Purchasing/Accounts PayableStandard Transaction E-Docs
Payment Request
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In order for users to submit
the Payment
Request document,
the ENABLE_BANK_SPECIFICATION_IND
parameter
must be set to Y and the DEFAULT_BANK_BY_DOCUMENT_TYPE parameter must be completed.
Even if your institution is not planning to use the Bank Offset
feature in KFS,
the DEFAULT_BANK_BY_DOCUMENT_TYPE parameter must be completed if your users
plan to use the Payment Request document. Bank offsets will not be created if
the Bank Offset feature has not been configured.
The Payment Request (PREQ) document is created in response to receiving an invoice for goods or services requested from a vendor on a PO. The system provides two ways of creating a payment request:
One is automated through the electronic invoicing process. If the electronic invoice passes all matching and validation criteria with the PO, the system generates the PREQ document automatically. If a discrepancy is found during matching and validation, the electronic invoice data may be processed via the Electronic Invoice Reject document in the action list of an Accounts Payable Processor. This user researches the reasons for the rejection. Subsequent editing and approving the Electronic Invoice Reject document initiates a payment request document if validation rules can be satisfied.
The other approach is to complete the Payment Request document manually using the screen described in this section.
If invoices are processed centrally by your institution, initiation of a Payment Request document is likely restricted to users having the Accounts Payable Processor role.
Document Layout
Two screens are associated with the Payment Request documentan 'initiation' screen with a single tab followed by a 'main' screen with multiple tabs.
Payment
Request Initiation Tab
Payment Request Initiation Tab
When you select Payment Request from the Main Menu tab, the system displays a screen containing the Payment Request Initiation tab.
This tab allows you to specify details about the invoice and the PO to which it applies.
Payment Request Initiation tab definition
|
Description |
|
|
Purchase Order Number |
Required. Enter the PO number to which the invoice applies. |
|
Invoice Date |
Required. Enter the invoice date from the vendor
invoice or select the date from the calendar |
|
Invoice Number |
Required. Enter the identifying invoice number from the vendor invoice. |
|
Vendor Invoice Amount |
Required. Enter the net dollar amount of the invoice to be processed. |
|
Special Handling Instructions |
Optional. Enter text into any of the special handling fields to indicate a special check delivery requirement for the payment. |
Click 
to
initiate this payment request. The system displays the main screen for the
Payment Request document.
Main Screen
This screen includes unique Document Overview, Vendor, Invoice Info, Process Items and View Payment History tabs in addition to the standard tabs that display at the bottom of a financial transaction document.
For more information about the standard tabs, see Standard
Tabs.
Document Overview Tab
The Document Overview tab for the Payment Request document is different from the standard Document Overview tab. The Description field defaults to the purchase order number and the vendor name.
On the Payment Request document, this tab is made up of three sectionsDocument Overview, Financial Document Detail, and Payment Request Detail. The Document Overview section is the same as the standard Document Overview tab.
For information about the standard Document Overview tab, see Standard
Tabs.
Financial Document Detail Section
Financial Document Detail section definition
|
Title |
Description |
|
Year |
Display-only. The fiscal year of the purchase order referenced by the Payment Request document. |
|
Total Amount |
Display-only. The total amount of the payment request after the request has been submitted. |
Payment Request Detail Section
Payment Request Detail section definition
|
Title |
Description |
|
Receiving Required |
Display-only. An indicator showing whether receiving is required. |
|
Payment Request Positive Approval Required |
Display-only. An indicator showing whether positive approval is required. |
|
Use Tax Indicator |
Display-only. An indicator showing whether use tax or sales tax is calculated. Yes = Use tax is calculated. The The system displays different fields in this document depending upon whether tax is enabled or disabled. When the Use
Tax Indicator is set to 'Yes, in the Total lines show
that the vendor
remit amount is the Grand
Total Prior to Tax in the Process Items tab (below). |
|
Account Distribution Method |
Defaults to the Account Distribution Method (either proportional or sequential) on the Purchase Order e-doc. |
button allows you to toggle between the two settings. 
