Check Request - SAUPCR

The Student Activities (SA) Check Request (SAUPCR) page is used for requesting checks to be printed or recording a handwritten check in cases where the student group may keep its own checkbook. Once a check request is saved, use either the "Record Check" or "Accounts Payable Set" tool to interface the request with the AP subsystem. More information about tools is discussed below in the Tools section.

Check Requests require the NU Common Code with a Code Category/Value of SAAP/PEID.

Workflow is optional for directing and controlling check request approvals. Workflow may be activated on the SA Student Group Setup (SAUPSS) page. Turn on Workflow to manage approvals by checking the "Enforce Check Request Workflow Approvals" box. Check requests will interface into the AP system smoothly with or without Workflow. Checking the Enforce Workflow box allows users to customize how checks are reviewed. Refer to the Workflow Designer User Guide for Workflow approvals.

Main Section

Check Reference: Type up to 16-characters or click on the lookup controller (Ctrl + L) to add a unique identifier for the particular check request. The system-generated seed value requires the NU Common Codes Category/Value of SYNO/SACHECK to be defined in NU Common Codes (NUUPCD) page. The Check Reference is a required field and will insert into APOH within the Contract field.
Requested By: A 30-character field to store the name of the person requesting the check. (Required.)
Requested Date: The date the demand for the check is declared. Click on the drop-down arrow to activate a calendar controller. (Required.)
Status: A system-generated display field to indicate the progress of the check request. Defined in static codes, there are four status options:

Code	Description	Status Processes
CE	Check Request Entry	Request has be entered and saved through the SA Check Request page. Next step would be to send the request either through the Record Check or Accounts Payable Set tool.
CS	Check Request Submitted	Indicates that Workflow is active for the given Student Group and either tool was used to submit the request for approval. The record is awaiting permission to proceed to the AP subsystem.
CP	Check Request Pending Approval (Workflow is active and request is awaiting approval)	The request has been approved or has crossed into the AP subsystem. If the Record Check tool was used, the check request is within AP Create/Update TR Set (APTRBTUB) page and awaiting distribution into the General Ledger. If the Accounts Payable Set tool was used, the invoices are within AP Invoice Entry (APOHININ) page and awaiting distribution into the General Ledger and Accounts Payable.
CX	Check Request Complete	If the Record Check tool was used, the Accounts Payable TR records were distributed into the general ledger. If the Accounts Payable Set tool was used, the invoices were distributed into the General Ledger and a check has been created through Accounts Payable.

Check Number: A field used with the "Record Check" tool. The field holds an eight-character check reference to document a hand-written check, should the Student Group have its own checkbook. The field is required for hand-written checks. Leave this field blank to process as a machine-written check using the tool "Accounts Payable Set". Machine checks will have a check number defined after the Set's batch proof and distribution.
Total: A system generated (display only) total of all the records defined on the Details tab. The value is the sum of all "Amounts".

Vendor Tab

The Vendor section contains the particulars for which "Vendor" to compensate. A Vendor Name is required to complete a check request. Bring in a defined vendor using the lookup controller within the Vendor ID field. The vendor may be a student or existing vendor defined on the Person/Entity (PE) Information (PEUPPE or PEUPPI) page. The option to add a new vendor is accommodated by the setup of a few NU Common Codes, described below within the Vendor ID section. Note: Edits to defined Vendor IDs will not be saved within PE records when submitting check requests. Updating vendor information before creating check requests is preferred.

Vendor ID: A "PE" ID is a code that represents a person or entity throughout BusinessPlus and is managed within the PE Information (PEUPPE) page. Use the lookup controller to select a defined PEID. Whether adding a new vendor while requesting the check or after the request is approved, the new vendor will be assigned a PEID before the check request progresses into the Accounts Payable system. The following is an overview of what to expect when identifying the vendor to whom the check will be written.
Use an existing PEID (or verify PEID is not already defined in BusinessPlus):

Type the PEID or use the lookup controller to find the preferred ID.
Selecting a valid PE ID will populate the remaining name and address fields associated with the PEID, where these fields have been completed.
The Address Type will default per the setup of an NU Common Code with a code category/value of APAH/Address, or the user can modify this on the page.
Edits or adjustments within the Vendor tab to a defined PEID will not be saved. The user should edit a PEID within the PE Information page.

Create new Vendor ID immediately (2 options):

Quick and Easy.
- Verify the vendor does not already exist.
- Verify the two common codes are defined to assign a seed value for generating seed values for PEIDs. The first code will have a Code Category/Value of SAAP/PEID where the 1st Associated Code will point to a secondary NU Common Code defined, which is SYNO/PEID001 (or SYNO/XXXX where XXXX is the 1st Associated Code within SAAP/PEID).
- Type the Name and Address for the vendor.
- All information added to SA Check Request's Vendor tab will be used to generate a Vendor ID. The data will also be stored with the check request. Meanwhile, the vendor will immediately be added to the PE Information page, pending Workflow approval is in place.
Lookup and Add.
- Add the vendor by clicking the ellipsis to the right of the Vendor ID field, then select ADD within the Data lookup box.
- The Add button is a shortcut to the PE Information (PEUPPE) page. Add the vendor here, save, then use lookup a second time to select the new vendor. The vendor is now defined.
- If the PE Information page fails to open or the Add button is not visible, this may be related to the user's security settings. Check with your administrator as needed.

