This document provides instructions for using an alternate payee address when processing accounts payable invoices or purchase order invoices in SAP. It describes how to enter and modify the alternate payee address details, as well as how to display the alternate payee address for a posted document. The instructions allow re-directing vendor payments to departmental addresses or specific individuals while still recording payments against the vendor's master record.
This document provides instructions for using an alternate payee address when processing accounts payable invoices or purchase order invoices in SAP. It describes how to enter and modify the alternate payee address details, as well as how to display the alternate payee address for a posted document. The instructions allow re-directing vendor payments to departmental addresses or specific individuals while still recording payments against the vendor's master record.
This document provides instructions for using an alternate payee address when processing accounts payable invoices or purchase order invoices in SAP. It describes how to enter and modify the alternate payee address details, as well as how to display the alternate payee address for a posted document. The instructions allow re-directing vendor payments to departmental addresses or specific individuals while still recording payments against the vendor's master record.
This document provides instructions for using an alternate payee address when processing accounts payable invoices or purchase order invoices in SAP. It describes how to enter and modify the alternate payee address details, as well as how to display the alternate payee address for a posted document. The instructions allow re-directing vendor payments to departmental addresses or specific individuals while still recording payments against the vendor's master record.
When to Use Use this procedure to re-direct vendor payment to an alternate address (i.e. to a departmental address or to the attention of a specific individual of an external vendor) when processing an Accounts Payable Invoice or Purchase Order Invoice Receipt. The payment is still recorded in the regular vendor account. The additional functionality section of this document provides instructions for: Changing the Alternate Payee information after the document has been posted Displaying the Alternate Payee information for a document. Helpful Hints The Alternate Payee Address function should be used in place of the OTA Vendor accounts when a vendor master record number exists. Prior to using the Alternate Payee Address function: Ensure that the Basic data tab information has been completed as per standard invoice processing procedures. For PO-related invoice receipt processing, enter a purchase order number in the Purchase Order/scheduling agreement field on the PO Reference Tab. Click on the Individual Payee button to activate the alternate payee function. Complete the Address and Bank data screen, indicating the address where the cheque should be re-directed. Continue processing the invoice as per standard invoice procedure. Do not complete any of the Bank fields.
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Detailed Procedure 1. Select one of the following: If You Want to Go To Enter Alternate Payee Address information Step 2 Change Alternate Payee Address information (after the document is posted) Step 11 Display the Alternate Payee Address information for a document Step 17
2. Ensure that the Basic data tab information has been completed as per standard invoice processing procedure: http://finance.utoronto.ca/Assets/Finance+Digital+Assets/qrg/ap/create.pdf For PO Invoice Receipt processing, enter a purchase order number in the Purchase Order/scheduling agreement field on the PO Reference tab. Reference Guide: Purchase Order: Enter Invoice (MIR0): http://finance.utoronto.ca/fast/qrg/purch/ir/pocreate.htm 3. Click to validate the entry. 4. Click the tab. The following page illustrates the Accounts Payable: Enter Invoice and the Purchase Order Related: Enter Incoming Invoice SAP screens. The remainder of this document will use screenshots from the Accounts Payable transaction but the functionality remains the same for both.
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Accounts Payable: Enter Vendor Invoice: Company Code UOFT
Accounts Payable: Enter Vendor Invoice (above) Versus Purchase Order Related: Enter Incoming Invoice (below)
Purchase Order Related: Enter Incoming Invoice: Company Code UOFT
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5. Click the indicator to open the alternate payee Address and Bank Data details screen. Address and Bank Data
6. Complete the following as required: Field Name Required/Optional/ Conditional Description Name 1 Required The name of account, vendor/customer to whom a cheque is made payable. When using the alternate payee function, this field is locked.