Vendor Tab
The Vendor tab contains information about the vendor associated with the PO and allows you to modify vendor address information.
The Vendor tab has two sections: Vendor Address and Vendor Info.
Vendor Address Section
Vendor Address section definition
|
Title |
Description |
|
Vendor |
Display-only. The name of the vendor is automatically populated based on information in the purchase order. |
|
Vendor Number |
Display-only. The vendor number followed by a hyphen and the division number. |
|
Address 1 |
Required. The default remit-to address is ordinarily
populated from the Vendor document.
The purchase order address will display here instead if there is not a
remit-to address in the Vendor record. Override the default by entering a different
address in this field or by searching for it from the Address lookup |
|
Address 2 |
Optional. Override the default or leave it as is. |
|
Attention |
Optional. Override the default or leave it as is. |
|
City |
Required. Override the default or leave it as is. |
|
State |
Required for U.S. addresses. Override the default by selecting the state from the State list or leave it as is. |
|
Province |
Optional. Override the default or leave it as is. |
|
Postal Code |
Required for U.S. addresses. Override the default or leave it as is. |
|
Country |
Required. Override the default by selecting a country from the Country list or leave it as is. |
.
Vendor Info Section
Vendor Info section definition
|
Title |
Description |
|
Customer Number |
Optional. Populated from the PO.
Override it by entering the customer number directly or searching for it from
the vendor lookup
|
|
Check Stub Notes |
Optional. Enter text to be printed on the check stub. |
|
Special Handling Instructions |
Optional. Enter the handling instructions to be printed on the check. |
|
Optional. Populated from the PO. Override it by selecting the payment terms from the Payment Terms list. |
|
|
Shipping Title
|
Display-only. This entry indicates when the items associated with a PO become the property of the ordering institution. |
|
Optional. Populated from the PO; identifies the entity that pays for shipping (the vendor or the institution). Override the entry by selecting the terms from the Shipping Payment Terms list. |
Invoice Info Tab
The Invoice Info tab provides a means for display and modification of invoice information.
Invoice Info tab definition
|
Description |
|
|
Invoice Number |
Display-only. Populated from the Payment Request Initiation tab. |
|
|
Defaults to the date automatically calculated by the
system. If payment
terms are edited, the system repopulates this field only if it is blank.
Override the automatic entry by entering a pay date or selecting it from the
calendar
The pay date may be entered manually, but it must not be a past date. If the date is more than 60 days from the current date, the system displays a warning message. |
|
(Immediate Pay) |
Optional. Select the Immediate Pay check box if a check is needed on the same day. This indicator allows for an approved payment request to be extracted for payment during the day. |
|
Invoice Date |
Display-only. Populated from the Payment Request Initiation tab. |
|
Display-only. The purchase order end date, if any, is automatically populated from the PO. |
|
|
Payment Attachment Indicator |
Optional. Select the check box if an attachment (such as a copy of the invoice) must be returned to the Vendor with this payment. |
|
Extract Date |
Display-only. The date the Payment record is extracted to the Pre-Disbursement Processor. |
|
Bank Code |
Required. The bank code will be displayed only if the
Bank_Code_Document_Types includes 'PREQ' and
Enable_Bank_Specification_Ind='Y'. The default bank is determined by the
Default_Bank_By_Document_Type parameter.
You may override this value by entering another bank code or selecting it
from the Bank lookup
|
|
Purchase Order Number |
Display-only. The PO number associated with this invoice. This is the PO number used on the initiation screen. |
|
PO Notes |
Display-only. If notes have been added to the PO, this field contains the value 'Yes'. |
|
Payment Request Cost Source |
Display-only. Automatically populated from the PO if it exists. |
|
Payment Classification |
Display-only. Not currently used. In KFS 4.0 the field will always be null. In a future enhancement, when wire transfer and foreign drafts are processed on Payment Request documents, this field will be populated. |
|
Vendor Invoice Amount |
Display-only. The vendor total invoice amount as entered on the Payment Request Initiation tab. This field is displayed only on an 'In Process' PREQ document. When the document is submitted, the system no longer carries the field and the value forward. |
|
AP Processed Date |
Display-only. The date the PREQ was submitted by an Accounts Payable processor. |
Tax Information Tab
The Tax Information tab is displayed only when the PREQ is routed to the Tax Manager. This tab allows the tax manager to review and change tax information.
