Create a Payment Request

To create a commodity based payment request, perform these steps:

1. Create a transaction with the PRC Transaction Code.

2. Complete the Header tab.

• No particular Header field is mandatory nor is any required for this task.  However, Transaction Name and/or Transaction Description can be conditionally required with the Transaction Control table.

• If the current Application Date should not be used, then manually enter the correct date in the Record Date field.

• If the default Fiscal Year should not be used, then manually enter the correct year, (that is, prior year or next year), in the Fiscal Year field.  Any manually entered year will be used on all accounting lines unless manually entered at that level.

• If the default Accounting Period should not be used, then manually enter the correct accounting period, (that is, prior period or next period), in the Period field.  Any manually entered period will be used on all accounting lines unless manually entered at that level.

• If you are making a payment to a payee, enter the payee vendor code on this tab. It is very important that the Disbursement Options of the payee be established on the Vendor/Customer table since these options will be used during the Automated Disbursement process to create the check to the payee vendor. The Disbursement Options of the vendors entered on the Vendor Lines are ignored when a payment is made to a payee vendor.

3. Complete the Vendor tab.

1. Select a valid vendor.

2. If the Vendor set-up has a default Payment address, then the address will automatically populate during transaction validation. Otherwise, you must select an address using the Address Code pick list. Note that only addresses with the Address Type of Payment can be used on the payment transactions. This is defined on the Vendor/Customer table. The inference of Vendor Name , Alias , and Address information is also influenced by the Transaction Control setting Disable Vendor Information Inference flag.

3. If the Vendor Payment Address has an associated Contact, then the contact information will also infer during transaction validation. This is controlled by the Transaction Control setting Disable Contact Information Inference flag.

4. Enter Disbursement Options for the Vendor if needed or if it’s not configured on the Vendor/Customer table. If configured on the Vendor/Customer table and the fields are left blank, the information will be inferred on Validate or Submit actions. If paying a third party or a payee, the Disbursement Options on the Vendor line are ignored. The disbursement options of the payee/3rd party from the Vendor/Customer table will be inferred to the Disbursement Request table upon submission of this document.

5. If Invoice Information is entered, this information will replicate to each Commodity line, if those fields are left blank on the Commodity line. Completing this section could be helpful to reduce data entry if the same invoice transaction will be used across multiple commodity lines.

6. Discount: Optional fields to record discount terms. Terms entered on the vendor level will be inferred to all commodity lines if the fields on the commodity lines are not completed.

7. The Schedule Payment Date indicates when a disbursement should be made.  A date can be entered manually or system logic will default a value based on settings from one or more of these areas:

• Expense section of System-wide Options and Controls table for System Payment Lag

• Vendor Customer for Schedule Payment Day

• Object table for Payment Lag

• Accounting Line for Service To date

• Vendor Line for Discount Terms

A date manually entered should not be before the current application date, and if it is, a warning is issued. As with many Disbursement Options, this one cannot be changed on a modification transaction. The Disbursement Management page must be used to make a change. It can also be updated on the Disbursement Request table if you have proper security.

Upon Validate/Submit, after the Address ID on the Vendor Line is inferred, if they have not been manually entered, the system shall infer the Disbursement Type and Format values as follows:

• If Allow Prenote/EFT on Vendor Address is set to True on the Application Parameters table, the Transaction will take the Vendor and Address Code from the Vendor Line and look up the associated Vendor's Payment Address record on the Vendor Address table.

• If the EFT Status field is set to Eligible for EFT and the Generate EFT flag is set to true on the associated Payment Address, the system shall take the EFT Format value from the Vendors Payment Address record and retrieve the associated Disbursement Type value from the Disbursement Format table and populate the Disbursement Type and Format fields on the transaction.

• If the EFT status field is populated on the Vendors Payment Address record but not set to Eligible for EFT, the system shall infer the Default Type and Default Format from the Vendors Location record to the Disbursement Type and Format fields on the transaction.

Otherwise, if Allow Prenote/EFT on Vendor Address is set to False on the Application Parameters table, the system shall attempt to retrieve the EFT information from the Vendors Location record.

• If the EFT Status field is set to Eligible for EFT and the Generate EFT flag is set to true, the system shall take the EFT Format value and retrieve the associated Disbursement Type value from the Disbursement Format table and populate the Disbursement Type and Format fields on the transaction.

