OLE Payment Request Data Elements
Contents
1. Payment Classification Display only Not currently used In KFS 4 0 the field will always be null In a future enhancement when wire transfer and foreign drafts are processed on Payment Request documents this field will be populated Vendor Invoice Amount Display only The vendor total invoice amount as entered on the Payment Request Initiation tab This field is displayed only on an In Process PREQ document When the document is submitted the system no longer carries the field and the value forward Foreign Vendor Invoice Amount Display only The foreign vendor total invoice amount as entered on the Payment Request Initiation tab This field is displayed only on an In Process PREQ document When the document is submitted the system no OLE Payment Request Data Elements 5 longer carries the field and the value forward AP Processed Date Display only The date the PREQ was submitted by an Accounts Payable processor Invoice SubType Optional Select the subtype of invoice Sample data values are Regular Supplemental Process Items tab Encumbrance excluding freight amp s h Display only The total dollar amount encumbered for this PO excluding freight shipping and handling Total Encumbrance Amount Relieved Display only The total dollar amount of the encumbrance that has thus far been relieved from this PO excluding any additional charges processing Total Paid Amount Display only The dollar amount to2. Display only The name of the vendor is automatically populated based on information in the purchase order Vendor Number Display only The vendor number followed by a hyphen and the division number Address 1 Required The default remit to address is ordinarily populated from the Vendor document The purchase order address will display here instead if there is not a remit to address in the Vendor record Override the default by entering a different address in this field or by searching for it from the Address lookup Address 2 Optional Override the default or leave it as is Attention Optional Override the default or leave it as is City Required Override the default or leave it as is State Required for U S addresses Override the default by selecting the state from the State list or leave it as is Province Optional Override the default or leave it as is Postal Code Required for U S addresses Override the default or leave it as is Country Required Override the default by selecting a country from the Country list or leave it as is Vendor Info section Acquisition Unit s Vendor account Vendor Infor Customer Optional Populated from the PO Override it by entering the customer number directly or searching for it from the vendor lookup Check Stub Notes Optional Enter text to be printed on the check stub Special Handling Instructions Optional Enter the handling instructions to be printed on
3. for a specific title If the vendor record has a Vendor currency noted other than the default system currency aka US dollar then the Vendor discount will populate the Foreign Discount field Discount Type Choose for Amount or for Percentage Prorated Surcharge Additional charge applied to the line item based on the proportional distribution Unit Cost Optional The unit price for this line item as it appears on the invoice This field is automatically populated using the price from the PO but it may be changed if the invoice reflects a different price Extended Cost If this field is blank and if the quantity invoiced is populated the system calculates the extended cost for this line item when you click the calculate OLE Payment Request Data Elements 6 button If the field already contains a value you must delete the value in order to populate a new value by clicking calculate Override the amount as needed Tax Amount Calculated automatically when tax service is called This field may be edited by the AP Processor This column is displayed only if the Enable_Sales_Tax_Ind Y Total Amount Display only The calculated sum of the extended cost and the tax amount Assigned To Trade In Display only This Yes No indicator is based on the PO Description Concatenated data values from the related bibliographic description Currency Type Display only Identifies the associated vendor s currency as ident
4. Display only The date the payment request was requested for processing by Pre Disbursement Processor OLE Payment Request Data Elements 10 Paid Display only Displays yes if the payment has been disbursed Displays no if the payment has not been disbursed View Payment History Credit Memos section CM Display only The credit memo number defined in KFS Vendor CM Display only The credit memo number defined by vendor PREQ Display only The payment request number PO Display only The purchase order number Credit Memo Status Display only The credit memo status Hold Display only Displays yes if the credit memo is on hold Displays no if it is not on hold Vendor Name Display only The vendor name Customer Display only The customer number Amount Display only The credit memo amount APAD Date Display only The Accounts Payable approved date that is the date the Accounts Payable review group approved the credit memo PDP Extract Date Display only The date the credit memo was requested for processing by Pre Disbursement Processor Paid Display only Displays true if a payment has been disbursed to which this credit memo was applied Displays false if it has not yet been included in a payment General Ledger Pending Entries tab Seq Display only Assigns a number to the entry in sequential order Fiscal Year Display only Identifies the fiscal year of the debit o
5. in Workflow but it is specific to the purchasing process Examples of status include In Process Awaiting Purchasing Approval Out for Quote and Closed Payment Request Initiation tab Purchase Order Number Required Enter the PO number to which the invoice applies Invoice Date Required Enter the invoice date from the vendor invoice or select the date from the calendar Invoice Number Required Enter the identifying invoice number from the vendor invoice Vendor Invoice Amount Required if the Vendor is not foreign Enter the net dollar amount of the invoice to be processed Foreign Vendor Invoice Amount Required if the Vendor is foreign Enter the net amount of the invoice to be processed Special Handling Instructions Optional Enter text into any of the special handling fields to indicate a special check delivery requirement for the payment Document Overview tab Description Defaults to the purchase order number and vendor s name Org Doc The organization document number If the organization does not use an internal referencing system this field is left blank Explanation Allows you to include additional information about the document that does OLE Payment Request Data Elements 2 not fit into the Description field which is limited to 40 characters Financial Document Detail section Year Display only The fiscal year of the purchase order referenced by the Payment Request docume