Tax Information tab definition
|
Title |
Description |
|
Income Class |
Required. The type of activity this disbursement is for.
Select the type of activity from the list. Values may vary, but examples
include: |
|
Federal Tax Percent |
Required if the Income
Class entry is Fellowship or Independent Contractor. No entry
is allowed if the Income
Class entry is Non-Reportable. The percentage of federal tax
to be withheld from the payment. Either enter the appropriate percentage for
the income class or use the lookup |
|
State Tax Percent |
Required if the Income
Class entry is Fellowship or Independent Contractor. No entry
is allowed if the Income
Class entry is Non-Reportable. The percentage of state tax to
be withheld from the payment. Either enter the appropriate percentage for the
income class or use the lookup |
|
|
Required if the Income Class entry is Fellowship or Independent Contractor. No entry is allowed if the Income Class entry is Non-Reportable. The nonresident alien payees country of citizenship. Select the country from the list.
|
|
NQI Id |
Optional, except no entry is allowed if the Income Class entry is Non-Reportable. Select this box if the payment is defined as a nonqualified intermediate. Selecting this check box indicates that there is no tax withholding on the payment. |
|
Foreign Source |
Optional, except no entry is allowed if the Income Class entry is Non-Reportable. Select this check box if the payment is defined as foreign source based on U.S. income sourcing rules. Selecting this check box indicates that there is no tax withholding on the payment. |
|
Treaty Exempt |
Optional, except no entry is allowed if the Income Class entry is Non-Reportable. Select this check box if there is a tax treaty with the nonresident alien payee's country. Selecting this check box indicates that there is no tax withholding on the payment. |
|
Exempt Under Other Code |
Optional, except no entry is allowed if the Income Class entry is Non-Reportable. Check this box if the payment is tax exempt under another code, as specified by the IRS. |
|
Gross Up Payment |
Optional, except no entry is allowed if the Income Class entry is Non-Reportable. Select this check box if the payee is to receive the stated check amount regardless of any required tax withholding.
|
|
USAID Per Diem |
Optional, except no entry is allowed if the Income Class entry is Non-Reportable. Check this box if the USAID per diem exemption applies, as specified by the IRS. Selecting this check box indicates that there is no tax withholding on the payment. |
|
Special W-4 Amount |
Optional, except no entry is allowed if the Income Class entry is Non-Reportable. Enter the special W-4 amount to be withheld. |
to
search for it. The default entry is 0.
The payee's country of citizenship is not
necessarily the payee's country of residence.
Any taxes required to be withheld are calculated and added to the original
amount of the
Process Items Tab
The Process Items tab indicates the lines of the PO that this invoice relates to and the dollar amounts to be paid on this payment request. The tab also provides a means to edit accounting information associated with these lines and allows for the entry of additional invoiced items such as freight or shipping and handling.
The Process Items tab includes three sections: Purchase Order Line Item Totals, Items, and Additional Charges.
Special Handling Tab
The Special Handling tab is used when a check is to be sent to someone other than the payee, or if the check will be picked up at Accounting. For example, a department needs a check for a guest speaker sent to the Department Chair to present the check after the event. To request Special Handling for the payment, select the Special Handling check box in the Payment Information tab and complete the fields on this tab.
