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 Entering and Approving Payment Requests Locate this document in the navigation structure

Use

In the respective departments, the editing process of a Payment request involves making entries/changes and reverses/approvals.

Prerequisites

The editing of payment requests is controlled by authorizations. There are different authorizations for editing, setting to complete, approving and posting payment requests. For more information, read Authorizations .

Process Flow

  1. Entering a payment request (payment or acceptance). It is possible to enter the document as not complete. For example, if the processor is interrupted when entering a document manually, he can save the data entered up to that point temporarily and then continue with the entry later.

    The system saves this activity as a parked FI document.

    For more information on entering payment requests, see:

    Enter Payment Request

    Create Several G/L Account Items in Payment Request

  2. Set the status of the payment request to “Complete”.

    Set the status of the parked payment request to “Complete” if all line items are completely filled in. The system checks that the document is consistent and complete. Aside from this, the “Complete” indicator has the effect that the document participates in the active availability control and is updated. Updating means that a funds commitment (that may exist) is reduced and the budget is debited.

    For more information on this, refer to Set Request to Complete .

  3. Printing payment requests.

    All non-posted requests can be printed. The last change of the document is displayed on the printout.

    For more information on printing, see Print Completed Request Automatically .

  4. Approving/Rejecting payment requests.

    Only completed requests can be approved or rejected. As long as the payment request is not approved, then it can be changed by users provided they have the appropriate change authorization. For more information, refer to Approve Request (Release) .

    Note Note

    If the approval procedure is to be carried out externally (e.g. in paper form) then you can define that a request saved with the status “Complete” is automatically saved as “Approved”. You can do this for each individual user and request type. You make this setting in the IMG, in the section Control processing requests categories. For more information, see the documentation.

    End of the note.

Result

An approved or rejected payment request is saved in the system. From a technical point of view, there is no difference between a ‘rejected’ and a ‘not yet approved’ payment request; the field Released has an empty document header for both.

The approved payment is posted in a subsequent step. See: Post Request .

As long as a payment request is not approved, then it can be changed. If you change a completed payment request, the “Complete” indicator is reset: the document is not included in the active availability control, in other words, the assigned value is reduced and the funds are returned to the budget.

If a payment request created in the system has no prospect of approval, you can delete it from the system.