Note: Non Purchase Order Payment can only be reversed prior to release. Please contact Deanna Stout at 501-686-6820 or dlstout@uams.edu if an entry will need to be reversed.
Introduction
Non Purchase Order Payments are those which do not require a purchase order. Payments made using this function may require documentation but are not subject to receiving.
UAMS Departments are entirely responsible for obtaining the supporting documentation for audit purposes as shown below. Supporting documentation that is shown below as required must be attached electronically to the SAP Document Entry.
Final approval in Accounts Payable requires all required documentation to be present.
After the transaction is created and completed, it is routed to the fund center owner and then the UAMS Accounts Payable Director for final approval.
Types of payments authorized for use with this function and require documentation:
- GL 531000 – Legal Services for Patent Applications only (possible 1099 vendors)
- GL 103350 – Medicaid Match Payments
- ASSET ACCOUNTING ONLY – Debt Service on Bonds (normally wire transfers)
- PATIENT REFUNDS – MCPG, ICE, AHEC
- GRANTS ACCOUNTING – Payment of Interest to Federal Government (Grants)
- PAYROLL OFFICE ONLY – Payroll Payments
- GL 550125 – Refunds of any types (Parking, Bookstore, Pharmacy, etc)
- GL 550130 – Refunds to Grantors
- GL 531510 – Research Participant Payments (1099 reportable) – fees only, No Reimbursable expenses
- GL 440440 – Royalty Distributions (possible 1099 vendors)
- GL 531530 – Standardized Patient Care Payments (1099 Reportable) – fees only, No reimbursable expenses
- PAYROLL OFFICE ONLY – State Payroll Reimbursements
- GL 550120 – Stipends (possible 1099 vendors) Students, Non-Employees only
- GL 531650 – Awards – Students, Non-Employees only
- GL 550110 – Student Book Scholarship Payments
- PAYROLL OFFICE ONLY – Tax Payments, including interest and penalties
- TRAVEL OFFICE ONLY – Travel Payments
- GL 202600 – Unclaimed Property
- GL 202400 (STATE) 202401 (LOCAL) – Use Tax Monthly Remittance (wire)
- GL 531000 – HOMELAND SECURITY – Immigration Filing Fees – Form required – Immigration Check Request to be attached [see OHR website]. (See instructions for Hold/Call, single invoice per check)
- Risk Management and General Counsel Only – GL 550880 – Settlement Payments (some may be 1099 reportable)
SAP Access
The security role of FI_DIRECT_PAYMENTS is required to be able to enter this type of payment(s). This role is included in the departmental requisitioner’s role.
How to locate who a particular fund center owner is:
In SAP, enter FMSC transaction. Enter the fund center number, begins with a “3,” click enter. The user SAP ID # is displayed towards the bottom of the screen. You will have to then return to the main menu, enter SU01D transaction, enter in the SAP ID# and click on the eyeglass icon. The fund center owner’s name will appear.
How to Create a Non Purchase Order Payment Record with a Single Payee
Step 1. Log in to SAP by entering your SAP user ID and password.
Step 2. Enter FV60 in the transaction field and press enter.
Step 3. Enter the following in the Screen Entry Fields:
- Basic Data Tab
- Vendor number: Always verify this is correct when the name & address appears. If this is the first time to pay this vendor, have them established by SAP Vendor Setup and use that assigned number.
- Invoice date: Actual date of invoice or date of request
- Reference: Be as specific as possible; invoice # if available; this info prints on check remittance under “Invoice Column”.
- Invoice or payment amount
- Text: Prints on Check Remittance; if check is to be “HOLD & CALL” you should enter, “*H&C – Name, Slot Number”. An asterisk MUST be entered at the beginning of the text to print on the check remittance.
- G/L Account #
- Amount in Doc Curr: Enter Invoice or payment amount again
- Cost Center or WBS Element
- Fund
- Payment Tab (only go here if you have a Hold & Call or wish to make the payment at a future date)
- Baseline Dt: If you wish the payment to be made at a future time, enter that date here. Once the final approval is complete, SAP will issue the payment as stated on the BASELINE DATE.
- Payment method supplement field: enter in “HC” (hold & call), otherwise leave blank.
- Notes Tab (this is for your use, if desired – not required)
- Any special notes/information (informational only, does not print)
Step 4. Hit enter to review your entry for accuracy. If there are errors, you will receive a brief notification in the bottom gray bar. Make corrections as needed.