Special Handling tab definition
|
Title |
Description |
|
Special Handling Name |
Required. Enter the name of the person or entity where the check should be mailed. |
|
Special Handling Address 1 |
Required. Enter the first line of address where the check should be mailed. |
|
Special Handling Address 2 |
Optional. Enter the second line of address where the check should be mailed. |
|
Special Handling City |
Optional. Enter the city where the check should be mailed. |
|
Special Handling State |
Optional. Enter the state where the check should be mailed. |
|
Special Handling Zip Code |
Optional. Enter the zip code where the check should be mailed. |
|
Special Handling Country |
Optional. Select the payee's country from the Country list. |
|
Hold Check for Pick Up |
Optional. Select when requesting the check be picked up at the Accounting Office. |
|
Accounting Lines |
Required. Enter the appropriate accounting line information for the Special Handling fee to be applied. |
Wire Transfer Tab
When you select Wire Transfer as the
payment method you are prompted to complete the Wire Transfer
tab as seen below:
Wire Transfer tab definition
|
Title |
Description |
|
Bank Name |
Required. Enter the name of the financial institution to which the funds are to be wired |
|
Bank ABA Routing # |
Required for U.S. bank. Enter the nine-digit code that identifies the U.S. bank to which the funds are to be wired. Not required if wire is made to a foreign bank. |
|
Bank City |
Required. Enter the city location of the bank to which funds are to be wired |
|
Bank State |
Required for U.S. Enter the state location of the bank to which funds are to be wired. Not required, if wire is made to a foreign bank. |
|
Bank Country |
Required. Select the country location of the bank to which funds are to be wired from the Bank Country list. |
|
Bank Account# |
Required. Enter the specific account number to which the funds are to be wired. |
|
Name on Bank Account |
Required. Enter the name on the account indicated above in the Bank Account# field |
|
Waive wire transfer charge? |
Display-only. When institutions charge departments a wire transfer fee it is possible for the fee to be waived in particular situations. Only members of the KFS-FP Disbursement Method Reviewer role have permission to waive the fee for a wire transfer. |
|
Payee Payment Details |
Optional. Enter additional information that you would like to send to the financial institution regarding this wire transfer. |
|
Bank Count |
Select from whether the wire is to a US or foreign bank from the Wire To list. |
|
DV Amount Stated In |
Select the currency type from the DV Amount Stated in list. The choices are 'U.S. Dollars,' 'DV amount is stated in U.S. dollars; convert to foreign currency,' or 'DV amount is stated in foreign currency'. |
|
Currency Type |
Required. Enter the type or unit of currency for the payment |
|
Intermediary Bank 1 |
Optional. Name of Intermediary Bank |
|
Bank 1 ABA/Swift |
Optional. ABA/Swift number for Intermediary Bank 1 |
|
Intermediary Bank 2 |
Optional. Name of Intermediary Bank |
|
Bank 1 ABA/Swift |
Optional. ABA/Swift number for Intermediary Bank 1 |
|
Accounting Lines |
Required. Enter the appropriate accounting line information for the Special Handling fee to be applied. |
View Related Documents Tab
The View Related Documents tab collects information about Purchasing/AP documents related to this document. For example, it displays identifying information and any pertinent notes for associated requisitions, the purchase order, receiving documents, other payment requests for this PO, and credit memos. Within each document type the documents are listed in order, with the most recent first.
If there is a large volume of transactions associated with the document, only the most recent 100 documents will be displayed when you open the View Related Documents Tab. To see the additional documents click on the More related documents button.
View Payment History Tab
The View Payment History tab tracks payment information related to the purchase order associated with this Payment Request document. It shows pending payment information and is updated automatically to show when a payment has been processed through the Pre-Disbursement Processor (PDP). This tab also shows any credit memos that have been processed against the related purchase order, including detail with an associated payment request referenced by the credit memo.
