FCHN Abandonedcheckprocess

Title: Abandoned Check Process Category 1 : Human Resources Functional Area : HR - Finance and Payroll (OSUP)
Abandoned Check Process

Purpose
FCHN
Use this procedure to identify, cancel, and remit abandoned check liability to the Department of the Treasury. When vendor and employee checks are considered to be abandoned property, they need to be remitted to the Department of the Treasury. This procedure documents the processes for identifying the outstanding checks and for canceling and transferring the liability to the Department of the Treasury. This process involves seven primary components: 1. Preliminary Identification of the Outstanding Vendor and Employee Checks 2. Clear Outstanding Checks Using Internal Procedures (Manual procedure) 3. Final Identification of Abandoned Property 4. Creation/Execution of Department of the Treasury Reporting Requirements 5. Void Issued Checks -Vendor and Employee 6. Generate Abandoned Check Liability 7. Process Automatic Payment Run for Checks to the Department of the Treasury, Unclaimed Property Division A separate vendor number is utilized for the Department of the Treasury, Unclaimed Property Division. Prior to the creation of the check liability, perform the Block/Unblock Vendor component to unblock the vendor and then perform the Automatic Payment Run Vendor Checks Only component of this transaction for this vendor only. After the Automatic Payment Run is complete, place a block on the vendor by again performing Block/Unblock Vendor. Last Update October 30, 2012 Prerequisites None Training Available None Helpful Hints and Related Reports Related Documents: Block/Unblock Vendor Display a Vendor Master Record
File name: OSUPVersion: Final ABANDONEDCHECKPROCESS.D Last Modified: 10/30/2012 3:19:00 PM OC Reference Number: VSB
Parent Document Page 1 / 11
Procedure
1. 2. 3.
Start the procedure using the transaction code FCHN. Component 1: Preliminary identification of outstanding vendor and employee checks. As required, complete the following fields: Field Name Paying company code House bank Account ID R/O/C R R R Enter 0010. Enter Bank1. Enter CHECK for type of account. Description
4.
Complete the outstanding check register process twice, first for Payroll Accounting checks and then for Financial Accounting checks using the following criteria. Perform one of the following: If you are displaying Payroll Accounting checks, Then select the Payroll checks checkbox , , Go To Step 5. Step 5.
displaying Financial Accounting deselect the Payroll checks checkbox checks,
5. 6.
Select the
tab.
Select the following checkbox: outstanding checks.
List of outstanding checks. This generates a list of
7.
Select display variant /AGED OS EMP for employee payroll checks and /AGED OS VEN for vendor checks.
8.
Select the
tab.
9.
Perform one of the following by completing the Date of Issue field: For Preliminary Identification of outstanding checks in March, Then in the first date field, enter 12/31/prior year and double-click in the field, This is the ending check date of the aged checks being reported. Final Identification of Abandoned in the first date field enter 06/30/prior year Property in October, and double-click in the field, This is the ending check date of the abandoned checks being reported. Step 10. Go To Step 10.
10.
The Maintain Selection Options pop-up box appears.
11.
Double-click date in the Date of Issue field.
. The less than or equal to icon appears next to the
12. 13.
Click
to execute the report. The List of outstan.checks screen appears.
Verify all data displayed is correct for the print job.
Use the scroll bar to access all fields in the List of Outstand.Checks.
14.
Click to export the file to spreadsheet in a table format in Excel. You MUST save file (Save Copy As) in Excel prior to exiting report or you will lose the data. Format the file accordingly. Determine your next action with the table below: If you have processed the Payroll Accounting checks, Financial Accounting checks, Go To Step 4. Step 4.
15.
16.
Component 2: Clear outstanding checks using internal procedures. This is usually completed in March and distributed to the Agencies to clear.
17.
Agencies clear outstanding checks per Agency Internal Procedures. After clearing outstanding check, go to Component 3 (Step 18). Component 3: Conduct a final identification of Abandoned Property after September st Checking Account paid items have been updated in ISIS HR around 1 week in October. Complete Step 1 through Step 15. Verify ISIS HR report against the September Checking Account Bank Statement Outstanding checks for the appropriate period (7/1/ 2 years prior through 6/30/prior year) . After completing a final identification of Abandoned Property and verification to the bank statement, go to Component 4. Component 4: Creation/Execution of Department of the Treasury Reporting Requirements. Execute the Department of the Treasury Abandoned Property Report. Select ZF17 transaction code. The Abandon Check Report screen appears. As required, complete/review the following fields: Field Name Paying Company Code House bank Account ID Check No R/O/C R R R R Enter 0010. Enter Bank1. Enter CHECK for type of account. (Check number) Enter the check number of the abandoned property. Description
18.
19.
20. 21.
22.
23.
Click . Three (3) reports are generated: (1) the Error Report, (2) an electronic copy of the Unclaimed Property Report for the Department of the Treasury, and (3) a hard copy of the Unclaimed Property Report for the Office of Statewide Uniform Payroll (OSUP).
24. 25. 26.
Click
until the SAP Easy Access screen appears.
Component 5: Void Issued Checks Vendor and Employee. Start the procedure using the transaction code FCH9 transaction code. The Void Issued Check screen appears.
27.
As required, complete/review the following fields: Field Name Paying company code House bank Account ID Bank key (abandon) Bank account number (abandon) Check number (abandon) Void reason code R/O/C R R R R R R R Enter 0010. Enter Bank1. Enter CHECK for type of account. LEAVE BLANK. LEAVE BLANK. Enter check number to void. Enter the reason the check is being voided. Description
28.
Click . The information message Check XXXX voided, payment document not reversed appears. Note: Enter the next check to be voided, if necessary. Repeat until all checks have been voided. After all checks have been voided, run ZF56 Void List using a Void Reason of 12. Verify against reports generated from ZF17 that have been verified against the bank statement. Once voids are verified, run FCHN again with same parameters entered on Check Register screen, Step 9, and verify that there are no items.
29. 30.
Component 6: Generate Abandoned Check Liability. Obtain vendor number for the Department of Treasury, Unclaimed Property Division. Perform Display a Vendor Master Record. Perform Block/Unblock Vendor. Unblock the vendor number for the Department of the Treasury, Unclaimed Property Division. After unblocking the vendor number for the Department of the Treasury, Unclaimed Property Division, go to Step 32.