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Field Name Required/Optional/ Conditional Description Name 2 Required The second line of a vendor/customer name record. This line does not appear on the payable line of a cheque but is used to redirect mail or provide attention details. Example: c/o Faculty of XXXX Example: Attn: John Smith Street Required The street address where a vendor/customer resides. If a cheque is to be mailed to a UofT department, it is the street address of the department. Note: A cheque will not be produced without a street address unless P.O.Box, and PO box PCode fields are completed. PO Box Optional The Post Office Box of a vendor/customer. Only complete in combination with the PO box PCode field. Overrides the content of the street field. PO Box PCode Optional The Postal Code associated with a P.O. Box for a vendor/customer. Only complete in combination with the P.O.Box field. City Required City where a vendor/customer resides. A cheque will not be produced without a city specified. If a cheque is to be mailed to a UOFT department, enter UOFT. This will result in the cheque being forwarded through Campus Mail instead of Canada Post. Postal Code Optional Posts the document and provides a document number. Record document number on original document and file. Country Required The country of a vendor/customer. The code must reflect the country to where the cheque is forwarded (the default can be changed). For 990001, 990003, 990xxx and 990004, defaults to CA - Canada. For 990002, it defaults to US - United States. If a cheque is to be mailed to a UOFT department, use CA. Region Optional A two-digit key used as part of an address. A region code identifies a geographic area within a country. Note: A Canadian region code identifies a province. An American region code identifies a state.
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7. Click to verify the address data and return to the main Enter Vendor Invoice screen. Enter Vendor Invoice: Company Code UOFT
When the alternate payee address function is active, the name of the Payee will appear to the right of the Individual payee field. The presence of the vendor name indicates that the Individual payee field is active. Note: The checkbox will be blank . To Review/Change the Alternate Payee Address information at any time prior to posting. 8. Click the checkbox to open the Address and Bank Data screen. 9. Change the address details where necessary. 10. Click when complete to return to the main Enter Vendor Invoice screen.
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Additional Functionality Select one of the following: If You Want to Go To Change Alternate Payee Address information (after the document has been posted)
This procedure can only be used if a cheque has not been generated. Step 11 Display the Alternate Payee Address information for a document Step 17
11. Change Alternate Payee Address information (after the document has been posted).
Open the invoice document using the Document Change process. Reference Guide: Document Change: http://finance.utoronto.ca/Assets/Finance+Digital+Assets/qrg/ap/docchng.pdf To change a purchase order related invoice, the 51xxxxxxxx document number is required. For the steps to obtain a PO Invoice Receipt document number, see the Create Invoice (purchase order related) reference guide: http://finance.utoronto.ca/fast/qrg/purch/ir/pocreate.htm
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12. Double-click the Vendor Line Item from the Document Overview Change screen. Change Document: Line Item 001
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13. Select Extras Alternative Payee from the menu to open the Address and Bank Data screen. Address and Bank Data
14. Change the address details where necessary. 15. Click to return to the Change Document Line Item screen. 16. Click to save the changes. The system displays the message, " Changes have been saved"
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17. Display the Alternate Payee Address information. Open the invoice document using the Document Display process. Reference Guide: Document Display (FB03): http://finance.utoronto.ca/Assets/Finance+Digital+Assets/qrg/ap/docdisplay.pdf 18. Double-click the vendor line item from the Document Overview Display screen. Display Document: Line Item 001
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19. Select Extras Alternative Payee from the menu to open the Address and Bank Data details Address and Bank Data
20. Click to return to the Display Document Line Item screen. 21. Click to return to the Document Overview Display screen. Resource Information: Contact your FAST team representative for additional assistance using this function. http://finance.utoronto.ca/fast/contacts.htm Reference Guides: Invoice Create (FB60): http://finance.utoronto.ca/Assets/Finance+Digital+Assets/qrg/ap/create.pdf Document Change (FB02): http://finance.utoronto.ca/Assets/Finance+Digital+Assets/qrg/ap/docchng.pdf Document Display (FB03): http://finance.utoronto.ca/Assets/Finance+Digital+Assets/qrg/ap/docdisplay.pdf Purchase Order: Invoice Verification (MIR0): http://finance.utoronto.ca/fast/qrg/purch/ir/pocreate.htm