Step 5. Once all data is entered, go to Document >Save as Completed. (THIS IS VERY IMPORTANT)
It will then route via SAP Workflow to the WBS or Fund Center Owner to be reviewed. Once released, it will route to the UAMS Accounts Payable Manager, or designee. Checks will be processed in a nightly batch job according to the vendor payment terms or baseline date entered for a future dated payment.
Note: If you wish to view your entry after completing, go to FBV3, and chose execute. You can pull all entries by your SAP ID#. DO NOT review your entry by pulling it up in your SAP Workplace box. ONLY entry and changes are to be made using your SAP Workplace box.
How to Create a Non Purchase Order Payment Record with a Multiple Payees
Step 1. Login SAP by entering the SAP user ID and password.
Step 2. Enter F-65 in the transaction field and press enter.
Step 3. Enter the following in the Screen Entry Fields:
- Document Date: actual date of invoice or date of request
- Doc Type: KR (IMPORTANT – this MUST be “KR”)
- Reference: Be as specific as possible; invoice # if available; this info prints on check remittance under the “Invoice column”
- Doc Header Text: brief description of payment (does not print on check)
- PstKy: enter in “31” (this is the credit entry side)
- Account: Enter Payee’s vendor number
Step 4. Click enter. A new screen will come up.
Step 5. Verify that the vendor name and address is correct and enter the individual payment information.
- Amount: payment or invoice amount
- Bline Dt: If you wish the payment to be made at a future date, enter that date here. Once the final approval is complete, SAP will issue the payment as stated on the BASELINE DATE.
- Pmt meth supl: ONLY needed if you have a “HC” (Hold & Call)
- Text: prints on check remittance; you MUST put an * in front of info
- Pstgkey: Enter “31” for the next vendor entry until all credit entries are entered
Step 6. After entering the LAST individual entry, enter the debit side twice:
- PstgKey: 40
- Account: GL Account number; click enter.
- Total Amount (cumulative amount of all individual lines entered)
- Cost Center Number
- WBS Element: If you have this, click MORE to enter the WBS element.
- Fund
Step 7. Click the Green Back arrow to see the summary page to ensure the balance is zero.
Step 8. Go to Document > Save as Completed. These records will route via SAP Workflow to the WBS or Fund Center Owner to be reviewed. Once released, it will route to the Accounts Payable Manager, or designee. Checks will be processed in a nightly batch job according to the payment terms.
Note: If you wish to view your entry after completing, go to FBV3, and chose execute. You can pull all entries by your SAP ID#. DO NOT review your entry by pulling it up in your SAP Workplace box. ONLY entry and changes are to be made using your SAP Workplace box.
Where your data that is entered appears on a check:
What the Approver Sees
The cost center or WBS element owner goes into their SAP Workplace Inbox
Double click on the entry to enter the document. The approver can “release” or “reject”.
It will look like this, reflecting the debit and credit entry, if all approvals have been completed.
Correcting a Non Purchase Order Payment that is Refused by an Approver
Step 1. The person who entered the payment originally goes into their SAP Workplace Inbox.
Step 2. Open the document by double clicking.
Step 3. Make the necessary changes and go to Document>Save as Completed. This will send your document back through workflow to the WBS or Fund Center Owner to be reviewed.
Checking the Status of Document Approvals
Step 1. Enter FBV3 in the transaction field and press enter.
Step 2. You can view any non purchase order payment by entering the document number, if you know it. If you have just made the entry in FV60 and go directly to FBV3 it will default.
Step 3. If you do not know the document number or want to see any unapproved non purchase order payment entries, click on the “Document List” icon. NOTE: There is NO document number entered, the field is blank.
Step 4. Click enter.
Step 5. The system will default to YOUR SAP number, assuming you are the one that entered the document. You can change if necessary. Then click execute (the clock).
Step 6. A list will be displayed of all documents entered by you that are NOT approved. You can drill down into the document to see whose approval it needs.
Step 7. Click on the “Services for Object” icon > Workflow > Workflow Overview.
Step 8. If you click on the information button, it will open up a box to show you whose desk the document is on. Make sure you have highlighted the IDT line, sometimes there are more than one in the upper box.
Then call them them until they approve or reject the document!
NOTE: If you enter non purchase order payments, be proactive and go into FBV3 periodically and see if you have any documents that have gotten hung up somewhere in the system. This insures your clients/patients have received their payment timely!
Rev 5.13.2016