6. the check Payment Terms Optional Populated from the PO Override it by selecting the payment terms from the Payment Terms list Shipping Title Display only This entry indicates when the items associated with a PO become the property of the ordering institution Shipping Payment Terms Optional Populated from the PO identifies the entity that pays for shipping the vendor or the institution Override the entry by selecting the terms from the Shipping Payment Terms list Invoice Info tab section Invoice Number Display only Populated from the Payment Request Initiation tab Pay Date Defaults to the date automatically calculated by the system If payment terms are edited the system repopulates this field only if it is blank Override the automatic entry by entering a pay date or selecting it from the calendar Pay Date Calculations The pay date is calculated automatically as follows The payment terms specified are applied to the invoice date OLE Payment Request Data Elements 4 to generate a pay date The payment terms parameters are in the Payment Terms Type table Additionally ten days or another institutionally defined default number of days are added to the current date to generate a pay date KFS selects the later of these two dates and uses it as the default pay date for this Payment Request document The pay date may be entered manually but it must not be a past date If the date is more than 60 days from
7. OLE Payment Request Data Elements 1 The following table lists and describes each data field on the OLE Payment Request eDoc Data fields that have not been altered or added by the OLE project have definitions provided by the KFS user manual The KFS User Manual describes the Payment Request eDoc at http testdrive kfs kuali org kfs ptd static help default htm turl WordDocuments 2Fpaymentrequest htm Payment Request Document Header completed automatically Doc Nbr A unique sequential system assigned number for a document Status Also known as Route Status The current location of the document in its routing path Initiator An OLE user role for a person who creates initiates or authors a new document for routing Any Kuali user may initiate most of the document types however an Initiator may be required to belong to a Role for certain restricted document types for example Journal Voucher Created The date on which a document is created Payment Request An identifying number assigned to this Payment Request The Payment Request number may be used for queries specific to the Purchasing AP module of the KFS This number differs from the Doc Nbr entry which identifies the Payment Request as a unique document for general KFS and Workflow queries Payment Request Status A status that indicates where the Payment Request document is in the Purchasing AP process This indicator is similar to the status a document receives
8. Requisition is approved After that point it may no longer be modified USD Unit Cost Cost converted to the system s default currency type exchange rate Bib Info If new item is invoiced must be entered via the Bib Editor and a PO Amendment Invoice Notes section Note Optional Free text note to include additional information about the invoiced item Accounting Lines section Chart Required Select the chart code from the Chart list OLE Payment Request Data Elements 7 Account Number Required Enter the account number or search for it from the Account lookup Sub Account Optional Enter the sub account number or search for it from the Sub Account lookup Object Required Enter the object code or search for it from the Object Code lookup Sub Object Optional Enter the sub object code or search for it from the Sub Object lookup Project Optional Enter the project code or search for it from the Project lookup Org Ref Id Optional Enter the appropriate data for the transactions Dollar Display only Calculated total dollar amount that will be applied to the Line Account Percent Indicates the Percentage that will be applied to the Line Account System default data value 100 Actions Add or delete lines as appropriate Invoice Total Prior to Additional Charges Display only The calculated sum of the Total Amount fields of all the line items Additional Charges section This s
9. e current route node of the document that is the current step that the document is on on its route path Route nodes are also referred to as route OLE Payment Request Data Elements 12 levels Created The time and date that the document was created Last Modified The time and date that the document was modified last Last Approved The time and date that the last action was taken on this document Finalized The time and date that the document reached Final Canceled or Disapproved status Actions Taken section Action System action Taken by Name of the person who took the action For Delegator Name of a delegate that took action on someone else s behalf Time Date Time and date the action was taken Annotation Pending Action Requests section Action Indicates whether the document is in a user or group s action list or is pending their approval Requested of Displays the name of the user or group responsible for the pending action Time Date Annotation Detail section Node The route node at which this request was generated Priority The priority assigned to this workflow request If multiple requests are generated at the same workflow node the system generates requests with low priority numbers before requests with higher priority numbers Approval Policy A value indicating whether members of a role receiving this request must each take action to fulfill the request or if only a
