Accounts Payable How to submit a payment request Created on 4/5/2010 9:11:00 AM
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1 Accounts Payable Created on 4/5/2010 9:11:00 AM
2 COPYRIGHT & TRADEMARKS Copyright 1998, 2009, Case Western Reserve University; Information Technology Services Customer Service and Support; CAPS; ERP.
3 Table of Contents User Manual Accounts Payable... 1 Advance... 1 Payment Request... 8 Non-travel Reimbursement Student Reimbursement Travel Reimbursement Petty Cash Replenishment Page iii
4
5 Accounts Payable This document demonstrates how to use the Financials Accounts Payable module in Oracle PeopleSoft. Advance Procedure Use these directions to request an advance for an employee in the Accounts Payable module. 1. Click the Accounts Payable link. 2. Click the Payment Requests link. 3. Click the Payment Request link. Page 1
6 4. The Payment Requests screen appears. Click the Add button. 5. The Payment Request form appears. Click the Information and Procedures link. 6. A new window appears. It contains important information about the payment request process. Please read it before proceding. 7. Return to the Payment Request form. Click the Request Type list. 8. Click the Advance list item. 9. Click the Advance Type list. 10. Select the appropriate Advance type from the dropdown list. Page 2
7 11. Note that the Is Vendor an Employee? field defaults to Y for Yes. Advances cannot be given to non-employees. 12. Enter the EmplID of the employee into the EmplID field. 13. A message appears in a warning box. Check the name that appears in the box to verify that the correct EmplID was entered. Click the OK button. Page 3
8 14. The employee's name appears. The address is not shown. Instead, the message Address on file in HCM appears. The Return Check To field defaults to Direct Deposit. The advance will deposit into the bank account that was selected by the employee for AP reimbursements in HCM. 15. Enter the amount of the advance into the Total Amount field. 16. Enter an appropriate and thorough description of the payment request in the Description of Request field. This is the only description that will appear on departmental reports. Page 4
9 17. Enter the amount of the payment request into the Amount field. 18. The SpeedType and Account fields default based on the type of payment request selected. For Travel Advances: When the Statement of Travel is reconciled following completion of the employee's travel, the remaining reimbursement is charged to the employee's home speedtype. 19. Enter an appropriate description into the Description field. 20. If an Event chartfield applies to this advance (optional), enter it in the Event field or click the Look up Event button to locate it in the search results. Page 5
10 21. Please read the information that accompanies this advance type. It includes important information relative to the advance. 22. Enter the name of the approver into the Approver's Name field. 23. Enter the appropriate number into the Approver's Department field or click the Look up Approvers Department button to locate it in the search results. 24. Enter the approver's telephone number into the Telephone field. 25. Enter the approver's fax number into the Fax field, if applicable 26. Enter the approver's address into the Address field. 27. Click the Save button. Page 6
11 28. A warning message appears. It contains important directions about submitting the payment request. Click the OK button. 29. Click the Print button. 30. The Windows Print dialogue box appears. Click the Print button to print the payment request. 31. This completes the process of entering an advance into the Accounts Payable module. End of Procedure. Page 7
12 Payment Request Procedure Use these directions to request payment to a non-employee or vendor in the Accounts Payable module. 1. Click the Accounts Payable link. 2. Click the Payment Requests link. 3. Click the Payment Request link. 4. The Payment Requests screen appears. Click the Add button. Page 8
13 5. The Payment Request form appears. Click the Information and Procedures link. 6. A new window appears. It contains important information about the payment request process. Please read it before proceding. 7. Return to the Payment Request form. Click the Request Type list. 8. Click the Payment Request list item. Page 9
14 9. Note that the Is Vendor an Employee? field defaults to N for No. Payment Requests cannot be submitted for employees. 10. Click the Look up Vendor button to locate the vendor in the search results. Page 10
15 11. The Look Up Vendor Lookup screen appears. Enter the first few characters of the vendor's name into the Short Vendor Name field. 12. Click the Look Up button. 13. Select the appropriate vendor from the search results. If the vendor that is being search for does not appear, attempt to locate the vendor once more. The vendor can be searched for by entering its name into the Short Vendor Name field. If the contents of the dropdown box to the right of the field displays begins with, then the system will search for vendors whose Short Vendor Name (first column on left) BEGINS with the characters entered into the field. To search for words or letters WITHIN the vendor's name, click the dropdown box and select the contains list value. The system will search for vendors whose Short Vendor Name CONTAINS the string of letters entered into the field at any point in the name. Page 11
