Figure 31 1. Navigate to the Main Menu Custom Document Searches Purchasing Account Payables. – – Click on Payment Requests Document search will open. Enter information in relevant – 2. fields for example invoice nr, amount and PO Number. 3. Click on the search button and select the relevant payment request. 7. Frequent asked questions What happens if I enter a duplicate Vendor and Invoice number? If the invoice numbers already exist for the chosen Vendor, a warning message will be given with the 1. option to go on capturing the duplicate invoice. Validation for duplicate invoice will be both done for Payment Requests and Disbursement Voucher. In what stage does the encumbrance become actuals? When a payment request is match to a PO and 2. the Payment Request is submitted and approved. 3. Can I pay a PO Vendor without a PO number? Yes, by using a Disbursement Voucher. What will happen if you submit a Payment Request if receiving is not done on PO? You will receive a 4. warning message and the option to sent a request for receiving to the initiator of the PO. Can I Payment Request still be placed on hold or cancelled after it is finally approved? A payment request may be put on hold or cancelled any time between submit and the 5. time it is extracted to the Pre-Disbursement Processor by the AP Department. The hold /cancel flag prevents a payment request from being extracted and paid. Lesson Summary Having completed this lesson you should be able to: Navigate to the Payment Request (PREQ) in KFS Know the process to create a new Payment Request Know how to disapprove a Payment Request Know how to create a Vendor Credit Memo Know how to place a hold on a Payment Request/ Vendor Credit Memo Know how to request cancellation or cancel a Payment Request/Vendor Credit Memo. Know how to search for a Payment Request
Figure 31 1. Navigate to the Main Menu – Custom Document Searches – Purchasing Account Payables. 2. Click on Payment Requests – Document search will open. Enter information in relevant fields for example invoice nr, amount and PO Number. 3. Click on the search button and select the relevant payment request. 7. Frequent asked questions 1. What happens if I enter a duplicate Vendor and Invoice number? If the invoice numbers already exist for the chosen Vendor, a warning message will be given with the option to go on capturing the duplicate invoice. Validation for duplicate invoice will be both done for Payment Requests and Disbursement Voucher. 2. In what stage does the encumbrance become actuals? When a payment request is match to a PO and the Payment Request is submitted and approved. 3. Can I pay a PO Vendor without a PO number? Yes, by using a Disbursement Voucher. 4. What will happen if you submit a Payment Request if receiving is not done on PO? You will receive a warning message and the option to sent a request for receiving to the initiator of the PO. 5. Can I Payment Request still be placed on hold or cancelled after it is finally approved? A payment request may be put on hold or cancelled any time between submit and the time it is extracted to the Pre-Disbursement Processor by the AP Department. The hold /cancel flag prevents a payment request from being extracted and paid. Lesson Summary Having completed this lesson you should be able to: Navigate to the Payment Request (PREQ) in KFS Know the process to create a new Payment Request Know how to disapprove a Payment Request Know how to create a Vendor Credit Memo Know how to place a hold on a Payment Request/ Vendor Credit Memo Know how to request cancellation or cancel a Payment Request/Vendor Credit Memo. Know how to search for a Payment Request
PREQ-Frikkie%2020141208%20%20Version%204.docx