View Payments to Suppliers and Non-Employees in NUFinancials

This job aid describes how to view payments to suppliers for Purchase Orders and Payment Requests. These inquiries require the AP Inquiry and/or Procurement Inquiry security roles.

 

There are 5 methods for viewing payment information:

1. View specific invoices paid on Purchase Orders and Payment Requests via Accounts Payable
2. View payments on Purchase Orders via Purchasing
3. View Purchase Order vouchers and payments via eProcurement
4. View vouchers & payments by Department ID via Accounts Payable
5. View check reconciliation information via Accounts Payable

Method 1: View supplier and non-employee payments by invoice via Accounts Payable

• Use this method to find supplier payments for Purchase Orders and Payment Requests.
• This method includes the ability to search by Voucher, Invoice, and/or Supplier.

Navigation: NUFinancials > NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Regular Entry

1. Click the Find an Existing Value.
2. Enter search criteria and click Search.

Accounts Payable Voucher tabs

The Accounts Payable Voucher page opens to the Summary tab.

 

Payments tab

• Payment Address (review where the payment will be sent)
• Payment Amount (for this voucher, may differ from check amount)
• Payment Date and Reference (payment number)
  • Use the first number of the payment reference to determine the payment type:
    • 1 – ACH (direct deposit) sent directly to the supplier or individual's bank account.
    • 4 – Paper check (prior to July 2010)
    • 5 – Paper check printed by the AP Department
    • 6 – Paper check printed and mailed by the bank
    • 7 – Electronic payment transmitted to supplier through its "Paymode-X" (ACH) account at Bank of America
    • 8 – Electronic payment transmitted to supplier through its "ePayables" (credit card) account at Bank of America
  • Payment Inquiry link takes you reconciliation information (was the check cashed).
  • See Method 5 for Payment Inquiry

Method 2: View Purchase Order Payments via Purchasing

• Use this method to find supplier payments for purchase
• This method includes the ability to search by PO ID (PUR#), Supplier, Date, and/or Buyer (Requester).

Navigation: NUFinancials > NavBar > Navigator > Purchasing > Purchase Orders > Review PO Information > Purchase Orders

• Enter search criteria and click Search (not shown). Click Document status link.

• Document Status lists the documents associated with the PO.

  

• If a payment has been made, you'll see a Document Type of Payment.
• Click DOC ID number link of Payment line to see details.
• See Method 5 for Payment Inquiry

Method 3: View Purchase Order Vouchers and Payments via eProcurement

• Use this method to find supplier payments for Purchase Orders only.
• This method includes the ability to search by Requisition, Requester, Status, Date range, and PO ID.

Navigation: NUFinanicals > Requisition tile

Or NUFinancials > NavBar > Navigator > eProcurement > Manage Requisitions

1. Enter search criteria: Requester, Dates, Request Status, and/or PO ID. Click Search.
2. Click expand section triangle of desired transaction to open request lifespan.
3. If the Payment link in the request lifespan is in color, a payment has been made.
   1. Click Payment link to view payment and invoice details.

Manage Requisitions Payment information:

1. Payment Reference ID

o  Use the first number of the payment reference to determine the payment type:

• 1 – ACH (direct deposit) sent directly to the supplier or individual's bank
• 4 – Paper check (prior to July 2010)
• 5 – Paper check printed by the AP Department
• 6 – Paper check printed and mailed by the bank
• 7 – Electronic payment transmitted to supplier through its "Paymode-X" (ACH) account at Bank of America
• 8 – Electronic payment transmitted to supplier through its "ePayables" (credit card) account at Bank of America

2. Payment Date
3. Days Outstanding (if check has not been cashed)
4. Payment Clear Date (date check was cashed)
5. Reconcile Date (date payment cleared our bank)
6. Payment Address
7. Payment Amount (total payment made to supplier)
8. Invoice Number
9. Paid Amount (invoice amount)

Method 4: View Vouchers & Payments by Department via Accounts Payable

• Use this method to find supplier payments for Purchase Orders and Payment Request.
• This method includes the ability to search by Invoice, Supplier, Date, Department, and/or Account.

Navigation: NUFinancials > NavBar > Navigator > Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher

1. Enter the GL Business Unit "NWUNV" if you are going to use the Account or Department ID in the search criteria.
2. Click Search at the bottom of Search Criteria.

Voucher Inquiry Results opens.

3. Click Actions for a drop-down menu of links to reports for:
   • Review Accounting Entries(chart strings, journal ID)
   • Match Workbench
   • Payment Information(Payment Reference ID, date, voucher paid amount)
   • Voucher Detail (amounts, chart string)
   • Review Document Status (Voucher Document Status)

Method 5: View Check Reconciliation Information via Accounts Payable

• Use this method to view the reconciliation status of a check (e.g., has it been cashed by supplier and if so, when did it clear).
• You must know the check number and you must have access to the Accounts Payable menu to use this method.
• This search is auto-populated when you click the check number or payment inquiry link from a search result.

Navigation: NUFinancials > NavBar > Navigator > Accounts Payable > Review Accounts Payable Info > Payments > Payment

1. If the search is not auto-populated, enter the Check Number in the From Ref ID field.
2. Click Search.

Search results display.

3. Use the first number of the payment reference to determine the payment type:

1 – ACH (direct deposit) sent directly to the supplier or individual's bank account.

4 - Paper check (prior to July 2010)

5 - Paper check printed by the AP Department

6 - Paper check printed and mailed by the bank

7 - Electronic payment transmitted to supplier through its "Paymode-X" (ACH) account at Bank of America

8 – Electronic payment transmitted to supplier through its "ePayables" (credit card) account at Bank of America

• Payment Date
• Reconciliation Status: Reconciled for reconciled or Unreconciled for not reconciled.
• Reconcile Date: Date the check was cashed and cleared or blank when not reconciled.

 

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email servicedesk@northwestern.edu.