Payment Statistical Sampling Process 

Use

The purpose of payment statistical sampling is to select a number of documents from a given batch and verify that the data in them is correct and that they have been processed correctly.

Prerequisites

You have carried out the customizing work described in Customizing Payment Statistical Sampling.

Procedure

The whole procedure is covered by the following programs:

A.      Invoice Batch Processing (RFFMFG_SS01)

B.      Invoice Certification Process (RFFMFG_SS02)

C.      Invoice Status Report (RFFMFG_SS03)

Proceed as follows:

...

       1.      The first step is for the accounts payable (AP) clerk to arrange vendor invoices in batches. To do this, go to the US Federal Government part of the Easy Access menu and choose Payment Processing ® Payment Statistical Sampling ® Batch Processing.

The Payment Statistical Sampling – Invoice Batching Process screen appears.

       2.      Make the following entries:

¡        Company Code

¡        Vendor *

¡        Document number*

¡        Fiscal year*

¡        Document type*

¡        Entry date (Document)*

¡        Time of entry (Document) *

¡        Account Payable Clerk Name

*  =    You can enter either individual values or ranges here.

       3.      When you have made your selections, choose Execute.

The resulting list shows invoice documents that satisfy the selection criteria and require certification.

       4.      Note the SSP () column. The possible values here are:

X = Certification required. No lot number appears for documents so marked.

R = Rejected in earlier certifications. The lot number to which documents so marked belongs is shown.

       5.      Select the documents you now want certified and save your selection. Your selection may include documents rejected in earlier certification runs.

       6.      The system confirms the selection and displays a new batch number.

The supervisor can now check and certify the invoices in this batch.

Proceed as follows:

       7.      Choose Certification.

The Payment Statistical Sampling – Invoice Certification screen appears.

The available selection options are:

¡        Clerk Information

¡        Company code (required)

¡        Clerk name

¡        Date and time of document entry

¡        Batch number

¡        Invoice Information

¡        Document number

¡        Fiscal year

¡        Document type

You can enter ranges or individual values for each of these criteria.

¡        List Options

¡        All Invoices

If you select this option, the resulting list contains all the invoices that satisfy the criteria,

¡        Statistical Sample

If you select this option, the resulting list contains only the documents that satisfy the criteria and are in the statistical sample.

       8.      When you have entered your selections, choose Execute.

       9.      In the resulting list, you can pass (P) or reject (R) each invoice. There is a simulation facility so that you can view the effect of your decisions before saving your work.

   10.      When you have finished, save your work. Invoices passed are posted. Rejected invoices continue to appear in the list when the invoice batching process is run.

The system issues a confirmation if all the invoices are passed.

Finally, there is an invoice status report which anyone authorized to work with random sampling should be able to view. Proceed as follows:

   11.      Choose Reporting.

The Payment Statistical Sampling – Invoice Status Report screen appears.

   12.      Make the following entries:

Vendor information

¡        Company code (required)

¡        Clerk name

¡        Batch number

¡        Vendor

¡        Invoice Information

¡        Document number

¡        Fiscal year

¡        Document type

¡        Date and time of document entry

¡        Document created by

¡        Certified by

Apart from the company code, you can enter ranges or individual values for each of these criteria.

   13.      Invoice Status Report

To narrow down the selection further, you must specify what status the invoices you want to display must have. Select one of the following:

¡        Blocked (default)

The invoice has arrived, but the goods have not.

¡        Batched Invoices

The invoices have been arranged in batches.

¡        Certified

A supervisor has certified that the invoices are correct.

¡        Rejected Invoices

A supervisor has found errors in these invoices and refused to certify them.

¡        Sampled Invoices

These invoices have already been processed in samples.

 

   14.      When you have completed your selections, choose Execute.

Only invoices that have been certified appear in the payment proposal list.