Purpose
This reference guide is intended for the Payables Payment Processor to submit a Payment Process Request by using the applicable PPR template and create manual, quick or refund payments.
Actions
· Submit a Payment Process Request
· Create a manual, quick, or refund payment
Terminology – Payment Methods
· ACH: ACH payments are electronic funds transfers made between banks across what is called the Automated Clearing House network. ACH payments made as part of FST will be transmitted to PaymentWorks for indemnification then sent to J.P. Morgan for payment.
· SUA: A Single Use Account (SUA) is an electronic payables solution that eliminates the cost of processing checks. It delivers the benefits of credit card payments such that a virtual card number is generated by the bank and transmitted to the supplier to be used as a form of payment.
· Check: A check payment is a paper check generated by a Payables system. Check payments will be outsourced to J.P. Morgan whereby a file is sent to the bank and checks will be printed and mailed out directly by them.
· Domestic Wire: Domestic wire transfers are electronic payments made from one bank account to another within the same country. These transfers are typically used for larger sums of money or to move money between accounts quickly.
· Foreign Wire: Foreign wire transfers are electronic payments made from one bank to another in a foreign currency to a foreign bank.
· Chips: CHIPS (Clearing House International Payment System) payments are wire transfers made in USD to a foreign bank account.
· Payment Process Request Template: A payment process request template allows you to predefine invoice selection criteria, payment attributes, processing instructions, and specifies how validation failures should be handled.
· UC - Daily ACH Payments: Template for ACH payments.
· UC - $0 Concur Expense Payments: Used for processing Expense Reports through to Payment.
· UC - $0 Internal Billing Payments: Used for Capital Projects related invoices that must have a status of "Paid" to transfer cost to Project Costing.
· UC - Daily Multi Purpose Payment: Use for CHIPS, AutoFX, Electronic Check, Standard Wires, and SUA.
· UC - IRS Payments: Template for IRS payments.
· Quick Payment: Regardless of the payment terms and due date, quick payment is a method for selecting an invoice and creating a payment immediately.
· Manual Payment: A manual payment is used in an emergency. The payment will be made by either manually writing out a check on in house check stock that is signed by an authorized signer or issuing check through J.P. Morgan Access. Regardless of how the manual, emergency check payment is issued, it is being recorded in Oracle via the manual payment.
· Refund Payment: To book any Chase credit card refunds, the refund payment is used for creating a payment of net negative invoices related to fraudulent charges.
Submit a Payment Process Request
1. Log into Oracle using the Company Single Sign-On.
2. Navigate and select the Payables module.
3. Select Payments.
4. Select the Taskbar.
5. Select Submit Payment Process Request under Payments.
6. Enter a unique Name.
7. Select the correct Template from the dropdown.
8. The defaults of the Selection Criteria tab will automatically populate based on Template selection. Defaulted fields can be updated.
Note: 'Pay Through Date' will default to today's date. 'Pay Through Date' (end date) and 'Pay From Date' (start date) can be updated to expand date range. Once Payment Process Request is submitted, installments only include invoices that are Validated, Approved, due on the selected date or within the selected date range and meet other selection criteria.
9. The defaults of the Payment and Processing Options tab will automatically populate based on Template selection. Defaulted fields can be updated. Once criteria and options have been updated as needed, select Submit.
10. Select Refresh icon under Requiring Attention tab of Payment Process Requests area until your request populates. Status will be 'Pending installments review'.
11. Select right-facing arrow under Action column to review selected installments that are Validated, Approved and met the criteria of the Payment Process Request.
12. Highlight installment(s) then select the 'Remove' icon to remove unwanted installment(s) from Payment Process Request.
13. Select Add Installments if an installment did not meet the criteria but needs to be added.
14. Populate one of the required search fields then select Search.
15. Select Add to Payment Process Request then select OK.
16. Once all selected installments have been reviewed and removed or added as needed, select Submit.
Note: Rather than submitting, Payment Process Request can also be terminated by selecting the dropdown next to 'Save' button.
17. Select the Refresh icon under Payment Process Requests until your request populates. Status will be 'Pending proposed payment review.'
18. Select the right-facing arrow under the action column to review the pending proposed payments.
19. Review proposed payments and associated invoices. Select the Remove button if a payment needs to be removed form the Payment Process Request.
20. Once proposed payments have been reviewed and removed if needed, select Resume Payment Process.
Note: Rather than submitting, Payment Process Request can also be terminated by selecting the dropdown next to 'Save' button.
21. Select the Refresh icon under Payment Process Requests until the request populates. The status will be 'Waiting for payment file processing.'
22. Select Taskbar.
23. Select Create Electronic Payment Files.
24. Select the Payment Process Request name from the dropdown.
25. Select the applicable Payment Document from the dropdown based on the template that was used to create the Payment Process Request.
26. Select Submit.
27. Select the Refresh icon under Recently Completed tab of the Payment Process Request area where the request will now populate.
You have now completed the process of Submitting a Payment Process Request.
Create a Manual, Quick, or Refund Payment
1. Log into Oracle using the Company Single Sign-On.
2. Navigate and select the Payables module.
3. Select Payments.
4. Select the Taskbar.
5. Select Create Payments under Payments.
6. Select Business Unit, Supplier or Party, Supplier Site, Address, Payment Date, Type, Disbursement Bank Account, Payment Method, and Payment Process Profile.
Note: Disbursement Bank Account will be JPMC-543412(Bank 51) for Manual or Quick Payment. Concur Expenses will be used for Refund Payment.
7. Select the Select and Add icon under Invoices to Pay.
8. Select the Invoice line and select Apply and select OK.
9. Select Save and Close.
You have now completed the process of creating a manual, quick, or refund payment.