This screen is for expense claims from contributors and any other miscellaneous payments related to contributor's costs such as tip fees and location fees. Expense payments for members of staff should be processed in iExpenses, NOT in RCS: for more information please see: http://spike/content/461
This screen has a scrollable region which is quite unusual in the system:
On either side of the screen the Payee and the Net, Vat and Total columns are in a fixed position.
Between these fields there's a region that can be scrolled left to right. To see more fields than those shown above (e.g. Invoice date or Description) either use the horizontal scrollbar, or just tab through the fields and they will appear.
Entering a payment
The Chart of Accounts is initially shown as a minimized window at the bottom left hand side of the screen. Click on this window to show the full window and make sure the correct values are selected. There should be a set of default values already entered, if not please contact RCS administrator to set these up.
Payee: A list of available payees is displayed by either clicking on the ellipsis button in the Payee field (or the keyboard shortcut is Control L). If the required payee is not in the list, then a new record can be created by clicking on New payee.
In the Classification field select the payment classification (type) from the list of allowed values:
Contributor: if a contributor is selected as the Payee, then the Contributor is pre-populated with the same value. Where the payee is an agent then a lookup on the contributor field will bring up a list of contributors being represented by that agent. If the required contributor is missing from that list, please add it following the instructions on Linking Agent.
Where possible, link the payment to a specific Contributor and CRN/ARN. An LOV is available for commissions and contracts belong to the selected contributor.
Description: use this field to enter the items or service being charged for or any other descriptive text to help explain what the payment is for. To make editing easier, double-click in the field to bring up an Editor window.
Due date: this defaults to the same date as the Invoice date although this can overwritten. RCS uses this date to determine when a payment instruction is sent to Accounts.
The Currency defaults to that set up against the contributor record. If the payment is to be paid in a different currency choose an alternative Currency from the drop down list. There is a Currency conversion button which will take the net currently entered and return a list of other currencies and the equivalent value using the appropriate exchange rates held in the Accounts Payable system.
Only input an invoice no. if the payee is recorded as a Non-self bill supplier and a VAT invoice has been supplied.
Period is set according to the Invoice date.
Status of a payment
With the relevant payment highlighted click on the Status button to check the progress of a payment. The approval status is dependent on the value of the payment: if this exceeds the limits of the user then the PRN will be queued for approval. For more information see Other payments & expenses approval.
If a Department Head exists the cost centre then the payment goes to them for approval and if necessary a second approval might be required if that payment exceeds the Department Head's limit.
If there is no Department Head set up then the approval will goes straight to the top level approver and in this case the message under approval will say Not approved by desk yet but there is currently no desk head
Look for existing payments
To query existing payments use one of the following options:
Find: ...PRN - If the PRN is known or it is attached to the invoice or other paperwork, type in the reference and click on the PRN... button
Find: ...payee - to view all payment requests from a particular Supplier, click on the ...payee button. An LOV window appears in which the name can be typed until a match is found and then click on OK.
Show ...all to see a list of all payments/invoices entered against the related Cost Centre(s) within the last two months.
Show ...unsent to view all approved payments which have not yet been sent to Accounts Payable (AP)
Show ...unpaid to view all approved payments that have been sent to AP but remain unpaid.
Payee details
With the appropriate payment/expense highlighted click on the Payee... to view the details of the payee.
Estimates
If a payment or expense claim has been entered as an estimate, convert the claim or payment to an actual by double-clicking in the Estimate field.
Notes
Unlike commissions, if a contributor is selected as the payee, payment will be made directly to them and NOT via their agent should they have one set up. On those occasions when an agent invoices for out-of-pocket expenses on behalf of their contributor, select the agent as the payee.
Payments cannot be entered against NCS supplier records as these must now be processed in Oracle iProcument. Please See NCS for more details.