Slide 1 FastFacts Feature Presentation February 7 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:
Slide 2 Todays Topic Well be taking a look at… How to check the status of Online Payment Requests (Check Requests)
Slide 3 Todays Presenter Bob Sicoli SAP Trainer for the Johns Hopkins Health System
Slide 4 Session Segments Presentation Bob will show you how to investigate the status of your check requests. During Bobs presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Bob will answer as many of your questions as time allows.
Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –
Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
Slide 7 Checking the status of Online Payment Requests (Check Requests)
Slide 8 Agenda As an Overview, Online Payment Requests are used to pay Non- Purchase Order related invoices. What will be discussed in this session happens after a document has been entered into SAP. Today we will cover how to… View unpaid check request documents View workflow and attachments View payment information on paid check requests Locate lost document numbers via the Vendor Line Items report
Slide 9 What Wont Be Covered How to enter check requests How to edit and resubmit check requests R/3 Inbox Special situations
Slide 10 Screen Shots in this Document There are two ways to access the Online Payment Request (Check Request) module in SAP: WebGUI and WinGUI Since the majority of users access the Online Payment Request (Check Request) module via the Web interface (WebGUI), the majority of screen shots in this document represent the Web interface of Online Payment Requests. The SAP Windows application (WinGUI), accessed via the R/3 Enterprise or R/3 Enterprise EPR Users tab, has the same functionality with some variation in button style and location. The processing differences will be noted if necessary.
Slide 11 Viewing Unpaid Documents
Slide 12 Using the Document Number 3. Type in the Doc. Number and press Enter. In the WebGUI - Access the Online Payment Request tab, then Display Parked Document. Type in the Doc. Number. Fiscal Year can be left blank. Then press the Enter key. 1. Click here to access. 2. Click here to display a document.
Slide 13 Using the Document Number In the WinGUI - Access the Display Parked Document: Initial screen by using the AP Electronic Check Request folder in the menu. 1. Open the folder. 2. Double click here to access.
Slide 14 If the Display Parked Vendor Invoice screen displays, the document has NOT been paid. Using the Document Number This is the original entry screen. The document has NOT been paid.
Slide 15 If the Display Document: Overview screen displays, the document has been released for PAYMENT. Viewing the Accounting Documents with the Document Number This is the accounting screen. The document has been released for payment.
Slide 16 Using the Document List Access the Display Parked Document: Initial Screen and click the Document list button. 2. Click the Document list button. 1. Click here to display a document.
Slide 17 Click Execute to run the report. Using the Document List The List of Parked Documents report screen will appear. No changes are necessary. Click Execute to run the report.
Slide 18 Using the Document List A Display Parked Documents: List will appear. If your document is in this list, it has NOT been paid. Double-click on the document to view it in the Parked Document screen. A list of documents will display.
Slide 19 Using the Tree Access the Park Incoming Invoices (Check Request) screen and click the Tree On button. Click here to turn the Tree On.
Slide 20 A List of folders will display to the left. Open the folders by clicking on the arrows to the left. Click the arrows to open the folders. Using the Tree
Slide 21 If your document appears in the Completed or Parked documents folders, it has NOT been paid. Completed documents are in Workflow, Parked documents are not in Workflow. Double-click the reference number to display. Using the Tree
Slide 22 To Summarize: If your document displays on the original entry screen, it has NOT been paid. You can access an unpaid document by using: The Display Parked Document screen The Display List report The Tree OK, my documents have not been paid, how do I find out what is happening with them? 1.Display the document 2.Check Workflow 3.Check the Attachment List
Slide 23 Viewing Workflow and Attachments
Slide 24 Web Services for Object Icon To view Workflow in the SAP WebGUI interface, use the Services for Object icon, which appears on the upper-right corner of the screen after the document displays. Services for Object icon.
Slide 25 Win Services for Object Icon To view Workflow in the SAP WinGUI interface, use the Services for Object icon, which appears on the upper-left corner of the screen after the document displays. Services for Object icon.