31.
32. 33.
Click
Follow the menu path Accounting Financial Accounting Accounts Payable Document Abandon Check Process or enter ZABANDON transaction code. The Vendor Invoice Enter screen appears.
This process is setting up the invoice to generate a payment to the Department of the Treasury.
34.
Verify the following field: Field Name Transactn R/O/C R Description (Transaction) Verify Invoice defaults.
35. 36.
Select the
tab.
As required, complete/review the following fields: Field Name Invoice date (1) Amount Amount in Doc Curr R/O/C R R R Enter the current date. Enter the amount in dollars and cents. (Document currency amount) Enter the same total amount of abandoned checks. Description
The Payment, Details, Tax and Notes tabs are not used.
37. 38.
Click
to verify data. Change, if necessary.
Click . The information message Document XXXX was posted in company code 0010 appears.
39.
Click
until the SAP Easy Access screen appears. Exit Editing pop-up box appears with .
message Data will be lost. Do you want to exit editing?, click
40.
Component 7: Process Automatic Payment Run for checks to the Department of the Treasury, Unclaimed Property Division. Select transaction code F110. The Automatic Payment Transactions: Status screen appears.
41.
42.
As required, complete/review the following fields: Field Name Run date Identification R/O/C R R Enter the current date. Enter a unique identifier for this run. Description
43.
Select the screen appears.
tab. The Automatic Payment Transactions: Parameters
44.
As required, complete/review the following fields: Field Name Posting Date Docs entered up to Customer items due by Company codes Pmnt meths (abandon) Next p/date R/O/C R R R R R R Description Must always be the current date. Verify current date defaults as the end date to include documents for processing. Change, if necessary. LEAVE BLANK. Enter 0010. (Payment methods) Enter A for Abandon Check Process. (Next payment date) Enter the date for the next expected payment program run. For proposal runs Monday - Thursday, enter the following day/business day as the Next p/date. For proposals executed on Friday, enter the following Monday or next business day. Enter the Vendor number for the Department of the Treasury, Unclaimed Property Division. LEAVE BLANK. (Rate type for conversion) LEAVE BLANK.
Vendor (abandon) Customer Exchange Rate Type
R R R
45.
Select the Log screen appears.
tab. The Automatic Payment Transactions: Additional
46.
Select the checkbox
to the left of Payment method selections in all cases.
This is the recommended log to select, however, you may select additional logs, if necessary.
47.
As required, complete/review the following fields: Field Name Vendors (from/to) Customers (from/to) R/O/C R R Description Enter appropriate vendor account number(s). LEAVE BLANK.
48. Select the screen appears.
tab. The Automatic Payment Transaction: Printout and DME
For Program RFFOUS C. choose the ABANDN CHECK variant.
49.
Click . The information message Details have been saved for the run on XX/XX/XXXX XX (Run date and unique ID code) appears.
50.
Click
until the Automatic Payment Transactions: Status screen appears.
51. 52.
Click
. The Schedule Proposal pop-up box appears.
Perform one of the following: If you wish to generate a proposal at a scheduled time, immediately, continue, select the checkbox to the left of Start Immediately, Then Go To Step 53. Step 54.
53.
As required, complete/review the following fields: Field Name Start date R/O/C R Description Beginning date of this selection. LEAVE BLANK or, if absence / attendance extends over multiple days, enter the date the att./abs. begins. Enter start time, if necessary.
Start time
54.
Click
. The information message Proposal run has been scheduled appears.
55.
Click . The information message Proposal is running appears in the Status section of the screen.
56.
Click created.
until the status displays the message Payment proposal has been
57.
Click
. The Accounting clerk pop-up box appears.
58.
Click to accept the default All accounting clerks. The Edit Payment Proposal: Payments screen appears.
This screen displays a system-generated list of payments included in the payment run. Any exceptions or errors on the batch generation also appear. If there are no exceptions, the proposal is now complete. It is important to note that until the proposal payment process is completed, all vendor accounts included in the proposal are excluded from any other payment proposal runs.
59.
Perform one of the following: If there are no exceptions and you wish to print the proposal, no exceptions and you wish to block vendor line items, exceptions, Go To Step 63. Step 60. Step 61.
60.
To block vendor line items, double-click on the desired vendor. The Edit Payment Proposal: Open Items screen appears. Double-click on the line item you wish to block. The Change Line Items pop-up box appears. Enter A in the Payment block field and click twice. The Exit Editing pop-up box appears. Click Payment Transactions: Status screen. . Click
to return to the Automatic
61.
Click . The Job Log Entries for F110-XXXXXXX-XX screen displays. View the exception log. Take corrective action, i.e., enter the vendors address in the vendor master
record. After the exception is corrected, click Transactions: Status screen appears.
until the Automatic Payment
62.
Follow the menu path Edit Proposal Delete and delete the proposal. Then go to Step 50 to the Automatic Payment Transactions: Status screen appears. Re-execute the proposal. After you have re-executed the proposal, go to Step 63.
63.
Click
until the Automatic Payment Transactions: Status screen appears.
Schedule Payment Run and Schedule Printout will be done by Job Scheduler. After completion, the Job Scheduler creates the appropriate payment files.
64.
To print the proposal, follow the menu path Edit Proposal Proposal List . The List Variant pop-up box displays. Click . The Payment List screen appears.
65. 66.
Click
The Print ALV pop-up box appears.
As required, complete/review the following fields: Field Name Number of copies (1) Print all or Print from page Delete after Printing Time of print Format (1) R/O/C R R R R R Description 1 or number of copies you require. All or specific range of page numbers. Be sure this box is checked. Be sure Print Immediately is displayed. Leave as is or change. To change, click in the Format field. Next, click on the Match Code button to display the list of formats to choose from. Select the desired format from the pop-up box by clicking on the Format name and selecting Choose.
67.
Click
. The information message Spool request (number XXXX executed on XXX until the Automatic Payment Transactions: Status screen
printer appears. Click appears.
68.
Click

