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Home > Accounts Payable > Job Aids > Clearing Old Payments
Process
This guide describes steps on clearing old payments in CORE. These old payments would be rejected PRM, PRC, and PRN Transactions.
To clear out old payments in CORE, you will want to follow the steps below:
From home page select the Transaction Catalog icon.
2. On the Financial Transaction page enter the following information.
Enter PRM, PRN and PRC.
Enter appropriate Transaction Department.
Select Rejected from Transaction Status drop down menu.
Click Search.
Rejected transactions
3. Selected Payment Requests will populate in the grid.
Open each PR Transaction to be discarded by clicking on the Transaction ID hyperlink.
4. From Matching PR screen select Commodity tab.
Click Caret to expand each Commodity Line.
Select References sub section.
Copy Invoice ID for selected Commodity Line for each Payment Request Transaction for later reference.
Repeat steps for each Commodity Line.
5. Expand 3 dot menu in the top right of page.
Select Discard for Primary Actions Menu.
Text box will pop up confirming your option to discard.
After discarding the PR Transaction, you will want to search for the IN transactions that need to be cancelled. Please note that once discarded you will not be able to reference later.
6. Navigate to Global Search Bar and enter IN.
On Financial Transaction page enter the Transaction ID.
Enter Transaction Department.
Click Search.
6. Selected Invoice Transaction will populate in the grid.
Click and expand 3 dot menu on the right side of Invoice Transaction line.
Select and expand Primary Actions.
Click Discard/Cancel.
Click Yes on Discard/Cancel Confirmation.
A Version 2 Cancellation Invoice Transaction will be created.
Click the Draft icon to confirm Function is shown as Cancellation.
Click Validate and Submit.
7. You may encounter one of the following scenarios:
A Reject PRM for a partially paid IN: You will want to modify the IN to the amount that was actually paid instead of cancelling. To create an IN modification you will want to select Edit instead of Discard.
A Rejected PRM that has been matched to a RC transaction: You will want to modify or cancel the matched RC prior to processing the modification or cancellation to the IN. For rejected GAX, GAX1, and PRC1 transactions, you will want to search for the rejected transactions, open the transaction and select Discard.
Tips to remember:
Selecting Discard on any payment transaction that is not in a Final Phase will completely remove the transaction from the system.
Selecting Discard on any payment request transaction that is in a Final Phase will create a Version 2 Cancellation.
Selecting Edit on any payment request transaction that is not in a Final Phase will only allow you to edit the Version 1 of the transaction.
Selecting Edit on any payment transaction that is in a Final Phase will create a Version 2 Modification.
Payments should be Cancelled or Discarded if the payments have not completed the disbursement process in the period in which they were issued.
You can also utilize the Info Advantage Report PROC-040 MATA Table Summary to identify transactions not fully matched.
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