Slide 26 Researching the Status of a Check Request Click the Paper in the icon. Select Workflow Workflow overview. 2. Click Workflow Workflow overview. 1. Click the Paper.
Slide 27 A new box will appear displaying the Submitted Workflows at the top and the Workflow Data for the document at the bottom. Researching the Status of a Check Request Workflow Data. Submitted Workflows.
Slide 28 Make sure you double-click the latest Workflow to view the most current activity. It is usually the last one at the top of the screen. Double-click the line for the most recent submission. The data will display below. Researching the Status of a Check Request
Slide 29 The data shows the Process Step, Status, Result, Time stamp and Agent. If you see Information in the Agent field, click it to show who has the document in their Inbox. Researching the Status of a Check Request Click the Information link.
Slide 30 A new box will appear displaying the name or names of the Approvers who have the document in their Inbox. Researching the Status of a Check Request Approvers.
Slide 31 Close both boxes to exit and return to the document by clicking the X in the upper-right corner. Researching the Status of a Check Request Click here to Exit.
Slide 32 Researching the Status of a Check Request If the document has been RELEASED by the DEPT APPR, it will go to CENTRAL Accounts Payable. If you see an Information link, click it to show a list of Accounts Payable associates. Click the Information link.
Slide 33 A new box will appear displaying the name or names of the Accounts Payable associates who have access to the document. Researching the Status of a Check Request Accounts Payable associates.
Slide 34 Viewing the Attachment List If a document has been REFUSED or REJECTED and there is no further information in Results on the Workflow screen, check the Attachment List. To do this, use the Services for Object icon. Click the Paper, and then select Attachment List. 2. Click Attachment List. 1. Click the Paper.
Slide 35 Viewing the Attachment List The Attachment List box will display. If there is a NOTE by the Department Approver or Accounts Payable associate, Double-Click it. Double-click the note.
Slide 36 Viewing the Attachment List The Display Note screen will display. Follow the directions in the note to correct and resubmit the document. Click here to Exit. NOTE text.
Slide 37 Workflow Step and StatusAction DEPRT APPR - ReadyClick Information to view who has the document. CETRAL AP - ReadyClick Information to view who has the document in Accounts Payable – Wait for payment. REFUSED – DEPRT APPRCheck the Attachment List for a NOTE. Fix and resubmit the doc. REJECTED – Accounts PayableCheck the Results field in Workflow. If No Supporting Documentation appears in the Results field, attach the invoice or fax and resubmit the doc. REJECTED – Accounts Payable, No info in the Results field Check the Attachment List for a NOTE. Fix and resubmit the doc. Workflow Statuses and Actions
Slide 38 To Summarize: To determine the status of an Unpaid document: 1. Display the document You can display a document by using the Display Parked Document, the Display List, and the Tree functions. 2. Check Workflow This will show the number and date of submissions and the workflow data. 3. Check the Attachment list if there is not enough information in Workflow. The Attachment list will show notes and attached documents.
Slide 39 Viewing Payment Information on Paid Check Requests
Slide 40 Information on Paid Check Requests How do I know if my document has been paid? This is determined by: Accessing the accounting screens Viewing the payment method Viewing the check information
Slide 41 Using the Document Number 3. Type in the Doc. Number and press Enter. In the WebGUI - Access the Online Payment Request tab, then Display Parked Document. Type in the Doc. Number. Fiscal Year can be left blank. Then press the Enter key. 1. Click here to access. 2. Click here to display a document.
Slide 42 If the Display Parked Vendor Invoice screen displays, the document has NOT been paid. Using the Document Number This is the original entry screen. The document has NOT been paid.
Slide 43 If the Display Document: Overview screen displays (NOT the original document), the document has been released for PAYMENT. Viewing the Accounting Documents with the Document Number Accounting Information.
Slide 44 Double-click on the Vendor payment line to get more information. Double-click. Viewing the Accounting Documents with the Document Number
Slide 45 The Display Document: Line Item 001 screen will open. Click inside the Pmt Method field and then click the Search button next to it to find the method of payment. Viewing the Accounting Documents with the Document Number Click inside the field, and then click the Search button (papers).