The next business day, perform Output Controller Print AP Check to print the check. Upon completion of entire payment process, perform Block/Unblock Vendor to block the vendor number for the Department of the Treasury, Unclaimed Property Division. Comments The next business day, perform Output Controller Print AP Check to print the check. Upon completion of entire payment process, perform Block/Unblock Vendor to block the vendor number for the Department of the Treasury, Unclaimed Property Division.

FCHN Abandonedcheckprocess

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Title: Abandoned Check Process Category 1 : Human Resources Functional Area : HR - Finance and Payroll (OSUP)

Abandoned Check Process

Parent Document Page 1 / 11

displaying Financial Accounting deselect the Payroll checks checkbox checks,

Select the following checkbox: outstanding checks.

List of outstanding checks. This generates a list of

Parent Document Page 2 / 11

The Maintain Selection Options pop-up box appears.

Double-click date in the Date of Issue field.

. The less than or equal to icon appears next to the

to execute the report. The List of outstan.checks screen appears.

Verify all data displayed is correct for the print job.

24. 25. 26.

until the SAP Easy Access screen appears.

Parent Document Page 4 / 11

until the SAP Easy Access screen appears.

Parent Document Page 5 / 11

to verify data. Change, if necessary.

message Data will be lost. Do you want to exit editing?, click

Parent Document Page 6 / 11

Select the screen appears.

tab. The Automatic Payment Transactions: Parameters

Vendor (abandon) Customer Exchange Rate Type

Select the Log screen appears.

tab. The Automatic Payment Transactions: Additional

Select the checkbox

to the left of Payment method selections in all cases.

Parent Document Page 7 / 11

48. Select the screen appears.

tab. The Automatic Payment Transaction: Printout and DME

For Program RFFOUS C. choose the ABANDN CHECK variant.

until the Automatic Payment Transactions: Status screen appears.

. The Schedule Proposal pop-up box appears.

Parent Document Page 8 / 11

. The information message Proposal run has been scheduled appears.

. The Accounting clerk pop-up box appears.

to return to the Automatic

Parent Document Page 9 / 11

until the Automatic Payment

until the Automatic Payment Transactions: Status screen appears.

The Print ALV pop-up box appears.

printer appears. Click appears.

until the SAP Easy Access screen appears.

Parent Document Page 11 / 11

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