Payment History Page

Use this page to look up payment records for the current vendor. Each summary record includes the following information for each listed transaction: due date, invoice number, encumbrance number, check date, check number, description, amount, and a code indicating the type of transaction.

Menu Path:  Purchasing > Reference Tables > Reference Tables > Vendor List > search for and select a vendor > click Payments on the Action Bar

Action Bar Items

The Payment History page's Action Bar displays the following items:

Search Criteria and Results

The Payment History page lets you search for payable records based on either a specific purchase order/encumbrance number or invoice number. The page's search fields, therefore, do not respond to criteria the same way as fields in standard Search Criteria sections.

• When you enter a purchase order or encumbrance number, the system retrieves payable transactions associated with the encumbrance. The List section's Invoice column shows the invoice number, if any, tied to each transaction.

• When you enter an invoice number, the system lists payable transactions tied to the invoice. The Invoice column shows the purchase order or encumbrance number for each transaction.

If you search based on purchase order or invoice number, the following kinds of transactions display:

• Records created using Fund Accounting's Post Accounts Payable option. If you used the Vendor Checks option to issue a check for a payable item, the check number and date also display on the same row as the payable record.

• Adjustments made to a payable item using Fund Accounting's Change Accounts Payable option. A Change Accounts Payable transaction creates two records: one that resets the payable item's amount to zero and a second that determines the new amount.

• Checks created with Fund Accounting's Manual Checks option. Manual checks, unlike those created with the Vendor Checks option, do not reference existing payable items. Therefore, they are designated with a separate transaction code and generate their own Transaction records.

• Voided checks created with Fund Accounting's Void Checks option. Void Check records have negative amounts.

Viewing a vendor's payment history

1. Select Purchasing > Reference Tables > Reference Tables > Vendor List.

2. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.

3. Select a vendor, and then click Payments on the Action Bar to display the Payment History page.

4. In the Search Criteria section, enter criteria identifying the records to list. You cannot access the Encumbrance, Payment, and Balance fields.

5. Click OK.
   The records that match your criteria display in the List section.

6. You cannot access the section's Vendor, Encumbrance, Payment, and Balance fields.

7. Click OK to list the matching payment transactions.

Viewing payment totals for a payment transaction

1. Complete the procedure for viewing a vendor's payment history.

2. Select the payment.

3. Click Totals on the Action Bar to display the Payment Totals page.

4. Click Back to return to the Payment History page.

Viewing additional details on a selected payment transaction

1. Complete the procedure for viewing a vendor's payment history.

2. Select the payment, and then click Detail on the Action Bar to display the Transaction Detail page. The page lists complete information on the payment.

3. For additional information on the transaction:

   • To view a payment's approval information, click Approval Status on the Action Bar to display the Payables Approval Status window.

   • To attach a document to the payment or view an existing attachment, click View Attachments. For more information, refer to Attachments Page.

   • To view any notes associated with the payment, click Notes. For more information refer to Notes Page.

   For each of the above, click Back to return to the Transaction Detail page.

4. Click Back to return to the Payment History page.