Transcript Slide 1

Slide 1
FastFacts
Feature Presentation
September 18th, 2008
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-322-9648
Participant code: 182500
Slide 2
Today’s Topic
We’ll be taking a look at…
How to check the status of Online Payment
Requests (Check Requests)
Slide 3
Today’s 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 Bob’s presentation, your phone will be muted.
Q&A
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll 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
you’re having technical difficulties, you can email us at:
[email protected]
You can also send us an instant message!
GoogleTalk – [email protected]
AOL Instant Messenger – HopkinsFastFacts
MSN – [email protected]
Slide 6
Survey
Survey
At the end of this FastFacts session, we’ll 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 nonpurchase 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 Won’t 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
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.
2. Click here to
display a
document.
3. Type in the
Doc. Number
and press
Enter.
1. Click here to
access.
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
Using the Document Number
If the Display Parked Vendor Invoice screen displays, the document has
NOT been paid.
This is the
original entry
screen. The
document has
NOT been
paid.
Slide 15
Viewing the Accounting Documents
with the Document Number
If the Display Document: Overview screen displays, the document has been
released for PAYMENT.
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.
1. Click here to
display a
document.
2. Click the
Document list
button.
Slide 17
Using the Document List
The List of Parked Documents report screen will appear. No changes are
necessary. Click Execute to run the report.
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
Using the Tree
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.
Slide 21
Using the Tree
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.
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.
1. Click the
Paper.
2. Click
Workflow 
Workflow
overview.
Slide 27
Researching the Status of a Check Request
A new box will appear displaying the submitted Workflows at the top and
the Workflow data for the document at the bottom.
Submitted
Workflows
Workflow
Data
Slide 28
Researching the Status of a Check Request
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.
Slide 29
Researching the Status of a Check Request
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.
Click the
Information
link.
Slide 30
Researching the Status of a Check Request
A new box will appear displaying the name or names of the approvers who
have the document in their inbox.
Approvers
Slide 31
Researching the Status of a Check Request
Close both boxes to exit and return to the document by clicking the X in the
upper-right corner.
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
Researching the Status of a Check Request
A new box will appear displaying the name or names of the accounts
payable associates who have access to the document.
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.
1. Click the
Click the paper, and then select Attachment list.
paper.
2. Click
Attachment List.
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.
NOTE text
Click here to
Exit.
Slide 37
Workflow Statuses and Actions
Workflow Step and Status
Action
DEPRT APPR - Ready
Click information to view who has the
document.
CETRAL AP - Ready
Click information to view who has the
document in accounts payable – wait
for payment.
REFUSED – DEPRT APPR
Check the attachment list for a NOTE.
Fix and resubmit the doc.
REJECTED – Accounts Payable
Check 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 Check the attachment list for a NOTE.
in the results field
Fix and resubmit the doc.
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
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.
2. Click here to
display a
document.
3. Type in the
Doc. Number
and press
Enter.
1. Click here to
access.
Slide 42
Using the Document Number
If the Display Parked Vendor Invoice screen displays, the document has
NOT been paid.
This is the
original entry
screen. The
document has
NOT been
paid.
Slide 43
Viewing the Accounting Documents
with the Document Number
If the Display Document: Overview screen displays (NOT the original
document), the document has been released for PAYMENT.
Accounting
Information
Slide 44
Viewing the Accounting Documents
with the Document Number
Double-click on the Vendor payment line to get more information.
Double-click
Slide 45
Viewing the Accounting Documents
with the Document Number
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.
Click inside the
field, and then
click the Search
button (papers).
Slide 46
Viewing the Accounting Documents
with the Document Number
This will open the Payment Method search screen, where the meaning of
the different values is displayed.
Click here
to close.
Payment
Methods
Slide 47
Viewing the Accounting Documents
with the Document Number
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.
If payment was not a
check, give the clearing
date and number to the
vendor.
Slide 48
Viewing the Accounting Documents
with the Document Number
If the payment method was a check, in the WebGUI you can click Menu 
Environment Check Information to get the check information.
1. Menu
2. Environment
3. Check
Information
Slide 49
Viewing the Accounting Documents
with the Document Number
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.
1. Environment
2. Check
Information
Slide 50
Viewing the Accounting Documents
with the Document Number
In both applications, the Display Check Information screen will appear. The
check information is in the middle section of the screen.
Check
Information
Slide 51
Viewing the Accounting Documents
with the Document Number
The amount paid may be greater than the amount you requested due to
combining payments in the check runs.
The check request was for
$39.14, but $54.99 was
paid. Checks are combined
in a nightly check run.
Slide 52
Viewing the Accounting Documents
with the Document Number
Use the Back button to return to the initial screens or the main menu.
Click here to
go back.
Check
Information
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 don’t 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
The Vendor Line Items Report
In the WebGUI, access the Vendor Line Items report screen by clicking the
Vendor Line Items link. A variable screen will display.
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.
1. Insert Vendor
number.
2. Click All
items.
4. Click
Execute.
3. Fill in Date
Range.
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
Locate your document and double-click on the DocumentNo to view the
payment information.
Double-click
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
We’re 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.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us
during the presentation.
If there’s a question that we can’t answer, we’ll do some research
after this session, and then email 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 email us at: [email protected]
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…
http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!