Processing Expense Payments

This chapter provides an overview of expense payments and discusses how to:

Stage payments.
Unstage payments.
Review payments.
Cancel payments.

Understanding Expense Payments

After expense reports or cash advances have undergone final approval, Expenses converts their detail lines into data used to generate payments. The process begins by staging and reviewing payments in your expense system, and completes when your payables system creates the actual payments. An individual employee payment can encompass multiple cash advances and expense reports. The amount you pay a vendor can encompass multiple transactions from multiple expense reports submitted by various employees.

Common Elements Used in This Chapter

Bank Code, Bank Account, or Payment Method	If you use Payables, these fields must match the bank and payment method criteria you set up for Pay Cycle Manager.
On Hold or Hold Payment	Select if you wish to delay paying an employee or vendor. You can hold all payments for an employee or vendor by going to the employee or vendor profile pages. You can also hold individual payments using the Cash Advance Payments, Expense Sheet Payments or Vendor Payments pages.

Staging Payments

The first step to set up payments is to execute a staging process that selects payments with a status of Approved for Payment. The staging process will not select employee payments if, in the employee’s profile, the Hold Payments check box is selected on the Employee Profile - Bank Accounts page.

Select the Stage Payments check box on the Expense Processes page and run the Application Engine process to load approved payments into the cash advance staging table (EX_ADVNCE_PYMNT) or the expense report staging table (EX_SHEET_PYMNT). After staging a payment, you have one other opportunity to place a payment on hold during the review process.

Both accounts payable and payroll are staged using the staging payment process. If you select to reimburse using accounts payable, the payables pay cycle picks the data up form these staging tables. If you select reimbursement using your payroll system, we publish this request through the Publish to Payroll Application Engine process.

Unstaging Payments

For all previously staged payments that have not been selected for payment (pymnt_select_status = N), unstage payments will reset the Approved for Payment flag and changes the header and lines status back to APY (Approved for Payment). It then inserts a row on a new table for Unstaging (so that the staging process picks these up in subsequent runs) and then deletes the row from EX_SHEET_PYMNT or EX_ADVNCE_PYMNT. When the Staging process runs, it picks up these unstaged payments and restages them with current information.

Reviewing Staged Payments

After staging payments, you can review any expense report, cash advance, or vendor payments that are ready for your payables system. Before you actually create payments, you have the opportunity to modify bank information or place payments on hold. Expenses unstages rows that have not been selected by your accounts payable or payroll system for payment and reinsert the rows with the latest bank account (payment) information. If you hold payments here, they will not get selected for payment until the next Stage Payments Process is run.

This section discusses how to:

Review cash advance payments.
Review expense report payments.
Review vendor payments.

Pages Used to Review Staged Payments

Page Name	Object Name	Navigation	Usage
Cash Advance Payments	EX_STG_EMP_ADVANCE	Travel and Expenses, Process Expenses, Update Staged Payments, Cash Advance Payments	Review cash advance payment totals staged for an individual employee, modify bank information, or place a cash advance payment on hold.
Expense Sheet Payments	EX_STG_EMP_REIMB	Travel and Expenses, Process Expenses, Update Staged Payments, Expense Report Payments	Review expense report payments staged for an individual employee, modify bank information, or place an expense report payment to an employee on hold.
Vendor Payments	EX_STG_VND_PAYMENT	Travel and Expenses, Process Expenses, Update Staged Payments, Vendor Payments	Review payments staged for an individual vendor, modify bank information, or place a payment to a vendor on hold.

Reviewing Staged Cash Advance Payments

Access the Cash Advance Payments page.

Advance ID

Click on the link to access the View Cash Advance Report page.

Reviewing Staged Expense Report Payments

Access the Expense Sheet Payments page.

Report ID

Click on the link to view the View Expense Report - Expense Report Detail page.

See Entering Expense Report Information and Transaction Lines.

Canceling Payments

If you use Payables to cancel a payment, the system updates payment tables so that the correct accounting entries can occur. Expenses delivers processes that accommodate the various cancel actions that are available in the Payables system. Expenses generates the correct accounting entries associated with cancelling the payment based upon the action selected for the cancel.

Page Used to Cancel Payments

Page Name	Object Name	Navigation	Usage
Expense Processes	RUN_EXTRNPRC	Travel and Expenses, Process Expenses, Expense Processing	Select options to cancel payments.

Canceling Expense Payments

Access the Expense Processes page.

Cancel Payments

Reverses accounting entries for payments that you canceled in Payables.

Note. If you selected the Do Not Reissue/Close Liability option on the Payment Cancellation - Cancel a Payment page, the Cancel Payments process in Expenses performs the close liability step and reverses the amounts. If you use Commitment Control, you must manually run budget checking on the Request Budget Check page and select Cancel Void Expense Reports as the transaction type.

If you selected the Re-Open Voucher(s)/Re-Issue option on the Payment Cancellation - Cancel a Payment page, the Cancel Payments process in Expenses will not perform the close liability step.

See Canceling Payments.