User Guide for Submitting and Managing Student Payment Vouchers at University of Edinburgh, Slides of Finance

Download User Guide for Submitting and Managing Student Payment Vouchers at University of Edinburgh and more Slides Finance in PDF only on Docsity! UNIVERSITY OF EDINBURGH FINANCE PROCESS MANAGER USER GUIDE STUDENT PAYMENT VOUCHER 1 CONTENTS Submitting a Student Payment Voucher Page 2 Adding Notes to a Student Payment Voucher Page 14 Using Paperclip to attach a document Page 15 Tracking the status of a Student Payment Voucher Page 18 4 If a Security Warning is displayed on screen, click Yes or OK to view the FPM transaction page. A new Student Payment Voucher transaction should now be displayed on screen with most, if not all, fields blank. At this stage, the Transaction Status is Initial. There are three tabs displayed which are;- Transaction Details, Items and Notes. All three tabs can be completed if required. The Description field should be populated with information relevant to the transaction. The information entered in the Description field will be loaded into the corresponding Description field in eFinancials. Invoice Approval should be populated with the person or group which will be responsible for approving the Student Payment Voucher once Submitted. 5 Clicking the binoculars icon to select an Invoice Approval Group, will display the following screen. Enter the required Approval Group (if known) or alternatively enter ‘%’ to return all and then click Search. The available Invoice Approval Groups will be listed in the Search Results. 6 Highlight the desired Approval Group and click Add to favourites. The desired Approval Group should now have been added to Favourite Invoice Approval Groups. Highlight desired Approval Group and click Apply Changes and Close to populate the relevant transaction field. 9 Highlight the desired Supplier Code and click Select. The Supplier code field should now be populated with the desired supplier reference. Once the Supplier code field has been populated, click the key icon, next to the binoculars. 10 The Supplier name, Bank Sort Code & Account Code, Employment Status, Payment Terms & Payment Stop fields should have been automatically populated with the supplier’s information stored in eFinancials. Complete the remaining transaction fields as required, noting that fields which include an asterisk (*) next to the field type, are mandatory and therefore must be populated. Sub ledger – If required, the binoculars icon can be used to select the desired sub ledger. The Sub Ledger should be selected from the available options in the Search window;- P01 – Trade or P02 – Staff. Student Payments to P06 should be submitted via the Student Payment Voucher. Supplier Reference – This should be populated with supplier-specific information such as invoice reference. Date received – Clicking in this field will display a pop-up calendar to select the desired received date. Net amount – Enter the net amount of the invoice. VAT amount – Enter the VAT amount on the invoice. Gross amount – Automatically calculated using the Net amount and Vat amount field contents. Due date – Clicking in this field will display a pop-up calendar to select the desired due date. Transaction sub type – The binoculars icon can be used to select the desired sub type. Detailed Description of Payment – Enter the reason for the invoice. NB: this is a free text field. When all required transaction fields are populated, click the Save button (located at the bottom of the screen). 11 At this stage, the Transaction Status is now Draft. The next step is to add Analysis to the Payment Voucher. To do this click Add Item. The Items tab will now be highlighted but at this stage no lines will be displayed. To add a new Analysis line, click Add. 14 Adding Notes to a Student Payment Voucher Notes can be added to the transaction by clicking Add Note. The content of a Note can include up to 255 characters. The Item Number relates to the specific Transaction Reference, therefore can be left blank. After adding a note, click Save. 15 Using Paperclip to attach a document to a transaction Supporting documentation can be added to a transaction by using the Paperclip application. To do this, scroll to the bottom of the transaction page and from the available Operations, click the red Paperclip Attachments icon . The Paperclip application should open in a separate browser window (similar to above). The related Transaction Reference will be displayed on screen. To attach an electronic document, click the red Paperclip icon. 16 Clicking the red Paperclip icon should display the File Upload facility. To attach the desired electronic document, click the Browse button and then locate the document from the relevant drive/location and select Upload. The selected electronic document should now be attached to the Transaction Reference.