Approving Payments
After the payments are selected for each pay cycle, the pay cycles await approval by the buyer user having pay cycle access before that user can generate the related payments.
That buyer then:
Approves or rejects payments.
Reviews and optionally excludes invoice schedules included in payments.
Includes discount-eligible invoices that would be lost if not included in the current pay cycle.
Resolves disputes on invoices included in any pay cycle before processing payments.
Note: If payment approval is required in PeopleSoft eSettlements, you must run the payment selection process from the Pay Cycle Manager. Once the payment is approved in PeopleSoft eSettlements, the payment creation process is automatically initiated.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
EM_PYCYCL_STAT |
Review the pay cycles waiting for approval. |
|
|
EM_PYCYCL_SUM |
Review payments included in the pay cycle summarized by different criteria, and view the sum debited on each bank account. |
|
|
EM_PYCY_DSCNT_ALRT |
Include payments eligible for a discount in the pay cycle. |
|
|
EM_PYCY_CONF_CREAT |
Confirm payment creation. Bank account and amount debited information appears. |
|
|
EM_PYCY_CONF_REJEC |
Reject the pay cycle. Payment is not created and all invoices included in the pay cycle remain outstanding and are selected in the next pay cycle. Rejection confirmation resets the pay cycle. |
|
|
Approve Payments - Invoices to be Paid Page |
EM_PAY_PAGE |
Review invoices selected and different suppliers to be credited in the pay cycle, and exclude any invoices from the pay cycle. Excluded invoices are not paid and are selected in the next pay cycle Any schedules which have been disputed can also be resolved. |
Use the Approve Payments - Pay Cycle Summary page (EM_PYCYCL_STAT) to review the pay cycles waiting for approval.
Navigation:
Field or Control |
Description |
|---|---|
Details |
Click a link in this column to the Approve Payments - Approve Pay Cycle page to create or reject payments. |
Note: The combination of the Pay Cycle ID and the Seq (sequence number) identifies the remittance.
Use the Approve Payments - Approve Pay Cycle page (EM_PYCYCL_SUM) to review payments included in the pay cycle summarized by different criteria, and view the sum debited on each bank account.
Navigation:
Click a Details link on the Approve Payments - Pay Cycle Summary page.
Field or Control |
Description |
|---|---|
Summarize By |
Select a parameter to summarize your search: Bank: The bank account debited. Bank and Supplier: The bank account debited and the remit to supplier credited. Buyer: The business unit originating the payment. Supplier: The remit to supplier credited. Note: Depending on the Summarize By selection, the information that appears on the page varies. |
Invoices Eligible for Discount |
Click this link to access the Approve Payments - Lost Discount Alert page where you can include potential discount-bearing invoices in the current pay cycle. Note: This link is available only when invoices with discount potential have been identified in the pay cycle. The buyer uses this page to view and potentially include scheduled payments that are currently not included in this pay cycle, but which will forfeit an earned discount if not paid before the next payment date. This enables quick analysis of upcoming payments to determine whether an advance payment would capture a discount that might otherwise be lost. |
Payment Details
The information that displays can include:
Field or Control |
Description |
|---|---|
Bank and Description |
Displays the bank originating the payment and the bank name. |
Nbr of Payments (number of payments) |
Displays the number of payment schedules making up the payment. |
|
If an invoice is on hold, this button displays in the Dispute column. Click its adjacent Details link to view associated payment details. |
Details |
Click this link to view and act on the invoices included in the payment. |
Create Payment |
Click this button to access the Approve Payments - Payment Confirmation page where you can create the payment. Note: If there are invoices in dispute this button will be inactive. You must resolve the disputed invoices or exclude them from the pay cycle before creating the payment. |
Reject Payment |
Click this button to access the Approve Payments - Payment Selection Rejection page where you can reject all listed invoices for this pay cycle. |
Click a Details link on the Approve Payments - Approve Pay Cycle page to access the Approve Payments - Invoices to be Paid page.
