Understanding Remittance Slip Example for Facilities

Remittance slip example for Facilities

hello today we're talking about the payment request form the payment request form is issued by WCS Treasury and accounts payable and it enables WCS employees to submit requests for payments to vendors counterparties and even to employees for reimbursement of expenses this video is specifically about the version of the form being released here in the fall of 2019 we did issue versions in 2017 and 2016 if you still are using those forms you should upgrade to the new form because there are new enhancements this video is specific to the new form you can find out what form version you're using by looking at the upper right hand portion of the instructions tab or in certain other areas of the form when you open the form you'll see a message be sure to enable macros every time you open the spreadsheet always save it in a dot XLS M format that's because macros are a very important part of the spreadsheet they automate certain functions and make it easier to use the form won't work well if you don't have macros enabled when you open the form you may see a message here in the upper left-hand portion that says macros are disabled or certain content is disabled be sure to click on them to enable the macros or the content you'll see that message depending on whether depending on your security settings in Microsoft Excel the let's take a look at the form itself the form has multiple tabs we're on the instructions tab there's page 1 and page 2 which are the actual payment request form the PDF backup tab allows you to upload and insert PDF documents as your supporting documentation for your payment request the expense report allows you to complete employee items that you are looking to be reimbursed for as an employee the purple tabs relate to payment information as the EFT the employee EFT form in the vendor EFT form click on those forms and they'll open up in Adobe Acrobat so that you can print them out and complete them and submit them these forms are only for payments to US dollar locations you bank accounts in US banks and not international payments international payments is where is what you would complete for payments to vendors counterparties or employees overseas you input your third bank account information their bank information and their intermediary Bank if necessary the restricted transaction tabs is an informative tab that reminds employees that there are certain entities and individuals that WCS cannot make payments to these individuals often reside in certain countries there are US laws and regulations and anti-terrorism legislation prohibits us from making certain transactions and we have to abide by them please read this tab at least once if you have any questions you can reach out to the individuals listed here at the bottom of the form for more information and the upload tab is used by accounts payable that's not for general use so let's go back to the instructions tab here we have some general information about completing the payment request form the expense report tab or how managers should approve payment requests and how you can go and provide information about banking instructions for your payments at the bottom we have a special note for Apple computer users so that if they are having problems using this form they should follow these instructions to increase the chances that they will be able to run macros and use this form properly the video icons and these blue links lead to pages at YouTube the WCS treasury page at YouTube where this video and others can be found let's move to the actual form itself page one so you can see that there's toolbar at the top with a bunch of Handy icons at PDF backup if you click on that it will take you to the PDF backup tab and prompt you to upload your invoice or your grant agreement or your supporting information your receipts save file we'll save the file at your current default location I'll give you a hint if you upload an invoice or some document then when you go to save it it will save it to the same directory otherwise it may go to your my documents directory and if you didn't know that you might have a hard time finding it sent for Department review you click on that to send this spreadsheet to your manager to approve your request for this payment to be made the your manager will then approve it and send it to the accounts payable department in rare instances your manager may send it to payroll this is for global payroll and benefits only this is not for general use it's not for salary discussions or reimbursements or whatever this is specific to overseas employees who might get certain expenses paid for housing or education of their children so you may never use that that icon send the purchasing managers may send use this icon to send the purchasing only for new vendors or employees who have never received an employee and expense reimbursement for floor that's because new vendors and new employee enter employees with who've never requested reimbursements won't have a vendor number there's a link here for videos and that will take you to the WCS Treasury page and here's an icon that's just used by accounts payable please disregard it let's talk about the form itself here you in a section you'll be inputting information about the payment to be made and who you're paying and the general ledger accounting information section you'll be putting information and about where or what Department is going to be charged for those expenses as a section here for Oh fact review to make sure that you know you're not sending these payments to restricted locations and then there's places for signatures so oh I'm all it's a it looks complex but it's relatively simple but it covers it has a lot of functionality I have a we're going to do a demonstration of just submitting a simple expense I have a invoice for phone conferencing I'm just going to type it in premier Global Services you need to put in your vendor number and some vendors have multiple vendor numbers why because their headquarters might be here in New York but they want to get paid at our payment processing center in Kansas City you need to make sure that you use the right vendor number to make sure if the payment goes to the right location we have some vendors that are have many locations across the United States like the Nature Conservancy and we have some vendors or employees that have multiple bank accounts we can have an employee who has a bank account in where they're working in Cameroon and a bank account in their home country of France and depending on where they want the payment to go to the vendor number will determine where that payment goes there is a link here says look up vendor number click on it hello there we go it goes to the tiger portal and it loads up the vendor data sheet you have to be connected to the WCS network for this link