Earmarked Funds Check Request
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- Ophelia Austin
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1 Introduction The Earmarked Fund Check Request process replaces the General Authorizations (GA) previously prepared in Procurement thru Buyer R. Use this procedure to process a request for a check to pay an invoice for services, expenditures, etc. that do not lend themselves to the normal purchasing procedures. Check Requests are required to go through a designated approval trail. After the approval process, the Earmarked Funds Check Request will be reviewed by Accounts Payable and a check will be issued providing all requirements have been met. Only those types of expenditures listed in Board Rule 6Gx13-3C-1.15 will have a check processed. If the requirements have not been met for this procedure, the request will be rejected and the location will need to make corrections, reroute and resubmit. Some examples of Earmarked Funds Check Request are Legal Services, IRS Payments, Permit Fees and Postage, lunch money reimbursements, and rental of halls for graduation events. Before creating an Earmarked Funds Check Request, you must: Create a Funds Reservation in SAP. The Funds Reservation must be approved Know the Funds Reservation Number Have an invoice from the vendor or the required approved paper work in the case of reimbursements prior to entering the Earmarked Funds Check Request Create Earmarked Funds Check Request The following instructions will walk you through the process of creating an Earmarked Funds Check Request. The Earmarked Funds Check Request allows you to request a check for an invoice with the use of a Funds Reservation number and it is done through the Create invoice function. Log in to the Employee Portal to access ERP on the ERP tab (all employees with access to SAP will see the ERP tab) The Universal Worklist page will open. The tabs and functions will display according to your role within SAP. on the Finance tab Page 1 August 2010
2 From the Finance page, on the AP Workflow and Check Request (ReadSoft) option The AP Workflow and Check Request page will open. on the Create invoice tab Page 2 August 2010
3 Create Invoice To create an invoice you must have an approved Funds Reservation in SAP, (for instructions, see the Create Funds Reservation user guide), know the Funds Reservation number, and have an invoice from the vendor or required paper work. on Create incoice, at the bottom of the page A new invoice document will open. The document number will be displayed. NOTE: Earmarked Funds Check Request cannot be created for multiple invoices. Create one Earmarked Funds Check Request per invoice. Page 3 August 2010
4 On the new document page, complete the required fields marked with an asterisk (*). Document number; write it down for future reference. Remove will delete the Earmarked Funds Check Request. If you know the vendor number, type it in the Vendor field or click on the Help search to search for a vendor number. on the Help search icon The Help search screen will open. Enter a few letters of the Vendor s name with asterisks (*) to define the search (ex. *imax*) and click on Search. name to search (ex. *imax*) Search The search results will display on the same screen. All the records containing the letters imax will be displayed. Double Click to select the vendor (ex ) Note: If a Vendor has more than one vendor number, choose the number that begins with the number nine (9). Vendors that have a mailing address different from the physical address, the mailing address is identified with the number 9. The Help search screen will close and the vendor number will display on the document page Page 4 August 2010
5 Payment Method Supplement Use the Payment Method Supplement to determine if the check will be mailed or held for pick up. on the Help search icon The Help search screen will open. on Search to display the list Double Click to select it The Help search screen will close and the code will display on the document page. Click anywhere on the line. Page 5 August 2010
6 Invoice Number, Net Amount, and Document Header Text Enter the Vendor invoice number in the Invoice Number field. If an invoice number is not available, you must create a unique number. Use the Funds Reservation number (ex ) and the date on the invoice (ex. 7/6/10). The created invoice number should look like this, Or the invoice number the invoice date on the Open calendar icon to select the invoice date Net amount - Is the sum of all the line items for this Earmarked Funds Check Request. the Net amount (ex ) Text - Allows a message to print on the check by placing an asterisk (*) before the text message. Document Header Text Is used to describe what the Earmarked Funds Check Request is for. the description (ex. Field trip to the movies at Sunset Place) Page 6 August 2010
7 Funds Reservation In this section you need to enter the Funds Reservation number. A Fund Reservation is used to reserve funds that are not encumbered on a Purchase Order. This process must be done prior to creating an Earmarked Funds Check Request. the Funds Reservation number in the Funds Res field on the Calculate icon or press the Enter key on your keyboard The Fund, G/L acct, Doc. Item, Cost Ctr, and Func. Area will be populated. This information is generated from the Funds Reservation previously created. the net amount in the Net amount field (total amount for line one, ex ) a description of what this is, in the Text field If the invoice includes different charges, create a line for each type of charge (ex. Service charges). on the Add a new line icon Page 7 August 2010
8 A new line will be added. the Funds Reservation number in the Funds Res field (same number used on the first line) on the Calculate icon or press the Enter key on your keyboard the net amount in the Net amount field (net amount for line two, ex ) a description of what this is, in the Text field (ex. Service charge) All Earmarked Funds Check Request require supporting documentation for processing. Images and files may be attached, such as jpeg, or PDF files. Attach local file The Please choose a file screen will open, Browse to locate the file The Choose File to Upload screen will open, Select the appropriate file Open Page 8 August 2010
9 From the Please choose a file screen, Send The message Document successfully uploaded will display. Close The attached file can be viewed at the bottom of the page in the Show Attachment drop down menu. Open the attached file to verify it opened correctly. A note must be created before submitting the request. Create new workflow note the desired text (ex. Students from third grade) Before you save the Earmarked Funds Check Request you can delete it by clicking on the Remove button. After saving the Earmarked Funds Check Request, the Remove button will change to Reject. You can still delete it by clicking on the Reject button and then removing it from your documents. [See the sample of a rejected Earmarked funds Check Request on page 10.] Save Page 9 August 2010
10 After saving the Earmarked Fund Check Request, the vendor information is displayed. Verify that the vendor address matches the address on the invoice. If there is a discrepancy, notify Procurement to update the address before submitting Earmarked Fund Check Request. Saving also displays all of the fields for the funding structure automatically. You should review all entries. If no change is required, Submit Submitting the Earmarked Funds Check Request will begin the approval process. Changes can only be made if the Approver rejects the request. Page 10 August 2010
11 Workflow Status Information The History page will display all of the documents in the user worklist. on the History tab You may select the type of workflow you want to display or select All workflows to display all. on Create list The documents will display. on the information icon, to the right of the document row Page 11 August 2010
12 The Workflow status information screen will open. The Workflow status information screen displays all the users involved with this document as well as the current document status. When finished, on Close, to close the workflow status information screen Logging Off It is important to log off from SAP and any other system application when you are done, to prevent access by others. on the Log Off link, on the upper right of the page From the ERP Portal, on the Logout, on the upper right of the page on the to close the page Whom to Contact for Assistance For questions or comments, please complete a Self Service Incident at: Page 12 August 2010
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