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Submit an Internal Payment

Submit an Internal Payment

Owned by Brookebarton
Last updated: a minute ago
4 min read

Important Notes:

  • Internal payments are submitted to pay another university department for goods or services

  • The department providing the goods or services is responsible for maintaining all documentation for charges.

Tips for success:

  1. Confirm internal supplier numbers are correct. If the billing department doesn’t know their number, please contact Payables at P2P_Suppliers@boisestate.edu to determine the correct number.

  2. If an Internal Payment status shows Complete/Partial, the requesting department is responsible for resubmitting the remaining rejected Internal Payment lines for processing.

  3. Surplus accounts (9xxxxx) are not allowed on internal payments, or any Payables transactions.

  4. Appropriated funding cannot be used with Revenue account codes. Use the All Segment Values Report to determine the correct funding segment string to use for your Internal Payment request.

  5. Use a new Internal Payment Campus Template for each submission.

  6. Do not copy and paste content into the template. Do not modify the Internal Payment Template.

Step 1: Access Internal Payment Template

  1. Access the Internal Payment Template from the Internal Payment Request SmartSheet.

ALWAYS download a new template for internal payment requests. Do not save and re-use templates. Re-using templates will results in a processing error and your request will be rejected.

Step 2: Enter Template Information

  1. On the Data tab, fill in the header with the following:

    1. Supplier Number: Enter the internal supplier number associated with the charges. Run the Supplier Search to find the supplier number. Note: Internal suppliers will display “Internal” in the supplier type column of the Supplier Search output. If you need a new internal supplier setup, email P2P_Suppliers@boisestate.edu.

    2. Invoice Header: Enter Invoice Header description. This information is determined by the supplier and limited to 240 characters

    3. Invoice Number: Enter the Invoice Number using the naming convention designed by your Department. This can be alphanumeric and has a 50 character limit.

    4. Expenditure Item Date: Enter the date that the expense/transaction occurred

    5. Debits/Credits: Enter the dollar amounts in one of the following ways:

      1. One credit with multiple debits (see Example 1 below). This creates one invoice. If any line fails to import due to Cross-Validation Rules errors, the entire invoice will be deleted and returned unprocessed.

      2. One credit per debit(s) to create many invoices (see Example 2 below). In this format, only failed lines are returned unprocessed.

    6. Line Description: Describe the reason for the transaction. This information appears in the Account Analysis Report under SUBLEDGER_JE_LINE_DESC (Column AD) and is limited to 240 characters.

Example 1: Multiple debits

Screenshot of multiple debits

Example 2: One credit per debit

Screeenshot depicting one credit per debit

Step 3: Enter Funding Segment String

Enter the Funding Source Segments for each Credit and Debit Line.

Step 4: Confirm Total Debit and Credit Amounts, Save and Submit

  1. Review template information to ensure each required field has been completed and it is balanced.

  2. Save your file using the following Naming Convention: IP_Supplier Name_MM.DD.YY_Category of Upload (i.e. Monthly Charges)

  3. Submit the completed template using the Internal Payment Request SmartSheet.

What’s next:

You will receive a confirmation email with a tracking number once the form has been submitted and a follow-up email once posted. If there are Project funding errors with the Internal Payment request, the submitter will be contacted about the issues.

Transaction information will be visible on the Payables - Campus Transactions Dashboard 24 hours after processing.

End of Process

Common Questions

How do I check the status of the Internal Payment?
Use the Internal Payment Submission Tracker to check the status of submitted Internal Payments.

What do I do if the Internal Payment status is “Completed / Partial”?
If you receive a returned template from Payables with a status of Completed/Partial, that means not all lines passed validation and the Internal Payment is partially completed. Any lines with errors will be flagged in the returned template. The requesting department must submit a new template with the corrected line(s) included.

Why did my Internal Payment request get rejected?
An explanation of any rejected Internal Payments will be included on the returned template from Payables.

There are three common rejection reasons for Internal Payments:

  1. Duplicate Invoice Number. Use a fresh template with each submission to avoid inadvertently submitting the same Invoice Number on an Internal Payment request.

  2. Project Cost Validation Failure. Contact Office of Sponsored Programs for support.

  3. Invalid Distribution Combination. Use the All Segment Values Report to determine the correct funding segment string to use for your Internal Payment request.

 

Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247