|
 |
Acquisitions Department >>Payment Unit>>Procedures Index
Payments Unit
Added Charges in Unicorn
Subject Index | Title Index | Vendor Index | Acronyms | Dictionary
Policy
- Added charges for subscriptions and memberships are processed routinely unless 50% of original payment or greater.
- Reason for added charge for all other order types should be documented before processing payment.
- 2nd added charges to an original payment should be scrutinized carefully and documented befor processing payment.
Methodology
- If the original payment was made in a previous fiscal year, create a standard pay line on the order to process the added charge. A $0.00 payment line is never necessary.
- If the original payment was made in the current fiscal year, link added charge to the original payment using an adjust pay line. Remember that creating a $0.00 order payment line with order # "<vendor code>-ADJUST" linked to the title Placeholder for zero pay lines required for "adjust line only" added charges invoices is only necessary when an invoice is paid using only adjust payment lines and when our tax liability is greater that $0.00. A $0.00 payment line is necessary unless all the line items are non-taxable and there is no taxable pro rate line.
Procedure
Follow standard procedures with these additions:
- The invoice line description should begin with "AC"
- The parts field should not be updated when added charge is linked to the original payment. [i.e. when an adjust pay line is used.]
- For invoices comprised of adjust pay lines only, remember to create a $0.00 order payment line with order # "<vendor code>-ADJUST" linked to the title: Placeholder for zero pay lines required for "adjust line only" added charges invoices.
- Scan the invoice record before locking it.
- If there is at least one "ORD" payline, the invoice can be locked.
- If all lines are "ADJ" paylines, determine whether or not tax will be calculated for the invoice record. (Include prorate lines in your evaluation.)
- If tax will not be calculated, the invoice can be locked
- If tax will be calculated, add a standard payment line to the invoice for $0.00 as line "0".** [i.e. zero] This $0.00 payment should be made on order # <vendor code>-ADJUST linked to record ID# a4352759 [i.e. Placeholder for zero pay lines required for "adjust line only" added charges invoices.]. The invoice can be locked after completing this step.
** The reason for this requirement is that our Payment workflows client requires a standard pay line to record tax if greater than $0.00. This is also the reason why we can skip the step of evaluating an invoice for tax when processing credits, which are negative entries and, therefore, have no tax consequences (except for noting tax refund in a notes field).
Subject Index | Title Index | Vendor Index | Acronyms | Dictionary
Last modified:
June 6, 2006 |
 |