Payment Requests Section
Payment Requests section definition
|
Title |
Description |
|
PREQ Number |
Display-only. The payment request number. |
|
Invoice Number |
Display-only. The invoice number associated with this payment request. |
|
PO Number |
Display-only. The PO number associated with this payment request. |
|
PREQ Status |
Display-only. The status of the payment request. |
|
Display-only. Displays 'yes' if the payment request in on hold. Displays 'no' if the payment request is not on hold. |
|
|
Request Cancel |
Display-only. Displays 'yes' if the payment request has been requested canceled. Displays 'no' if the payment request has not been canceled or if 'request cancel' has been removed. |
|
Vendor Name |
Display-only. The vendor name associated with this payment request. |
|
Customer Number |
Display-only. The customer number associated with this payment request. |
|
Amount |
Display-only. The dollar amount associated with this payment request. |
|
Display-only. The date the payment is scheduled to extract to the Pre-Disbursement Processor. |
|
|
PDP Extract |
Display-only. The date the payment request was extracted to the Pre-Disbursement Processor for disbursement processing. |
|
Paid? |
Display-only. Displays 'yes' if the payment has been disbursed. Displays 'no' if the payment has not been disbursed. |
Credit Memos Section
Payment History tab, Credit Memos section definition
|
Title |
Description |
|
CM# |
Display-only. The credit memo number assigned by the KFS. |
|
Vendor CM# |
Display-only. The credit memo number assigned by the vendor. |
|
PREQ# |
Display-only. The payment request number if a payment request was referenced in processing the credit memo. |
|
PO# |
Display-only. The purchase order number associated with this credit memo. |
|
Credit Memo Status |
Display-only. The status of the credit memo. |
|
Hold |
Display-only. Displays 'yes' if the credit memo is on hold. Displays 'no' if it is not on hold. |
|
Vendor Name |
Display-only. The vendor name associated with this credit memo. |
|
Customer # |
Display-only. The customer number associated with this credit memo. |
|
Amount |
Display-only. The dollar amount associated with this credit memo. |
|
APAD Date |
Display-only. The Accounts Payable approved date (that is, the date an Accounts Payable processor submitted the credit memo). |
|
|
Display-only. The date the credit memo was extracted to the Pre-Disbursement Processor for disbursement processing. |
|
Paid |
Display-only. Displays 'yes' if the credit has been disbursed. Displays 'no' if it has not been disbursed. |
Business Rules
Every payment request must be processed against a specific open PO document. This PO must be specified when the payment request is initiated.
If the vendor number and invoice number match values previously processed, a warning notifies the initiator of the potential duplicate. Even so, the system allows the initiator to override the warning and continue.
If the invoice amount and invoice date match values previously processed for this vendor, a warning notifies the initiator of the potential duplicate. Even so, the system allows the initiator to override the warning and continue.
Fiscal Officers are warned when a PREQ contains one or more expired accounts that were not replaced by a continuation account. The Fiscal Officer has the option to either check the Expired Account Override box or change the account. AP users are not warned about expired accounts that are not replaced by a continuation account.
Based on the setting of the SHOW_CONTINUATION_ACCOUNT_WARNING_AP_USERS_IND parameter, AP users and Fiscal Officers are warned when one or more expired or closed accounts on a PREQ are replaced by a continuation account. When the parameter value is Y, a warning is presented. When an expired account is replaced by a continuation account, the accounting line shows the current accounts being used and includes a note indicating that the expired/closed account has been added to the PREQ. Users can refer to either the notes or the original PO to see the original accounts.
Pay Date may not be a past date. If the pay date is more than 60 days in the future, a warning is received.
Discounts applied from payment terms do not apply to freight or shipping and handling charges.
Additional charges items that were not specifically funded on the purchase order are allocated to accounting lines in proportion to the item amounts on the purchase order.
The calculate button must be pressed prior to submitting the payment request.
AP has the ability to close a non-recurring payment PO at the time the PREQ is submitted if they know that the order is complete, using the Close PO checkbox. There is no validation to require that all lines and/or below-the-line items on the PO are complete. The Close PO checkbox is available only on non-recurring payment orders.
