Manual Payments

Manual Payments Using Online Voucher Entry

When you record manual payments in the online voucher entry component you create a voucher for the payment just as you would for a normal invoice and select Record as the payment Action on the Payments page. Basically, you create a voucher and a payment for that voucher simultaneously, but the system does not generate a check or other payment form.

Payment posting, reissuing, closing, and voiding all work the same as they do for payments created with the pay cycle.

Note:

If financial sanctions validation is enabled at the installation level or the bank level, you cannot select Record as the payment action if the supplier has a financial sanctions status of Review or Blocked. However, if financial sanctions validation is enabled at the bank level and you no longer validate for a particular supplier's bank, the system may allow you to create a manual payment for a supplier with a financial sanctions status of Review. The system validates the supplier against financial sanctions lists (for example, the SDN list) when you attempt to save a voucher.

See PeopleSoft Source to Settle Common Information: Understanding Financial Sanctions Validation.

Manual Payments Using the Manual Payment Creation Feature

Using the Manual Payment Creation feature, you create a payment, but you apply it to existing vouchers rather than creating a voucher specifically for the payment. The Manual Payment Creation feature enables you to track manual payments in your PeopleSoft Payables system by creating manual payment worksheets and applying one or more vouchers to them. For example, if you write a check to a supplier outside the system, you can record that manual payment in PeopleSoft Payables and apply vouchers for that supplier against the payment so that your balance with the supplier reflects the manual payment.

Payment posting, reissuing, closing, and voiding work the same as they do for payments created with the pay cycle.

Note:

If financial sanctions validation is enabled at the installation level or the bank level, you cannot create a manual payment worksheet if the supplier has a financial sanctions status of Review or Blocked. However, if financial sanctions validation is enabled at the bank level and you no longer validate for a particular supplier's bank, the system may allow you to create a manual payment worksheet for a supplier with a financial sanctions status of Review. The system validates the supplier against financial sanctions lists (for example, the SDN list) when you attempt to build a manual payment worksheet.

See PeopleSoft Source to Settle Common Information: Understanding Financial Sanctions Validation.

Manual Payment Methods Compared

These features provide different benefits. Decide on a case by case basis which feature meets your business needs.

Manual Payment Creation Process	Recording Manual Payments Using Online Voucher Entry
Enables you to associate multiple scheduled payments for multiple vouchers.	Enables you to associate only one scheduled payment for one voucher.
Once you save the manual payment, you cannot delete it. You can, however, cancel the manual payment using payment cancellation.	You can toggle back and forth between the Record and Schedule options on the Voucher - Payments page. If you decide not to record the payment, you can switch from Record to Schedule and the system deletes the payment from the PAYMENT_TBL at save time.
Payments are not created in the PAYMENT_TBL until they are fully applied. This means that you can only create a manual payment for amounts equal to existing scheduled payments, or the sum of two or more scheduled payments. For example, if you create a payment for 5000 USD, but you only have voucher scheduled payments for this supplier equal to 4500 USD, you cannot fully apply the manual payment and therefore the payment cannot be created. Likewise, if you have one scheduled payment equal to 4000 USD and another equal to 2000 USD, you cannot partially apply either of the scheduled payments and cannot fully apply the manual payment. You can, however, save the manual payment worksheet and modify it later. When you save the worksheet, Pay Cycle Manager and Express Check bypass any voucher checked for select on the Apply Vouchers page of the worksheet, so that those vouchers remain available for application to manual payments. When you create the worksheet, it is inserted into the worksheet tables APD_MANDFT_SRCH and APD_MANDFT_WS. Once you successfully create the manual payment in PAYMENT_TBL, the system deletes the worksheet data from the worksheet tables.	Payments selected as Record are created in the PAYMENT_TBL at save time, as long as the amount of the payments entered adds up either to the gross amount or to the gross less the discount, as specified on the Invoice Information page.

Withholding On Manual Payments

In PeopleSoft Payables, you can elect to calculate withholding at payment time or at voucher posting time via a setting on the withholding entity. This withholding calculation setting appears by default onto the voucher. If withholding for a voucher is set to be calculated at payment time, users with the appropriate authority can override this setting to have withholding calculated at voucher posting time.

In the case of manual payments, the system invokes the withholding calculation routine for any payments applied to withholding applicable vouchers. The withholding reporting tables are updated accordingly.

On the Create Manual Payment page, you can apply manual payments to vouchers that have already had withholding calculated at voucher posting time. If the Withholding Calculated field is selected (the default setting), the system allows you to apply manual payments to vouchers that are set to withhold at voucher post and have been posted.

You also have the option of deselecting this check box, in which case the system allows you to apply manual payments to all withholding applicable vouchers for the remit supplier, regardless of whether or not withholding has been calculated. The only exception are vouchers requiring withholding calculation at voucher post that have not been posted as of yet. In this case, the system does not physically withhold, but does update the withholding reporting table with the applicable withholding transaction amount for reporting purposes.