to work so I'm going to type in premier global you can see I have picked it in already and here you'll see the information premia global services vendor number 704 55 that's what you should put here under on the vendor number one let's go back and take a peek I'll talk about other vendors real quick so if you are sending a payment to the Nature Conservancy I have it there already these are not gonna pop up for you it's only because I've been recording this video like 20 times in the last two hours because I keep on making mistakes the but here Nature Conservancy we have 21 rows of Nature Conservancy vendor items you can see they're all in different states so if you have a subgrant agreement to help the Nature Conservancy in Montana you need to use that vendor number if you have an agreement with the Nature Conservancy in New Hampshire you have this vendor number make sure that you use the correct vendor number or else your counterparty will not get their money and it will get lost and it will hold things up let's talk about the Zoological Society of London I use this as a as an example of an overseas vendor counterparty that has multiple accounts they have three they have two in London I'm not responsible for the formatting of the addresses here but and they have one in Indonesia so a notice here that the two in London have something for says why are X and the key four digits those are the last four digits of the account number that that vendor number is related to so depending on the Department of the zsl that you want to make payment to you have to go and check their account at your agreement with them or their invoice to see where they want to paid if it ends in for one one you want to use this vendor number if it ends in seven two four when it ends you should use that number if it ends in yet another vendor number then you need to contact accounts payable or purchasing and have a third or a fourth vendor number set up for them because we you need to make sure that it's going to get to the place you want and be credited to WCS properly okay I have an invoice I'm not gonna look it up and get the exact one but I'll just say I have an invoice number here under invoice number if you don't have an invoice number you should put something there so let's say it's for an employee reimbursement for yourself you could say oh I took a New York City Taxi put it there if you had to buy supplies to say department supplies right something like this or you could just say you do this little time September reimbursement fine you should put something under there doesn't have to be a number and this and since I have my fictitious invoice not put in the date okay it's an employee reimbursement you don't have a date use today's date today is the 29th of September and I'm just gonna say it's $140 so we have little question marks here they'll give you some hints if you don't have an invoice number employed and put something short descriptive invoice currency use the currency on the invoice or the currency in which you incur expenses well yes so let's say let's say you have invoices and euros right you can go and it's not oh you add up your invoices and euros yeah you have euros maja thousand euros you want to be paid in u.s. dollars because you can go and set the payment currency for US dollars if you have if you have it so that's bet that's a good example of invoicing and payment currency if you have an overseas vendor and the invoices are in Euros well then put in euros we want to send them euro so they are located in Europe we're gonna be paying to a a European account if we send them if you convert it all to US Dollars and then send it to euros they're gonna lose on the exchange someone's going to take a some spread on the exchange and they're not going to get their full payment so keep that in mind under reasons for expenditure I'm going to say phone conferencing if this was being sent overseas you would see this on the wire that goes out so if you're sending this to a hotel in Tanzania you might say WC s conference so that they know exactly what it's for or you say echo summits conference something it's restricted to 32 characters because the field that it's saved in in si P is only 32 characters long this field also shows up on budget reports so when your manager or your vice president is looking at budget reports and then says oh we have all this info all these expenses for phone conferencing what are they with pre mayor global services you can say phone conferencing or I could say investment committee investment committee and my boss would know what it was for under special instructions this is for internal purposes only so let's say you have a an agreement with the vendor and it's 40% down pay to me to be paid immediately and then the rest on normal payment terms you could go and say deposit payments pay immediately and accounts payable will keep take it into effect take it into account they'll contact you reach out to you or let's say you're receiving a check and you need to pick it up because you need to mail it or FedEx it with some supporting documents you could say check whole check Oh Chuck you and they'll pick it up yeah so you can pick it up fine now we have an invoice amount one hundred forty dollars here what we're down if you go here you see this big red error message oh my god what does it mean well it means that the sum of these lines don't equal one hundred and forty eight dollars that's all it means we want to make sure that if you put in ten row you know ten rows of information that they add up to the invoice amount it doesn't help anybody if they don't add up so as soon as you put in one hundred forty dollars that message disappears fine now if you have additional or if you put in too much money it will come back so if you have more than ten lines 11 lines of costing information you click this box check if continued on payment requests supplement CNX page you go to page two and now you have a whole new page where you can add a whole bunch of additional lines it still does the same check that well your the total of your lines should equal your vendor amount so if I put on ten dollars here all of a sudden it's not going to add up you sing so the form is semi-intelligent that way yeah we'll point out here you see it says form version 929 2019 that's the version we're using for this demo and also here at the bottom this page form version is listed here will probably have a later form version within the we you know some date this week when we finalized the sheet and send it out so here I'm going to put in my account of the quest account information and my cross center and that's more than enough for this I can sign it here my only got to check off some boxes and sign it and send it off but if you have WBS element or grantor fun that you need to put in you do that now if I'm gonna uncheck that box again so here if this was going to an