16 14. The vendor's name and address appears on the Payment Request form. Verify that the vendor is accurate. 15. Decision: Was the vendor located? Yes Go to step 16 on page 12 No Go to step 39 on page The Return Check To field defaults to U.S Mail to Address Listed. If for any reason the check should not be mailed, click the dropdown box and select Hold for Pickup at AP. Make the vendor aware that the check will be available at the Cedar Ave. Service Center. 17. If the vendor supplied an invoice number, enter the number into the Vendor Invoice Num field. Page 12
17 18. Enter the total amount of the payment request into the Total Amount field. 19. Enter an appropriate and thorough description of the payment request into the Description of Request field. This is the only description that will appear on departmental reports. Page 13
18 20. In the Accounting Distribution group box, the total amount of the payment request can be divided between speedtypes if necessary. 21. Enter the appropriate dollar amount into the Amount field. 22. Enter the appropriate speedtype into the SpeedType field. 23. Enter the appropriate account number into the Account field. Begin by entering the first two digits of the account. For example, enter "53" for a non-salary expense account. 24. Click the Look up Account button. Page 14
19 25. The Look Up Account screen appears. Select the appropriate account from the search results. 26. The account description defaults into the Description field. 27. If an Event chartfield applies to this payment request (optional), enter it in the Event field or click the Look up Event button to locate it in the search results. 28. If the total dollar amount is being split between speedtypes, click the Add a new row button to add another distribution row onto which the new amount and speedtype can be entered. Page 15
20 29. Enter the name of the approver into the Approver's Name field. 30. Enter the appropriate number into the Approver's Department field or click the Look up Approvers Department button to locate it in the search results. 31. Enter the approver's telephone number into the Telephone field. 32. Enter the approver's fax number into the Fax field, if applicable. 33. Enter the approver's address into the Address field. 34. Click the Save button. Page 16
21 35. A warning message appears. It contains important directions about submitting the payment request. Click the OK button. 36. Click the Print button. 37. The Windows Print dialogue box appears. Click the Print button to print the payment request. 38. This completes the process of entering a payment request into the Accounts Payable module. End of Procedure. Remaining steps apply to other paths. Page 17
22 39. If the vendor cannot be located in the search results, click the Vendor Not Found checkbox option. Page 18
23 40. Important information regarding the payment request appears. After reading it, click the OK button. 41. Click the Supplier Information Form link. Page 19
24 42. A new window appears with the Supplier Information Form. Print this form, complete it, and return it to the office listed on the form. Go to step 16 on page 12 If the new window does not appear, it may be because a pop-up blocker is preventing it from appearing. Please enable pop-ups from case.edu to see new windows appear from within the system. Page 20
25 Non-travel Reimbursement Procedure Use these directions to request a reimbursement for an employee in the Accounts Payable module. 1. Click the Accounts Payable link. 2. Click the Payment Requests link. 3. Click the Payment Request link. 4. The Payment Requests screen appears. Click the Add button. Page 21
26 5. The Payment Request form appears. Click the Information and Procedures link. 6. A new window appears. It contains important information about the payment request process. Please read it before proceding. 7. Return to the Payment Request form. Click the Request Type list. 8. Click the Reimb Non Travel Employees list item. Page 22
27 9. Note that the Is Vendor an Employee? field defaults to Y for Yes. Non-travel reimbursements cannot be given to non-employees. 10. Enter the EmplID of the employee into the EmplID field. 11. Press [Tab] on your keyboard. 12. A message appears in a warning box. Check the name that appears in the box to verify that the correct EmplID was entered. Click the OK button. Page 23
28 13. The employee's name appears. The address is not shown. Instead, the message Address on file in HCM appears. The Return Check To field defaults to Direct Deposit. The reimbursement will deposit into the bank account that was selected by the employee for AP reimbursements in HCM. 14. Enter the total dollar amount of the reimbursement into the Total Amount field. 15. Enter an appropriate and thorough description of the reimbursement request in the Description of Request field. This is the only description that will appear on departmental reports. 16. The Accounting Distribution group box allows the total dollar amount to be split between speedtypes if necessary. Page 24
29 17. Enter the appropriate dollar amount into the Amount field. 18. Enter the appropriate speedtype into the SpeedType field. 19. Enter the appropriate account number into the Account field. Begin by entering the first two digits of the account. For example, enter "53" to find accounts for nonsalary expenses. 20. Click the Look up Account button. Page 25
30 21. The Look Up Account screen appears. Select the appropriate account from the search results. 22. The account description defaults into the Description field. 23. If an Event chartfield applies to this reimbursement (optional), enter it in the Event field or click the Look up Event button to locate it in the search results. 24. If the total dollar amount is being split between speedtypes, click the Add a new row button to add another distribution row onto which the new amount and speedtype can be entered. Page 26
