Attachment 3

**How to Perform Zero Pay Entries in STARS for recasts:**

Use the DOE Invoice Entry or AP IPAC Entry responsibility.

Two mechanisms for recording zero pays

1.  Mixed Invoice -- where you need to move the money on 1 PO line to
    another PO lines (matched to the wrong line)

2.  Credit Memo and Invoice -- where you need to move money between POs
    (matched to the wrong PO)

It is **very important** that the zero pay entries are batched and paid
the same month that the rest of the entries are done.

How to Record Mixed Invoices

-   Go into the menu option Invoice  Entry  Invoice

-   Choose Matched Invoice as the form activity; chose Invoice as the
    T-code

-   When the form appears, use PO Default as the Type so the system will
    auto-fill information from the PO.

-   Enter the PO #.

-   Then change the Type to Mixed.

-   For the Invoice Number, use the naming convention CID-RECASTX, where
    CID = specific PO \# and X = sequential number for specific CID
    starting with 1 (EX: ER41521-RECAST1)

-   Invoice date = current date or last day of fiscal month if new month
    has been opened

-   GL date = current date or last day of fiscal month if new month has
    been opened

-   Enter 0.00 for the Invoice Amount.

-   Fill in the Description with RECAST.

-   The Terms Date should be entered as the current date or last day of
    fiscal month if new month has been opened.

-   The Terms Method should be STD-Immediate.

-   The Payment Method is Clearing.

-   The Pay Group is Zero Payments for the specific office (ex: use GO
    ZERO PAY for Golden).

-   Click the Match button.

-   Type in the PO#, associated line, and shipment numbers.

-   Click the Match button.

-   For the Quantity Invoiced, use minus the dollar amount (for example,
    if the recast dollar amount was \$5,103.00, you would enter --5103.)

-   Click the Match button.

-   Save record until the new fund type is added to PO and cost has been
    adjusted (See cost guidance below for details).

-   After new funding has been added, query invoice.

-   Click the Match button again.

-   Enter the PO#, associated line, and shipment numbers for the new
    line.

-   Click the Match button.

-   For the Quantity Invoiced, use the correct dollar amount (using the
    same example above, this time enter 5103).

-   The Match may result in an overbill -- this is okay if cost have yet
    to be adjusted.

-   The Invoice and Distribution totals at the top of the screen should
    both be zero.

-   Click the match button

-   Under More Actions, click Validate and then OK.

-   Under more actions, click force approval and then ok.

-   Under More Actions, click Create Accounting and then OK.

-   COST GUIDANCE

-   If cost needs to be adjusted:

    i.  Now you need to fix the PO module by entering the return receipt
        and the receipt.

    ii. Go into the menu option Receiving  Returns (for the credit line
        you did above).

    iii. Query the same PO, line, and shipment number you used above for
         the incorrect line. Click Find. This will automatically pull
         the original T-code.

    iv. For the Quantity, use the positive amount (5103 using the above
        example), check the check box, make sure you return to the
        Supplier (VERY IMPORTANT), and then save the record.

    v.  Remove old funding and add new funding to PO.

    vi. Go into the menu option Receiving  Receipts (for the debit line
        you did above).

    vii. Query the same PO, line, and shipment number you used to add
         the new funding.

    viii. For the Quantity, use the positive amount (5103 using the
          above example), check the check box, and then save the record.

-   If cost does not need to be adjusted or already has been:

-   Once the invoice Status is Validated, Accounted is Yes, Approval is
    Manually Approved, you are ready to pay the invoice.

-   Go into the menu option, Payments  Entry  Payment Batches.

-   Fill in the Form Activity as Payment Batches, the Transaction Event
    as Payment Batches, and the Transaction Code as Clearing Payment.

-   The Pay Group is Zero Payments for the specific office (ex: use GO
    ZERO PAY for Golden).

-   The Batch Name is specificofficeRECASTcurrentdate (ex:
    GORECAST021008).

