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Accounts Payable How to submit a payment request
Created on 4/5/2010 9:11:00 AM
COPYRIGHT & TRADEMARKS Copyright © 1998, 2009, Case Western Reserve University; Information Technology Services Customer Service and Support; CAPS; ERP.
User Manual
How to submit a payment request
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Table of Contents Accounts Payable .............................................................................................................. 1
Advance ....................................................................................................................................... 1
Payment Request ........................................................................................................................ 8
Non-travel Reimbursement ..................................................................................................... 21
Student Reimbursement .......................................................................................................... 29
Travel Reimbursement ............................................................................................................ 37
Petty Cash Replenishment ....................................................................................................... 53
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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.
Step Action
1. Click the Accounts Payable link.
2. Click the Payment Requests link.
3. Click the Payment Request link.
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Step Action 4. The Payment Requests screen appears.
Click the Add button.
Step Action 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.
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Step Action 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.
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Step Action 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.
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Step Action 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.
Step Action 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.
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Step Action 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 email address into the Email Address field. 27. Click the Save button.
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Step Action 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.
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Payment Request Procedure Use these directions to request payment to a non-employee or vendor in the Accounts Payable module.
Step Action
1. Click the Accounts Payable link.
2. Click the Payment Requests link.
3. Click the Payment Request link.
Step Action 4. The Payment Requests screen appears.
Click the Add button.
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Step Action 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.
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Step Action 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.
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Step Action 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.
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Step Action 14. The vendor's name and email 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 18
16. 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.
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Step Action 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.
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Step Action 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.
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Step Action 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.
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Step Action 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 email address into the Email Address field. 34. Click the Save button.
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Step Action 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.
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Step Action 39. If the vendor cannot be located in the search results, click the Vendor Not Found
checkbox option.
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Step Action 40. Important information regarding the payment request appears.
After reading it, click the OK button.
Step Action 41. Click the Supplier Information Form link.
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Step Action 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.
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Non-travel Reimbursement Procedure Use these directions to request a reimbursement for an employee in the Accounts Payable module.
Step Action
1. Click the Accounts Payable link.
2. Click the Payment Requests link.
3. Click the Payment Request link.
Step Action 4. The Payment Requests screen appears.
Click the Add button.
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Step Action 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.
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Step Action 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.
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Step Action 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.
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Step Action 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 non-salary expenses.
20. Click the Look up Account button.
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Step Action 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.
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Step Action 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 email address into the Email Address field. 30. Click the Save button.
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Step Action 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.
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Student Reimbursement Procedure Use these directions to request a reimbursement for a student in the Accounts Payable module.
Step Action
1. Click the Accounts Payable link.
2. Click the Payment Requests link.
3. Click the Payment Request link.
Step Action 4. The Payment Requests screen appears.
Click the Add button.
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Step Action 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 http://www.case.edu/finadmin/matsupp/procurement/ap.html and download
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the Employee/Student Request form. Directions for completion are supplied on the form.
Step Action 12. The student's name and address appears. Verify that this is the correct student
before proceding.
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Step Action 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.
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Step Action 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.
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Step Action 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.
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Step Action 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 email address into the Email Address field. 30. Click the Save button.
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Step Action 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.
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Travel Reimbursement Procedure Use these directions to request a travel reimbursement in the Accounts Payable module.
Step Action 1. Click the Accounts Payable link.
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Step Action 2. Click the Payment Requests link.
3. Click the Payment Request link.
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Step Action 4. The Payment Requests screen appears.
Click the Add button.
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Step Action 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.
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Step Action 8. Click the Travel Reimbursement list item.
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Step Action
9. Enter the EmplID of the employee who is to receive the reimbursement into EmplID field.
10. Press [Tab] on your keyboard.
Step Action 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.
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Step Action 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.
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Step Action 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.
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Step Action 15. The Accounting Distribution group box allows the total dollar amount to be split
between speedtypes if necessary.
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Step Action 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 non-salary 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.
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Step Action 23. Click the Travel - CWRU Employee link.
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.
Step Action 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.
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Step Action 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 email address into the Email Address field.
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Step Action 32. Click the Save button.
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Step Action 33. A warning message appears. It contains important directions about submitting the
payment request. Click the OK button.
Step Action 34. Click the Print button.
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Step Action 35. The Windows Print dialogue box appears. Click the Print button to print the
payment request.
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Step Action 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.
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Petty Cash Replenishment Procedure
Step Action 1. Click the Accounts Payable link.
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Step Action 2. Click the Payment Requests link.
3. Click the Payment Request link.
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Step Action 4. The Payment Requests screen appears.
Click the Add button.
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Step Action 5. The Payment Request form appears.
Click the Information and Procedures link.
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Step Action 6. A new window appears. It contains important information about the payment
request process. Please read it before proceding.
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Step Action
7. Return to the Payment Request form. Click the Request Type list.
Step Action 8. Click the Petty Cash list item.
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Step Action 9. Click the Click Here to Open the Petty Cash Expenditure Form link.
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Step Action 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.
Step Action 11. Enter the petty cash custodian's EmplID into the Vendor Lookup field.
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Step Action 12. The Return Check To field displays Hold for Pickup at AP.
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Step Action 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.
Step Action 15. The Accounting Distribution group box allows the total dollar amount to be split
between speedtypes if necessary.
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Step Action 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.
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Step Action 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.
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Step Action 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.
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Step Action 25. Enter the approver's email address into the Email Address field. 26. Click the Save button.
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Step Action 27. A warning message appears. It contains important directions about submitting the
payment request. Click the OK button.
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Step Action 28. Click the Print button.
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Step Action 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.