Pending Transaction Checklist

A pending transaction is a transaction that is currently sitting out there from a different system/software waiting to be posted to USAS.  When USAS-R is integrated with USPS-R, the following submissions performed in USPS-R can then be posted to USAS-R via the pending transaction module.

• Payroll submission (classic's AUTOPOST/PAYROLL file)
• when posted in USAS, it will create a disbursement.  A check number can then be assigned to the disbursement.
• Employer distribution submission (classic's AUTOPOST/BRDDIS file)
• when posted in USAS, it will create a purchase order.  At that point, you can modify the PO to make any necessary changes and then continue on with the next step of the expenditure process.
• Employer retirement share submission from USPS-R (classic's BRDRET file)
• when posted in USAS, it will create a purchase order.  At that point, you can modify the PO to make any necessary changes, and then continue on with the next step of the expenditure process.
• Leave projection submission (classic's AUTOPOST/LEAVE file)
• when posted in USAS, it will create a receipt.  The receipt will contain reduction of expenditure amounts on the salary accounts and then charge the amount to the benefit account as a negative reduction of expenditure.  The transaction total should always net $0.00

1. Go to Transaction/Pending Transaction
2. Click on the beside the transaction you want to post
3. Click on Validate to validate the data for fatal errors or warning messages and review the details of the pending transaction
   • Error messages will be displayed in the grid beside the line numbers. Scroll through to see them all (if any)

   

4. Click on Post to post the pending transaction to USAS

   1.  Payroll Transaction

      Payroll Transactions: By default, the transaction will post an electronic disbursement, expending the amounts to the accounts on the pending transaction. 

      1. You can enter a transaction date or let it default to the Pending Transaction date.  You can also select a bank account or let it default to the default bank account.  
      2. If you require a physical payroll check for the bank, you will uncheck the 'electronic' box and post.
         1. After the pending transaction is posted:
            1. Go to Transaction/Disbursements, select the payroll disbursement and click on 'generate print file' to assign a check number and generate a printable check file. 
      3. If you do not require a physical check for the bank but would like to assign a physical check number to the electronic check
         1. After the pending transaction is posted:
            1. Go to Transaction/Disbursements, select the payroll disbursement and click on 'generate print file'
            2. A popup box will appear for you to enter the following information
               1. Check number
               2. Sorting Options

               3. Print Electronic Checks: Make sure this is checkmarked

               4. Print Output Type: XML is used for third party printing software 

                  It is no longer required to assign physical check numbers to electronic checks.

               5. Click Generate

      When Payroll Transactions are posted, only a disbursement is created. There will be no associated Purchase Order or Invoice. 
   2.  Employer Distributions & Retirement Share

      Distribution or Retirement Transactions:  By default, the transaction will post a purchase order.  You can enter a transaction date or let it default to today's date.  You can also select a payee vendor.  Checkmark the box to apply the payee name and payee address to the selected vendor's default PO vendor location. The PO will sort line items by Object then Full Account Code.
      

      1. After the pending transaction is posted:
         1. Go to Transaction/Purchase Orders
            1. You can manually select the purchase orders or you can filter the grid and checkmark the top box to select everything within the filter grid and click on Print. 
            2. Select either PDF or XML
            3. Move or save the output file to your third party printing software if needed

         2. Enter Invoices - Go to Transaction/AP Invoices or Transactions/Purchase Orders

            

         3. Transaction/AP Invoices 
            1. Select Create on the top left hand side of the grid

            2. Enter the PO# and click create 

               

         4. Transaction/Purchase Orders

            1. Filter for PO# and select the invoice icon 

               

               This will then pop up a blank invoice to enter the information and move you to the Transaction/AP Invoice grid

      2. Enter the Required Invoice information and Save

         We recommend that the invoice date you let default to the current date and the vendor invoice date is the date on the physical invoice from the vendor. The invoice date MUST be in an open period and either date, invoice or vendor invoice date, will trigger the PO to be marked as a then and now if they are before the PO date. 

      3. Review outstanding invoices before proceeding to create disbursements. Any of the following may be used to review outstanding invoices. 
         1. Run the SSDT Outstanding Invoices by Vendor Report in the Report Manager to view all the invoices you have entered.

         2. View in the Payables grid, by going to Transaction/Payables

            You can create an on demand report by clicking on the 'Report' icon on the top right hand side of the grid. The report will then contain the columns and filtering on the grid at that time.

            

         3. Filter in your AP Invoices grid by date entered. A report can be generated from that grid.
      4. Once you are ready to create the disbursements, Go to Transaction/Payables.
         1. You can view/select by Vendor or by Detail (invoice)
         2. You can manually select the items you are ready to pay or you can checkmark the top box to select everything within the payables grid. 

         3. Click on Post Selected 

            

         4. A summary box will display with the number of vendors, invoices, total amount of payables selected
            1. Enter the options
               1. Date: must be in an open period
               2. Grouping options
                  1. Vendor (all invoices for one vendor on one check) 
                  2. Invoice (each invoice as an individual check).

               3. Bank Account

                  

         5. Click on Post 

            Once post is selected the expenditures are posted to the accounts and the disbursements are created with a reference number.

      5. Click on 'Continue to Print' to take you to the Disbursement grid, where you will assign a check number and generate a physical check print file. 

         

      6. In the Disbursement Grid (Transaction/Disbursement), select the checks you want to generate a physical check for 

         

      7. Click on 'Generate print file'
         1. A popup box will appear for you to enter the following information
            1. Check number
            2. Sorting Options

            3. Print Electronic Checks: checkmark this if you WANT to assign physical check numbers to your electronic checks.

            4. Print Output Type: XML is used for third party printing software 

               It is no longer required to assign physical check numbers to electronic checks.

         2. Click Generate

            

      8. The output file will then need to be moved or saved to your third party printing software.
   3.  Leave Projections

      Leave  Projections: By default, the transaction will post a receipt. The receipt will contain reduction of expenditure amounts on the salary accounts and then charge the amount to the benefit account(s) as a negative reduction of expenditure. The transaction total should always net $0.000. You will be prompted to enter a transaction date when you click Post. The receipt will located in the Transaction/Receipt grid.

       

      If the Validation produces errors or warnings that warrant you to reject the file, click on 'Reject'.  A box up box will be displayed allowing you to enter a reason for your rejection.  Click on 'Reject'.   The amounts will not be posted to the accounts and the status of the payroll submission in USPS (under USAS Integration's Payroll Submission)  will be updated to Rejected.