-   The Payment Date is the current date or last day of fiscal month if
    new month has been opened.

-   The Document is Clearing (pick the one for your office).

-   Check the box for Allow Zero Invoice.

-   Ensure the box is checked for Allow Zero Pay.

-   Verify the T-code is Clearing Payment.

-   Under More Actions, check Select, Build, and Print Preliminary
    Register.

-   View your requests. Once the Preliminary Register completes, view
    the output to ensure the payment is zero. If not,

-   Go back to the Payment Batch. Requery to see that it's built.

-   Under More Actions, deselect Format, select Modify, and click OK.

-   All payments will now be listed. Change Pay to No for all except the
    lines you want (must save between each change). Change the credit
    memo line to Force Pay since it is under the minimum amount (a
    negative amount).

-   Under More Actions, check Build and click OK.

-   View your requests Copy the document \# on the last record paid.

-   Under More Actions, deselect Format, check Select and Print
    Preliminary Register. (The Batch total should be zero and the total
    lines should equal the zero pay lines to pay.)

-   Requery the batch.

-   Under More Action, check Format Payment and click OK.

-   View your requests to know when this process completes.

-   Requery the batch. The status should now be Formatted.

-   Under More Actions, check Confirm and Print Final Register, then
    click OK.

-   The Status should now be printed. The To \# should be the number you
    copied from the last record paid above.

-   View your requests. Once the process completed, view the output to
    ensure only the records you expected were paid.

-   Requery the batch.

-   Under More Actions, check Create Accounting and click OK.

-   View your requests. When this job completes, you'll see only the
    proprietary side to these transactions.

-   At 8:00 p.m. EST every night, a concurrent request runs to send all
    journal entries over to GL, where they can then be posted. Until
    these jobs are posted in GL, you will not see the effects of the
    zero pay entries on any reports from the GL.

How to Record a Credit Memo and Invoice

-   If cost needs to be adjusted:

    i.  You need to fix the PO module by entering the return receipt and
        the receipt.

    ii. Go into the menu option Receiving  Returns (for the line with
        the old funding).

    iii. Query the same PO, line, and shipment number for the line with
         the old funds. Click Find. This will automatically pull the
         original T-code.

    iv. For the Quantity, use the positive amount (5103 using the above
        example), check the check box, make sure you return to the
        Supplier (VERY IMPORTANT), and then save the record.

    v.  Remove old funding and add new funding to PO.

    vi. Go into the menu option Receiving  Receipts (for the line you
        with new funds).

    vii. Query the same PO, line, and shipment number you used to add
         the new funding.

    viii. For the Quantity, use the positive amount (5103 using the
          above example), check the check box, and then save the record.

-   Go into the menu option Invoice  Entry  Invoice

-   Fill in the Form Activity as Matched Invoice, the Transaction Event
    as Matched Invoice, and the Transaction Code as Invoice.

-   When the form appears, use PO Default as the Type so the system will
    auto-fill information from the PO. Enter the PO #.

-   Then change the Type to Credit Memo.

-   For the Invoice Number, use the naming convention CID-RECASTX, where
    CID = specific PO \# and X = sequential number for specific CID
    starting with 1 (EX: ER41521-RECAST1)

-   Invoice date = current date or last day of fiscal month if new month
    has been opened

-   GL date = current date or last day of fiscal month if new month has
    been opened

-   Enter a negative amount for the Invoice Amount (include the minus
    sign).

-   Fill in the Description with RECAST.

-   The Terms Date should be entered as the current date or last day of
    fiscal month if new month has been opened.

-   The Terms Method should be STD-Immediate.

-   The Payment Method is Clearing.

-   The Pay Group is Zero Payments for the specific office (ex: use GO
    ZERO PAY for Golden).

-   Click the Match button.

-   Type in the PO#, associated line, and shipment numbers.

-   Click the Match button.

