Baptist Health South Florida

Transcription

1 Baptist Health South Florida AP Payment Request Job Aid

2 Table of Contents AP Payment Request... 1 Logging into PeopleSoft Portal... 4 Manage Payment Requests... 6 Enter and Submit Payment Request for Approval Edit Existing Payment Request Approve Payment Request via Worklist Review Denied Payment Requests ii P a g e

3 AP Payment Request This topic covers the steps necessary to enter, submit, approve, and review a Payment Request using the AP Payment Request and Manage Payment Requests functionality in PeopleSoft. The intent of the Payment Request functionality in PeopleSoft is to replace the paper form currently used today. Requests that include a Purchase Order number should not be submitted using the AP Payment Request. You should send the vendor invoice, which references the Purchase Order number, to DG-APInquiries for processing. The following table shows the Payment Request Types that are currently available to all users. When submitted for approval the request types will be routed utilizing Policy 19 Spend Authority approval levels to the department hierarchy using HR job data based off of the userid in the Requested For field. The first person in the department approval chain will be the supervisor of the userid in the Requested For field. Payment Request Type Summary Books/Jrnl/Periodicals/Manuals Payments for books, medical publications, periodicals renewed or purchased on an annual basis and not purchased through CSUBS. Dues/Memberships Fees Association dues, memberships or subscriptions paid on behalf BHSF, BHSF affiliate or employee. Honor/Guest Lecturer Expenses Guest Lecturer Expenses Only - Do not combine speaker fees and expenses. Expenses are not reportable on Honorarium Fee Honorarium Fees Only - Expenses should not be included on this form. Insurance Payments Payments for Insurance Policies that will be routed via Policy 19 Spend Authority for approval. Movie Tickets Purchases of Movie Tickets for group recognition only. NICA Fees Payments for NICA fees for doctors where agreement is for BHSF to pay these fees. Requested For should be doctors name if internal employee. Of Contracted Physician, Requested For will be someone within the approving organization to allow workflow to route to that organization. Miscellaneous Payment Requests that do not fall within the predefined form types. These route to AP first to ensure a specific form type has not previously been defined. Gov/Regulatory Agency License Payments to federal, state or local agencies for permits, motor vehicle registration, applications, accreditations, etc. Seminars/Workshops/Conferences Payments made directly to the event hosting organization. **Note: If the Payment Request gets paid via BHSF Credit Card, Payment Request will be set to Status of Paid by CC and not interfaced to Payables, but will be interface to ImageNow. Temp Agency Payments made to Temp Agencies for temporary worker related invoices. Sales Tax Payments Payments made to Federal or State agencies for Sales Tax collected. Utilities Payments made to Utility vendors for services that are not directly paid by Accounts Payable. 1 P a g e

4 Some request types have the account restricted to a specific account. The following table shows the forms that are only allowed to be charged to one account. Payment Request Type Account Description Books/Jrnl/Periodicals/Manuals Office Subscript, Per & Books Dues/Membership Fees Assoc/Dues/Memberships Movie Tickets Emp Recog/Celebration Team BLD NICA Fees Newborn Malpractice Assessment Gov/Regulatory Agency License Licenses, Fees & Permits Seminars/Workshops/Conferences Travel - General The Payment Request Type of Honorarium/Guest Lecturer Cost and Insurance Payments do not have an account restriction at this time. Vendor Restrictions The Payment Request Types of Books/Jrnl/Periodicals/Manuals, Dues/Membership Fees, Gov/Regulatory Agency License, and Seminars/Workshops/Conferences have numerous vendors available to select on the Payment Request. The Payment Request Type of Honorarium/Guest Lecturer Cost does not have a vendor restriction at this time. If the vendor you need is not listed, follow the instructions in this Job Aid under Entering and Submitting a Payment Request, Payable To section description. Supporting Documentation/Attachments Each Payment Request Type has different requirements for attachments, but all Payment Request Types require an attachment before you will be able to submit the request for approval. After the initial save, you will be redirected to the Attachments tab. On the Attachments tab you will find a list of the required attachments for the type selected. Wire Requests When submitting a Payment Request that should be paid via WIRE transfer, select the Vendor Location of WIRE. If WIRE location is not available, use the Suggest Vendor/Address hyperlink and add comments indicating that this should be paid via WIRE and the location is not available. When you submit the Payment Request for approval, Vendor Maintenance will get the routing first and will correct the vendor and the Payment Request before approving it and sending it to the next level of approvals. ** The WIRE Request document must be attached to all Payment Requests. This document contains the wire transfer instructions for the transaction. 2 P a g e