31 25. Enter the name of the approver into the Approver's Name field. 26. Enter the appropriate number into the Approver's Department field or click the Look up Approvers Department button to locate it in the search results. 27. Enter the approver's telephone number into the Telephone field. 28. Enter the approver's fax number into the Fax field, if applicable. 29. Enter the approver's address into the Address field. 30. Click the Save button. Page 27
32 31. A warning message appears. It contains important directions about submitting the payment request. Click the OK button. 32. Click the Print button. 33. The Windows Print dialogue box appears. Click the Print button to print the payment request. 34. This completes the process of entering a non-travel reimbursement request into the Accounts Payable module. End of Procedure. Page 28
33 Student Reimbursement Procedure Use these directions to request a reimbursement for a student in the Accounts Payable module. 1. Click the Accounts Payable link. 2. Click the Payment Requests link. 3. Click the Payment Request link. 4. The Payment Requests screen appears. Click the Add button. Page 29
34 5. The Payment Request form appears. Click the Information and Procedures link. 6. A new window appears. It contains important information about the payment request process. Please read it before proceding. 7. Return to the Payment Request form. Click the Request Type list. 8. Click the Student Reimbursement list item. 9. Enter the last name of the student into the Vendor Lookup field. 10. Click the Look up Vendor Lookup button. 11. All students with the indicated last name appear in the search results. Click on the name of the student who is to receive the reimbursement. All students are available as "vendors" on the Student Reimbursement payment request form. If a student cannot be found, please go to and download Page 30
35 the Employee/Student Request form. Directions for completion are supplied on the form. 12. The student's name and address appears. Verify that this is the correct student before proceding. Page 31
36 13. The Return Check To field defaults to Hold for Student Pickup. The student must pick up the check at the Accounts Payable office in the Cedar Avenue Service Center. 14. Enter the total dollar amount of the reimbursement into the Total Amount field. 15. Enter an appropriate and thorough description of the reimbursement request in the Description of Request field. This is the only description that will appear on departmental reports. 16. The Accounting Distribution group box allows the total dollar amount to be split between speedtypes if necessary. Page 32
37 17. Enter the appropriate dollar amount into the Amount field. 18. Enter the appropriate speedtype into the SpeedType field. 19. Enter the appropriate account number into the Account field. Begin by entering the first two digits of the account. For example, enter "53" for a non-salary expense account. 20. Click the Look up Account button. Page 33
38 21. The Look Up Account screen appears. Select the appropriate account from the search results. 22. The account description defaults into the Description field. 23. If an Event chartfield applies to this reimbursement (optional), enter it in the Event field or click the Look up Event button to locate it in the search results. 24. If the total dollar amount is being split between speedtypes, click the Add a new row button to add another distribution row onto which the new amount and speedtype can be entered. Page 34
39 25. Enter the name of the approver into the Approver's Name field. 26. Enter the appropriate number into the Approver's Department field or click the Look up Approvers Department button to locate it in the search results. 27. Enter the approver's telephone number into the Telephone field. 28. Enter the approver's fax number into the Fax field, if applicable. 29. Enter the approver's address into the Address field. 30. Click the Save button. Page 35
40 31. A warning message appears. It contains important directions about submitting the payment request. Click the OK button. 32. Click the Print button. 33. The Windows Print dialogue box appears. Click the Print button to print the payment request. 34. This completes the process of entering a non-travel reimbursement request into the Accounts Payable module. End of Procedure. Page 36
41 Travel Reimbursement Procedure Use these directions to request a travel reimbursement in the Accounts Payable module. 1. Click the Accounts Payable link. Page 37
42 2. Click the Payment Requests link. 3. Click the Payment Request link. Page 38
43 4. The Payment Requests screen appears. Click the Add button. Page 39
44 5. The Payment Request form appears. Click the Information and Procedures link. 6. A new window appears. It contains important information about the payment request process. Please read it before proceding. 7. Return to the Payment Request form. Click the Request Type list. Page 40
45 8. Click the Travel Reimbursement list item. Page 41
46 9. Enter the EmplID of the employee who is to receive the reimbursement into EmplID field. 10. Press [Tab] on your keyboard. 11. A message appears in a warning box. Check the name that appears in the box to verify that the correct EmplID was entered. Click the OK button. Page 42