10. ection can be repeated for the following additional charges Freight Shipping Handling Full Order Discount Trade In Item Type Display only Describes the type of miscellaneous item freight or shipping and handling being defined in this line Original Amount from PO Display only The total extended amount of the additional charges for the item type on this PO Outstanding Encumbered Amount Display only The outstanding encumbrance amount of the additional charges for the item type on this PO Foreign Currency Extended Cost Currency Type Display only Identifies the associated vendor s currency as identified on the vendor record that is identified in the Link to Vendor Supplier Exchange Rate Currency conversion rate populates from the Currency rate column in the Currency Type maintenance table which is populated each night into system as Batch from bank files The rate will populate when user clicks action button Calculate on conversion tab Optionally when currency tab opens currency rate may auto populate This may be updated up until the Requisition is approved After that point it may no longer be modified Extended Cost Optional Enter the extended amount charged on this invoice for this additional charge item Tax Amount Calculated automatically when tax service is called This field may be OLE Payment Request Data Elements 8 edited by the AP Processor This column is di
11. ext Required Enter comments Attached File Optional Select the file to attach by clicking Browse and using the standard Choose File dialog box Click Cancel to clear the file name you have selected Notification Recipient Actions Click to add a note Ad Hoc Recipients Tab Person Requests section Action Requested Required Select the desired action from the Action Requested list The choices are APPROVE ACKNOWLEDGE and FYI Person Required when routing the document to an individual Enter a user ID or select it from the lookup Actions Click to add an ad hoc request to a person Ad Hoc Group Requests section Required when routing the document to a group Enter a group name or select it from the lookup Action Requested The action one needs to take on a document also the type of action that is requested by an Action Request Namespace Code Code for the group selected in Name Name Enter the group name or use the Lookup icon to search for the appropriate group name Actions Click to add a an ad hoc request to a group Route Log Tab ID Title A short summary of the notification message Type The document type The full name of the transaction used to identify this document type in Workflow Initiator An OLE user role for a person who creates initiates or authors a new document for routing Route Status The workflow status of a document in the course of its routing Node s Th
12. ified on the vendor record that is identified in the Link to Vendor Supplier Foreign List Price Basic foreign price of an item before any discounts are taken Foreign Discount Foreign discount provided by the vendor customer number organization combination when the vendor record has a Currency Type different from the system default currency Should be automatically populated from the Vendor customer number table based on the selected vendor and customer number PUR_VNDR_CUST_NBR_T VNDR_CUST_NBR This data can be changed for the specific title Must identify the type of discount amount or If the vendor record does not have a Currency Type noted other than the default system currency aka US dollar then the discount should populate the Discount field Foreign Discount Type Choose for Amount or for Percentage Foreign Discount Amt Foreign Discount Amount is a calculated value in the foreign currency Foreign Unit Cost Calculated foreign cost per unit for the item or service on this line Calculation is the Foreign List Price less Foreign Discount amount Exchange Rate Currency conversion rate populates from the Currency rate column in the Currency Type maintenance table which is populated each night into system as Batch from bank files The rate will populate when user clicks action button Calculate on conversion tab Optionally when currency tab opens currency rate may auto populate This may be updated up until the
13. nt Total Amount Display only The total amount of the payment request after the request has been submitted Payment Request Detail section Receiving Required Display only An indicator showing whether receiving is required Payment Request Positive Approval Required Display only An indicator showing whether positive approval is required Use Tax Indicator The Use Tax Indicator field is displayed only if the ENABLE_SALES_TAX_IND parameter is set to Y This parameter controls whether tax service is invoked and whether tax related fields and columns display Display only An indicator showing whether use tax or sales tax is calculated Yes Use tax is calculated No Sales tax is calculated The button allows you to toggle between the two settings The system displays different fields in this document depending upon whether tax is enabled or disabled When the Use Tax Indicator is set to Yes in the Total lines show that the vendor remit amount is the Grand Total Prior to Tax in the Process Items tab below When the Use Tax Indicator is set to No indicating Sales Tax in the total lines show that the Vendor Remit Amount is the Grand Total which includes tax in the Process Items tab below Order Type Identifies the type of order possible values could be one time standing subscription System default data value is Firm Fixed Vendor Tab OLE Payment Request Data Elements 3 Vendor
14. play only Displays a total of all current item lines and additional charges lines Grand Total Tax Display only Displays a total tax Vendor Remit Amount Grand Total Display only Displays the sum of the two totals above Account Summary Tab Click to reload the page and view all the fiscal years accounting lines and dollar amounts for this requisition OLE Payment Request Data Elements 9 View Related Documents Tab Date Display only The date the related document was created User Display only The user who created the related document The entry Kuali System User means the document was automatically created by the system Note Display only The note describing the document View Payment History tab PREQ Display only The payment request number Invoice Display only The invoice number PO Display only The purchase order number PREQ Status Display only The payment request status Hold Display only Displays yes if the payment request in on hold Displays no if the payment request is not on hold Req Canc Display only Displays true if the payment request has been canceled Displays false if the payment request has not been canceled Vendor Name Display only The vendor name Customer Display only The customer number Amount Display only The payment request amount Pay Date Display only The date to make payment on this payment request PDP Extract Date
