Payment Request - Field Descriptions

M-Pathways does not allow duplicate invoice numbers for a supplier. Each Payment Request requires a unique invoice number/supplier combination in order to be saved. Enter the invoice number from the supplier's invoice, if available. If there is no supplier invoice number available, refer to Invoice Numbering Standards.

M-Pathways interprets a blank Invoice Number field as a valid value. If you receive a Duplicate Invoice Exists error message, a previous Payment Request for this supplier had the same invoice number (either blank or other value). Attempts to enter the Payment Request with a previously used invoice number will fail.

Enter the Supplier ID as it appears in the Supplier Database in this required field.

There are three ways to search for and select a supplier:

• Enter or Lookup the Supplier ID.
• Enter or Lookup the ShortName.
• Click Advanced Supplier Search.

Accounts Payable requires that you type a description in this field of the item or activity being reimbursed or paid. If applicable, type the provider name, last name, and destination. The description entered here appears on reports and is very helpful when identifying and tracking Payment Request detail.

Note: Do not enter the Invoice Number as a description.

This field displays the amount for the Invoice Line. For a single line Payment Request, the field defaults with the value entered in the Total field when the page refreshes. For a multiple line Payment Request, enter the amount for the Invoice Line in this field.

The sum of all Line Amount values must equal the amount in the Total field for the Payment Request to be saved.

You may enter the applicable ShortCode in the SpeedChart field. This causes all of the ChartField values associated with that ShortCode to default into the correct fields in the Invoice Line’s distribution.

ShortCodes definitions do not include an Account value.

This field displays the amount of the Distribution Line associated with the Invoice Line. You use this field when splitting the distribution of an Invoice Line among multiple ChartField combinations.

Note: You may also split distributions for an Invoice Line using the Quantity field, if appropriate.

If you did not enter a ShortCode in the SpeedChart field, you may manually enter a valid ChartField combination.

If the ChartField combination does not pass the Budget Check process after Accounts Payable audits the transaction, the Payment Request cannot be paid until the error is corrected.

The Invoice Date and the Pay Terms for the supplier indicate when payment will occur. E.g., If the Pay Terms field is NET30, payment will occur 30 days after the Invoice Date.

Employee reimbursements are paid on a NET term, meaning that payment will occur in the next check cycle after Approval and Budget Check processes are completed and valid.

For external suppliers, use the Address field in the Payment Information group box to verify the remit address for the payment. Click Lookup to select a remit address other than the default one for the supplier.

Changing the remit address on the Payments page doesn’t change the address shown on the Invoice Information page. This is where the check will be sent.

When checked, this box prevents payment of the Payment Request. Select an applicable value from the Hold Reason drop-down list.

You may contact Supplier Maintenance to determine if the payment hold is due to a supplier issue.

A Payment Request cannot be paid until these fields have the appropriate values.

• Entry Status = Postable
• Approval Status = Approved
• Budget Status = Valid

This field value must be Open for the Payment Request to be paid. If the status is Closed, check the Payment Notes field on the Payments page for the reason why the Payment Request was closed.

A closed Payment Request cannot be re-opened.