end user training - msu university servicesebs-n206 financial transactions (e-docs) ebs-n209 e-doc...

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End User Training

EBS-N100 Intro to Enterprise Business Systems

EBS-N200 Intro to Finance System

EBS-N203 Accounting Line

EBS-N206 Financial Transactions (E-Docs)

EBS-N209 E-Doc Components

EBS-N212 Processing Transaction E-Docs

EBS-N230 Disbursement Voucher-Intro

EBS-N233 Vendor Payments & Credits Intro

EBS-N239 Vendor Payments & Credits Advance

EBS-N254 Disbursement Voucher-Advance

EBS-N400 Use and Run Standard Reports

Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu

12/10/2015

3

LESSON 1: OVERVIEW

Copyright ©2010 Michigan State University Board of Trustees ebsp.msu.edu 4

LESS

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1:

OB

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After completing this lesson, you should be able to;

Explain the payment process within the financial system.


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OV

ERV

IEW

Vendor payments at Michigan State University (MSU) are processed by:

A requisition is created and forwarded to Purchasing, where a purchase order is issued.

The invoice is received by Accounts Payable; it is then entered into the Finance System (IREQ).

Upon entry, General Ledger entries are created and the department is charged. General Ledger entries for scheduled payments are created when the check is issued.


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OV

ERV

IEW

Payment requests and credit memos that pass the audit process are set up for payment.

Payment requests are routed for fiscal officer approval; credit memos are routed for Fiscal Officer FYI, or invoices are auto approved.

If issues arise between the time the department is charged and the invoice is approved, they will be handled by Accounts Payable on a case-by-case basis.


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SEA

RC

HIN

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OR C

LOSE

D/C

AN

CEL

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To determine if a request to cancel or a hold has been placed on a payment, we will need to search for those payments.


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SEA

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LOSE

D/C

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Select “Yes” to check for payments that have placed on Hold or Request Cancel.


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SEA

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D/C

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This is a search results screen for searching for payments that a request to cancel was made.


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OV

ERV

IEW


This is a high level overview of how the payment request will flow through the system.

11

OV

ERV

IEW


TODAY:

Invoice becomes a voucher and waits for its due date

KFS:

PREQ stays in KFS until its due date and then is extracted to PDP for

payment.

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LESSON 2: PAYMENT REQUEST


LESS

ON

2:

PA

YMEN

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After completing this lesson, you should be able to:

Describe the tabs on the PREQ

Create Payments Request


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MA

IN M

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B

This is the starting place for most e-docs. The Payment Request will be started from here.


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PA

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EST

DO

CU

MEN

T


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PA

YMEN

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EST

DO

CU

MEN

T


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PA

YMEN

T R

EQU

EST—

INIT

IATI

ON

SC

REE

N


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PA

YMEN

T R

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EST


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PA

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Payment Request Status Bar


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Document Overview


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Vendor Tab


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Invoice Info Tab


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Process Item Tab


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Additional Lines


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PA

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Special Handling Tab


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PA

YMEN

T R

EQU

EST

Wire Transfer Tab


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PA

YMEN

T R

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EST

Payment Information Tab


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PA

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T R

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EST

Account Summary Tab


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PA

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EST

View Related Documents Tab


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PA

YMEN

T R

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EST

View Payment History Tab


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PA

YMEN

T R

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EST

General Ledger Pending Entries Tab


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PA

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EST

Notes and Attachments Tab


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PA

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Ad Hoc Route Tab


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Route Log Tab


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SIM

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Create PREQ documents


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LESSON 3: IMMEDIATE PAYMENTS


IMM

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After completing this lesson, you will be able to:

Understand how and when to create immediate payments

Create a GEC (General Error Correction) document for special handling change.

Explain the difference between using the special handling charge tab and the GEC.


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IMM

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ENTS

Immediate Payments

Will be processed on the PREQ.

AP Processors will know when creating the PREQ that the payment needs to be immediate.

Special Handling tab will be completed.

Copyright ©2010 Michigan State University Board of Trustees

ebsp.msu.edu

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IMM

EDIA

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ENTS


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IMM

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ENT

Invoice Info Tab


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IMM

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AYM

ENT

Process Items Tab


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IMM

EDIA

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AYM

ENTS

Special Handling Tab


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IMM

EDIA

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AYM

ENT Notes and Attachments


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IMM

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AYM

ENTS

Notes and Attachments


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IMM

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ENT

Submit


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IMM

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ENTS

Immediate Payments after FO Approval

After AP has processed and PREQ has routed.

FO or Department has notified AP that a payment needs to be set as immediate.

Special Handling tab accounting line does not open to allow entry of the account.


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IMM

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ENTS


AP Processor will need to obtain the following information:

• Doc ID#

• Invoice Number of payment

• Dollar amount of payment

This information will be given to the PDP processor.


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IMM

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AYM

ENTS

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Look up document Set the immediate pay indicator Save the document


IMM

EDIA

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AYM

ENTS

(G

EC)


Complete the GEC (General Error Correction)


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IMM

EDIA

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(G

EC)

Complete the Document Overview tab.