The following G/L entries are created when the payment request is submitted.
o Debit entry: The expense accounts (full accounting string) on the payment request are debited in the G/L when the initiator submits the document. The G/L entry is made in summary for each accounting string. Consequently, if three line items on a payment request use the same accounting string, only one debit (not three) is created in the G/L for that accounting string.)
o Credit entry: One offset to object code 9041 is created for each account/sub-account combination on a payment request.
During fiscal officer approval routing of the PREQ, the fiscal officer/PREQ delegate may edit the accounts/sub-account/object codes and amounts. The existing account string is reversed. The new account string debits the expense and credits object code 9041, the liability offset.
After being canceled, the G/L entries are reversed, any disencumbrance created from AP submission of the payment request is reversed, and the PO open quantities that were decremented from the creation of the payment request are increased.
Only AP users may cancel a Payment Request document, and they may do so only if it has not yet been extracted. AP Users may cancel a PREQ with or without a request cancel if it is in saved or final status and if the PO is not closed. AP Managers may cancel a PREQ when it is in enroute status. AP Processors may not cancel a PREQ in enroute status if there is no request cancel on the doc, but they may put the PREQ on hold.
Only AP users may modify a payment request's pay date, attachment flag, special handling instructions, immediate pay flag, check stub notes and bank code. This action may be taken at any point following AP submit and preceding extract to PDP.
Payment request searches are available to all users.
A payment request that is Hold = 'yes' or is Request Cancel = 'yes' does not continue through workflow routing and cannot be paid until the hold or request cancel is removed.
If payment requests total less than the threshold established by the institution and do not have any accounts requiring positive approval, they may be automatically approved.
After being extracted, a payment request cannot be put on hold.
A payment request is extracted for payment if the following conditions are met:
o The PREQ is department-approved or auto-approved.
o The Pay Date is today or a prior date or 'immediate pay' is indicated and the payment has departmental approval.
o The payment is not Hold = 'yes'.
o If the payment request includes accounts that are excluded from auto-approval, it must be department-approved.
The following rules apply for allowable accounts to be charged on a PREQ. These are the same rules used for the PO. The specific codes for these rules may be specified via parameters.
o Only expense (EE, ES or EX object types) or asset (AS object type) object codes are allowed. Asset object codes must be in the INV or OASS object level.
o Object codes in the consolidations of Compensation (CMPN), Financial Aid (SCHL), Reserves (RSRX) and Assessments Expenditures (ASEX) are not allowed.
o Object codes in the levels of Depreciation (DEPR), Indirect Cost Expense (ICOE), Valuations and Adjustments (VADJ) and Taxes (TAX) are not allowed.
o Object codes with a sub-type code for Transfers (TN) are allowed.
When the PREQ routes to the Tax Manager for review, the Income Class field is required and the following rules apply, depending on what is selected:
o If the Income Class = Non Reportable, all other fields should be blank.
o For all other income classes:
If Foreign Source is checked, Federal Tax Percent and State Tax Percent must be 0.00. Treaty Exempt and Gross Up cannot be checked.
If Treaty Exempt is checked, Federal Tax Percent and State Tax Percent must be 0.00. Foreign Source and Gross Up Payment cannot be checked.
If Exempt Under Other Code is checked, Federal Tax Percent and State Tax Percent must be 0.00 and Treaty Exempt, Foreign Source and Gross Up Payment cannot be checked.
If USAID Per Diem is checked, Income Class must be Fellowship, Federal Tax Percent and State Tax Percent must be 0.00 and Treaty Exempt, Foreign Source, Gross Up Payment and Exempt Under Other Code cannot be checked.
If Special W-4 Amount is completed, Income Class must be Fellowship, Exempt Under Other Code must be checked, Federal Tax Percent and State Tax Percent must be 0.00 and Treaty Exempt, Foreign Source, Gross Up Payment and USAID Per Diem cannot be checked.