5 Invoice Id on Payment Request If you are attaching an invoice from a vendor and it has an Invoice Id listed, you are required to enter it into the Invoice Id field on the Payment Request. If you do not enter this information your request will be denied by the Pre-Pay Auditor with instructions to add the Invoice Id. This helps prevent duplicate payments to vendors and is a required step. This should be caught by the approving manager in the department prior to it going to the Pre-Pay Auditor. ** When paying Dues/Memberships, the Invoice Id field should contain the Membership or License number, followed by a space and the four-digit year. When you pay the same Dues/Membership next year, this will prevent a duplicate Invoice id from being generated. If you do not enter this information your request will be denied and you will need to correct it before it will be processed. Approval Routing Issues Approval routings in many of the Payment Requests workflow come from the HR job data. You should always review the approval workflow prior to submitting a Payment Request for approval to ensure the correct users are included in the approval routing. If you have had a leader change and the information you are reviewing still points to your old leader, you should have your new leader address this with HR prior to submitting the Payment Request for approval. Your old leader may also reassign you to the new leader using the HCM Manager Self-Service, Job and Personnel Information, Request Reporting/Dept Change functionality. If additional approvers are required you may use the ad-hoc functionality in PeopleSoft Workflow to add in an additional approver. Reviewing Status of a Payment Request To view the latest status of your Payment Request, navigate to Manage Payment Requests and search for your transaction. The Status column in the search results will provide the current status of your transaction. You can expand the selection to view Approvals or Payment information if the transaction shows it is a paid. Denied Payment Request To view the latest status of your Payment Request, navigate to Manage Payment Requests and search for your transaction. Expand the selection to view Approvals and click the link for Approvals to view the details. Locate the Denied step and expand the comments to view approver comments. These comments will also be included in the when the transaction is denied. You should take the appropriate action based on the comments provided. 3 P a g e

6 Logging into PeopleSoft Portal Procedure This topic covers the procedure used to login to PeopleSoft Portal. Using Internet Explorer, navigate to the Baptist Health South Florida intranet site. Enter the URL address and press Enter. 1. Enter the desired information into the URL Address field. Enter "intranet.bhssf.org". 2. Click the Employee & Manager Self-Service link. 4 P a g e

7 3. Enter the desired information into the User ID field. Enter "Your Network Username". 4. Enter the desired information into the Password field. Enter "Your Network Password". 5. Click the Sign In button. 5 P a g e

8 6. You are now logged into the PeopleSoft Portal. End of Procedure. Manage Payment Requests Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the topic titled "Logging into PeopleSoft Portal". The Manage Payment Requests is a central point to review details about existing payment requests or to start a new transaction. The following are some new features delivered with the Manage Payment Requests process: 1. User friendly search page allows for a quick look at the status of your most recent transactions 2. Provides a Payment Request Life Cycle view of each transaction 3. Allows user to copy an existing transaction instead of having to start from scratch when entering recurring transactions 4. Allows for users to delete transactions that have not been approved 5. Mobile Workflow Approvals Payment Request Life Cycle The Life Cycle of a Payment Request includes the Payment Request, Approvals, Interfaced to AP, Invoice, and Payment. As the transaction progresses through the Life Cycle the link for each step will become active, which means the transaction has passed that step and additional details are available. 6 P a g e

9 Copy Payment Request To copy an existing Payment Request to a new Payment Request, search for the transaction you would like to copy. The Copy Request will be available in the Payment Request dropdown on the right side of the search results. Select Copy Request and then click the Go button. A new Payment Request will be created using the information from the selected transaction. The Due Date and the Amount will be blanked out but all other fields will be copied into the new Payment Request. Mobile Workflow Approvals Workflow Approvals for Payment Requests have been enabled to work with the mobile client on smartphones, which allows you to approve or deny a transaction and include comments. Approvals using the client on the PC are not available and you must use the link in the to access PeopleSoft to approve or deny the transaction. Procedure This topic covers the steps necessary to begin any process utilizing the AP Payment Request process. You will utilize the Manage Payment Requests to check on the status of existing transactions and to create new Payment Requests. 7 P a g e

