F110

Work Instruction

Create PERS Vendor Payment - ACH Credit (F110)

Purpose

Use this procedure to generate an Accounts Payable Vendor payment for PERS paid via ACH Credit.

Trigger

Perform this procedure when Payroll posts invoices for PERS and is ready for ACH Credit payment, on
the 5th and 20th, or as required by business need.

Prerequisites

 Vendor invoices for PERS are entered and ready for processing
 The amount of the invoices posted has been validated with the amount per Payroll
 Payroll has requested an ACH Credit payment for PERS, providing the amount to be paid
and the entry dates (document dates) or document numbers of the invoices to be paid

Menu Path

Use the following menu path to begin this transaction:

N/A

Transaction Code

F110

Helpful Hints

 R/O/C column in tables represents Required, Optional, or Conditional entry

 Confirm that the vendor master record for PERS (vendor # 400071) indicates payment
methods "B" and "T" and has the current bank information
 The recommended naming convention for PERS ACH Credit payment runs used in the
Identification field is ARPER. AR stands for ACH Credit payment run
 Use the entry date to control which invoices are included in the payment proposal
 Inform Treasury, EBS PI Support, and Payroll when an ACH Credit payment run is executed,
indicate the file name and amount
 When Requested by Central Accounting, EBS PI Support validates the file format before the
ACH Credit file is sent to the bank
 A confirmation note (CNOTE) is faxed to Central Accounting 15-30 minutes after the bank
receives the ACH file
 Request that Treasury forward a copy of tracking number to Central Accounting when the
ACH Credit payment settles
 The system checks for ACH files every 30 minutes and sending the file to the bank

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Create PERS Vendor Payment - ACH Credit (F110)

 The settlement date is one business day after the ACH Credit file is received by the bank
 The payment summary includes confidential bank information. Electronic copies and hard
copies should be stored in a secure location
 Download a copy of the ACH Credit file (payment medium) in case GR error occurs in the
interface

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Work Instruction

Create PERS Vendor Payment - ACH Credit (F110)

Procedure
1. Start the transaction using the menu path or transaction code. The Automatic Payment
Transactions: Status screen displays.

Automatic Payment Transactions: Status

2. As required, complete/review the following fields:

Field R/O/C Description
Run Date R
The date the payment run was made.
Example:
072009

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Field R/O/C Description

Identification R
Additional user-defined identification number used to
distinguish between several program runs with the same
reconciliation date.
Example:
ARPER

3. Click Parameter tab . The Automatic Payment Transactions: Parameters screen

displays.

Automatic Payment Transactions: Parameters

4. Click Docs entered up to field .

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Limit the PERS documents to be included in the payment proposal using the entry date of the
documents.

5. As required, complete/review the following fields:

Field R/O/C Description
Docs entered up to R
Documents posted up to this date are evaluated to
determine if they are:
1. vendors to be paid via check and
2. if they are due for payment
Example:
070209

Company codes R
Company code represents an independent accounting
entity. There is only one Company code for the City of
Portland: "COP1."
Example:
COP1

6. Click Pmt meths field .

7. Click Pmt meths matchcode . The Pymt mthd selection dialog box displays.

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Pymt mthd selection

8. Select B AP ACH CCD list item .

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Pymt mthd selection

9. Click Column Left button .

10. Click Enter (continue) button .

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Automatic Payment Transactions: Parameters

11. Click Next p/date field .

Enter the fifth of the next month or the twentieth of the current month.

12. As required, complete/review the following fields:

Field R/O/C Description
Next p/date R
The date vendor invoices are evaluated as due based on
their payment terms.
Example:
080509

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Field R/O/C Description

Vendor R
Business partner that provides materials or services.
Example:
400071

to R
Upper limit of the range of time covered in the report.
Example:
400071

13. Click Additional Log tab . The Automatic Payment Transactions: Additional
Log screen displays.

Automatic Payment Transactions: Additional Log

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14. Select Due date check check box .

15. Select Pmnt method selection if not successful check box
.
16. Select Line items of the payment documents check box
.
17. Click Vendors (from) field .
18. As required, complete/review the following fields:
Field R/O/C Description
Vendors (from) R
Number assigned by SAP when a vendors master records
are created.
Example:
400071

Vendors (to) R
Number assigned by SAP when a vendors master records
are created.
Example:
400071

19. Click Status tab . The Exit editing dialog box displays.
Before clicking the Status tab, review all the other tabs to ensure entered information is
correct.