47 12. The employee's name appears. The address is not shown. Instead, the message Address on file in HCM appears. The Return Check To field defaults to Direct Deposit. The reimbursement will deposit into the bank account that was selected by the employee for AP reimbursements in HCM. Page 43
48 13. Enter the total dollar amount of the reimbursement into the Total Amount field. 14. Enter an appropriate and thorough description of the reimbursement request in the Description of Request field. This is the only description that will appear on departmental reports. Page 44
49 15. The Accounting Distribution group box allows the total dollar amount to be split between speedtypes if necessary. Page 45
50 16. Enter the appropriate dollar amount into the Amount field. 17. Enter the appropriate speedtype into the SpeedType field. 18. Press [Tab] on your keyboard. 19. Enter the appropriate account number into the Account field. Begin by entering the first two digits of the account. For example, enter "53" to find accounts for nonsalary expenses. 20. Click the Look up Account button. 21. The Look Up Account screen appears. Select the appropriate account from the search results. Enter "travel" into the Description field find the travel accounts. 22. Click the Look Up button. Page 46
51 23. Click the Travel - CWRU Employee link. User Manual 24. The account description defaults into the Description field. 25. If an Event chartfield applies to this reimbursement (optional), enter it in the Event field or click the Look up Event button to locate it in the search results. 26. If the total dollar amount is being split between speedtypes, click the Add a new row button to add another distribution row onto which the new amount and speedtype can be entered. Page 47
52 27. Enter the name of the approver into the Approver's Name field. 28. Enter the appropriate number into the Approver's Department field or click the Look up Approvers Department button to locate it in the search results. 29. Enter the approver's telephone number into the Telephone field. 30. Enter the approver's fax number into the Fax field, if applicable. 31. Enter the approver's address into the Address field. Page 48
53 32. Click the Save button. Page 49
54 33. A warning message appears. It contains important directions about submitting the payment request. Click the OK button. 34. Click the Print button. Page 50
55 35. The Windows Print dialogue box appears. Click the Print button to print the payment request. Page 51
56 36. The final step in requesting a travel reimbursement is to fill out the itemized Travel Reimbursement form. Please click the Click Here to Open tje Travel Reimbursement Form link open the form. Release the mouse button. 37. This completes the process of requesting a travel reimbursement. End of Procedure. Page 52
57 Petty Cash Replenishment Procedure 1. Click the Accounts Payable link. Page 53
58 2. Click the Payment Requests link. 3. Click the Payment Request link. Page 54
59 4. The Payment Requests screen appears. Click the Add button. Page 55
60 5. The Payment Request form appears. Click the Information and Procedures link. Page 56
61 6. A new window appears. It contains important information about the payment request process. Please read it before proceding. Page 57
62 7. Return to the Payment Request form. Click the Request Type list. 8. Click the Petty Cash list item. Page 58
63 9. Click the Click Here to Open the Petty Cash Expenditure Form link. Page 59
64 10. The Report of Petty Cash Expenditures form appears. Fill out the form as appropriate and print it to submit with your payment request. Click the Print button to print the form. 11. Enter the petty cash custodian's EmplID into the Vendor Lookup field. Page 60
65 12. The Return Check To field displays Hold for Pickup at AP. Page 61
66 13. Enter the total dollar amount of the replenishment into the Total Amount field. 14. Enter an appropriate and thorough description of the reimbursement request in the Description of Request field. This is the only description that will appear on departmental reports. 15. The Accounting Distribution group box allows the total dollar amount to be split between speedtypes if necessary. Page 62
67 16. Enter the appropriate dollar amount into the Amount field. 17. Enter the appropriate speedtype into the SpeedType field. 18. Enter the appropriate account number into the Account field. Enter "101020". 19. The account description defaults into the Description field. Page 63
68 20. If an Event chartfield applies to this reimbursement (optional), enter it in the Event field or click the Look up Event button to locate it in the search results. Page 64
69 21. Enter the name of the approver into the Approver's Name field. 22. Enter the appropriate number into the Approver's Department field or click the Look up Approvers Department button to locate it in the search results. 23. Enter the approver's telephone number into the Telephone field. 24. Enter the approver's fax number into the Fax field, if applicable. Page 65
70 25. Enter the approver's address into the Address field. 26. Click the Save button. Page 66
71 27. A warning message appears. It contains important directions about submitting the payment request. Click the OK button. Page 67
72 28. Click the Print button. Page 68
73 29. The Windows Print dialogue box appears. Click the Print button to print the replenishment request. 30. This completes the process of requesting petty cash replenishment End of Procedure. Page 69
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