-   For the Quantity Invoiced, use minus the dollar amount. The Received
    will be less than the billed amount at the bottom left.

-   Under More Actions, check Validate and then click OK.

-   Under More Actions, check Create Accounting and Force Approval and
    click OK.

-   Stop until the new fund type is added to PO.

-   After new funding has been added to the PO, Go into the menu option
    Invoice  Entry  Invoice

-   Fill in the Form Activity as Matched Invoice, the Transaction Event
    as Matched Invoice, and the Transaction Code as Invoice.

-   When the form appears, use PO Default as the Type so the system will
    auto-fill information from the PO.

-   Enter the PO #.

-   For the Invoice Number, use the naming convention CID-RECASTX, where
    CID = specific PO \# and X = sequential number for specific CID
    starting with 1 (EX: ER41521-RECAST1)

-   Invoice date = current date or last day of fiscal month if new month
    has been opened

-   GL date = current date or last day of fiscal month if new month has
    been opened

-   Enter a positive amount for the Invoice Amount.

-   Fill in the Description with RECAST.

-   The Terms Date should be entered as the current date or last day of
    fiscal month if new month has been opened.

-   The Terms Method should be STD-Immediate.

-   The Payment Method is Clearing.

-   The Pay Group is Zero Payments for the specific office (ex: use GO
    ZERO PAY for Golden).

-   Click the Match button.

-   Type in the PO#, associated line, and shipment numbers.

-   Click the Match button.

-   For the Quantity Invoiced, use the dollar amount.

-   Under More Actions, check Validate and then click OK.

-   Under More Actions, check Create Accounting and Force Approval and
    click OK.

-   You are now ready to pay the invoice. This MUST BE DONE THE SAME
    MONTH as the credit memo!!

-   Go into the menu option, Payments  Entry  Payment Batches.

-   Fill in the Form Activity as Payment Batches, the Transaction Event
    as Payment Batches, and the Transaction Code as Clearing Payment.

-   The Pay Group is Zero Payments for the specific office (ex: use GO
    ZERO PAY for Golden).

-   The Batch Name is specificofficeRECASTcurrentdate (ex:
    GORECAST021008).

-   The Payment Date is the current date or last day of fiscal month if
    new month has been opened.

-   The Document is Clearing (pick the one for your office).

-   Check the box for Allow Zero Invoice.

-   Ensure the box is checked for Allow Zero Pay.

-   Verify the T-code is Clearing Payment.

-   Under More Actions, check Select, Build, and Print Preliminary
    Register.

-   View your requests. Once the Preliminary Register completes, view
    the output to ensure the payment is zero

-   Go back to the Payment Batch. Requery to see that it's built.

-   Under More Actions, deselect Format, select Modify, and click OK.

-   All payments will now be listed. Change Pay to No for all except the
    lines you want (must save between each change). Change the credit
    memo line to Force Pay since it is under the minimum amount (a
    negative amount).

-   Under More Actions, check Build and click OK.

-   View your requests Copy the document \# on the last record paid.

-   Under More Actions, deselect Format, check Select and Print
    Preliminary Register. (The Batch total should be zero and the total
    lines should equal the zero pay lines to pay.)

-   Requery the batch.

-   Under More Action, check Format Payment and click OK.

-   View your requests to know when this process completes.

-   Requery the batch. The status should now be Formatted.

-   Under More Actions, check Confirm and Print Final Register, then
    click OK.

-   The Status should now be printed. The To \# should be the number you
    copied from the last record paid above.

-   View your requests. Once the process completed, view the output to
    ensure only the records you expected were paid.

-   Requery the batch.

-   Under More Actions, check Create Accounting and click OK.

-   View your requests. When this job completes, you'll see only the
    proprietary side to these transactions.

-   At 8:00 p.m. EST every night, a concurrent request runs to send all
    journal entries over to GL, where they can then be posted. Until
    these jobs are posted in GL, you will not see the effects of the
    zero pay entries on any reports from the GL.