f 110 Ach Payment Run

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Accounts Payable (AP) City of Portland

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AP ACH Payment Run (Transact ion F110)

Overview:

Daily AP ACH payment run

Transaction:

F110 – Automatic Payment

Hints / Tips:

Run AP ACH payments each morning for the primary vendors (vendors 100000 to 199999)

Only enter payment method “A” as a Parameter for the AP ACH payment run

Never enter more than one payment method in the parameters for a payment run

Payment method “B” is used for the PERS ACH payment (vendors 400071, 400529,400530). Do a separate payment run for PERS

For the Daily AP ACH payment run and the twice weekly check payment run always enterthe appropriate payment method as a Free Selection for field LFB1-ZWELS (VendorPayment Method).

o The proposal and payment list will be easier to review because this limits invoices toonly those from vendors set up for the payment method entered (A = AP ACH, C =check)

o If AP ACH and check payment runs are being executed simultaneously, this alsoprevents the first one executed from locking up the vendors listed in the parameterrange

o Note that the proposals will not list invoices with a payment method manually enteredthat differs from the vendor payment method.

30 minutes after completing the payment process, a faxed and e-mailed confirmation noteshould be received from Wells Fargo confirming receipt of the ACH file. Contact EBSSupport if no confirmation note arrives or if errors are reported.

ACH deposit advice emails are on a 3-hour delay.

Authorized Operational Accounting staff can view the ACH deposit advice emails online.Emails can also be resent to the vendor, if requested.

Click here for information on Parameters (Posting Date, Docs Entered Up To, and Next P/Date)to enter in your daily ACH runs.

Procedure:

Perform the following steps in order to complete this AP ACH payment run

Step 1: Open transaction F110

Step 2: Enter the current date as the run date (MM/DD/YYYY)

Enter “AR1ND” as the Identification

https://www.portlandoregon.gov/cao/article/491862





AP / Vendor ACH Process F110 / Automatic Payment

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NOTE: “AR” indicates ACH payment run. “1ND” indicates primary vendors

Step 3: Click the Parameter tab and perform the following actions:

Verify that the Posting Date is the current date

Enter the previous day’s date in the Docs entered up to field

Under Payments cont rol enter the following:

o “COP1” under Company Codes

o “A” under Pmt meths to execute an ACH run. (C is for check run)

o Tomorrow’s date under Next p/date (type these fields in)

Under Accounts enter the vendor range for primary vendors – 100000 to 199999




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Step 4: Click the Free Selection tab and perform the following actions:

Under Selection Criteria, click the matchcode button for Field Name,

Select Others, click Continue:

Select Vendor master record, click Continue:




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Select Payment methods (LFB1-ZWELS)

Enter “A” in the Values field

NOTE: Payment methods will display in the Field Name pull down list after adding it the firsttime.

This limits the proposal to vendors records set up with payment method A. The proposal andpayment list will be shorter as the exceptions will not list invoices for vendors set up withpayment method C.

The daily AP ACH payment run and twice weekly check run for primary vendors can be runsimultaneously as the first executed won’t lock up the others vendors.




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Step 5: Click the Addi tional Log tab and perform the following actions:

Under Required logging type, check the following fields: “Due date check”, “Pmntmethod selection if not successful”, and “Line items of the payment documents”

Under Accounts requi red enter the vendor range for primary vendors – 100000 to199999

Step 6: Click the Printout/data medium tab and perform the following actions:

Under Form print ing/data medium exchange, for program RFFOAVIS_FPAYM enter“AP_ACH_DPT_ADV (AP ACH Deposit Advice)

NOTE: The AP ACH Deposit Advice variant must be entered in order to generate the ACHdeposit advice and emails. If you miss this step, the payment documents and ACH file will becreated and sent. No emails and ACH deposit advices will be created. EBS Support cangenerate the emails and ACH deposit advices, but you will need to put in a ticket right away.




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Step 7: Click the Status tab and perform the following actions:

The Exit editing screen displays. Click Yes

The status screen now indicates “Parameters have been entered”

Step 8: Click the Proposal button . The Schedule Proposal screen displays

Click the Start immediately check box

Verify that the Create payment medium check box is blank

Click Schedule (green check mark)




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The status screen now indicates “Proposal is running”

Step 9: Click the Refresh button periodically until the status indicates that the “paymentproposal has been created”

Click Display Proposal to view payments and exceptions

Click Display Proposal Log to view the proposal log

NOTE: View the proposal to determine how many items will be paid and the total outgoingpayment prior to the proposal review.

View the proposal log to determine if any errors are preventing payments.




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Step 10: The AP Central Accounting Payment Processor in Operational Accounting reviewsthe invoices included in the proposal using transaction S_P99_41000099 – Payment List.

NOTE: Operational Accounting uses the payment list to review documents prior to payment.

- Documents can be blocked or unblocked for payment during the review.- Changes to documents are not reflected in the payment proposal.- Invoices blocked should be recorded on the AP Error Tracking Log

Step 11: Inform Treasury that the AP ACH payment proposal can be viewed to determine if afund transfer is required. They will view the proposal using transaction S_P99_41000099 –

Payment List.

Step 12: After Operational Accoun ting completes the payment review, delete the paymentproposal.

Click the Edit button Proposal Delete




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The Delete Proposal screen displays. Click Yes

The message displays at the bottom of the screen

NOTE: The proposal must be deleted after the payment review because changes to the

documents are not reflected in the payment proposal

Step 13: Repeat steps 8 and 9 above.

Step 14: Inform the Internal Audito rs that the AP ACH payment run proposal is ready toreview. The Internal Auditors use transaction S_P99_41000099 – Payment List to review thepayment proposal.

NOTE: If the Internal Auditors identify any items to block. Operational Accounting will block theitems, delete the proposal, and rerun the proposal.

Invoices blocked should be recorded on the AP Error Tracking Log

Step 13: When the proposal has been approved, execute the payment run.

Click the Payment Run button . The Schedule Payment window displays.

Click the Create payment medium check box

Verify that the Start immediately is checked

Click Schedule (green checkmark)




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The status screen indicates “Payment run is running”.

Step 14: Click the Refresh button periodically until the status indicates that the “payment runhas been carried out”.

Click Display Payment Log button to view the payment log.

Scroll to the bottom of the log to verify that Step 002 and Step 003 started and that the jobfinished.




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NOTE: The ACH file is generated in Step 002. The ACH deposit advice and emails aregenerated in Step 003.

Contact EBS Support for assistance if either step failed to run or if errors are indicated.

Step 15: View the payment medium

Click the Environment buttonPayment medium DME administration




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Step 16: The Data Medium Overview screen displays

Highlight the data medium row

Click Choose (magnifying glass)

Step 17: The Data Medium Attributes screen displays

Click the Bank transactions tab

The File name field displays –

In the test = /usr/local/sap/outbound/ACH_PMARCH_20120720_110711.txt

Click Display DME Contents (eyeglasses button) to view the AP ACH file

Click Documents… button to display a list of payment documents generated




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NOTE: The bank interface runs every 15 minutes. If the interface picks up the AP ACH filebefore you Display DME Contents then nothing will display.

If you need to see a copy of the AP ACH file, contact EBS PI Support




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Step 16: Click Back to exit transaction F110.

The payment run is complete once the faxedconfirmation note is received.

f 110 Ach Payment Run

Documents

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