Report - RF Summary and Detail Payment Register

Description

Purpose

The Research Foundation (RF) Summary and Detail Payment Register provides summary and detail information for payments created within a specified date range and can be run for a specific document type or for all document types. Totals are provided for document amount and number of documents. This monitoring report should be used to review payments made through the Accounts Payable module.

Frequency

The Research Foundation (RF) central office recommends that operating locations run this report daily.

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
Start Date		Report's beginning date. For example: 01-JUL-2007 Payments with a Payment Date of this start date and beyond (up to End Date) will be included in the report.
End Date		Report's ending date. For exams: 31-JUL-2007 Payments with a Payment Date up to and including this End Date will be included in the report.
Print Supplier Address?		Yes - Supplier address is included in report. No - Supplier address is not included in report. Defaults to Yes
Summary or Detail?		Summary - Provides high level information about the document (no invoice information). Detail - Provides invoice information including the project, task, award and expenditure type. Defaults to Detail
Optional Parameters
Document Type (skip for All)		Kind of payment (i.e., Check, ACH, Foreign Draft, Wire, Zero Payment)

Understanding the Output

The RF Summary & Detail Payment Register Report is sorted by location, payment document type (e.g., check, wire, foreign draft, zero payment), and document number (e.g., check number). The following tables describe the report's output.

Detail Payment Register

Column Heading	Description of Column
Payment Date	Depending on the type of payment, the date is one of the following: Check - The date the check was processed ACH- The date the ACH payment was processed Wire Transfer - The date the wire was processed Foreign Draft - The date the draft was processed Zero Payment (clearing) - The date the payment was processed The vendor's name and address appear beneath the first three columns of the detailed report.
Document Number	Number of the check or payment document.
Status	State or condition of the payment For example: Cleared Negotiable Reconciled Voided Stop Initiated
Paygroup	MAIL – Mailed directly to the supplier from central office. RETURN – Check returned to the campus for distribution to the supplier. NYSTI – This is used by CO only and indicates checks that are returned to CO to be picked up by the New York State Theatre Institute (NYSTI).
Inv. Number / Tax Type	AP invoice number input into Oracle and Tax Type if applicable. For example: 9477, MISC7
PO Num	Purchase order or blanket release number, if applicable.
Project	Project number being charged for the expenditure.
Task	Task number being charged for the expenditure.
Award Number	Award number being charged for the expenditure.
Expenditure Type	Expenditure Type selected from the List of Values,. For example: TRV Domestic Travel
Document Amount	Individual dollar amount charged to different projects, tasks, and awards, and total dollar amount of the payment Note: The full invoice amount is displayed under Document Amount. The payment amount is shown as the Document Total.

Summary Payment Register

Column Heading	Description of Column
Document Number	Number of the check or payment document.
Paygroup	MAIL – Mailed directly to the supplier from central office. RETURN – Check returned to the campus for distribution to the supplier. NYSTI – This is used by CO only and indicates checks that are returned to CO to be picked up by NYSTI.
Status	State or condition of the payment. For example: Cleared Negotiable Reconciled Voided Stop Initiated
Vendor Name	Name of the payee. Address is included if selected in parameters.
Check Date	Depending on the type of payment, the date is one of the following: Check - The date the check was processed ACH - The date the ACH payment was processed Wire Transfer - The date the wire was processed Foreign Draft - The date the draft was processed Zero Payment (clearing) - The date the payment was processed
Check Total	Total dollar amount of the payment.

Helpful Tips

The List of Values from the Request Name field of the Submit Request form displays reports available to be run. The Summary and Detail Payment Register reports can be chosen from the list.
For complete details on running Oracle reports, refer to the Run a Report help topic.
The report is available in PDF and ASCII (TEXT) format. PDF is a formatted, printable version. ASCII can be easily pulled into a spreadsheet or word processor.
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: 6/5/2009 10:04:55 AM