Attach Documentation to a Posted Payment or Item

Purpose: Use this document as a reference for how to attach documentation to a posted payment or item.

Audience: Accounts Receivable staff/supervisors.

You must have at least one of these local college-managed security roles:

  • ZD AR Inquiry
  • ZC AR Support

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

In PeopleSoft Receivables, users can attach supporting documentation to AR payments and items to keep important backup information associated with the appropriate transaction. This may include remittance documentation, customer correspondence, invoices, payment support, or other relevant records.

Expand or collapse content Attaching Documentation to a Posted Payment

Navigation: Accounts Receivable > Payments > Review Payments > All Payments

  1. The All Payments Find an Existing Value search page displays.
    1. Enter the Deposit Unit.
    2. Use the other search criteria such as Payment Sequence, Payment ID, User ID, Assigned Operator ID, Payment Status, Accounting Date, Entered Date, or Payment Type to locate the appropriate payment.
    3. Select the Search button and the All Payments page displays.
  2. Select the Attachments hyperlink and the Payment Worksheet Attachments window displays.
    1. Select the Add Attachments button and the File Attachment Window displays.
      1. Select the Choose Files button.
      2. Locate the file(s) that you want to upload. To select more than one file to upload, hold down the Ctrl and/or shift key on your keyboard.
        • You can only upload up to 10 files at one time.
      3. Select the Open button on your file explorer once complete and the file(s) will be listed on the File Attachment window.
      4. Select the Upload button and the Payment Worksheet Attachments window displays.
        • You have the option of entering a Description for the new File Name(s).
    2. When the upload process is complete, select the OK button.
      1. If you need to add more than 10 attachments, select the Add Attachments button again and repeat steps in 2.A.

You cannot delete attachments once they have been uploaded.

  1. Process complete.
All Payments page is the very back with the Attachments hyperlink highlighted. In the middleground is the Payment Worksheet Attachments window with the Add Attachment and OK buttons highlighted. In the foreground is the File Attachment window with the Choose Files and Upload buttons highlighted.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial via Panopto

View the external link to Attaching Documentation to a Posted Payment. This link will open in a new tab/window.

Expand or collapse content Attaching Documentation to a Posted Item

Navigation: Accounts Receivable > Customer Accounts > Item Information > View/Update Item Details

  1. The Value/Update Item Details search page displays.
    1. Enter the Business Unit.
    2. Enter the Customer ID.
    3. Enter the Item ID (Invoice ID if the item is from Billing).
    4. Select the Search button and the View/Update Item Details Detail 1 tab displays.

You can upload attachments to any Item Status.

  1. At the bottom of the page, select the Item Attachments hyperlink and the Item Attachments window displays.
    1. Select the Add Attachments button and the File Attachment Window displays.
      1. Select the Choose Files button.
      2. Locate the file(s) that you want to upload. To select more than one file to upload, hold down the Ctrl and/or shift key on your keyboard.
        • You can only upload up to 10 files at one time.
      3. Select the Open button on your file explorer once complete and the file(s) will be listed on the File Attachment window.
      4. Select the Upload button and the Payment Worksheet Attachments window displays.
        • You have the option of entering a Description for the new File Name(s).
    2. When the upload process is complete, select the OK button.
      1. If you need to add more than 10 attachments, select the Add Attachments button again and repeat steps in 2.A.

You cannot delete attachments once they have been uploaded.

  1. Process complete.
View/Update Item Details in the back with the Item Attachments hyperlink highlighted. The Item Attachments window is in the middleground with the Add Attachment and OK buttons highlighted. The File Attachment window is in the foreground with the Choose Files and Upload buttons highlighted.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial via Panopto

View the external link to Attaching Documentation to a Posted Item. This link will open in a new tab/window.

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