Payment Processing How to Use the Payment Request Tool for Suppliers

Transcription

1 Payment Processing How to Use the Purpose: The Payment Request Tool can be used to pay low dollar invoices <$2500 (CAD and US only) to suppliers. The preferred method of payment for these invoices is the University Credit Card, however, in instances where either no credit card is available, or the supplier does not accept payment via credit card, the Payment Request Tool will be used. Payment requests for low-dollar supplier invoices will be reviewed by Accounts Payable and, where required, by Supply Chain Management (SCM) and Research Accounting to ensure compliance with internal policies, financial controls, and documentation requirements. Note: Payments for restricted goods or to Direct Connect suppliers are not allowed. These payments must continue to be purchased through eprocurement. Purchases under $2500 for suppliers billing in foreign currency (i.e. invoice not in CAD or US) must be ordered via eprocurement. Prerequisites: Must be logged into MyUofC to request a payment. Electronic attachments are mandatory to finalize the request. Do not submit a university purchase requisition when goods or services have already been received and the invoice meets the $2500 before GST added (CAD and US) threshold. Backup must, in all cases, include a detailed invoice for every transaction. DO NOT send invoices to invoices@ucalgary.ca. Make sure you have supplier information (Supplier ID, Name) prior to proceeding with this process Step 1: Access Payment Selector Tool 1. From the myuofc portal, click My work. 2. Under the Finance & Supply Chain header, click Payment Selector Tool. The Payment Processing Selector Tool page is displayed March 6,

2 Step 3: Create a New Payment Request You arrive at the Payment Request Centre. On this page, you ll be able to see a summary of requests within a given date range ( ), check any received messages, or create/review payment requests. The Requests section is where we will begin the payment request. 1. Click Create to commence the payment request process The Payment Request page is displayed. Step 4: Add Attachments Attachments are mandatory and must include any receipts or invoices that indicate why the payment request is being made. 1. Click the Attachments link on the Summary Information step. 1. March 6,

3 2. The Payment Request Attachments pop-up window appears. Click Add Attachment Click Browse and select your locally stored receipt/invoice document. 4. Once the document has been selected, click Upload. 5. (Optional) Add a Description for your uploaded document. 6. (Optional) Review the document you ve chosen to upload 4. using the View button ( ). 7. (Optional) Delete any unwanted attachments using the Delete button ( ). 8. (Optional) If you have more than one receipt to upload, repeat steps 2 through Click OK. Your attachment(s) have now been added Step 5: Complete the Summary Information Step 1. In the Description field, enter a unique description that will allow you to identify your request in the future. 2. (Optional) Use the Notes/Comments field to enter any additional information you d like to include with this request. March 6,

4 3. Click Next Step 6: Complete the Supplier Information Step 1. Modify the Country field if required using the Look up Country button (magnifying glass). The default country is CAN. 2. Click the Look up Supplier button (magnifying glass) next to the Supplier ID field and choose the supplier ID you wish to pay from the list provided this will narrow down the Search options. 3. Click Search to look for supplier information that matches your Supplier ID lookup. 4. Choose the Supplier you wish to pay from the Supplier List by clicking the radio button next to the supplier name. a. If a supplier record indicates epro, a requisition must be performed to request payment (PO route) b. If a link reading Multiple appears at the end of the record, ensure you click this link and select the correct supplier record to continue Note: Only active suppliers will be listed during the supplier selection process. If the supplier you wish to pay is not listed, you will need to make use of the new Supplier Request Tool, or contact uofcsuppliers@ucalgary.ca. 5. A Message notification appears. Review the information and ensure that your request meets the correct parameters and click OK. March 6,

5 5. 6. Confirm that the supplier information that has been added to the Supplier Address area is correct. If there are concerns, you can click Supplier Search to return to the search features. 7. Click Next Step 7: Complete the Invoice Details Step 1. Enter the Invoice Number that matches the attachment you added to this payment request in the space provided. The invoice number for each supplier must be unique for each payment, otherwise, the system will flag it as a duplicate. Thus, suppliers with multiple billings each month will need to have a unique invoice number for each billing cycle. Consider adding identifiers (a, b, c, 1, 2, 3, etc.) to the invoice number if paying multiple invoices for each month, week or year. The preferred invoice number format will be: Type of payment; plus, Month; plus, Year The unique identifier can be added after the type of payment. March 6,

6 For example, (if 10-character limit): Royalty516 Mmbrshp416 Srvce3Jul16 In the event you have an invoice from the supplier, you can add it in place of a custom invoice number. 2. Modify the Invoice Date if required. The current date will appear as a default. 3. Click Add Lines Click the Look up Item ID button (magnifying glass) and use the list provided to select an item ID that most closely matches the type of purchases made. 5. Modify Location if the default, Alberta, is not the location from which the goods or services were provided. 6. In the Transaction Amount field, enter the invoiced value including taxes (the amount to be paid). 7. Modify the Transaction Currency from the default, CAD, if required. (See below for more information on foreign currency). 8. Enter your Accounting Details in the ChartField section. a. GL Business Unit, Fund and Department are all mandatory fields. b. If you use a Project, you will also require PC Business Unit and Activity in addition to the mandatory fields. i. UCP01: for all numeric Projects ( ) ii. RESRC: for all alpha/numeric Project numbers (ab123456) iii. Input order is important: PC Business Unit, then Project and then Activity. 9. If you need to split your accounting, you can do so using the + button. Ensure that if you are splitting, the dollar amount entered across both fields must add up to the total entered into the Transaction Amount field. March 6,

7 10. Click OK You are returned to the Invoice Details step. 11. If additional items from the receipt must be added, click the Add Lines button. 12. (Optional) Click the Update button ( ) if you need to edit a portion of your entry. 13. (Optional) Click the Delete button ( ) if you need to remove an entry from your payment request. 14. In the Misc Charge Amount field, enter any miscellaneous charges that appear on the invoice that are not specific purchases (fees, for example). This field should rarely, if ever, be used. 15. In the Freight Amount field, enter any shipping charges that appear on the invoice for which you are requesting payment. 16. Items entered will be totaled in the Total Amount field, in the currency that has been selected. 17. Click Next March 6,

8 Step 8: Complete the Review and Submit Step 1. Click Review to ensure all required information is included. 2. Click Submit to complete the request. Your payment request has now been submitted Payment Request Center You are returned to the Payment Request Center upon submission of your payment request. Note that your new request will appear under the Requests section. All requests appear in this section. From here you can review the approval flow or request information. Next Steps Once the payment request is approved, a process runs to create the voucher. The voucher ID displays in the Payment Request Center. To check the status of the payment request, look up the voucher. To look up the voucher: 1. Go to the Payment Request Center: My work Finance & Supply Chain Create a Payment Request 2. In the Payment Request Center, under Requests, document the Voucher ID. March 6,

9 3. Open a new tab in PeopleSoft (right click on tab Duplicate tab) 4. Navigate to: My Work Direct access PeopleSoft Finance and Supply Chain Accounts Payable Vouchers Add/Update Regular Entry 5. On the Find an Existing Value tab, enter the Voucher ID. 6. Press Enter or click the Search button. March 6,

10 7. Review the tabs. Summary tab: a. Approval Status: Approved means it is ready for payment or has been paid b. Pay Terms: N30 means it will be paid in 30 days from the invoice date c. Approval History: Click to view the approval workflow 8. To determine if the voucher has been paid, go to the Payments tab. March 6,

11 Payments tab: 9. At the bottom of the screen under Schedule Payment are Payment Date and Reference fields. If these are populated then the voucher has been paid. Need Help? Contact the Integrated Service Centre (ISC) at , or March 6,