10 1. Click the NavBar button. 2. Click the Navigator button. 3. Click the FSCM... menu. 4. Click the Employee Self-Service menu. 5. Click the Manage Payment Requests menu. 8 P a g e

11 6. The Manage Payment Requests is the main entry point for AP Payment Request. From this page you will be able to see the status of all of your previous requests and create a new Payment Request by clicking the link Create New Payment Request to the right of the Clear button. 7. Request Num: To search for a specific Payment Request, enter the number in this field. When entered, all other search fields are ignored, allowing you to quickly jump to a specific Payment Request. Requested For: Initially blank, this field can be populated with a specific user if you create requests for more than just yourself. Entered By: Initially defaulted to your operator id, this field can only be changed if you are a member of the support team, otherwise it defautls back to your operator id when you search. Approval Status: The approval status is specific to the Payment Request, not the overall status of the entire transaction, as shown in the search results. Use this field to further reduce the results if your search results in too many values returned. Subject: The subject field allows you to search for specific request using only part of the subject. You can enter any part of a previous subject and it will be located in the search results. Invoice Number: The Invoice field can be used as an additional search parameter when you are trying to locate a previous Payment Request. Date From: The Date From and Date To fields can be used in conjunction with each other, or by themselves. If left blank, only the Date To field is considered. Date To: The Date From and Date To fields can be used in conjunction with each other, or by themselves. If left blank, the value will be considered to be the current date. Search Button: Initiates the search using the search parameters on the page. Clear Button: Resets the search page to the default values. Create New Payment Request: When you need to create a new Payment Request, use this link. 9 P a g e

12 8. To view a specific Payment Request, enter the request number in the Request Num field. Enter the desired information into the Request Num field. Enter "4317". 9. Click the Search button. 10 P a g e

13 10. To view the Payment Request Life Cycle, click the arrow to the left of the Request Num in the search results to expand the selection. Click the Expand Selection button. 11 P a g e

14 11. The steps in the Life Cycle of a Payment Request are Payment Request, Approvals, Interfaced to AP, Invoice, and Payment. When the step in the Life Cycle is active, that means the transaction has cleared that step. You can click on the step to see the step details. 12. Now view the Payment information by clicking the Payment link. Click the Payment link. 12 P a g e

15 13. Complete details of the payment are displayed on the Payment Inquiry page. When you are finished, click the link to return to the Previous Page. Click the Return to Previous Page link. 14. Now lets Edit an existing transaction that is Pending Approval. To start, we will clear the search parameters. Click the Clear button. 13 P a g e

16 15. Now lets pick the proper status to narrow down our search. Click the Approval Status list. 16. Click the Pending Approval list item. 17. Click the Search button. 14 P a g e

17 18. The Pay Request field will be populated with actions that are valid based on the current status of the transaction. We want to Edit Request Num Click the Pay Request list. 19. Click the Edit Request list item. 20. Always use the Go button to the right of the action you selected. Click the Go button. 15 P a g e

18 21. In order to edit a transaction that is Pending Approval you must first click the Cancel Approval Process button. This will terminate any existing Workflow and remove the transaction from approvers worklists. Click the Cancel Approval Process button. 22. In this example we will just add a letter to the Invoice Id. Click in the Invoice Id field. 23. Enter the desired information into the Invoice Id field. Enter "a". 24. Now we should save the changes we just made which will reset the status of the transaction to Initial. Click the Save button. 16 P a g e

19 25. Now that we are finished with the changes, we need to Review and Submit it for Approval again. Click the Review & Submit Approval button. 26. It is very important to review the approval process prior to submitting your transaction for approval. Click the Submit for Approval button. 27. Click the OK button. 17 P a g e