Routing
An AP Processor selects the submit button to complete the processing of a payment request document. The document routes to 'Awaiting AP Review' status if Require_attachment_ind='Y'. The AP Review status may be satisfied by an image attachment or in another fashion (configurable at your institution). After AP review, the document routes for fiscal officer or fiscal officer delegate approval. At the AP Review routing level, approvers cannot change content on the document. They may only add notes/attachments and approve or cancel.
In addition to normal account review and organization review, the Payment Request document includes the following special condition routing:
o Sub-Account Manager: An optional role that allows users to receive workflow action requests for documents that involve a specific account number and sub-account number. The role name is Sub-Account Reviewer. Approvers at this level may only approve, request cancel, and hold the document. They cannot change content.
o Chart Approval: An optional role that allows users to receive workflow action requests for documents of a specified type that contain accounts belonging to a specified chart and organization (including the organization hierarchy) and within a certain dollar amount or involving a specified override code. The role name is Accounting Reviewer. Approvers at this level may only approve, request cancel, and hold the document. They cannot change content.
o Tax Approval: This role represents a central tax area that receives workflow action requests for payment requests involving payments to non-resident aliens or employees. The role name is Tax Manager. Approvers at this level may approve, request cancel, and hold the document. They are required to complete the tax tab on Payment Request documents.
Post Processing
Unlike other KFS documents, G/L entries for this document are created prior to final approval. Upon document submission to Workflow, disencumbrance entries and actual charges are generated, written to the G/L pending entry table, and posted in the nightly G/L batch cycle. If fiscal officers change accounting strings or redistribute the charges within their accounts, G/L entries are generated to reverse the original actual entries and recreate them (encumbrances are not altered) and these entries are written to the GL Pending table for posting in the next batch cycle.
Upon document submission, PO line item details (open quantity, amount paid, etc.) are adjusted to reflect materials/services that have been paid.
Upon document submission, the 'ap-approved' timestamp will be updated.
If the department completes all of the approvals through Workflow, the payment request status is updated to 'Dept-Approved' during post-processing. If the document is automatically approved through the batch auto-approve script, its status is updated to 'Auto-Approved'.
Canceling a payment request that has already received some level of approval will result in reversing G/L entries (encumbrances and actuals) and reversing updates to the PO line items affected (open quantity, amount paid, etc.).
The Timing of G/L Update: After a Payment Request document has been created and submitted, it updates the G/L the next time a batch process runs. Note that this timing is different from that of most KFS docs, which do not update the G/L until the document receives all approvals. If accounting entries on the document change before it reaches 'Final' status, the G/L entries is updated accordingly the next time a batch process runs.
Initiating a Payment Request Document
1. Select Payment Request from the Purchasing/Accounts Payable submenu group in the Transactions submenu on the Main Menu tab.
2. Log into the KFS as necessary.
The system displays a blank Payment Request Initiation tab with a new document ID.
3. Enter the purchase order number, invoice number, invoice date, and vendor invoice amount on the Payment Request Initiation tab.
4. Click 
.
5. Complete the Vendor tab.
a ) Verify that the address on invoice is the same as the one on the Vendor file.
b) Enter the customer number as needed.
c) Modify payment terms as needed.
d) Add check stub notes or special handling instructions if requested.
6. Complete the Invoice Info tab.
a) Select Immediate Pay if applicable.
b) Select Payment Attachment Indicator, if applicable.
c) Clear the pay date if the payment terms have been modified and the system-calculated pay date is desired.
7. Complete the Process Items tab:
a) In the Edit Items section, for quantity-specified line items enter the quantity invoiced from the vendor invoice. For non-quantity line items, enter the extended cost amount using the vendor invoice amount.
b) In the Additional Charges section, enter an extended cost amount if needed. Miscellaneous charges require a description.
8. Complete the common tabs as necessary: Document Overview, Notes and Attachments, Ad Hoc Recipients, and Route Log.
For more information about the standard tabs, see Standard
Tabs.
9. Click 
.
10. Click 
.
11. Appropriate Sub-Account, fiscal officers, and organization reviewers approve the document.
For more information about how to approve a document, see Workflow
Action Buttons.
