​Introduction

To add or change fiscal coding, the payment should be scheduled, and then the Fiscal Coder should make the changes on the Distribute screen.

When a Template is created, the Transaction Code for each line item is required. Additional fiscal coding can be entered, but it is not required. However, you can edit the template if you intend to change fiscal coding that will affect all future payments.

The fiscal coder can exclude specific vendors or line item payments from a scheduled payment.

Unlike Payment Services, there is no Attachment function in Recurring Payments.

Select a Payment and Enter Fiscal Coding

1. From the Payment Services menu, select Recurring Payments.

2. Click the Schedule tab.

• If you do not see the template you need, select a different date range from the Template Pending through menu.

3. Click Select next to a payment in the Scheduled Payments section. The Status will be Awaiting Authorization, even if your agency has enabled Auto Authorize Invoices settings in Payment Services.

Figure 1 - Select a payment

The payment will open in the Distribute screen.

Figure 2 - Distribute screen

4. Enter or change the fiscal coding as needed.

• (The Invoice Description(s) on the Distribute screen will be printed on warrants to vendors. Do not use special characters or symbols, including &,',“,<,and \, in this field.) Fiscal codes not yet entered but required by the transaction code will be highlighted in pink.
• When paying U.S. Bank P-Card payments, the Invoice Description must begin with the agency’s unique 16-digit account number. The remaining 14 characters in the Invoice Description can be descriptive information.

To search for (look up) a fiscal code:

• Place the cursor in a field designated with an asterisk and press F3. For example, search for vendor numbers by pressing F3 in the Vendor No field.
• In the look up dialog box, enter any combination of search criteria. You can enter a partial names or numbers or use the wild card symbol (%).
• Click Find.
• Click Select next to the fiscal code or on the fiscal code itself and it will be automatically entered. Any other fiscal codes associated with it will also be automatically entered.

5. Click Save & Continue (to save the changes and keep the payment on screen) or Save & Clear (to save the changes and clear the distribution grid). Any errors will generate an error message and the fiscal code field(s) will be highlighted.

• Click Clear to clear the distribution grid without saving any changes and to start over.
• If you decide the payment is incorrect, click Delete Payment.

6. Click Cost Disb. Complete check box if finished.

The payment is ready for approval.

Distribute Scheduled Payments

You can create duplicate rows of the payment(s) and add a vendor, change the amounts, or fiscal codes, etc., on the multiple rows to manage your costs and payments. Unlike the Template, there is no Add Row button.

1. To create an additional row for distribution, click Dup next to an existing row. The duplicate row should appear above the original row.

Figure 3 - Duplicate row

2. Change the fiscal codes (vendor number, amount, description, etc.) on the duplicated rows as needed.

• The Invoice Description(s) on the Distribute screen will be printed on warrants to vendors. Do not use special characters or symbols, including &,',“,<,and \, in this field.
• When paying U.S. Bank P-Card payments, the Invoice Description must begin with the agency’s unique 16-digit account number. The remaining 14 characters in the Invoice Description can be descriptive information.

3. If needed, check the Show Vendor Info check box to verify the vendor name and address.

4. Continue to duplicate rows as needed.

5. Click Save & Continue (to save the changes and keep the payment on screen) or Save & Clear (to save the changes and clear the distribution grid). Any invalid fiscal codes will generate an error message and be highlighted.

• Click Clear to clear the distribution grid without saving any changes and to start over.
• If you decide the payment is incorrect, click Delete Payment.

6. Click Cost Disb. Complete check box if finished. (If you click this before saving, you may get an error message.)

The payment is ready for approval.

Exclude a Line Item From Being Paid

You could pay only part of a recurring payment by excluding some of the line items from the scheduled payment.

1. Select the Exclude check box next to a line item on the Distribute screen to exclude it from payment. Excluded items will not go to the Approval screen.

2. If needed, select the Hide Excluded Rows check box to hide those payments you have marked as excluded.

Figure 4 - Exclude a payment