Create Manual Payment for Paper Claims 6.0
Supplemental Job Aid

Date: 2/14/2018

Revision History

Date / Version / Location / Update Description
7/19/2016 / 4.0 / Entire Document / Updated screenshots to reflect 9.2 and changed ‘vendor’ to ‘supplier’.
8/8/2017 / 5.0 / Entire Document / Updated screenshots and steps to reflect current functionality.
Updated job aid title
Removed direct transfer verbiages
2/14/2018 / 6.0 / Page 1, Page 9 / Updated Target Audience; updated “matching” and “budget checking” process flow on step 12.

Target Audience: Departmental AP Processor with Manual Payment Second User ID

Note: A second User ID will be required to use the functionality described in this Job Aid. The second User ID should only be used to record the expenditure for payment made outside of FI$Cal.

Purpose: This Supplemental Job Aid provides instructions for creating a manual payment for State Controller’s Office (SCO)-Issued Warrants resulting from the SCO Claim Schedule process. The AP solution for manual payments allows the ability for the department to encumber the funds with a Purchase Order (PO), automatically liquidate that encumbrance by associating the PO to the voucher, track the invoice number and supplier information to avoid recording duplicate payments, and run payment reports by supplier. The payment data is available on several AP reports.

Navigation: Main Menu à Accounts Payable à Voucher à Add/Update à Regular Entry

Step 1: On the Voucher main page verify the defaulted values:

·  The Add a New Value tab is displayed.

·  Your defaulted Business Unit number is displayed.

·  Voucher ID is defaulted as NEXT.

·  Voucher Style is defaulted as Regular Voucher.

Click the Add button.


Step 2: On the Invoice Information Page provide the following values.

·  Invoice No (30 characters in length)

·  Invoice Date (mm/dd/yyyy)

·  Invoice Received date (mm/dd/yyyy)

NOTE: If there is no associated PO with encumbrance balance for this payment then skip step 3 through 5. Add the supplier and invoice information from the completed/paid SCO Claim Schedule (STD 218) directly.

Step 3: Expand the Copy From Source Document section by clicking the down arrow. Click the Copy From drop down menu and select PO Receipt from the list. Click the Go button.

NOTE: A receipt ID is optional for one-time payment, final payment for converted POs, and encumbrance only (acquisition type) recording expenditures via the second user ID. Departmental and SCO approvals are included in the paper claim process.

Step 4: On the Copy Worksheet page use the prompt lookup button to search for the correct Reciept Unit and Receipt Number, click the Search button.

Step 5: The individual line items will apprear from the copied Receipt. Click the Select All hyperlink or click each check box for the lines to be copied to voucher. Click the Copy Selected Lines button to copy line information to the voucher.

Note: System will only show the first receipt line. Click the ‘View All’ hyperlink to see all PO line items.

Step 6: The Invoice Information page is now populated with the copied PO information including Supplier Information, and Invoice Lines. Verify the Unit Price to reflect the invoice amount/price.

NOTE: Distribution Line information is copied from Purchase Order with completed chartfields if there is an associated PO ID. User will need to enter Supplier ID and Invoice Line information with chartfields if there is no associated PO ID.

Step 7: Update the Invoice Total by filling in the appropriate fields (Miscellaneous, Freight, Sales Tax, etc.) to match the invoice. Click the Calculate button at the header level.

Step 8: Click on the Pay Terms button to display the Payment Terms page.

Step 9: From the Payment Terms page, select the following values:

·  Payment Terms ID: Click the Search button . Select 00 Expedite from the Search Results section. Observe how 00 displays as the Payment Terms ID on the Payment Terms page.

·  Due Date Control: Leave the default value of Terms.

·  Basis Date Type: Within the list, update the User Date to Inv Date (Invoice Date).

·  Basis Date: The field defaults to a date based on the selection made in the Basis Date Type field.

·  Do not alter the values in the Discounted Due Date and Account At fields.

Step 10: Click the Back to Invoice hyperlink to return to the previous page.

Step 11: Click the Save button. The Voucher ID value will change from NEXT to a system generated Voucher ID.

Step 12: Match and/or Budget Check Voucher: From the Action list on the Invoice Information page, if applicable, the user runs the “Matching” process first from the Action dropdown list, and then click the Run button.

If matching is not applicable, the user proceeds to run the budget checking process by selecting “Budget Checking” from the Action dropdown list, and then click the Run button.

NOTE: Once successfully budget checked, the user proceeds to the next step.

Step 13: Click the Payments tab to make the following changes.

·  Update the Cash Type to Warrant

·  In the Payment Options section, click the Search button for Method, in the Look Up Method pop up menu select the Manual hyperlink.

Step 14: In the Schedule Payment section, select the following values:

·  In the “ Payment Option” Section: uncheck “ Hold Payment” box

·  In the Action list select Record a Payment.

·  Do not alter the value in the Pay field. It is defaulted to Full Amount.

·  Enter the date when the payment was made outside of the system, in the Payment Date field.

·  Enter the payment reference number from the Warrant issued in the Reference field.

NOTE: Do not alter any additional fields in the payment information and payment options sections.

Step 15: Click the Invioce Information tab, review all information to ensure the payment data is entered correctly.

NOTE: Be sure to attach all supporting documents as required by SCO by clicking the Attachments hyperlink to upload documents.

Step 16: Click the Save button

You have successfully created a manual payment for a Paper Claim.

FI$Cal.090 - Create Manual Payment for Paper Claims 6.0
Updated: 2/14/2018 Page 1 of 12