Purchasing Settlement Instructions Northern Michigan University

Transcription

1 Purchasing Settlement Instructions Northern Michigan University Table of Contents STEP 1: LOGGING ON:... 1 STEP 2: CREATING A SETTLEMENT REPORT... 2 STEP 3: REPORT HEADER... 3 STEP 4: ADDING AN EXPENSE... 4 STEP 5: ASSIGN EXPENSE TO YOUR ORGANIZATION... 8 STEP 6: SUBMIT THE REPORT STEP 7: FILLING OUT CONCUR REPORTS AS A DELEGATE: STEP 8: APPROVING EMPLOYEES EXPENSE REPORTS: Click on the page number in the Table of Contents. This brings you directly to the page you need.

2 STEP 1: LOGGING ON: Log onto Concur Expense at OR: Go to MY NMU, sign in, click on Employee Services tab, click on Concur Settlement System 1

3 STEP 2: CREATING A SETTLEMENT REPORT The program will start you in the Concur Central page Click on: Create a New Expense Report Click on the little man icon to change your password and add a delegate FYI: If you have already started your expense report but have not finished, Click on Edit & View Expense Reports. 2

4 STEP 3: REPORT HEADER Tip: If you go to click on Report Name and it will not let you type anything, that usually means you have a Google Toolbar. Go into the internet, Click on View, Toolbars, Un-click Google. 1. Select NMU Purchasing Policy from drop-down menu. 2. Select Purchasing from the drop-down menu. Then click OK 3

5 STEP 4: ADDING AN EXPENSE Add to report 1. Select each expense item you want in your report by clicking on the box. 3. Click on Go to Expense List. 2. Go to the top of the page and click on Add to Report. 4

6 Adding an Expense (Continued) Click on Undefined to assign an expense type 5

7 Adding an Expense (Continued) Select from the Expense Type list 6

8 Adding an Expense (Continued) Click on Save & Go to Expense List after completing the required fields. 7

9 STEP 5: ASSIGN EXPENSE TO YOUR ORGANIZATION 2. Then click on Allocate Selected Rows 1. Check items you wish to assign to your organization number. 8

10 Assigning Expenses to your Organization Number (Continued) 1. Enter your organization number here (if it is different then the organization number already entered). 2. Click on Assign Allocation. Then click on OK if you are allocating to only one Organization Number. 3. If you have more than one organization number you can separate by %. Once it is allocated 100%, Click OK. 9

11 STEP 6: SUBMIT THE REPORT Click on Submit All red-flag exceptions must be cleared prior to submitting If your report shows the fully colored pie chart and no red flag exceptions, it is okay to submit. Tip: If it says you have not allocated 100% but you know you did, try to submit. If this is the only error, it should go through. 10

12 Submit the Report (Continued) For office purchases: Financial Manager/Department Head - send directly to Vendor Payments. You report to a Financial Manager/Department Head - send to your Department Head for approval An approver should already be listed but if you need a different one, do the following: Use the search function to the right of the screen, enter the name you are searching for, click on Search, click on the correct name that shows up under Results of Search, and then click Ok if listed approver is correct. 11

13 STEP 7: SETTING UP A DELEGATE: To set up someone as a delegate do the following: Click on the General Information icon. 12

14 SETTING UP A DELEGATE (Continued): Click on Delegates 13

15 SETTING UP A DELEGATE (Continued): Click on Add Delegate 14

16 SETTING UP A DELEGATE (Continued): Click on the right side on Find names starting with and enter the delegate s name. Click on Search and it will bring up a name. Click on the correct name and it will go to the left side. Click on Can Prepare box then click OK. 15

17 SETTING UP A DELEGATE (Continued): You should now be able to log on under your own login and password. Then Click on Act as a delegate. It will show a list of anyone you are a delegate for. Click on the person whose report you would like to work on. 16

18 SETTING UP A DELEGATE (Continued): If you want to create a new report, Click on Create a New Expense Report. If it has already been started, you would Click on the Report Name you want to continue. Go back and use Steps 2 through 6, listed above. 17

19 STEP 8: APPROVING EMPLOYEES EXPENSE REPORTS: This is another way to get to your list of reports waiting for approval. This column on the right will show you a list of any employee reports that are waiting for you to approve. Click on the Name of the Report you would like to review and approve. Tip: Do not click on any of these Actions unless you have already reviewed the report. The expense report will be sent to Vendor Payables, your Supervisor or Employee without giving you the opportunity to review the report. 18

20 APPROVING EMPLOYEES EXPENSE REPORTS: (Continued) Click on Report Name to review the report. Pending Approval Approval Status should say Pending Approval before you have approved. 19

21 APPROVING EMPLOYEES EXPENSE REPORTS: (Continued) Once you have reviewed the report, Click on Approved & Accounting Review. This will send the report directly to Vendor Payables. Click on Send Back to Employee if they need to make a correction. 20

22 APPROVING EMPLOYEES EXPENSE REPORTS: (Continued) Once you have reviewed and approved the report, if you go back into the report, it will say Approval Status: Accounting Review. 21

23 APPROVING EMPLOYEES EXPENSE REPORTS: (Continued)_ After approving all reports, return to your main screen Concur Central. It should show no pending work. All reports you worked with should show in My Updates Status as Accounting Review or Sent Back to Employee. (This may take up to half an hour to register). 22