20 28. To return to Manage Payment Requests, click the hyperlink at the top of the page. Click the Manage Payment Requests menu. 29. End of Procedure. Enter and Submit Payment Request for Approval Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the topic titled "Logging into PeopleSoft Portal". Procedure This topic covers the steps necessary to enter and submit a Payment Request. The data elements in this topic are meant for examples only. When you are creating a Payment Request, please use values that are appropriate for your Payment Request. 18 P a g e

21 1. Click the NavBar button. 2. Click the Navigator button. 3. Click the FSCM... menu. 4. Click the Employee Self-Service menu. 5. Click the Manage Payment Requests menu. 19 P a g e

22 6. Click the Create New Payment Request link. 20 P a g e

23 7. Click the Form Type list. 21 P a g e

24 8. The dropdown list for Form Type contains the types of Payment Requests you are authorized to submit. For the purposes of this topic we will use the Dues/Membership Fees form type. Click the Dues/Memberships Fees list item. 22 P a g e

25 9. Click the Add button. 23 P a g e

26 10. The Requested For field will be populated with your userid when you start a new request. This field can be changed to another user if you are entering the request for someone else. When the request is submitted for approval and it uses the Policy 19 Spend Authority routing, the Requested For will be used to determine the proper approval routing, starting with their supervisor, and continuing until the Spend Authority under Policy 19 is met. 11. The Invoice Id field is not required and should be populated when it is appropriate with a valid Invoice Id from a Vendor. Duplicate invoice checking will occur when the form is saved to ensure the invoice has not already been processed. *Note - If the attachment is a vendor invoice and it has an Invoice Id listed but you do not add it to this field, your request will be denied by the Pre-Pay Auditor in AP. *Note - When paying Dues/Memberships, the Invoice Id field should contain the Membership or License number, followed by a space and the four-digit year. When you pay the same Dues/Membership next year, this will prevent a duplicate Invoice id from being generated. If you do not enter this information your request will be denied and you will need to correct it before it will be processed. Enter the desired information into the Invoice Id field. Enter "DUES-2018". 24 P a g e

27 12. The Due Date is the date the Payment Request is due to either the vendor or to be returned to the user. Please keep in mind that pay cycle runs Tuesday and Thursday. Click the Calendar Due Date (Alt+5) button. 13. Click the 31 link. 14. Click in the Subject field. 15. The Subject should be a meaningful description of the Payment Request. This field will be used on the voucher when it is created as the line description. It also appears in the search results when looking for previous Payment Requests. Enter the desired information into the Subject field. Enter "Membership Dues 2018". 16. Click in the Remit Memo field. 25 P a g e

28 17. Use the Remit Memo to add any account number or special designation that is required to be printed on the remit portion of the check. This would include any account number, government form name, etc. Enter the desired information into the Remit Memo field. Enter "Mem# Dues". 18. Each Payment Request type can have a different default Pmt Handling, depending on the mostly commonly used method. When the handling is via Internal Baptist courier, the Return To field appears. Provide the information required by the Baptist courier to return the mail to your location. The Separate Payment flag indicates that the Payment Request will generate a check by itself and will not be combined with any other payment due to the vendor selected. 26 P a g e

