minutes CUFS R12 Upgrade Project Business Leads and Key Users Pilar Lacuna Gran Chris Patten Inga Skeberdyte Andrew Weatherley

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1 minutes Date Thursday 31st October 2013 Time 12 noon To Business Leads and Key Users Meeting (Payments) At F40 CUFS R12 Upgrade Project Business Leads and Key Users Attendees: Cc: Paul Humphreys Pilar Lacuna Gran Chris Patten Inga Skeberdyte Andrew Weatherley Jo Hall Colin Humphrey Simon Irvin Philip Smyth Susanna Wilson MINUTES Topics Walkthrough of the cheque payment process in R12 DEV Agree format/wording of Payments Reports Selected Payments Report Output for cheque formatting stage Final report to include cheque numbers Greenwich House Madingley Rise, Madingley Road Cambridge CB3 0TX Tel: +44 (0) 1223 Fax: +44 (0)

2 Summary of issues/actions: Ref Spec Spec 700 /Action Owner Resolution Status Spec for Selected Payments report to include the following confirmed points: a. Header page remove document order and 3 cheque ref fields e.g. number of overflow documents b. Date format to be consistent between due date and invoice date c. 0 to be removed (appearing under currency) d. Include example output in the spec for a larger payment batch Spec for Excel version of selected payments report (to replace 11i custom excel report) to be updated as follows: a. Original invoice amount, payment invoice amount and paid-to-date amount to be included b. Pivot amount by supplier to be sorted in highest to lowest value c. Over 10k tab to be based on original invoice value d. Over 10k tab to include all 3 values above e. Supplier tab to be in alphabetical order Testing of Maximise Credits checkbox. 11i like for like on the selection of credit notes would be the example below: 10 invoice and 20 credit note giving total supplier site balance of minus 10. It is thought that the 11i Prelim pay Update spec and issue to business leads for approval due next week. Update spec and issue to business leads for approval due next week To test credit notes further. Current R12 process if the flag set to null is that the invoice is selected for payment on its own and the credit note is flagged further down the report as unused. Process would

3 register would show both these items as no payment as below minimum payment i.e. under 1. R12 functionality using the maximise credits checkbox would be that credit notes are partially paid to reduce invoices to zero total payments (which is not required by the business). Process Ordering of payment templates appears to be by creation/id rather than alphabetical. Request from the business is that it is in most used order e.g. BACS and SUPPLIER at the top. Process Determine how long PPR s stay in the current table in the payments dashboard home page (batches may be open in 11i longer than 24 hours) Process HTML view requests form shows all requests or only payments related ones 712 Monitor requests HTML screen continually erroring after using back button to move from pdf output back to list of concurrent requests require manual removal of the invoice from the selected payments list. PH To investigate if it is possible to re-order Test leaving PPR batch open more than 1 day Confirm visibility on view requests HTML page Investigate error Process Unclear what the definition of payment instruction is Confirm definition Process Invoices/credit notes for a supplier site which total to a zero payment are currently included in the 11i report Test with zero total payment scenario to establish how R12 works 475 BACS payments where there is no bank account on the scheduled payment (or supplier) are flagged on the 11i prelim pay register. Process Further understanding required of the potential unselected payments reason to appear in Selected Payments report R12 process is different. SR and issue already open where no bank account exists at the invoice entry stage. Further testing will determine what is flagged at payment stage Provide list

4 Process Within the selected payments screen, need clarification on the difference between trading partner and payee, especially in relation to factor payments. /AW a) Test factor payment b) Andrew to provide example of factor supplier Testing Test scenarios AW Business to consider and provide further test scenarios to Kim Business 713 Payment Template definitions / settings Agreed: a. To have 2 stops in the process Include in the Payments config document 701/713 Build 3.4 Testing Payment Process/Setup comments: 1. Agreed to have 2 stops in the process at proposed invoices and proposed payments stages 2. Amendments to batch will be concentrated in the first selected invoices stage, using the Save and recalculate buttons. Note that in the second stage (proposed payments) cannot insert new invoices / suppliers, can only remove. Replicate the 11i requirement to run and archive: a) Final version of the selected payments report immediately before formatting (therefore picking up any final amendments made at the proposed payments stage 2). b) Final version of a report post after the confirm step to show cheque numbers AND invoices. (this is currently met in 11i by archiving the last prelim pay register) Overflows to be tested. Determined that Bottomline does processing and CUFS does not, for overflows cheques. Setting in Bottomline to SI PL/ a) Include in the config document for payment templates b) Include in the functional payments overall spec a section on R12 process a) Kim to advise Simon of the need to generate and archive a final Selected Payments report at time of formatting b) Define the output for cheque format and/or final register (currently the seeded Payment Instructions Register being shown in DEVR12) to meet the requirements of b) c) Check report to include invoice number as well as invoice description a) Pilar to provide recent LIVE payment example (received 31/10/13) b) Kim to test overflow scenarios Tech

5 Testing 713 Testing generate overflow cheque is > 15 invoices. Pilar to provide recent LIVE payment example In answer to Simon s question on overflows Are overflow remittances printed in another way. Single payments. Confirmed as being made in 11i for all DD s, IPO s and one off payments which need to be manually recorded (rather than actual cheque or BACS file generated). Cutover step should include updating the R12 payables documents to the latest check or document reference number to reflect the live cutover Data for Prepayments. Current testing raised a question on many outstanding old prepayments for 0.01 for supplier Ridley. c) Response to Simon is No Kim confirmed the process for these in R12 Closed remains the same using the core screen, although the payables document(s) associated may be an upgraded version. To include in the config document for cutover AW/ a) Andrew to confirm if these outstanding prepayments exist in 11i b) Kim to rule out that this an upgrade data issue in R12

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