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Electronic Accounts Payable Check Requests FAQs
Yes, an email will be sent to Ad-hoc approvers indicating they have a check request in the Universal Worklist that requires approval.
SAP uses the International Standards Organizations abbreviation for countries. US is the ISO abbreviation for the United States of America.
I am using the search feature to look for the appropriate G/L account to use. Why isn't my search returning any G/L codes?
To effectively search for G/L codes, use the wild card, “*”, before and after the code to ensure G/L codes are returned.
Yes, however, a warning message displays indicating that a request typically has attachments.
The Close button does not Save, it closes the AP Check Request. Any information that has not been saved, will be lost. Select Save frequently to ensure information is being captured in the request.
No. If ACH is the standard payment method associated with a vendor’s record there is no need to select the Wire Transfer button and attach the wire form. If this is not the standard payment method, Treasury does have the ability to send funds via ACH to US financial institutions and the Wire Transfer button and appropriate form would need to be submitted. If you are unsure of the payment method associated with the vendor, - please contact Corporate Accounts Payable at 684-3112.
Use the Tax Payer Identification Field for tax numbers besides social security numbers and individual taxpayer identification numbers.
While there is no specific way to identify wires, AP recommends using a high priority level to ensure visibility through the workflow process.
No, it doesn’t take it out of workflow. It detours it to the Ad-hoc Approver. Once approved by the Ad-hoc Approver, the request will resume the defined workflow path.
If the vendor's address changes, a new W-9 should be attached to the check request. Users will receive a warning message indicating that a new W-9 should be attached.
Please note: Best practice is to validate that the master data for the vendor's address is correct. Submitters can use paperwork or information from the vendor to confirm that the address is correct. An incorrect/non-matching address could result is the vendor's check being sent to the wrong address or delays in processing the check request while Accounts Payable gets a W-9 from the vendor.
PDF is the file format that can be used.
No, there are no changes to Duke’s standard net payment terms. Payment terms for AP check requests are defined in GAP200.136.
No, only the submitter can delete the attachment.
Yes, the workflow will start over.
Yes, however, you can’t approve an AP check request that you submitted.
Master Data is updated through Duke@Work. Access is available to everyone with the SAP Finance Role through the Master Data link found on the Financial Reports page. Please note, individuals are assigned to master data funding sources by their NetID not their position. Master Data must be updated in the event of personnel changes.
Based on the type of payment, this information may or may not be critical. If Duke does not have a tax reporting requirement on the payment, select any region associated with the country where the payment is being sent. Region is a required data field; therefore, the check will not process without it. If there is a tax reporting requirement, please contact the vendor and ask for address and region information to help ensure tax documents are sent to the correct location. If you are unsure as to whether or not a payment is reportable by Duke, please contact Corporate Accounts Payable at 684-3112.
No, the list cannot be filtered and columns cannot be customized; however, you can select the column heading and sort the list.
If you were the original submitter of the check request being copies, the copy function will copy “general” attachments and “sensitive” attachments. If you are copying a check request that was created by a different submitter, it will only copy “general” attachments.
Use the Oanda website at http://www.oanda.com/currency/converter/.
Please note, the currency converter is used on the check request tool only to determine workflow routing. Conversion can be done simply by inputting applicable amounts as seen below.
As a reminder the actual conversion value of the payment will be determined at the time the wire is sent. This value conversion is only used as an estimate to determine workflow routing.
If an ad-hoc approver is added and then you find out they are out of office (vacation, sick leave, etc.) can the adhoc-approve be deleted?
No. Once added, the ad-hoc approver can’t be removed. If you encounter a problem, please contact Corporate Accounts Payable (684-3112) or email APOnlineCheck@duke.edu and ask that the workflow be forwarded.
The formula to use is as follows, take the amount that you wish to pay the individual and divide by .64.
You wish to request a Foreign National payment and cover the Federal (30%) and State (6%) taxes.
- Payment amount is to be $1,000.00
- $1,000.00/.64 = $1,562.50
- Online check amount to be entered will be $1,562.50
- When the online check request payment is processed, SAP will deduct 30% for federal taxes and 6% for state taxes ($1,562.50*.36=$562.50)
- Net amount of the check to the individual will be $1,000.00 ($1,562.50 - $562.50 = $1,000.00)
When using Electronic AP Check Request Reports, is the APay post date the same as the G/L post date?
Yes. The APay post date and the G/L post date are the same.
If the check request has NOT posted for payment, users can double click on the check request number field to open a view only copy of the electronic check request. Select the "Display Agents" button located under the "Comments" field for a complete listing of workflow routing for the check request.
If the check request HAS posted for payment, users can double click on the check request number field. This action will launch the SMART form used to display all information about the check request. The last data field on the second page will include information on who approved the check request.
Can a person who is the custodian of a petty cash/research cash fund submit an electronic AP check request on behalf of themselves?
Yes they can as long as it is approved by the Fiduciary of the fund.
What approvals are required for a petty cash or research cash reimbursement paid via an electronic AP Check Request?
Per GAPs 200.030 and 200.032, these cash funds require approval from the designated Fiduciary of the fund in order to replenish the fund. As with all electronic check requests, the check request routes to department and funding source approvers. If the Fiduciary of the fund is not in one of these approval roles, he/she should be added as an Ad Hoc approver to the check request.
I am trying to type in the active cost center 151-3205 but keep getting an error message. Why am I getting an error message?
With both cost centers and WBS elements check request submitters should not use the dash between the third and fourth digit of the cost center/WBS element.
I am working on approving a check request from the Universal Worklist (UWL) and am getting an error message indicating that I have the check request locked. How do I unlock the check request?
Check requests can be locked in the UWL when connectivity is lost while the check request is open for approval. In the event that the check request is locked during approval, select the “Cancel Assignment” button that will appear when the check request is highlighted in the UWL. The button appears on the far left of the action buttons after the description of the check request details. Once the screen refreshes, the status should change to “New” and the approver will be able to launch the check request.
A check request was returned to me for correction. I'm trying to change the check request using the utility, but the all fields are grayed out. What is the problem?
Check requests returned for correction should be accessed through the Universal Worklist. Once the check request is opened through the Universal Worklist, submitters can access all fields of the check request and make the necessary changes.
I am trying to approve a check request and the approve button is not available in my Universal Worklist. What can I do?
When a check request approval is locked, the “Approve” button does not display in the Universal Worklist. Check requests can become locked due to connectivity issues with an internet browser. Instead of the “Approve” button”, users will see a “Cancel Assignment” button. Select the “Cancel Assignment” button which will release the lock on the check request. The “Approve” button” will then become available.
A check request is canceled by accessing the check request in the Utility. Select the check request to be canceled and click the continue processing non-submitted request button. This opens the check request. Select the cancel button at the top of the form which will move the check request to a canceled status. Please note: Once canceled, the check request does not disappear. It will remain permanently in a canceled status that prevents it from being paid.