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

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UNIVERSITY OF EDINBURGH

FINANCE PROCESS MANAGER

USER GUIDE

STUDENT PAYMENT VOUCHER

CONTENTS

• Submitting a Student Payment Voucher Page
• Adding Notes to a Student Payment Voucher Page
• Using Paperclip to attach a document Page
• Tracking the status of a Student Payment Voucher Page

To create a new payment voucher, click the Create Transaction button, which will display a pop-up box, with available Item Types.

From the drop-down box, highlight Student Payment Voucher and click Select.

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.

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.

The Invoice Approval field should now be populated with the desired Approval Group.

For the Supplier code field, click the binoculars icon to select a Supplier Code, which will display the following screen.

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.

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).

Complete the transaction fields as required, noting that fields which include an asterisk (*) next to the field type, are mandatory and therefore must be populated.

Description – This information populates the transaction description in eFinancials. Cost Centre – Select a Cost Centre from those available on the drop-down list or use the binoculars icon. Account – Use the binoculars icon to search for an account from those available in the Search window.

Job – Select a Job code from those available on the drop-down list or use the binoculars icon. Net amount – Enter the Net amount of the invoice. VAT code – Select a VAT code from those available on the drop-down list. VAT rate – Automatically calculated from the VAT code selected. VAT amount – Automatically calculated from the VAT code selected.

When all required transaction fields are populated, click the Save button (located at the bottom of the screen).

The Payment Voucher line should now be saved and displayed in the Items tab. If further Analysis lines are to be added, click Add. Analysis lines can also be Edited, Copied and Deleted by selecting the appropriate option.

If no further Analysis lines are to be added, click the Transaction Details tab.

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.

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.

Tracking the status of a Student Payment Voucher in FPM

At any stage in the process, the current position of a transaction can be viewed using the Track Status option.

The Track Status records each stage in the lifecycle of a transaction and each point in the process can be viewed from this screen.

NB: Screen shots taken using FPM on Internet Explorer 8. Some screens may vary depending on browser.