Use the Approve Payments - Lost Discount Alert page (EM_PYCY_DSCNT_ALRT) to include payments eligible for a discount in the pay cycle.
Navigation:
Click the Invoices Eligible for Discount link on the Approve Payments - Approve Pay Cycle page.
Field or Control |
Description |
|---|---|
Include |
Click this button to include the invoice in the pay cycle, then click Save. Note: To view all potential invoices, be sure to select View All in the Voucher Information group box header. |
Use the Approve Payments - Invoices to be Paid page (EM_PAY_PAGE) to review invoices selected and different suppliers to be credited in the pay cycle, and exclude any invoices from the pay cycle.
Excluded invoices are not paid and are selected in the next pay cycle Any schedules which have been disputed can also be resolved.
Navigation:
Click a Details link on the Approve Payments - Approve Pay Cycle page.
Advanced Search
Field or Control |
Description |
|---|---|
Show More Information and And |
Select additional invoice detail categories to appear in the last two columns of the Invoices to be Paid grid, then click the Search button. |
Display |
Specify which invoices appear. Values include: All Invoices, Excluded Invoices, and Included Invoices. |
Exclude All |
Click this link to remove all invoices from the pay cycle, effectively canceling the pay run. |
Included Invoices |
Displays the number of invoices included in the pay cycle. |
Sum of Included Amount |
Displays the total amount of included invoices. |
Refresh |
Click this button to recalculate the Sum of Included Amount after you include and exclude payments. |
Invoices to be Paid
The column headings that appear vary depending on your Show More Information and And drop-down list box selections.
Field or Control |
Description |
|---|---|
Include |
Select the respective check box to include the invoice in the pay cycle. |
|
Click to view dispute information and resolve disputes. |
Scheduled |
Displays the invoice due date. |
|
Click to view the HTML invoice. |
Gross Amt (gross amount) |
Displays the gross amount of the invoice. |
Rate |
Click a link to view the current exchange rate detail, depending on the currency selected. |
Discount Due and Bank Code |
Displays additional invoice detail categories. The last two column headings vary depending on your Show More Information and And drop-down list box selections. Possible heading names are Discount Due and Bank Code. |
Use the Approve Payments - Payment Confirmation page (EM_PYCY_CONF_CREAT) to confirm payment creation.
Bank account and amount debited information appears.
Navigation:
Click the Create Payment button on the Approve Payments - Approve Pay Cycle page.
Field or Control |
Description |
|---|---|
Confirm Payment Creation |
Click to create the payment and generate the EFT or check file. |
Use the Approve Payments - Payment Selection Rejection page (EM_PYCY_CONF_REJEC) to reject the pay cycle.
Payment is not created and all invoices included in the pay cycle remain outstanding and are selected in the next pay cycle. Rejection confirmation resets the pay cycle.
Navigation:
Click the Reject Payment button on the Approve Payments - Approve Pay Cycle page.
Field or Control |
Description |
|---|---|
Reject Payment Selection |
Click this button to reject the payment and reset the pay cycle, clearing all the included invoices. |
Three types of workflow notifications are available depending on the subscription options chosen by the buyer and supplier. The following table lists the email notification types and describes the conditions that trigger each:
|
Notification Type |
Trigger |
|---|---|
|
Payment Approval |
Payment approval notifications are sent to buyers when payments are awaiting approval and if payment approval notifications have been set up at the buyer SetID or the agreement level. |
|
Buyer Payment Creation |
At the end of the pay cycle, when the payment is created, the buyer receives notification that payments debiting the appropriate bank account have been created. This only occurs if notification has been set up at the buyer SetID or agreement level. |
|
Supplier Payment Creation |
At the end of the pay cycle, when the payment is created, and if notification has been set up at the supplier SetID level (or if the organization so subscribed during supplier registration or during agreement creation), the supplier receives notification that payments have been created crediting the supplier's bank account. |