Introduction
This quick reference guide describes how to create a Commodity-based Payment Request (PRC) transaction in new FINET.
A PRC is a commodity-based payment request document that records detail to the com modity level. The PRC can only be created as a “copy forward” document from a Purchase Order (PO, PD, DO). It cannot be used as a stand-alone document.
Creating a PRC
1. From the home page, click on the Transaction Catalog quick link. You can also search for open Purchase Order (PD, PO, or DO)
transactions with the same criteria you would use in old FINET. Once
you enter the criteria, click the Search button to return search results.
2. From the drop-down menu, select Primary Actions
• Select Copy Forward from the Primary Actions. The Copy Forward window will show you the types of transactions that can be created from the transaction you started from.
3. Verify the PRC line is selected at the top. Below the options you will see the Source Transaction section, which is the transaction from which you launched Copy forward.
4. Scroll to the Target Transaction section. Enter:
• Transaction Department: The department number for which this PRC is being created.
• Transaction ID: Prefix for transaction number. It may start with the last two digits of the current Fiscal Year.
• Transaction Unit: Optional but used for routing purposes.
5. Click the Auto Numbering checkbox.
6. Click OK button in upper right corner. When you press OK, FINET creates the target transaction, in this case the PRC.
Header tab
There are no fields that need to be entered in the PRC Header. You can skip to the Vendor tab.
Vendor tab
Most information on the Vendor tab is already there because it came from the purchase order. You do have a few options, if needed. Depending on the size of your window, you may need to use the scroll bar to see all the fields on the Vendor Line. Additionally, less used or changed fields can be found if you expand the line.
The sub-menu can locate most lines that give you more options for what you are trying to do. These are typically less used fields. The Show More option reveals even more.
Disbursement Options field (optional).
Disbursement Format based on Vendor.
• REG — payment will be processed as a check.
• PPD — payment will be processed as an EFT.
Scheduled Payment Date field - populate field, if payment on a specific date is needed, otherwise it defaults to system date.
Handling Code field (optional)
Select special handling instructions from pick list. For example:
"2 — Hold for agency pickup"
"3 — Route to agency"
If left blank, defaults to send payment directly to vendor via state mail.
Single Check field (optional)
Leave at “No” unless you want to force FINET to cut a check for this specific payment even if there may be other payments generated on the same day to the same vendor.
Commodity tab
Quantity: Change if needed for partial payment. (used for Line Type: Item or Discount)
List and Unit Price: Change if needed for partial payment. (used for Line Type: Item or Discount)
Contract Amount: Change if needed for partial payment. (used for Line Type: Service)
Unit Price: When you enter in List Price, FINET will complete the Unit Price. (used for Line Type: Item or Discount)
**Note: You may need to tab through the fields to see those on the end of the line. If there are a number of included fields, some will not be on the blue line.
Vendor Invoice Number field: Enter the invoice number received from the Vendor.
**Note: The invoice number cannot be used twice, so if an invoice was paid in full, FINET won't allow you to use that same invoice number. Some vendors rotate their numbers and start fresh every few years. If you get the error message that it was already paid, check Vender Invoice Registry (VIR) to verify when the payment was made. If it was paid years ago, and it is obvious that the number is being reused, add a date to the end of the invoice number.
Invoice Line Number field: Enter the line number from the invoice for the item being paid.
Vendor Invoice Date field: Enter the date of the invoice.
Expand the line to see more fields that may help complete the transaction. Below you see a Check Description field that should be included to let the vendor know what the payment is for.
• Complete populating any remaining fields.
• Validate Transaction
Accounting tab
Every Commodity line MUST HAVE at least one accounting line. To create it, you have 2 options.
• Add an Accounting Line – This option is best used when you have only one commodity line.
• Add an Accounting Distribution line – This is the best option when you have multiple commodity lines that you want to apply the same accounting distribution across the commodity lines.
There is a tab for each option.
Steps for creating an Accounting line
1. Navigate to the Accounting tab
2. Click on the insert button on the left side
3. Enter:
• Line Amount
• Fund
• Department
• Unit
• Appr Unit
Steps for creating an Accounting Distribution line
1. Navigate to the Accounting tab
2. Click on the insert button on the left side
3. Enter:
• Distribution %: You may do multiple lines but the total of all lines must be100
• Line Amount
• Fund
• Department
• Unit
• Appr Unit
• Object
4. Click on the three-dot menu above the line
5. Select Distribute Accounting Lines
Regardless of how you created the accounting line you will still need to add a description. This is found under the expanded line.
• Expand the line
• Expand the Line Description
To complete the transaction the click Validate and Submit buttons, located in the upper-right corner of the transaction.
Finalizing the Transaction
After you click submit, if the transaction requires approval in FINET it will update to Pending status. The transactions will route to the same worklists, and the approver can approve the transaction without going to the worklist and taking the task, saving time.