Create new Vendor ID AFTER submitting a Check Request:

Default the Vendor ID to "TBD" and Address Type (requires setup described within the SA User Guide).
Add pertinent vendor information, such as name, address, Tax ID, and more, into the Text tab.
A designated agent adds the new vendor into the PE subsystem using information loaded into SAUPCR's Text tab, which inserts into the AP record's Invoice Text tab.
Update the check request's Vendor ID from "TBD" to the correct PEID. Vendor ID "TBD" may be updated in the AP Invoice Entry (APOHININ) page. Exchange "TBD" for a defined Vendor ID or the new vendor added from the SAUPCR data found in the text tab allowing.
Update the "Vendor of Rec" field to the new PEID within the AP record.
The "TBD" setup requires an NU Default Rule (NUUPDF) definition that will automatically populate the Vendor ID with "TBD" (see the Student Activities Guide for additional setup guidelines, Optional Custom Page Default Rules section).

Address Type: The two-character code abbreviating the addresses defined for a given vendor. Note that the address for an Address Type is where the check will be mailed. Once the Vendor ID is chosen, an Address Type and Vendor's address will auto populate. Click on the drop-down arrow to change the Address Type; all the vendor's defined addresses will display. If no options display from the drop-down list, only the one address is saved for the particular vendor. To add an additional address or update an existing address, visit the PE Information (PEUPPE) page. Address Types are defined by the NU Common Code PEAD/XX where XX is your Address Type. If entering a new vendor, leave Address Type field blank. The Address Type will be automatically assigned once the check request is processed. After the check request inserts into the AP subsystem, the new vendor will be defined and available for editing or use through the PE Information page.
Vendor Name: The Vendor Name should echo the Vendor ID loaded, which is derived from the vendor's PE record. The Vendor Name is a required field that accepts or displays up to 50 characters to describe a vendor. See Vendor ID section for adding new vendors.
Vendor Address (lines 1-4): Four 50-character fields that hold the address lines that may be entered provided the Vendor ID is left blank. Otherwise, they should echo from the vendor's PE record. A one-line minimum is required.
City, State, Zip, and Country: After a PEID is selected and loaded into the Vendor tab, these fields populate, if defined on the PE record. However, edits or adjustments within the Vendor tab to a defined PEID will not be saved. Edit a PEID within the PE Information page before proceeding.
If adding a vendor immediately, note that entering a zip code first can auto-populate the city and state. PE Zip Code Translation Tables (PEUPZP) page holds all defined zip codes and links the zip code to cities and states.

Details Tab

Any number of detail records that will accumulate to form the check total.

Student Group ID: Select the Student Group ID requesting the payment. The lookup controller is populated with valid Student Group IDs derived from the SA Student Group Setup (SAUPSS) page. The Student Group's name displays to the right of this field. Student Group ID is a required field.
Event ID: An eight-character field that stores the ID of the event. The drop-down list is populated with Events defined using the SA Event Information (SAUPEV) page. The Event ID will remain with the record and be visible in the Secondary Reference field of the AP pages.
Object: An eight-character field that stores the GL Object Code associated with the detail check request. The drop-down list will be populated with valid expense object codes. The default object code is the Expense Object Code defined with the Event ID on SA Event Information page.
Description: A 30-character field used for an explanation of the line item associated with the check request.
Invoice: A 16-character field for the vendor's reference number associated with the check request. This field may be set as a required field based on the NU Common Codes Category/Value of SACT/GENINFO and setting the 2^nd Associated Code to a value of REQINV. If this field is allowed to be left blank, when creating the invoice in Accounts Payable, a system-generated invoice number will be inserted based on other codes setup on the NU Common Codes page. Hand-written check requests inserting into APTRBTUB use the Code Category/Value of SYNO/TRREFNO. Machine-written check requests inserting into APOHININ will use SYNO/OHREFNO.
Amount: User types in the sum or aggregate total associated with the invoice; the value disbursed or to be disbursed with the present check request.

Text Tab

Notes: A text editor field to record general notes and comments. Notes entered here will be not printed on the check. Use the <Enter> key to insert line breaks. Use <Shift><Enter> key combination to save the text entered in the Notes form.

Tools for a Check Request

There are two tools associated with this page to process check requests. Once a check request is reviewed and ready to submit, click on the appropriate tool then the check request will insert into the AP subsystem unless Workflow is managing check approvals.

With or without Workflow, once a check request is fully submitted, a system-generated set number will be assigned to the Set. The Set number generated is based on NU Common Codes, depending on the tool used. Codes will have a Code Category/Value of SYNO/ BTCHIDTR (Record Check tool) and SYNO/BTCHIDOH (Accounts Payable Set tool). Both may be in force simultaneously as both machine and hand-written checks may be processed interchangeably if so desired.

The differences between the two tools are as follows:

Record Check will record a hand-written check to the AP Create/Update TR Set (APTRBTUB) page.
Accounts Payable Set initiates processing of machine-written checks. Leave the Check Number field blank. This tool interfaces with the AP Invoice Entry (APOHININ) page to process as individual invoice(s).