Entering, Approving/Rejecting, and Deleting Recurring Templates

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ACCOUNTS PAYABLE Entering, Approving/Rejecting, and Deleting Recurring Templates January 1, 2012 Revised July 25, 2014 Accounts Payable Help Desk Contact Accounts

1 ACCOUNTS PAYABLE Entering, Approving/Rejecting, and Deleting Recurring Templates January 1, 2012 Revised July 25, 2014 Accounts Payable Help Desk Contact Accounts Payable for assistance on the Accounting Operations Help Desk at (select option 1 for Accounts Payable). Helpdesk Supervisor: Kendall Pittman

FBD1 Enter a Recurring Template If you have an invoice that recurs monthly, semi-annually, yearly, etc. (such as rent, office cleaning, copier rent, etc.

2 FBD1 Enter a Recurring Template If you have an invoice that recurs monthly, semi-annually, yearly, etc. (such as rent, office cleaning, copier rent, etc.), you can enter a recurring template to have the invoice auto-generate and pay. Unlike in TrackIt, in SAP the Recurring Template is approved and then the payments automatically pay (with payment going to the vendor) without any further NS approval. By default, recurring payments are set to pay immediately so keep that in mind when you start/end dates below. Below is the first screen to enter information on: 1. Enter task code FBD1 in the SAP command line to get to the above screen. 2. Enter your Company Code (N001 Norfolk Southern, etc.). 2

3 3. Enter the Start Date in. 4. Enter the End Date in. Be sure to enter the last day of the month in which the last invoice can be run. This allows invoices to be created for this template up to the end of the last month. 5. Enter the interval in months (01 = monthly, 02 = every 2 months, 06 = every 6 months, 12 = yearly) in on the results as shown below:. You can also expand the box to search and double-click 6. Enter the Run Date (optional) in. This is the calendar day on which the recurring invoice will be paid. If you do not specify a day, then the calendar day that you entered in the First run on field is used. 7. Enter the Document Type of X1 for recurring payment in. 8. Enter the Currency (USD) in or you can search to select. 9. Enter the invoice number in the field. Note, the invoice number entered here will be the invoice number that shows up on every payment that is auto-generated. Therefore, depending on the type of payment you are setting up, it may be necessary to contact the vendor to discuss what should go here so that they will know how to always apply the payment correctly. Note that in the next step, you also have the option of entering further information that would display on the remittance to the vendor. 10. Enter desired information (optional) in the field. If you put an asterisk (*) in the field first (such *Account # ), the information will 3

display on the vendor s payment (either on the paper check or the electronic ACH deposit notification). If you do not use an asterisk, then the information is viewable within NS only. 11.

4 display on the vendor s payment (either on the paper check or the electronic ACH deposit notification). If you do not use an asterisk, then the information is viewable within NS only. 11. In, enter 31 to specify that you are posting invoices. If you searched in this box, you would see that 31 = Invoice. 12. In, enter the vendor number. If you do not know your vendor number, click in the field and search (see section titled Vendor Number Searches for further instructions to search for a vendor. NOTE: Make sure you select the vendor whose Search Term Code begins with the letter, P. The system will not allow you to save a Non-PO invoice using a vendor with a Search Term Code that begins with the letter, O. Once you enter your vendor number, click Enter once and the screen below will be displayed. This screen defines the invoice details (and is titled Enter Recurring Entry Add Vendor Item ). 4

5 13. Enter the amount of the recurring payment in the Amount field. Note, this is the amount that would go out on each invoice. (For example, if you are paying $100 per month, enter $100 in the field. If you are paying $1000 per year, enter $1000.) 14. IF TAXES ARE INCLUDED ON A VENDOR S INVOICE For sales & use tax: For sales and use tax charged on the invoice, tax should not be paid except for the states of Illinois and Iowa. We do not have direct pay certificates for those states. Enter the total tax amount from the invoice in the Tax Amount field. For diesel fuel, sales and use tax should only be paid on invoices for the following states: Illinois, Iowa, New York and West Virginia. Enter the total tax amount from the invoice in the Tax Amount field. When clear fuel is purchased, state and federal motor fuel taxes must be paid on the invoice except for Georgia and Indiana, where we are licensed to purchase clear fuel without paying the state motor fuel tax. Enter the total tax amount from the invoice in the Tax Amount field. If there is no sales tax on the vendor s invoice, click on the and the system will enter the amount of taxes based on the location entered in this transaction. 15. Update the PayT Terms to Y000 (payable immediately) to pay the invoice without delay. 16. Enter a brief description of the line item in the Text field (optional). 17. In the field, enter 40 to specify that you are a posting a debit entry in the first line item. 18. In the field, enter the G/L accounting. If you need more assistance with searching on G/L accounting, refer to the section titled G/L Accounting Searches. After you enter the accounting, click Enter and you will go to the next screen. This screen defines the accounting associated with the recurring payment (and is titled Enter Recurring Entry Add G/L account item ). 5

