Authorization to Pay (PPCS)

Overview

What is an Authorization to Pay?
The authorization to pay is the documentation by the department of what personal, professional, and consulting services have actually been provided on a particular purchase order. This document serves as the authorization for payment of services.

How Do I Create a New Authorization to Pay?
In order to create a new authorization to pay against a particular purchase order, begin on the purchase order header screen. At the document search screen, choose the purchase order document type, and key in your purchase order number in the document number field, as shown in Figure 1 below.

Figure 1:

The purchase order header screen will be displayed. (See Figure 2 below)

Figure 2:

Scroll down the purchase header screen to view the action buttons. Click the Rec.Report button to get to the authorization to pay receiving report header screen for this particular purchase order. See Figure 3 below.

 Figure 3:

This screen will display the current purchase order information along with a list of existing authorization to pay. Scroll down and click the ADD button to add a new authorization to pay. See figure 4 below.

Figure 4:

A new authorization to pay receiving report will be created under the existing authorization to pay list in an incomplete status. Please see the Header section of this document for information on adding the receiving information.

How Do I Access an Existing Authorization to Pay Receiving Report?

In order to access an existing receiving report, use the Document Search screen. There are a number of ways to search for the receiving report. Please see the Help Document on the Document Search screen for help using the search.

How Do I Edit an Existing Authorization to Pay Receiving Report?

In order to edit an existing receiving report, first go to that receiving report. (Please see How Do I Access an Existing Authorization to Pay Receiving Report above.) Once on that receiving report, each page will have a Change button. Make any necessary changes and click the Change button to save the changes. Remember that in order to save the changes on each screen, the Change button must be clicked before continuing.

Note : Changes can not be made in all statuses. Changes can only be made on the receiving report if the status is incomplete. For a detailed explanation of statuses, please see the Receiving Report Status Flow section of this document.

How Do I Delete an Authorization to Pay Receiving Report?

An authorization to pay receiving report can only be deleted prior to being released to Accounts Payable. To delete an authorization to pay receiving report, click the Delete button on the Header screen of the receiving report and then click the Confirm Delete button. The authorization to pay receiving report will be deleted and no further action can occur on this authorization receiving report.

Note: Only an authorization to pay receiving report in an incomplete status can be deleted. For a detailed explanation of statuses, please see the Authorization to Pay Receiving Report Status Flow section of this document.

Authorization to Pay Receiving Report Status Flow

Authorization to Pay Receiving Report status determines where in the process the authorization is. Statuses also determine if information can be changed. The statuses for the authorization to pay are as follows:

INC (Incomplete) – At this status, the authorization to pay receiving report has been initiated. Department users can change or add any information needed, or the authorization to pay can be deleted.

AP (Released to Accounts Payable) – At this status, the authorization to pay receiving report is considered complete. No changes can be made once an authorization to pay is in this status. Once the authorization to pay is “released to Accounts Payable”, Accounts Payable has the approval to pay the vendor’s invoice for the items or services received.

TABS on the Authorization to Pay Receiving Report

 Header

 The header screen is required for creating an authorization to pay receiving report.

For an explanation on navigating through the Authorization to Pay Receiving Report, please see the Navigation help document.

In order to create a new authorization to pay receiving report against a particular purchase order, begin on the purchase order header screen. The Document Search screen can be used to navigate to the purchase order header screen. Please see the Help Document on the Document Search screen for help using the search.

Scroll down the purchase order header screen to see several buttons at the bottom of the screen. See Figure 5 below:

Figure 5:

Click Rec. Report to get to the Receiving Report Header screen. See Figure 6 Below.

Figure 6:

Scroll to the bottom of the page and click ADD to initiate a new authorization to pay. See Figure 7 below.

Figure 7:

The authorization to pay receiving report header is broken into five sections. These sections are Header Information, Authorization to Pay (PPCS) Summary, Authorization to Pay (PPCS), Vendor Information, and Pay Routing Information.

The Header Information section is all system generated and requires no entry. This information displays directly from the current Purchase Order as information for the user and cannot be changed on the receiving report. This information includes purchase order number, type, status, PO title, buyer, fiscal year, attach flag, campus, department, total cost, total items, PO version, requisition number, solicitation number, and order code. (Please see the Help Document “Data Dictionary” for a definition of these fields.)

The Authorization to Pay (PPCS) Summary displays a list of all authorizations to pay processed to date for the purchase order. The information provided cannot be changed and includes the authorization number, PO sequence at the time the authorization to pay was released to Accounts Payable, current status of the authorization, date the authorization was last changed, amount of authorization, and complete flag.

The Authorization to Pay (PPCS) is one of the sections of the header that can be changed by the user. The fields that are “locked” and cannot be changed by the user are the authorization number, maximum service and travel amount, total authorized service and travel to date, and the available balance for both service and travel. The fields that can be changed are contract complete flag, service amount, travel payment, and work begin and end dates.

Note: Travel reimbursements must be processed in accordance with the University Travel Regulations, PM-13. Original itemized receipts must be attached to the travel expense voucher. The purchase order number should be referenced on the travel expense voucher so that the travel payment can be updated in PRO to liquidate the travel encumbrance amount.

 The Vendor Information pulls from the purchase order. All fields are “locked” except for the location (last two digits) of the vendor number.

The Pay Routing Information contains information about the invoice and distribution of payment.

The Invoice Authorization code options are as follows:

• INVS- Invoice to be submitted by vendor (default)
• NIPP- No vendor invoice, pay from this authorization (cannot be chosen if travel payment is included. All travel expenses must also be submitted on a University travel expense voucher)
• WIRE- Wire transfer option

The Payment Routing Code should be selected if the departmental user needs the check to go back to the department rather than being mailed directly to the vendor. If this section is chosen, a Payment Routing Description must be provided which should include the department contact name and phone number to be contacted whenever the check is ready for pick up. This section can hold up to 30 characters including spaces.

Once all of this information is entered, click the Change button.

Once an authorization to pay receiving report header is added, the information can be changed or the authorization to pay can be deleted.

Changing

 To change the information, make all necessary changes and click Change.

 Deleting

An authorization to pay receiving report can also be deleted. To delete an authorization to pay receiving report, click the Delete button on the bottom of the Header screen. Then click the Confirm Delete button that comes up. The receiving report will be deleted and no further action can occur on this authorization to pay receiving report.

Items

 The Item screen for an authorization to pay is informational only. No changes can be made on this screen.

 Scroll to the bottom of the Header section and click Release to AP. The status will change to “AP” and no other changes can be made to this authorization to pay receiving report.

Note: An authorization to pay receiving report can not be released to AP if Accounts Payable has an invoice pending in the system. This should only be momentarily. Try again in about an hour if you receive a Pending Invoice error.

What’s After the Receiving Report?

Once the status of the authorization to pay receiving report is AP, the authorization to pay is released to Accounts Payable for the invoice to be processed for payment. Departments cannot make changes to the authorization at this time. Departments must send the hard copy invoice and the travel expense voucher (when applicable) to the Accounts Payable in order for the payment to be processed.