29 19. The Payable To section defines to whom the payment will be sent. Requires Vendor Maintenance Review This flag, when selected, will include the Vendor Maintenance group in Workflow to allow them to either define a new vendor or update and existing vendor. This flag will be automatically selected if you fill out the any information in the Suggest Vendor/Address page. Suggest Vendor/Address This hyperlink takes you to a page where you can enter information about an existing vendor (but a new address is required) or information about a new vendor that is required. If any information is entered on this page the Requires Vendor Maintenance Review flag will be set automatically and cannot be unselected. Before you can select a State, you must first select a Country. Vendor Selection If Vendor Setid does not populate with SHARE, enter this value prior to selecting the vendor search prompts because they will not work without Vendor Setid. Use the Vendor Id and Address Seq fields to select the Vendor you would like the Payment Request made out to. If the Vendor exists, but you cannot locate an appropriate Address Sequence, select the vendor default information and then fill out the Suggest Vendor/Address information. If you cannot locate the vendor, leave it blank and fill out the Suggest Vendor/Address information. When the Payment Request goes through Approval it will be routed to the Vendor Maintenance group and the information will be updated and corrected on the Payment Request before it moves to the next user for approval. Wire Requests When submitting a Payment Request that should be paid via WIRE transfer, select the Vendor Location of WIRE. If WIRE location is not available, use the Suggest Vendor/Address hyperlink and add comments indicating that this should be paid via WIRE and the location is not available. When you submit the Payment Request for approval, Vendor Maintenance will get the routing first and will correct the vendor and the Payment Request before approving it and sending it to the next level of approvals. ** Vendor Id of EMPL ** Some Payment Request types are for paying an employee instead of a vendor. When the Vendor Id of EMPL is selected, the Address Seq field will be replaced with a Request For Employee ID field. The valid values for this field come from HR, along with the address information. When an employee id is selected, their address will be populated from HR data. If the information shown is not correct, you should NOT continue with the Payment Request process. Updates to the employee information need to be addressed with HR, not Financials, as it cannot be updated in the FSCM system. Payment Method Based on the Vendor Location selected, this field shows the default payment method that will be used for this transaction. 20. Click the Look up Supplier ID (Alt+5) button. 21. Click the AMERICAN ASSOCIATION OF NEUROSCIENCE link. 27 P a g e

30 22. Click in the Justification field. 23. The Justification / Make Check Payable To field will appear depending on the form type selected. Justification Enter an approval justification for the Payment Request. This is a required field and should provide the approvers with a valid reason why you are submitting a Payment Request. Make Check Payable To For the form type of Settlements, this field should specify how the payment is to read. This helps the Vendor Maintenance group properly configure the Vendor to ensure the payment is generated properly. Enter the desired information into the Justification field. Enter "2018 DUES". 24. Once the Vendor is selected, the default Payment Method for the vendor is displayed below Location and Addr Seq. 28 P a g e

31 25. Accounting Codes Enter the Requested Amount and provide all required accounting codes for the Payment Request. The values entered require a valid combination and will be validated prior to saving the Payment Request. Use the + sign to add additional distribution lines to the Payment Request. The total amount of the Payment Request will be reflected at the top of the page as additional lines are added. Depending on the form type, default cost center information may be populated from the Requested For users HR information and the account may be restricted to a predefined set of values. Project Costing fields are available by scrolling to the right in the Accounting Codes grid. 26. Click in the Requested Amt field. 27. Enter the desired information into the Requested Amt field. Enter "500". 28. Click the Save button. 29 P a g e

32 29. Once the form is saved you will be redirected to the Attachments tab where you need to attach all supporting documentation for your request. You will not be allowed to submit the request without an attachment. Any incomplete attachments for the request type will be denied and you will have to attach the proper documentation and re-submit the existing request. Note: If your request requires a new vendor to be created you are required to attach a W-9 or your request will be denied. Use the Attach button to upload your attachment and then click the Save button. Use the + button to upload multiple attachments. Click the Attach button. 30. Click the Browse... button. 31. Select the attachment file name using the Choose File to Upload window. Click the File Name list item. 32. Click the Open button. 30 P a g e

33 33. Click the Upload button. 34. If you need to attach additional files, repeat the previous steps by click the "+" at the end of the last line. Click the Save button. 31 P a g e

34 35. You are now ready to Review the required workflow and Submit your Payment Request for approval. Click the Review & Submit Approval button. 32 P a g e

35 36. After reviewing the required workflow, click the Submit for Approval button. Click the Submit for Approval button. 37. Click the OK button. 38. To track the approval status of your Payment Request, return to this page and click the Approval Status button or use Manage Payment Requests to monitor the progress through the Approval Workflow. If for any reason you need to stop the Payment Request prior to the final approval you can click the Cancel Approval Process button. You will then be able to edit the Payment Request and resubmit it again. 39. You have now successfully entered and submitted a Payment Request for approval. End of Procedure. Edit Existing Payment Request Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the topic titled "Logging into PeopleSoft Portal". 33 P a g e

36 Procedure This topic covers the steps necessary to edit an existing Payment Request. The data elements in this topic are meant for examples only. When you are creating a Payment Request, please use values that are appropriate for your Payment Request. 1. Click the NavBar button. 2. Click the Navigator button. 3. Click the FSCM... menu. 34 P a g e

