ERP Cloud - AP Payment Processing How-To.docx

ERP CLOUD – FUSION PAYABLES

Payment Processing How-To

Author: Shivmohan Purohit

Creation Date: January 26, 2016

Last Updated: January 26, 2016

Document Ref: <Document Reference Number>

Version: DRAFT 1c

Approvals:

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ERP cloud – Fusion Payables

1 DOCUMENT CONTROL

1.1 Change Record1

Date Author Version Change Reference

26-Jan-16 Shivmohan Purohit Draft 1a No Previous Document

1.2 Contributors

Name Position

1.3 Reviewers

Name

Jon Dixon

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Contents

1 Document Control.....................................................................................................21.1 Change Record...........................................................................................................21.2 Contributors................................................................................................................. 21.3 Reviewers................................................................................................................... 2

2 Introduction...............................................................................................................42.1 Purpose....................................................................................................................... 42.2 Document Scope.........................................................................................................4

3 Payment Proces........................................................................................................53.1 Quick Payment............................................................................................................53.2 Manual Payment.........................................................................................................73.3 Batch Payment : Payment Process Request...............................................................93.4 Reissue Payment......................................................................................................193.5 Initiate Stop/Cancel Stop on Payment.......................................................................223.6 Void Payment............................................................................................................24

4 Open and Closed Issues.........................................................................................274.1 Open Issues..............................................................................................................274.2 Closed Issues............................................................................................................27

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2 INTRODUCTION

2.1 PurposeThe purpose of this document is to provide information on how payments are processed ERP Cloud Payables. This document will describe the existing functionality with the new interface for Single/Batch Payments and payment related windows. This document is based on R10 of ERP Cloud.

2.2 Document Scope Create a Quick Payment Record Manual Payment Batch Payment: Payment Process Request Template, Submit PPR Reissue Payment Initiate Stop/Cancel Stop on Payment Void Payment, optionally take Action on Invoice

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3 PAYMENT PROCESS

3.1 Quick PaymentThis feature is needed for paying documents payable (invoices, expense reports, prepayments, debit/credit memos and Payment Requests) outside a Payment Process Request.

Documents can be selected regardless of the payment terms, payment method, or due date. For example, you can create a Quick payment for an invoice that is not yet due.

The payment can be made either electronically or by check (printed).

User pays an invoice with a single payment instead of a Payment Process Request.

If the Print Now box is checked at payment creation time, the payment will be printed immediately to a printer that the user chooses from a list of values.

If the Create Accounting box is checked at payment creation time the accounting will be created immediately. User has a choice to decide whether the accounting should be draft or final.

Navigation: Navigator Invoices Manage Invoices

Manage Installment under Invoice Actions

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Invoice Actions – Pay in Full

Select Bank Account and Payment Process Profile.

Payment document will default or choose if more than one.

Click on Submit

You will see Payment confirmation Message : “Payment xxxx for 000.00 has been created”

Payment Review – Under Manage Invoices


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3.2 Manual Payment

• When you create a payment outside of the system, you can record the payment and update the invoices that you paid.

• A Manual payment is the typical way to record a wire transfer.

• As a manual payment is only recorded in Payables, and not actually sent out.

Navigation: Navigator Payments Create Payments

Create Payment

Select Supplier, Payment Type

Select Bank Account, Payment method and Payment Process Profile.

Payment document will default or choose if more than one.

Click on Submit

Go to Invoices to Pay Section - Actions

Select and Add – Invoices to Pay

Add Invoices and select Actions - Add to Payment

Click on apply

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Click on Save and Close

Confirmation and Verify

You will see Payment confirmation Message : “Payment xxxx for 000.00 has been created”

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3.3 Batch Payment : Payment Process Request

• A payment process request is a grouping of installments that are processed for payment.

• For each request, you can specify selection criteria, payment attributes, and processing options.

• You can create and submit a payment process request on the Submit Payment Process Request page, or you can create a payment process request template and submit the template for processing.

Payment Process Request Template

• A payment process request template predefines invoice selection criteria, payment attributes, processing instructions, and specifies how validation failures should be handled.

• Payment process request templates enable you to:

• Minimize data entry by saving you from re-keying frequently used values, which simplifies and expedites pay runs.

• Retrieve cash requirements for the invoices that will be selected for payment by running the Schedule Cash Requirements Report.

• Schedule payment process requests to run on a repeating basis.

• Submit specific payment process requests by specifying a template that is used as a parameter and which contains all the information needed for submitting the particular payment process request.

• Use a template as a starting point for submitting pay runs.

