Invoice QuickStart Guide

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1 Invoice QuickStart Guide

2 Table of Contents Working with Payment Requests Manually Creating a Payment Request from an Existing Vendor Creating a Recurring Payment Request Adding Distributions to a Payment Request Requesting a New Vendor Reviewing & Approving a Payment Request Creating a Purchase Request Approving a Purchase Request Assigning a Purchase Order to a Request 2

3 Working with Payment Requests Working with Assigned Payment Requests Navigate to the Invoice tab to view your Unsubmitted Requests. Select the check box for the request you want to submit. From the Actions dropdown menu, select Open Request. Reviewing or Modifying Payment Requests Review and modify the details of the request. If you make changes, click Save. If the Shipping and Tax fields are applicable, enter the amounts from your invoice. Itemize your request to show all goods or services received. Click Add Item. 3

4 Working with Payment Request Itemizing a Request The Amount Remaining to be itemized is displayed, you will itemize until the balance is $0.00. Select the Expense Type from the list that relates to your invoice item. Enter a Line Description. Enter the Amount. Click Save. 4

5 Working with Payment Request Available Actions From the Actions dropdown menu, you can: Upload or Delete Image, Delete Request, Print, Extend Due Date, Change Policy, or Create Recurring Request. Click Submit Request. The request is removed from your Unsubmitted Requests list. 5

6 Manually Creating a Payment Request from an Existing Vendor Creating a New Payment Request From the Invoice tab, click Create New Request. Use the Search fields to find the appropriate vendor, or select it from the Vendor List. Entering Invoice Details Complete the required fields, indicated with red bars. Click Save. Itemizing a New Request 6 Continue to itemize the request until the Amount Remaining to be Itemized is $0.00, and then click Save.

7 Manually Creating a Payment Request from an Existing Vendor Attaching an Image From the Actions dropdown menu, select Upload Image. Click Browse to select an image file from your computer. Once selected, click Upload to attach the file, and then click Close. When you are ready to submit your new payment request, click Submit Request.

8 Creating a Recurring Payment Request Creating a Recurring Payment Request Select the check box for the request, click the Actions dropdown menu, and then select Create Recurring Request. Select the frequency of the recurring request from the dropdown menu. Select What day(s) of the month is the payment for the recurring request due from the dropdown list. Select the Start and End dates for when this recurring request will be effective. Click Save.

9 Creating a Recurring Payment Request Saving, Viewing, and Modifying Recurring Requests Click Edit Recurring Request to make changes to the payment schedule. Click Save when you are finished making changes to the recurring request. On the My Requests page, click View, and then select Recurring Requests from the dropdown menu.

10 Adding Distributions to a Payment Request Adding a Distribution Select the check box for the line item you want to distribute. From the Distribute dropdown menu, select Distribute Selected Items.

11 Adding Distributions to a Payment Request Adding a Distribution Code Click Add to add another Distribution Code. Click the Department dropdown arrow to select the appropriate option. Click the Cost Center dropdown arrow to select the appropriate option. Click Save.

12 Requesting a New Vendor Requesting a New Vendor From the Create New Payment Request screen, click Request New Vendor. Complete the General Vendor Information. Required fields are indicated with a red bar. If you need to attach documentation, click Apply. This activates the Actions dropdown menu options. From the Actions dropdown menu, select Upload Image to attach vendor documentation. Click OK to close the window.

13 Reviewing & Approving a Payment Request Reviewing a Payment Request Click Approvals, and then click the Payment Requests tab to view the list of requests awaiting approval. Select the request you want to review. Review the Invoice Details and the Itemization Summary, including any Distributions. Click View Invoice to review attached documentation. Sending Back a Payment Request Click Send Back to open the window. Enter a Comment for sending back the request. Click OK.

14 Reviewing & Approving a Payment Request Approving a Payment Request Once you have reviewed the request, click Approve. If you want to add a Comment and forward this to another User-Added Approver, click Approve & Forward.

15 Creating a Purchase Request Creating a New Purchase Request Click Requests. From the Purchase Request dropdown menu, select Request Items. Click Add New Item.

16 Creating a Purchase Request Creating a New Purchase Request Click the Type dropdown arrow to select whether this request is for Goods or Services. Enter the name of an existing Vendor to search for and select from the saved list. Click Request New Vendor if you need to enter the details for a new vendor. Complete the required fields, indicated with red bars. Click Save. Items pending a purchase request appear in the Cart Items section. Click Request.

17 Creating a Purchase Request Creating a New Purchase Request Enter a Description. Click Save. The Ship To address defaults to the previously used address. Click the link to modify the address. Click Submit.

18 Approving a Purchase Request Approving a Purchase Request Click Approvals, and then click the Purchase Requests tab. Click the Request No. link to open the request. Click the Actions dropdown to view attached images. If the request needs corrections, click Send Back. Review the request details. You can edit item details or modify distribution, but you cannot add items. Click Approve. Click Change View to access requests previously approved.

19 Assigning a Purchase Order to a Request Assigning a Purchase Order to a Request Click Invoice, and then click Create New Request. Enter the Purchase Order Number you want to assign to a request. Click the Purchase Order tab to enter the remaining Invoice Details. Required fields are indicated with red bars. Click Save. You can enter the line item Expense Type, Line Description, and Amount for each line item, and then click Save. Click Cancel to exit this window and add the line items from the Matching Summary tab.

20 Assigning a Purchase Order to a Request Assigning a Purchase Order to a Request Navigate to the Matching Summary tab. To add the Purchase Order Line Items, click Copy Items from PO. Select the check box for the item(s) you want to add. Click Copy. The line item is now assigned to the payment request. Click the Payment Request tab.

21 Assigning a Purchase Order to a Request Assigning a Purchase Order to a Request Click Submit Request.

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