Slide 46 This will open the Payment Method search screen, where the meaning of the different values is displayed. Viewing the Accounting Documents with the Document Number Payment Methods. Click here to close.
Slide 47 If the Payment Method was NOT a check, the Payment Method and Clearing information is what you need to give the Vendor, if they inquire. Viewing the Accounting Documents with the Document Number If payment was not a check, give the clearing date and number to the vendor.
Slide Menu 3. Check Information Viewing the Accounting Documents with the Document Number 2. Environment If the Payment Method was a check, in the WebGUI you can click Menu Environment Check Information to get the check information.
Slide 49 If the Payment Method was a check, in the Win you can click go to the menu at the top and click Environment Check Information to get the check information. Viewing the Accounting Documents with the Document Number 2. Check Information 1. Environment
Slide 50 In both applications, the Display Check Information screen will appear. The check information is in the middle section of the screen. Viewing the Accounting Documents with the Document Number Check Information.
Slide 51 The amount paid may be greater than the amount you requested due to combining payments in the check runs. Viewing the Accounting Documents with the Document Number The check request was for $39.14, but $54.99 was paid. Checks are combined in a nightly check run.
Slide 52 Use the Back button to return to the initial screens or the Main Menu. Viewing the Accounting Documents with the Document Number Check Information. Click here to go back.
Slide 53 To summarize: If an accounting document displays on the Display Document: Overview screen, it has been released for PAYMENT. Check the Payment Method to discover how the Vendor was paid. Use Environment Check Information to view the check information. If the Vendor was not paid by check, the Clearing number and date is the Payment information. What if I dont have the document number? Use the Vendor Line Item report
Slide 54 Locating Document Numbers via the Vendor Line Items Report
Slide 55 The Vendor Line Items Report Use this report to locate document numbers. You must know the Vendor number you used to pay the invoice. You must know the approximate date you posted the Check Request. Double-click on the document number to access the Payment Information.
Slide 56 In the WebGUI, access the Vendor Line Items Report screen by clicking the Vendor Line Items link. A variable screen will display. The Vendor Line Items Report 2. Click here for the report screen. 1. Click here for the Online Payment module.
Slide 57 The Vendor Line Items Report In the WinGUI, access the Vendor Line Items Report screen by using the AP Electronic Check Request folder in the menu. 1. Open the folder. 2. Double click here to access.
Slide 58 The Vendor Line Items Report Insert the Vendor number. Then scroll down and click the All items radio button. Fill in a Date Range. Then click Execute. 3. Fill in Date Range. 2. Click All items. 1. Insert Vendor number. 4. Click Execute.
Slide 59 The Vendor Line Items Report After you execute the report, a list of All of the payments made to the Vendor for the date range will display. Vendor Payments
Slide 60 The Vendor Line Items Report Double-click to view the payment information. Locate your document and double-click on the DocumentNo to view the Payment Information.
Slide 61 The Vendor Line Items Report The Display Document: Line Item 001 will display. Check Environment – Check Information if necessary.
Slide 62 To summarize: Use the Vendor Line Items report to locate lost document numbers. You must know the Vendor number you used to pay the invoice. You must know the approximate date you posted the Check Request. Double-click on the document number to access the Payment Information.
Slide 63 In Conclusion If your document displays on the Display Parked Document Screen (original entry screen), it has NOT been paid. Check Workflow for the answer to: What is the status of my Check Request? Check the Attachment list if there is not enough information in Workflow. If an accounting document displays on the Display Document: Overview or Display Document: Line Item 001 screen, it has been released for PAYMENT. Check the Payment Method and Check Information. Use the Vendor Line Items report to locate document numbers.
Slide 64 Thank You! Thank you for listening in. We hope this information will be helpful.
Slide 65 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants.
Slide 66 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:
Slide 67 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… Thanks again!