overseas vendor and we needed to send a wire there's a little message here a charge to cover WCS bank fees will be applied to all payments sent by wire where's it go who are we gonna charge we're gonna charge the costing information in this first line the car the cost center or the project and the fund or the grant if you put 10 lines here we're not going to divide the minimal the modest fee that is for the bank fee you'll just have to do the accounting yourself we that's beyond the capabilities of the spreadsheet if you are hitting a balance sheet account well balance sheet accounts don't use cost centers only revenues and expenses use class centers or WBS elements so here this box will pop up here and you would put in your cost Center your closing information here so that we can properly account for the fees but despite - an expense kit here Oh fact review this is to make sure you're not sending payments to restricted individuals or locations you need to review these lines I've read the restricted transactions tab I have checked the payment recipient in the beneficiary against certain long lists there are not restricted parties the this payment does not involve a sanctioned country or person thereof so you can check these boxes the red message goes away if you're ascending payment to an individual it's a John Doe and he's going to make the ultimate payment to a person who lives in a restricted country you need to put that name right there you know we don't want to subvert the laws and regulations that are put in place you need to put that in we will review it with the office of general counsel and we'll let you know if your payment can go out but don't lie about who we're paying if you're paying a branch office or WCS employee you just go and check that US Patriot review if we're paying someone overseas you need to include a LexisNexis bridger report the LexisNexis is a service that checks you put a checks against databases of terrorists an time under a anti-money laundering groups officials who have known to be corrupt countries that have issues and they rate them and they give them a score you need to submit one of those with all payments that are going overseas you need to include it here in your PDF back up tip if the score is over 75 it gets escalated to Treasury and to general counsel if necessary usually there's false positives that allow us to go and send the payment but you should be aware of that yeah you can get a Bridger report from certain individuals in global conservation or you can go to purchasing and get one from the purchasing department okay if in this instance I have checked my vendor against the these items and it's good to go I'm going sign it I'm gonna put in today's date and when you press don't be alarmed it's just that we're at the end of the forum it's a protected form and where does it gotta go it has no place to go it goes back up that's fine but you're nearer to your icons too so that's good in this instance I'm going to do a first before I do a save I'm going to upload my backup here are two icons to assist you with uploading information fine the difference between the two is that this ad the first backup we'll just put it here in the first spot you click on it the macro is invoked here for me I already have some invoices located here and it's putting in there as an icon if I double click on it it will open in Adobe Acrobat Reader there's man voice now if I go if you have more set your icon where you want the item to go and then click on this one and it click on that one and you can go and add additional items fine now keep in mind that any macro just replicates steps that you can take yourself in excel so what do they do and both these icons do and insert objects PDF so when I do it this way that actually shows the entire invoice I don't know why a results may vary you can also insert a zip file or you can insult insert an actual excel file if you have one by going insert objects create from file and be sure to click on display as icon and then you can go and choose your I'm not going to choose the demo you can't invoke itself but if I had another spreadsheet I can focus in and show up as a little icon over here which is good when you have a lot of information supporting information to relate ok I'm going to save the file I will let you know that when you save the file it will save it to your current default directory now if you just opened Excel it's going to be your documents directory and that's not necessarily where you want it to go you may have problems finding it later I will give you a hint that if you upload a document into the spreadsheet it sets your default directory your current working directory to that directory so this will be saved to my demo directory when you click Save or any of these others it doesn't do a save and it will rename your file right now the name of the file is payment request demo so let's see it takes this information the vendor name the invoice date the invoice number and the invoice date and it creates a file name and this is to assist accounts payable from differentiating multiple invoices that are submitted for the same vendor in their system so here a pop-up comes up if Excel prompts you to save save as please do so this file will be saved to your current default directory okay here it's changed the name of the file to payment request premier Global Services the invoice number and the invoice date and it's saved fine I didn't have to do that I could have just clicked on the sent for departmental review so let's click on that payment request to overseas locations except for branch offices in a place require a Bridger report and it gives you a reminder to include one if Excel perhaps you've saved save as please do so same message as before we do this because when we first released the form these pop-ups came up people flood that was malware or that they'd been so I know it's a WCS form don't worry about I'm gonna replace the form that I have and it's going to open up Outlook and an Outlook email and you can put in the email address of your supervisor this would go for me to Bob Clonmel but for the purposes of this demo I'll send it to myself you include your your signature and off it goes send it it goes now your manager will open it and review it review the backup documentation that you have and then sign it themselves here and then click on send to accounts payable if it's an existing vendor if the person if the employee or the vendor doesn't have a vendor number then they would click on sending it to send to purchasing and purchasing will create a vendor record for them in SA P and then forward it to that's payable so that ends our discussion regarding the payment request form if you have any questions feel free to reach out to Treasury at Treasury at WCS org or feel free to watch the videos again we have more videos at the WCS page and at YouTube thank you very much