37 4. Click the Employee Self-Service menu. 5. Click the Manage Payment Requests menu. 6. Click the Search button to begin searching for transactions that match the search parameters. Click the Search button. 7. Click the Pay Request list. 35 P a g e

38 8. The Edit Request action will only be available if the transaction is in a state that allows for Editing. Once the transaction is approved it can no longer be edited. Click the Edit Request list item. 36 P a g e

39 9. Clicking the Go button to the right of the Pay Request will initiate the selected. Click the Go button. 37 P a g e

40 10. If the Approval Status in "Pending Approval", you will need to cancel the approval process before you can edit the Payment Request. The button Cancel Approval Process at the bottom right of the page will only be visible if this is the case. Click the Cancel Approval Process button. 11. Click in the Remit Memo field. 12. Make the changes that are required. In this example we just added a Remit Memo, which will print on the remit statement to the vendor. Enter the desired information into the Remit Memo field. Enter "7". 13. Save the changes after you are finished. This will set the Payment Request back into Initial status. Click the Save button. 38 P a g e

41 14. Now that the changes are complete, you will need to resubmit the transaction to Workflow. Click the Review & Submit Approval button. 15. The final and most important step, Submit your request for approval. If you need to add additional approvers, please add them by clicking the green plus sign at the appropriate location before you submit the transaction for approval. Click the Submit for Approval button. 16. Click the OK button. 17. You have now successfully edited an existing payment request. End of Procedure. Approve Payment Request via Worklist Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the topic titled "Logging into PeopleSoft Portal". 39 P a g e

42 Procedure AP Payment Request Approvals can be accessed using three different methods, the hyperlink in the approval , the Worklist in PeopleSoft Portal, or Navigate directly to Manager Self-Service, AP Payment Request Approval. This topic covers the steps necessary to approve a Payment Request using the Worklist in PeopleSoft Portal. 1. Click the Worklist button. 40 P a g e

43 2. Locate the transaction that you intend to review and approve and click the link in the far right column to view the transaction. Click the Click Here to View the Transaction link. 41 P a g e

44 3. Before approving the request you should review the Payment Request for accuracy and ensure all required documents are attached. Click the Go to CKR button. 42 P a g e

45 4. You should review all of the information on the Payment Request for accuracy, especially the Accounting Codes. Review the attachments to validate if it contains an Invoice Id, which must be present on the request or it will be denied. To view the attachments, click the Attachments tab. Click the Attachments tab. 5. You can click the Open hyperlink next to each attachment to view them before approving. Click the Open link. 6. Once you have completed your review, click the OK button to return to the approval page. Click the OK button. 43 P a g e

46 7. Add comments to the Approval Comments field where necessary. If you Deny the request, comments will be required. Enter the desired information into the Approval Comments field. Enter "APPROVED". 8. Click the Approve button. 9. Use the Worklist hyperlink to return to the list and work any additional approvals that are necessary. Click the Worklist button. 10. You have successfully approved a Payment Request. End of Procedure. Review Denied Payment Requests Before beginning this topic, ensure you are logged into the PeopleSoft Portal. If you are not, please review the topic titled "Logging into PeopleSoft Portal". 44 P a g e

47 Procedure This topic covers the steps necessary to review the status of a Denied Payment Request. Users may receive an notification that their request was Denied. Use this topic to guide you on how to review the comments from the Approver that denied your request and then decide what action should be taken. Denied Payment Requests can be edited and resubmitted for approval. You do not need to re-enter them as a new request. 1. Click the NavBar button. 2. Click the Navigator button. 45 P a g e

48 3. Click the FSCM... menu. 4. Click the Employee Self-Service menu. 5. Click the Manage Payment Requests menu. 6. You may need to click the Search button to locate denied transactions. 7. Click the Expand Selection next to the denied Payment Request to view the Life Cycle. Click the Expand Selection button. 46 P a g e

49 8. Click the Approvals button. 9. Locate the Red box where it reads Denied. Click the triangle next to the Comments to expand them to see why the request was denied. Click the Expand button. 10. Click the Return to Previous Page link. 11. You have now successfully reviewed the denied payment request comments. End of Procedure. 47 P a g e