6 19. Enter the amount for the accounting to be applied in the field. If you are only entering one line of accounting, enter the full amount. If you are entering multiple lines of accounting, enter the amount for the first line of accounting. 20. Enter the Tax Code in the field. For further explanation of searching for Tax Codes, refer to the section titled Tax Code Searches. 21. Enter the Tax Jurisdiction in the field. For further explanation of searching for Tax Jurisdiction codes, refer to the section titled Tax Jurisdiction Searches. 22. Enter the accounting specific to your recurring invoices, either Cost Center, Order (legacy Special Capture Code or Billable Project), WBS Element (legacy AFE/Capital Project). 23. If you split accounting and more accounting needs to be assigned: a. Continue on to enter more accounting by entering a 40 in the field (and then following steps again). 6

If you have finished entering your accounting (i.e. only one line of accounting was used): b. If you want to review your template, click the Display Document Overview button.

7 If you have finished entering your accounting (i.e. only one line of accounting was used): b. If you want to review your template, click the Display Document Overview button. After reviewing, the next step (prior to attaching documentation) is to click on the Save button which will post your invoice and send it to the first workflow approver. You will receive the message in Status Bar and the screen will go blank so that you can enter a new recurring template (if desired). If you want to see the template that you just entered, go to Document Display. 24. In the previous step, you saved/posted the recurring template. The final step is to attach documentation to the recurring template (which in the legacy TrackIt system was not required but is required in SAP). The process for attaching documentation works the same for recurring templates as it does for non-po invoices. You can use the Services for Object button to attach a file (which if you did the Document Display option in the previous step, you will be in the invoice to select the Services for Object button) or you can print a fax coversheet. The only difference with recurring template is that you go to ZFAPD3 (whereas for invoices, you go to ZFAP3). If you need more assistance with attaching images, refer to the section in the non-po invoice documentation titled Attach a file and Print a Fax Coversheet (keeping in mind you would use ZFAPD3 instead of ZFAP3). 7

Click on the Approve/Reject Recurring Invoice Document to review the invoice (highlighted below). 2.

8 Approving a Recurring Template 1. The recurring template will show up in the Approver s Universal Worklist (UWL) to be approved/rejected as shown below. Click on the Approve/Reject Recurring Invoice Document to review the invoice (highlighted below). 2. The below screen returns where you will need to review the details presented regarding the recurring invoices. You will also need to click on the Services for Object Button in the upper right corner and view the Attachment list. 8

3. The Attachment list populates where you can double-click on the

click on the button in the upper left corner (to take you to the

9 3. The Attachment list populates where you can double-click on the invoice image to view it (and then you can close out of it and click on the green checkmark to continue). 4. After viewing the image, you come back to the below screen and can click on the button in the upper left corner (to take you to the approval screen). *Be sure to click on Back! 5. At the below screen, you can then choose to APPROVE, REJECT, or Cancel. 9

10 Deleting a Recurring Template SBWP Depending on whether or not the recurring template has been approved determines who will need to delete the template. If changes are required to sensitive data (i.e., document number, document amount, invoice date and vendor fields), the recurring template must be deleted (by AP) and a new one entered. If the template is still in the approval process and has not been final approved, the originator can delete the template after the approver rejects it (see below instructions). THE BELOW INSTRUCTIONS ARE FOR DELETING A RECURRING TEMPLATE THAT HAS BEEN REJECTED AND NOT FINAL APPROVED: 1. Click the SAP Business Workplace button in the Application toolbar to access your inbox. 2. Click the Inbox tree item to expand the inbox. 3. Click the Workflow Tree to expand the Workflow and display the rejected template. Click the Grouped according to task tree item to expand the folder and display the rejected template. 4. Click the decision tree to display the list of items 5. Select the listed rejected template item and click the attachment in the Objects and attachments section of the screen. 6. Once you review the reasons for the rejection and determine that the invoice must be deleted, click the Back button to return to the workflow list. 7. Click the Execute button. 8. Click the Delete option. DELETING A RECURRING TEMPLATE THAT HAS BEEN FINAL APPROVED: Occasionally, approved recurring templates will need to be deleted because sensitive data has to be changed. Once the template is final approved, it can only be deleted by Accounts Payable. If any invoices have generated but not yet paid, they must be cancelled/reversed. To have your template deleted, please Accounts Payable at the Outlook distribution ACCT AP Cancel Notices or APCancelNotices@nscorp.com. Please provide the document number, company code and vendor number. 10

Contacts: Nancy Odle Debbie Abell. Procurement Services:

Contacts: Nancy Odle Debbie Abell Procurement Services: 453-5751 Revised January 2018 Table of Contents Using Purchase Order Summary... 2 Checking the Status of a Purchase Order... 4 Checking if a Releases