Setup/Troubleshooting Payee Control (X0450, P0450)

Applies to:

Purpose

This document helps with setting up and troubleshooting errors with Payee Control within EnterpriseOne Accounts Payable.

Troubleshooting Steps

Payee Control Set Up (X0450, P0450)

Payee Control is an audit feature in the Accounts Payable module used to prevent fraud. When changes are made to critical payment information, the system writes a record to the Payee Control table (F0450). This record includes:

• The Data Item (data dictionary item DTAI) changed
• The Previous Data Value (data dictionary item PDV)
• The Revised Data Value (data dictionary item RDV).
• The Date Updated (data dictionary item UPMJ)
• The Time Updated (data dictionary item UPMT)
• The Address Book Number (data dictionary item AN8) of the user who modified the field.

Until a Payee Control record is approved, the system prevents automatic payments to the associated payee by printing an error message on the Create Payment Group report (R04570) and not including the vouchers in the payment group.

Payee Control Configuration

The AP Payee Control Server (X0450) manages this audit feature. This program can be accessed by using the Payee Control option on the Form Exit within the Accounts Payable Constants (P0000). Payee Control is configured by populating the processing options of the ZJDE0001 version of the AP Payee Control Server (X0450). If any copies or new versions are created of this program, the system does not use them for the Payee Control process. Levels of control can be set for changes only, additions and changes or no control records. The following fields are applicable for the control edit and are listed in the AP Payee Control Server (X0450) processing options:

• Alpha Name (data dictionary item ALPH) - Address Book Master (F0101)
• Factor/Special Payee (data dictionary item AN85) - Address Book Master (F0101)
• Bank Account Number (data dictionary item CBNK) - Bank Transit Number Master File (F0030)
• Bank Transit Number (data dictionary item TNST) - Bank Transit Number Master File (F0030)
• Bank Account Type (data dictionary item BKTP) - Bank Transit Number Master File (F0030)
• Swift Code (data dictionary item SFWT) - Bank Transit Number Master File (F0030)
• Mailing Name (data dictionary item MLNM) - Address Book-Who's Who (F0111)
• Payee (data dictionary item PYE) - Accounts Payable Ledger (F0411)

Go to Accounts Payable Constants (fast path 4K)

Go to Form Exit and Select Payee Control

Then review your set up on version ZJDE0001

Before records can be written to the Payee Control table (F0450), a Next Number must be defined in the Next Unique Number (P00022) for Object Name (data dictionary item OBJN) of F0450 .

Review and Approval

Payee Control Records can be reviewed or approved through the Payee Control Review and Approval application (P0450):

• To review the record: choose the changed item and select the Transaction option from the Row Exit.
• To approve an item: choose the changed item and choose the Approve option from the Row Exit and click OK to accept approval.

Payee Control Records can also be reviewed using the Payee Control Approval Report (R04505).

Purge Payee Control Records

Approved Payee Control records can be purged by running the AP Control File Purge UBE (R0450P) program. This program deletes the audit trail for approved Payee Control records (F0450). This UBE does not have any processing options.

Limitations

Payee Control does not eliminate all risk. It is intended for use in conjunction with management controls to prevent error and fraud. Payee Control has the following limitations that additional security or processes should be implemented for:

• Payee Control (F0450) table: Deleting this table deactivates the Payee Control functionality.
• AP Payee Control Server (X0450) program: Changing the processing options for this server affects the way that the system monitors changes.
• Security: Only designated users should have access to the Payee Control Review and Approval application (P0450), the AP Payee Control Server (X0450) and the AP Control File Purge UBE (R0450P).
• Manual Payments with Voucher Match (P0413M) program and the Manual Payments without Voucher Match (P0411): Manual payments can be written to payees for whom unapproved Payee Control records exist.

Troubleshooting Error(s)

Error ID: 4742 - "Payee Control - Payee Pending Approval"

Scenario: The Create Payment Control Groups (R04570) PDF contains the following error: "4742: Payee Control - Payee Pending Approval".

Solution: This error is caused by existing records in the Payee Control table (F0450) that need to be approved prior to making payments for that Supplier. To approve these changes, complete the following steps:

1. Open Payee Control Approval (P0450) on menu G0431.
2. Find the records that are prohibiting payments to a supplier.
3. Use the Approve option from the Row exit.