• If the EFT Status field is not set to Eligible for EFT, the system shall infer the Default Type and Default Format from the Vendors Location record to the Disbursement Type and Format fields on the transaction.

4. Complete the Commodity tab.

1. Insert a Commodity line and populate required/necessary fields.

2. Enter a Commodity Code, using the Commodity Code Pick List icon.

3. (Optional) Enter the Contract Amount (if Item Type is Service) or Quantity, Unit Price, and Unit of Measure (if Item Type is Item) to be paid.

Notes:

• If left blank, Received Service From Date and Received Service To Date are inferred from the Record Date of the transaction.

• Invoice Information may be required, as configured on the Transaction Control table. If you enter invoice information on the Vendor tab, transaction validation will infer this on the Commodity Invoice Information. If invoice information was not entered on the Vendor Line, you can enter it here. Otherwise, this section could be left empty.  

• When an IN Transaction is referenced on a Payment Request, the Vendor Invoice Number, Vendor Invoice Line Number and Vendor Invoice Date will be inferred from the referenced IN transaction.

• The Vendor Invoice Number may also be entered directly on a Payment Request if no IN Transaction is referenced. If a Vendor Invoice Number is entered without an associated IN Transaction, then an update will be made to the Vendor Invoice Registry table for the Vendor and Vendor Invoice Number combination. If entered directly onto the Payment Request, the Vendor/Vendor Invoice Number may already exist on the Vendor Invoice Registry table. If the Vendor/ Vendor Invoice Number is found on the Vendor Invoice Registry table, an overridable error will be issued. The message exists to prevent the accidental payment of an invoice line more than once. When the transaction is submitted, the Dollar Amount of the original Vendor Invoice Registry record will be updated and the Multiple Reference flag will be checked to indicate the amount has been updated by more than one transaction.

• Fixed Asset Information: These fields are used to generate Fixed Asset Shell(s) for the Payment Request by the Fixed Asset Shell Generation process.

5. Complete the Accounting tab.

1. Insert an Accounting line.

2. (Optional) Enter an Event Type, using the Event Type pick list icon.  If a default was selected on the Allowable Event Type for Transaction Codes table, then this value will infer during transaction validation when the Event Type is blank.

3. Enter the Line Amount to be paid.

Notes:

• The Accounting tab's Total Line Amount must equal the total from the Commodity tab.

• Fiscal Year and Period will default to the Application Date, unless otherwise entered.

• Budget Fiscal Year will default to the Application Date or as configured on the Budget Fiscal Year Inference or BFY and Appropriation Inference tables unless otherwise entered.

• The Disbursement Category would be inferred from the Vendor Line or from the Disbursement Category Inference and Combination Validation or the value provided on the Accounting Section based on the configuration on the Application Parameters table.

• If budget lines are required, as defined on Budget Requirements table, the Fund and Detail Accounting elements must be valid budget lines for those budget structures.   Alternatively, if an accounting template has been configured on the Accounting Template table, enter the Accounting Template Code.

6. Validate the transaction.

7. If errors exist, fix the errors and repeat step 6.  If no errors exist, then continue with the next step.

8. Click the Submit button to submit the transaction. 

9. Once the Payment Request is submitted, verify updates to the Disbursement Request page. Note the below about disbursement options and updates to the Disbursement Request page.

10. Regular payments: The disbursement options of the vendor should be inferred from the Vendor/Customer table if established. You can change or enter the values before submission and the transaction will retain your input. The disbursement options will be updated on the Vendor line and once submitted, they will be updated to the Disbursement Request page. Note that one record will be created on Disbursement Request for each Accounting Line of the Payment Request.

11. Payee payments: The payee vendor information will be updated to the Payee fields while the vendor information is updated to the Vendor fields. The disbursement options of the payee vendor will be updated to the Disbursement Control fields. Note that one record will be created on Disbursement Request for each Accounting Line of the Payment Request.

12. Third Party payments: The Third Party Vendor information will be updated to the Payee fields while the vendor information is updated to the Vendor fields. The disbursement options of the third party vendor will be updated to the Disbursement Control fields. Note that one record will be created on DISRQ for each Accounting Line of the Payment Request

Note: For more information on the PR Transaction Type, refer to the following topics: Header, Vendor, Accounting Distribution, Commodity, and Accounting.