Special Handling charge PO ____ (INITIALS)

Explanation: FO name requested immediate payment of this invoice on: Date______________


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IMM

EDIA

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AYM

ENTS

(G

EC)

Immediate Payments after FO Approval Accounting Lines Tab

From • Chart: MS • Department account number and object

code • Amount: $15.00 • Click the “add” button

Required: Reference Number will use the document ID number from the Payment Request document

Line Description: Special Handling Charge on PO number


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IMM

EDIA

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AYM

ENTS

(G

EC)


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IMM

EDIA

TE P

AYM

ENTS

(G

EC)


To:

• Chart: MS

• Accounts Payable account number AT022956 (?) and object code 4050

• Amount: $15.00

• Click the “add” button

Required: Reference Number with document ID number of Payment Request

Required: Line Description: Special Handling Charge on PO number or Invoice number

Submit the document

Document will route to FO


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IMM

EDIA

TE P

AYM

ENTS

(G

EC)


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IMM

EDIA

TE P

AYM

ENTS

Now that we have completed this lesson, you will be able to:

Understand how and when to create immediate payments

Create a GEC (General Error Correction) document for special handling change.

Explain the difference between using the special handling charge tab and the GEC.


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SIM

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Set a PREQ for Immediate Payment


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LESSON 4: THE SCHEDULED PAYMENTS


LESS

ON

4:

REC

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After completing this lesson, you should be able to:

Understand what scheduled payments are

Create scheduled payments

Explain the benefits of scheduled payments


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TER

MS

TO C

OM

E TO

KN

OW

…


Payment Information tab

Scheduled Payments

Begin and end dates

Fixed schedule, Fixed Amount

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Complete quantity on the Process Items tab.

• This will be number payments


CR

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PAYMENT INFORMATION TAB

Can be completed at 3 levels

• On the Requisition by initiator

• On the PO by the Contract Manager

• On the Payment Request by the AP Processor


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CR

EATE

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Payment Information TAB

Type of recurring payment

PO Start and End Dates

(First) Pay Date

Recurring Payment Frequency


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C

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ECU

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ING

PA

YMEN

TS

Generate Scheduled Payments

Scheduled payment detail


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REC

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AYM

ENTS

View Related Document Tab

Requisition Number

PO Number

Payment Request


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REC

UR

RIN

G P

AYM

ENTS

View Payment History Tab

Displays PREQ status

Disbursement information

Check amount


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REC

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AYM

ENT

WO

RK

FLO

W Recurring payments will route same as PREQ

Recurring payments will route to AP Review based on rules set in the system. This is where the system requires the invoice image be attached.

PREQs will then route to FO’s action list for approval.


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GEN

ERA

L LE

DG

ER E

NTR

IES

Recurring payments general ledger entry

Different than normal PREQ payments, recurring payments will not post to the department ledger until the check is cut.


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SIM

ULA

TIO

NS

Create Scheduled Payments


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LESS

ON

4:

SUM

MA

RY Now that you have completed this lesson, you should

be able to:

Understand what schedule payments are

Create scheduled payments

Explain the benefits of schedule payments


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LESSON 5: IMAGE ATTACHMENTS


ATT

AC

HM

ENTS

Payment Requests will automatically—and immediately—routed to the persons responsible for working on them.

Payment Request will route to each auditors action list.

All Payment Request Documents require a copy of the invoice be attached.


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ATT

AC

HM

ENTS

Open your action list. Only the documents you entered will be in your list Payment Requests are list by:

Doc ID# PO number and Vendor Status Action Requested


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ATT

AC

HM

ENTS


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LESSON 6: CREDIT MEMOS


LESS

ON

OB

JEC

TIV

ES After completing this lesson, you will be able to

explain;

• The three ways a credit memo can be applied

• The importance of the address

• How to create a credit memo


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CR

EDIT

MEM

OS

The three ways you can apply a credit memo;

Against the PO

Against the Invoice (PREQ)—Preferred Method

Vendor

What document you use the credit against is indicated on the credit memo initiation screen.


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CR

EDIT

MEM

O


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CR

EDIT

MEM

O


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CR

EDIT

MEM

O

The Credit Memo and Payment Request documents are similar.


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CR

EDIT

MEM

O

Note the PREQ QTY Invoiced is displayed and the credit memo qty, price and credit processed fields are editable.


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CR

EDIT

MEM

O

Additional charges can also be noted.


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CR

EDIT

MEM

O

A copy of the Credit Memo must be scanned and attached.


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CR

EDIT

MEM

OS—

TIP

S

• Payments must have the same remit address as the credit memo.

• Immediate pays will not match up against credits.

• Credit memos can impact the amendment process.


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SIM

ULA

TIO

NS

Create a credit memo


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LESSON 7: WIRE TRANSFERS


WIR

E TR

AN

SFER

Wire Transfer

Vendor is foreign Payment is in foreign currency


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SIM

ULA

TIO

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Complete a wire transfer


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CONCLUSION


QU

ESTI

ON

S


If you have additional questions after the conclusion of today’s training, you have several options:

Get help from the Coaching Network. If you don’t know who your local coach is, you can find one here.

Call the Service Desk at (517) 884-3000 anytime, 24/7 (except major holidays).

Email the Service Desk: [email protected] anytime, 24/7 (except major holidays).

Library of simulations to use at your convenience (link to be provided later).

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http://ebsp.msu.edu/whats_changing/coaching_network.htm

mailto:[email protected]