Displaying Detailed Payment Information
After one or more payments have been extracted, you may
access detailed information about them. To view detail about the most recent
payment associated with the PO,
click 
in
the Invoice Info tab.
Alternatively, to view detail about any payment associated
with the PO, click in
the View
Payment History tab.
The system displays payment detail in the following format.
Putting a Payment Request on Hold
An AP user or an approver who receives a payment request for approval may choose to put the payment request on hold or remove a hold from the payment request.
To place a payment request on hold, you must attach a note to the document explaining the reason it has been put on hold. The payment request is then marked as Hold = 'Yes'. 'Hold' is an indicator; the document's status does not change.
The hold flag prevents a payment request from being extracted and paid. A payment request may be put on hold any time between submit and the time it is extracted to the Pre-Disbursement Processor. When a document is taken off hold, it retains the status it had when the hold flag was turned on.
1. Click the 
button.
2. In the field displayed, enter a reason for putting the payment on hold.
3. Click 
to
put the payment request on hold.
The payment request is marked Hold='yes' and a large header appears at the document indicating who placed the order on hold.
Removing a Hold from the Payment Request
Either the person who placed a payment request on hold or an AP supervisor may take a payment request off hold. This user must provide a reason for taking the payment request off hold.
1. Open the document
and click the 
button.
2. In the window displayed, provide a reason for taking the payment request off hold.
3. Click to take the
payment request off hold.
Cancellation of Payment Request
An approver who receives a payment request may choose to request cancellation of the payment request or may remove the request cancellation of the payment request.
Requesting To Cancel a Payment Request
An approver who receives the payment request may choose to request that it be canceled. After a request cancel has been made, the payment request cannot be routed or paid until the cancel request is removed.
A request cancel may be made any time after the payment request has begun routing for approval and before it has received fiscal officer approval. After a request cancel has been made, the actual cancellation is performed by Accounts Payable.
After a payment request has received fiscal officer approval, it may still be
canceled by Accounts Payable
until it is extracted to the Pre-Disbursement
Processor.
To request cancellation:
1. Open the document
and click the 
button.
2. In the window displayed, provide a reason for canceling the request.
3.
Click to cancel
the payment request.
The document provides an informational message stating who has requested cancel of the document.
Removing a Request to Cancel
Only the AP supervisor or the approver who originally requested cancellation may remove the cancellation request.
1. Click 
.
2. Enter the reason for removing the request cancellation request.
When the request cancel is removed, the document retains the status it had before the request cancel flag was set.
Automated Approval
Your institution may use an automated approval function for payment request documents. For payment requests that qualify for auto-approval, the system automatically enters 'Processed' status on the pay date. Any user who normally would have received the document for approval instead receives an acknowledgement copy of the document in his or her action list.
Specific accounts may be excluded from auto-approval by adding them to the Auto
Approve
Exclude administration table. If one account
on a PREQ
document is excluded from auto-approval, the entire document is excluded.
A payment request is eligible for auto-approval if:
The total invoice amount is less than the auto-approve threshold designated by your institution.
All accounts on the Payment Request document allow for auto-approval.
The payment is not on hold.
The payment is not on request cancel.
Example
The example below shows the warning message that is displayed when the amount of the processed payment request does not match the amount entered on the initiation screen. In this case, the AP processor entered $127.90 on the initiation screen but processed the invoice for Line 1 = 49.90, Line 2 = 14.00 and Line 3 = 50.00 for a total of 113.90.
The initiator (a user assigned the Accounts Payable Processor role) creates a new Payment Request document and enters the PO number, invoice number, amount and date. When the initiator clicks continue, the Payment Request document is generated. In the Process Items tab, the initiator enters the quantity being invoiced and clicks calculate. At this point, the document is ready for submission and routing.
Because the payment request total does not match the amount entered on the PREQ initiation screen, the user receives a warning message and must click Yes or No to proceed:
Clicking yes submits the document and creates appropriate routing.