display payment documents · web viewname required a word or phrase that constitutes the...

Work InstructionFunctional Area: Accounts Payable Display Payment Documents

Purpose

Use this procedure to change check information.

Trigger

Perform this procedure when there is an inquiry from Departments or an external vendor, that requires the check information to be viewed.

Prerequisites

None

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Financial Accounting Accounts Payable Environment Checking Display For Payment Document to go to the Payment Document Checks screen.

Transaction Code

FCH2

Business Process Information

AP will have daily check runs. The checks are printed on laser check paper in the Computing Center and delivered to AP for review and distribution. For more information on the daily AP check runs, see BPP_F110_Automatic_Payment_Transaction.doc. The check information (check number, payment amount, payee name, etc) is not only printed on the physical check stock, but also recorded in the SAP system. There may be business scenarios involving payment discrepancies that require check information to be reviewed/updated.

These inquiries could come from a Department or an external vendor. It is important to note that all check management transactions (i.e. display check information, change check information, void check, etc) will be given to specific AP Department staff only. Therefore, any inquires from Departmental users or external vendors concerning check payments must be directed to the AP Department. This transaction is used to view/update all checks, voided and issued.

Most of the check information that has been generated by the system and printed on the laser check cannot be changed. This type of information is considered accounting related information and changing this information in the system would cause SAP to be out of sync with the bank. Examples of accounting related information (which cannot be manually updated by the user) includes: payee name, amount paid, pay date, etc. Non accounting related information includes: check encashment date and Name 3 or Name 4 (as long as current check information does not have any data populated on these fields). Typically, the check encashment date is automatically populated into each check via the daily inbound warrant file interface that is managed by the Cash Management staff. For more information on this interface, see BPP_FCKR_Execute.doc. However, if the check encashment data did not properly populate on a check or the wrong data was sent, the check can be manually updated using this transaction. Typically, designated staff in the Cash Management area will manually update the check encashment date.

The payee name (vendor name) can be defined in up to 4 lines (Name 1-4). This information is passed to the automatic payment program via the vendor master record. Any payee name information that is


passed to the check cannot be changed after the check has been printed/saved to the system. If there was no name information in one of the name fields, this field(s) can be updated using this transaction. Note that changing the name in transaction does not update the vendor master record, nor the physical check. Normally, there is no need to update the Name information on the check. If a vendor’s name is incomplete (missing Name 3 or Name 4 data, etc), the vendor’s master record is updated. If the physical check must reflect the missing information, the check is voided and reissued once the vendor master record has been updated. The only business scenario where the missing name information is updated using this transaction is for those manual Quicken checks that were printed outside of SAP.

In addition to displaying check information, this transaction also allows the user to view vendor line item reports and related payment documents.

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields.


Procedure

1. Start the transaction using the menu path or transaction code.

Payment Document Checks

2. As required, complete/review the following fields:

Field R/O/C Description

Payment document no Required SAP document number that was generated by the system when a payment transaction was posted

Example:200000000

Paying company code Required Company code that will be issuing the payment to the vendor

Example:UC

8/10/2017Ver:

04_AP_FCH2_DisplayPaymentDocuments_0_CheckManagement.udc

© University of Cincinnati 3/12



Fiscal Year Required The fiscal year for which this transaction is relevant

Example:2005

3. Perform one of the following:If You Want To Then Go To

View check information Click . Step 4

Change check encashment date Click . Step 6

Display Check Information


8/10/2017Ver:






Example:UC

Payment document no. Required SAP document number that was generated by the system when a payment transaction was posted

Example:2000000045

House bank Required Identification for an organization's particular cash account with a financial institution; All information regarding the account is determined using this key

Example:PNC02

Bank Key Required ABA routing number for a bank account

Example:221271511

Account ID Required Bank account number

Example:DISBU

Bank Account Number Required Bank account number

Example:1009562557

Bank name Required Financial institution's name

Example:PNC BANK N.A.

City Required City where company is located

Example:PITTSBURGH

8/10/2017Ver:





Check Number Required Identifying number on a check

Example:1000008

Currency Required Monetary unit; The currency of the entity processing transactions

Example:USD

Payment date Required Date the off cycle payment was processed

Example:11/03/2004

Amount paid Required Indicates the value of the line item (in specified currency) of an accounting document

Example:100.00

Check encashment Conditional Date on which the check was cashed at the bank by the payee

Example:11/27/2004

If this field is blank it signifies that the check cashed date has not been passed from the bank.

Cash discount amount Optional Amount of cash discount to be applied to a purchase or sale

Example:0.00

8/10/2017Ver:





Extract creation Conditional An extract program is a download of data, a report, or anything that reads corporate data from a system’s database and pulls it onto some other storage medium (such as a disk)

Example:11/10/2004

If this field is blank it signifies that the check information has not been extracted/passed to the bank via the outbound positive pay file interface.

Name Required A word or phrase that constitutes the distinctive designation of a person or thing

Example:Palladino, Grace

City Required City where company is located

Example:Crescent Springs

Payee's country Required Country key for the country in which the payee's business is located

Example:US

Regional code Required In some countries, the regional code constitutes part of the address. Its meaning is country-specific

Example:KY

5. Perform one of the following:If You Want To Then Go ToSee the payee information that was printed on the vendor check Click . Step 9

See the SAP data processor who input the check transaction, in our case it will be the person who ran the payment proposal and then posted it

Click .

Step 9

8/10/2017Ver:




View an invoice/payment line item display report for the payee (vendor) Click . Step 9

See the SAP generated payment document associated with a particular check

Click . Step 9

Change Check Information / Cash Check




Example:UC

8/10/2017Ver:





House bank Required Identification for an organization's particular cash account with a financial institution; All information regarding the account is determined using this key

Example:PNC02

Bank Key Optional ABA routing number for a bank account

Example:221271511

Account ID Required Bank account number

Example:DISBU

Bank Account Number Optional Bank account number

Example:1009562557

Check Number Required Identifying number on a check

Example:1000007

7. Perform one of the following:If You Want To Then

Change the check encashment date Click .

View the check information Click .

8/10/2017Ver:




Change Check Information / Cash Check



Check encashment Conditional Date on which the check was cashed at the bank by the payee

Example:11/27/2004

This change ability will not be given to AP staff but instead only to Cash Management staff. The check encashment data is typically populated during the periodic inbound warrant interface (managed by the Cash Management staff).

8/10/2017Ver:





Payee Name Conditional Name of person receiving payment, defaults to employee's name

Example:

This field will allow manual update only when the field has no value already populated (from the vendor master record).

9. Perform one of the following:If You ThenHave made changes to the check information and want to save the changes Click .

Want to exit the transaction Click .

10.Click until you return to the SAP Easy Access screen.

11. You have completed this transaction.

8/10/2017Ver:




Result

You have displayed payment document checks.

Comments

None

8/10/2017Ver:

