RF Preliminary Payment Register by User(XML)

Description

Purpose

The Research Foundation (RF) developed the customized RF Preliminary Payment Register by User report to provide a version of the Preliminary Payment Register that could be exported easily to Excel. You should use this report to review payments in a particular Payment batch prior to the payments being finalized. The register lists all Payment documents by user for the specific operating location.

Frequency

This report should be run daily to review all potential payments prior to them being paid.

Setting Report Parameters

The following table describes the required and optional parameters to use to run the report:


Parameter	Description (click in the field to see the List of Values)
Required Parameters
Payment Batch		The name of the Payment batch to be reviewed. Only the name of the payment batch In Process is available to be selected.
Optional Parameters
User Name		The name of the user who created the AP invoice that is being picked up in the payment batch.

Setting Report Completion Options to Export Output into Excel

A xml report may be submitted with the format of the output set to excel. Then opened in a spreadsheet application.

Step	Action
1	From the applicable responsibility in the Navigator window, select Processes and Reports > Submit Processes and Requests to go to the Submit a New Request form.
2	Select Single Request.
3	Click OK to go to the Submit Request form.
4	Complete the following field: Name (Title (name) of the report to be run. Select from the List of Values.)
5	The Parameters form will be displayed if you select a request that requires parameter values. As required, enter the parameters.
6	Click OK to return to the Submit Request form.
7	Click Completion Options to return the Upon Completion Options form. Change the Format to Excel (Select from the List of Values).
8	Click OK to go to the Submit Request form.
9	You have successfully exported the data into Excel. You can now adjust and manipulate the data. Some column widths may need to be increased for the data to be fully displayed. Select File > Save As to name the file and save it with the spreadsheet extension.
10	Click Submit to go to the Requests form. Submitted requests are queued and run in the order in which they are received. Your current request may appear in a list of all of your requests in the Requests form.
11	Click Refresh Data until the Phase field displays Completed.
12	Click View Output. You will then be prompted to either save or open the report in excel.

Understanding the Output

The table that follows describe the report output:

Column Heading	Description of Column
User Name	The User who created the AP invoice
Supplier Name	The name of the business or person providing goods or services.
Supplier Site	A Unique name identifying the supplier's address or site.
Invoice#	A unique, supplier-supplied number on the invoice.
Invoice Date	The date of the invoice
Invoice Description	The description on the invoice.
Invoice Amount	The full amount on the invoice.
Payment#	The document number of the payment. This could be a check, wire or ACH number.
Payment Amount	Amount of the invoice that is being paid.
Supplier Bank Acct#	The last 4 digits of the supplier's bank account. NOTE: This is for ACH payments only
Pay?	Indicates whether or not a payment will be created. A Y indicates a payment document will be created and an N indicates No payment will be created.
Document Amount	Total amount of the payment document

Helpful Tips

For complete details on running Oracle reports, refer to the Run a Report help topic.
The report is available in PDF and XML format. PDF is a formatted, printable version. XML can be easily pulled into a spreadsheet.
Once you select a format and run the report, you cannot change the output format. You will need to run the report again and select the desired output format on the Submit Request window.

Effective Date: 9/18/2008 10:51:01 AM