, especially the

Accounting Codes.

Review the attachments to validate if it contains an Invoice Id, which must be present on the

request or it will be denied.

To view the attachments, click the Attachments tab.

Click the Attachments tab.

5. You can click the Open hyperlink next to each attachment to view them before approving.

Click the Open link.

6. Once you have completed your review, click the OK button to return to the approval page.

Click the OK button.

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Step Action

7. Add comments to the Approval Comments field where necessary. If you Deny the request,

comments will be required.

Enter the desired information into the Approval Comments field. Enter "APPROVED".

8. Click the Approve button.

9. Use the Worklist hyperlink to return to the list and work any additional approvals that are

necessary.

Click the Worklist button.

10. You have successfully approved a Payment Request.

End of Procedure.

Review Denied Payment Requests Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the


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Procedure

This topic covers the steps necessary to review the status of a Denied Payment Request. Users may receive an

email notification that their request was Denied. Use this topic to guide you on how to review the comments

from the Approver that denied your request and then decide what action should be taken.

Denied Payment Requests can be edited and resubmitted for approval. You do not need to re-enter them as a

new request.

Step Action



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Step Action




Step Action

6. You may need to click the Search button to locate denied transactions.

7. Click the Expand Selection next to the denied Payment Request to view the Life Cycle.

Click the Expand Selection button.

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Step Action

8. Click the Approvals button.

Step Action

9. Locate the Red box where it reads Denied. Click the triangle next to the Comments to expand

them to see why the request was denied.

Click the Expand button.

10. Click the Return to Previous Page link.

11. You have now successfully reviewed the denied payment request comments.

End of Procedure.

Documents

AP Payment Request - Baptist Health South Florida...Title: AP Payment Request Created Date: 1/5/2018 12:19:45 PM