Accounts Payable Activities Entering an Electronic Payment Request Form (eprf)

Transcription

1 Accounts Payable Activities Entering an Electronic Payment Request Form (eprf) Overview: Understanding the Electronic Payment Request Form (eprf) Creation Process This tutorial contains instructions for creating a payment request and printing the Fax coversheet. After the coversheet is printed, the department must fax the invoice and all necessary back-up documentation to to complete the electronic Payment Request submission process. This process replaces the use of a Payment Request Form, which was completed and then submitted to Accounts Payable with an invoice for them to key an Unencumbered Payment. Departments will now be able to 'key' the unencumbered payment request directly into OMNI (in place of filling out the old form), which will then route through work-flow approval for appropriate budgetary approvals for the payment. Once fully approved through workflow, the payment will be audited for final payment approval by an Accounts Payable representative. Departments should consult the Payables & Disbursement Services webpage on the FSU Controller's website for a link to a document containing "Allowable Unencumbered Disbursements." This document will assist the department in determining what types of expenditures are allowable using this format. If there are additional documents ( s, memos, extended explanations, etc.) justifying expenditures outside of the guidelines, these should be included with the faxed invoice. For more information on justifications please see the guidelines for supplemental documentation included in this tutorial. If you have any questions or do not find the information you need on the form, please contact Payables & Disbursement Services at for assistance. Some payment documents from Vendors do not have Invoice numbers on the face of the document. In this case, please reference the guidelines for "Creating an 'ad hoc' invoice number" included in this tutorial. Required OMNI Security Role: FSU_AP_PRF_PROCESSOR Procedure Scenario: In this topic, you will learn the steps to create an electronic Payment Request Form (eprf) in OMNI. Key Information: Invoice Required Supporting Documentation: Allowable Unencumbered Disbursements form available on Controller's website Page 1

2 1. Click the Financials 9.1 link. 2. Click the Main Menu button. 3. Click the Accounts Payable menu. 4. Click the Vouchers link. 5. Click the Add/Update link. 6. Click the Quick Invoice Entry link. Page 2

3 7. On the Quick Invoice Entry page you will enter data in the following key fields for your payment request: Vendor ID: This is the OMNI vendor ID number which can be found in the Vendor File. Short Vendor Name: This field is populated when you input the OMNI Vendor ID number. It is a contraction of the Vendor's name limited to 10 characters. Invoice Number: This is the vendor's transaction number taken from the face of the invoice. Invoice Date: This is the invoice date shown on the face of the invoice. Invoice Amount: This is the total amount to be paid to the vendor, also on the face of the invoice. All other fields should default to the values displayed on the screen. 8. Where an invoice number does not exist please see the guide for "Creating an Ad Hoc Invoice Number on the OMNI Training website. Page 3

4 9. Click the Add button. 10. Enter the description of the goods or services requiring payment into the Description field. NOTE: If additional information is required to justify the payment request please include these with the faxed invoice. 11. Enter your department ID in the Dept field. This value will determine where your eprf routes for approval unless the request is to be paid using project funds. When entering a Project ID, your eprf will route to the designated project approvers for approval. Items over $ paid on a project will also route to Sponsored Research Accounting Services for approval. 12. Enter your fund code into the Fund field. 13. Use the scrollbar to scroll to the right to find the Account field. 14. Enter the Account Code into the Account field. For assistance with selecting the correct account code see the "Commonly Used Account Codes" and "Searching For Account Codes" training guides on the OMNI Training website. Page 4

5 15. The entry order of chart field values (dept ID, fund, project, account, etc) can be adjusted by using the Customize link. 16. Click the Save and Submit button. 17. Click the Generate Invoice Fax Submittal Sheet button. A new window will open containing a barcoded fax coversheet for your invoice and other supporting documents. NOTE: Ensure all pop-up blockers are turned off to allow this new window to appear. 18. Click the Maximize/Restore button to enlarge this window. Page 5

6 19. This form must be faxed to The invoice and any additional supporting documents ( s, memos, certifications, additional information, supplemental forms, etc.) must be included as a single fax. If special handling is required please mark the Special Handling check box prior to faxing documents and write in your handling messages in the box below (e.g. "Please call Professor at for pickup"). 20. The invoice does not have to be resized and should start as page two of your fax. The system will read the barcoded information and route the invoice into Hummingbird for future searches. After faxing your invoice, it will be viewable in Hummingbird in a few hours. Any eprf submitted without faxed documents will not advance to workflow. 21. Click the Close button. 22. Click the Home link. 23. Congratulations! You have completed this topic. End of Procedure. Page 6