This chapter contains these topics:
To audit changes to vouchers
Payee control is an audit feature that helps to ensure that one person cannot commit and conceal an error or act of fraud of selected, critical transaction information. When changes are made to a transaction, this feature holds payments to the payee pending review and approval of changed information. One person enters the change and another approves it. Thus, the involvement of two people is required to affect changes to transactions.
Depending on how you set the processing options for the payee control server, you can control changes, or additions and changes to each of the following fields (and corresponding tables):
| Field | Description |
|---|---|
| Alpha name (F0101) | Changes to a supplier's alpha name can divert the physical payment. The alpha name can be changed on Address Book Information and the Address Book Addition window. |
| Bank account number (F0030, F0411) | Changes to a bank account number can divert an electronic payment. The bank account number can be changed on Bank Account Cross Reference, the Bank Account Cross Reference window and at the voucher level. |
| Bank transit number (F0030) | Changes to a bank transit number can divert an electronic payment. The bank transit number can be changed on Bank Account Cross Reference and the Bank Account Cross Reference window. |
| Bank account type (F0030) | Changes to a bank account type can divert an electronic payment. The bank account type can be changed on Bank Account Cross Reference and the Bank Account Cross Reference window. |
| Mailing name (F0111) | Changes to the mailing name can divert the physical payment. The mailing name can be changed on Address Book Information, the Address Book Addition window, and Who's Who. |
| Payee (F0411) | Changes to the payee can divert the payment after - or while - a voucher is being entered. The payee can be changed on Standard Voucher Entry, alternate voucher entry forms, Speed Release, and Supplier Ledger Inquiry. |
| Special payee (F0101) | Changes to the special payee can divert a payment at the time a voucher is entered. The special payee can be changed on Address Book-Additional Information and Supplier Master Information. |
| SWIFT code (F0030) | Changes to a SWIFT code can divert an electronic payment. The SWIFT code can be changed on Bank Account Cross Reference and the Bank Account Cross Reference window. |
| IBAN number (F0030) | Changes to the IBAN number assigned to a Supplier's Bank Account Information will affect the validation of The International Bank Account Number. The IBAN number can be changed on the Bank Account Cross Reference and the Bank Account Cross Reference window. |
When the system detects a change to a controlled field, it writes a record to the Payee Control table (F0450). This record includes the original information, the changed information, and the address book number of the person who made the change.
Until a change is approved, the system prevents automatic payments to a payee for whom controlled information has been changed. The programs for creating payment groups and writing payments do not process these payments. However, the system does not prevent you from writing manual payments.
Payee control consists of:
Reviewing and approving changes to controlled data
Printing changes to controlled data
Purging approved payee control records
In this example, Gourmet & More is set up as follows:
Supplier number = 4010
Alternate payee number = 4010
You add a voucher for supplier number 4010 and enter an alternate payee number of 5910. If you have the payee control feature activated, the system creates a payee control record because the alternate payee numbers (4010 and 5910) do not match. This record must be approved by another person before payment can be issued.
| Topic | Description |
|---|---|
| Limitations | Payee control is not a fail-safe system. It is intended for use in conjunction with management controls to prevent error and fraud. You must implement security for the:
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