15. r credit Chart Display only Identifies the chart to which the pending entry is assigned Account Display only Identifies the account number to which the pending entry is assigned Sub Account Display only Identifies the sub account if one exists to which the pending entry is assigned Object Display only Identifies the object code of the item being ordered Sub Object Display only Identifies the sub object code of the item being ordered if one exists Project Display only Identifies the project code if one exists to which the PO is assigned Doc Type Code Display only Identifies the document type code of the document When working with POs this value will almost always be PO OLE Payment Request Data Elements 11 Balance Type Display only Identifies the different balances actuals budget encumbrances etc recorded in KFS to facilitate reporting and financial queries Obj Type Display only Categorizes object codes into general categories identifying income expenses assets liabilities fund balance or transfers Amount Display only Indicates the amount charged to each account on the PO D C Display only Indicates whether the entry is a debit D or credit C to the account Notes and Attachments Tab Posted Timestamp Display only The time and date when the attachment or note was posted Author Display only The full name of the user who has added the notes or attachments Note T
16. single role member must take action Forced Action A true false indicator specifying whether a user must take action on this document even if he or she has acted on it previously If True then the user must take another action If False then the previous action will automatically fulfill this request Future Action Requests section Action Requested of Time Date Annotation Message that is generated based on the KIM responsibilities being referenced by Workflow Log Action Message section Action Message
17. splayed only if the Enable_Sales_Tax_Ind Y Total Amount The calculated sum of the additional item extended cost plus the item tax amount if applicable Description Required for miscellaneous charges A description is optional for freight charges shipping and handling and minimum order charges The ITEM_TYPES_REQUIRING_USER_ENTERED_ DESCRIPTION parameter controls whether the description is required or optional Accounting Lines section for each type of Additional Charge Chart Required Select the chart code from the Chart list Account Number Required Enter the account number or search for it from the Account lookup Sub Account Optional Enter the sub account number or search for it from the Sub Account lookup Object Required Enter the object code or search for it from the Object Code lookup Sub Object Optional Enter the sub object code or search for it from the Sub Object lookup Project Optional Enter the project code or search for it from the Project lookup Org Ref Id Optional Enter the appropriate data for the transactions Dollar Display only Calculated total dollar amount that will be applied to the Line Account Percent Indicates the Percentage that will be applied to the Line Account System default data value 100 Actions Add or delete lines as appropriate Prorate by Quantity Prorate by Dollar Manual Prorate Totals section Grand Total Prior to Tax Dis
18. tal for line item payments excluding freight shipping and handling discount and miscellaneous payments made thus far against this purchase order The difference in amounts between Total Encumbered Amount Relieved and Total Paid Amount is the difference between the PO unit cost and the payment request unit cost Process Titles section Add Item Current Items section Item Line Display only The actual Item line number from this PO Open Qty Display only The quantity of items that have yet to be invoiced for this line item UOM Display only The unit of measure copied from the PO for this line item PO Unit Ext Price Display only The cost per unit from the PO for this line item Format Display only Identifies the Format for this line item Vendor Item Identifier Display only Identifies a vendor item identifier if one has been provided by a vendor Qty Invoiced Required Enter the number of items being invoiced for this line This entry reduces the open quantity for this line item on the PO No of Parts Required Enter the parts of items being invoiced for this line This entry reduces the open number of parts for this line item on the PO List Price Basic price of an item before any discounts are taken Discount Discount provided by the vendor customer number organization combination Automatically populated from the Vendor customer number table based on the selected vendor and customer number Can be modified
19. the current date the system displays a warning message Immediate Pay Optional Select the Immediate Pay check box if a check is needed on the same day This indicator allows for an approved payment request to be extracted for payment during the day Invoice Date Display only Populated from the Payment Request Initiation tab PO End Date Display only The purchase order end date if any is automatically populated from the PO Payment Attachment Indicator Optional Select the check box if an attachment such as a copy of the invoice must be returned to the Vendor with this payment Extract Date Display only The date the Payment record is extracted to the Pre Disbursement Processor Invoice Type Optional Select the type of invoice Sample data values are Proforma prepay Regular Bank Code Required The bank code will be displayed only if the Bank_Code_Document_Types includes PREQ and Enable_Bank_Specification_Ind Y The default bank is determined by the Default_Bank_By_Document_Type parameter You may override this value by entering another bank code or selecting it from the Bank lookup Purchase Order Number Display only The PO number associated with this invoice This is the PO number used on the initiation screen PO Notes Display only If notes have been added to the PO this field contains the value Yes Payment Request Cost Source Display only Automatically populated from the PO if it exists
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