Note: Using selection criteria include to have Template specific to Business Unit or Legal Entity.

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Navigation: Navigator Payables Payments Manage Payment Process Request Templates

Submit Payment Process Request

• Give Process Name , Select Template to default criteria and processing options

• Review Dates and Different Defaults and Click Submit

Navigation: Navigator Payables Payments Submit Payment Process Request

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• You will see confirmation message “Your Process xxxx was submitted”

Navigation: Navigator Payables Payments Manage Payment Process Requests

Navigation: Navigator Tools Schedule Processes

• Payables Selected Installments Report

Lists all invoice installments selected in a payment process request to help determine how well the selection criteria is selecting the right invoices to pay.

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• Click on Action to Review selected invoices.

• If needed then remove Invoices that don’t need to pay with this batch.

• Submit for Next Stage

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Manage Payment Process Requests – Validation StageNavigation: Navigator Payables Payments Manage Payment Process Requests

• Click on Action and Resume Payment Process

• We can Review Payment Before it get generate

• We can Review Payment Before it is generated

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Manage Payment Process Requests – Build


• Payment file build

• Next is to Print checks or create electronic file

Programs Run during payment process (i.e. Payment Process Request Status Report)


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Payment Process Request Status Report – As DocumentationDisplays the contents and status of a payment process request.

• Create Printed Payment FilesNavigation: Navigator PayablesPayments Create Printed Payment Files

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• Create Printed Payment FilesNavigation: Navigator Tools Schedule Processes

• Check Print

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• Review and Confirm Payments

• Ready for Recording

• Record the print Status

• Payment file Confirmed

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• Schedule Processes

• Payment File Register

Display details of payments that are included in a payment file. You can retain this report for your records.

• Payment File Register

Display details of payments that are included in a payment file. You can retain this report for your records.

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3.4 Reissue Payment• A payment can be reissued when the original was damaged or otherwise could not reach the

payee. For example, when a paper check is damaged during printing or a check is returned due to an incorrect address.

• Reissuing a payment means that the original payment is automatically voided and the new payment is issued using the information provided by the user (new check number, new payment date, new exchange rate (applicable to foreign currency payments), and voucher number (if sequencing is used)).

A payment may be reissued only if:

1. The payment is not a bills payable.

2. The payment Status is negotiable.

3. The payment is not a refund

4. The payment is not a manual payment.

5. The payment processing type should be printed

Note: Reissuing a payment on a prepayment that has been applied to an invoice is allowed, though you cannot void such a payment

Navigation: Navigator PayablesPayments Manage Payments

Manage Payment – Search for Specific Payment for Reissue

• Click on particular payment

• Under Action – See Option - Reissue

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• Reissue – See New Document Number (i.e. Check )

• Upon submit you will see confirmation message : “Payment xxx has been reissued”

• Old Payment – Void

• New Payment – Negotiable status

• Navigation: Navigator PayablesPayments Manage Payments

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• Schedule Programs upon Reissue

• New Check Print


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3.5 Initiate Stop/Cancel Stop on Payment

• We can initiate a stop payment request for quick payments, refunds, and payment process requests if the payment status is Negotiable, or for bills payable if the payment status is Issued.

• If the bank confirms that the payment has not cleared and was stopped, you can void the payment to reverse the accounting and payment records.

• If the bank notifies you that the payment has cleared, you can cancel the stop payment request to reset the payment status to Negotiable or Issued.


• Click on particular payment

• Under Action – See Option – Initiate Stop

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• Initiate Stop Payment Request – Add Stop Reason and Reference ( Optional )

• Verify Payment Status

• Cancel Stop – Add Stop Reason and Reference ( Optional )

• Reverse Stop – Cancel Stop

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• Cancel Stop – Status Back to Negotiable

3.6 Void Payment• A payment can only be voided if the status of Payment is negotiable, stop initiated (or issued in the

case of a Bills Payable).

• If the payment being voided has been made for any prepayment invoice AND if that prepayment has been applied to a standard invoice then payment cannot be voided.

• You cannot void a payment for a prepayment that is applied. You must first unapply the prepayment, and then you can void it.

• You cannot initiate a stop payment for a prepayment that is applied.


Manage Payment – Search for Specific Payment to Void

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Click on particular payment

Under Action – See Option – Void

Void Payment – Add Void Date , Accounting Date ( Defaults )

Invoice Action – None, Cancel Invoice, Place Hold on Invoice

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Void Payment - Verification

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4 OPEN AND CLOSED ISSUES

4.1 Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

4.2 Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

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