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Exit editing

20. Click Yes button .

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Automatic Payment Transactions: Status

21. Click Refresh Status button .

The system returns the message, "Details have been saved for the run on XXXX ARPER".

22. Click Schedule Proposal button . The Schedule Proposal dialog box displays.

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Schedule Proposal

23. Select Start immediately check box .

24. Click Enter (continue) button .

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Automatic Payment Transactions: Status

25. Click Refresh Status button .

The system returns the message, "Proposal run has been scheduled".

26. Click Refresh Status button .

27. Click Edit Proposal button . The Accounting clerk dialog box displays.

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Accounting clerk

28. Click Enter (continue) button . The Edit Payment Proposal: Payments screen displays.
Verify that the amount of the outgoing payment matches the amount indicated by Payroll.

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Edit Payment Proposal: Payments

29. Double-click 400071 field .

Optional: Double click Vendor number to display the invoices (line items) to be paid.

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Edit Payment Proposal: Open Items

30. Select COP1 field for Amount 5,384.09-.

31. Click Details button . The Details dialog box displays.
Optional: Select the line item and Details button to display detailed information of a specific
line item.

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Details

32. Click Enter (continue) button .

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Edit Payment Proposal: Open Items

33. Click Back button .

Use Down Arrows to view additional Open Items.

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Edit Payment Proposal: Payments

34. Click Back button .

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Automatic Payment Transactions: Status

35. Click Display Proposal Log button . The Job Log Entries for F110-XXXX-YYYY-
ZZZZ screen displays.
Confirm that the proposal executed and and research excluded invoice.

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Job Log Entries for F110-XXXX-YYYY-ZZZZ

36. Click Step 001 started line item .

37. Click Long text button . The Performance Assistant dialog box displays.

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Performance Assistant

38. Click Close button .

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Job Log Entries for F110-XXXX-YYYY-ZZZZ

39. Click Down Arrow button to view additional information.

40. Click Back button .
Ensure payment method is correct.

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Automatic Payment Transactions: Status

41. Click Schedule Pmnt Run button . The Schedule Payment dialog box displays.

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Schedule Payment

42. Select Create payment medium check box .

43. Click Enter (continue) button .

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Automatic Payment Transactions: Status

44. Click Refresh Status button .

The system returns the message, "Payment run has been scheduled".

45. Click Refresh Status button .

46. Click Display Payments Log button . The Job Log Entries for F110-XXXX-YYYY
screen displays.
Click the Display Payments Log button to confirm that the payment executed successfully.

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Job Log Entries for F110-XXXX-YYYY

47. Click Step 002 started line item .

48. Click Long text button . The Performance Assistant dialog box displays.

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Performance Assistant

49. Click Close button .

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Job Log Entries for F110-XXXX-YYYY

50. Click Back button .

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Automatic Payment Transactions: Status

51. Click Environment option from the main menu .

52. Select Environment Payment Medium menu item .

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Automatic Payment Transactions: Status

53. Select Environment Payment Medium DME Administration menu item

. The Data Medium Overview screen displays.

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Data Medium Overview

54. Select ARPER record indicator . The row highlights.

55. Click Details button . The Data Medium Attributes screen displays.
Click the Download button to export a copy of the ACH file (data medium) to your desktop as
a back up.

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Data Medium Attributes

56. Click Bank trans. tab .

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Data Medium Attributes

57. Click Display button . The the Display Data Medium Contents dialog box displays.

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Display Data Medium Contents

58. Click Enter (continue) button .

Note: Save a print screen of the Data Medium contents in case it needs to be reviewed later.

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Data Medium Attributes

59. Click List button . The Print Screen List screen displays.
The List button to displays payment summary.

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Print Screen List

60. Click Close button .

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Payment Medium International - Payment Summary for Payment Medium

61. Click Back button .

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Data Medium Attributes

62. Click Documents... button . The Documents dialog box displays.

The Documents... button displays the payment document.

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Documents

63. Click Enter (continue) button .

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Data Medium Attributes

64. Click Back button .

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Data Medium Overview

65. Click Back button .

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Automatic Payment Transactions: Status

66.
Click Exit button .

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Result

You have created an ACH Credit payment file.

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