CREATING A PAYMENT REQUEST FOR A NEW VENDOR HOW TO PAY AN INVOICE FOR A NEW VENDOR 1
CREATING A PAYMENT REQUEST Click on the Invoice tab at the top of your 'My Concur' homepage This brings you to the invoice module where you can view any requests, create a new payment request, and approve requests if you are an approver 2
SEARCHING FOR A VENDOR To search for a vendor, enter in the last field (see above) part or all of the vendor s name, then click on the search icon If the vendor doesn t come up, try just entering the first few letters of the name to bring up a larger list as the vendor name in TAMS could be a little different than what the end-user might think the name is You can also search by different criteria by clicking the drop-down arrow on the Search field Defaults to Vendor Name 3
SEARCHING FOR A VENDOR This is where you will request a new vendor if needed If the vendor field comes up as No Vendor Found, then enter the first few letters of the vendor name; if it still comes up without a vendor, you will then need to request a new vendor There are three reasons to request a new vendor You have already paid a certain vendor but they are not in the list; this is because not all vendors were uploaded, therefore you will need to request a new vendor It is a vendor you have not paid before, therefore the vendor is not in the system The vendor has an incorrect address in the system; be sure to enter comments to that effect when you are requesting a new vendor so AP can delete the old address 4
REQUESTING A NEW VENDOR The Request New Vendor dialogue box appears once you click on the icon to request a new vendor Fill in the red lined fields (required): vendor name, payment method, and answer Yes or No to the field named Consultant/Independent Contractor/or Honorarium? Click OK 5
REQUESTING A NEW VENDOR Once you click OK, a vendor address ID will automatically appear Click the Apply button in order to open the Actions box to upload your W-9 and/or Independent Contractor form Remember you must scan the W-9 into PDF format to upload If you know a vendor s W-9 is already on file with AP, simply create a PDF stating that the vendor and W-9 are on file You must attach a pdf with this statement because the system will not allow the payment request to move forward without an upload in this dialogue box 6
UPLOADING W-9 AND OR INDEPENDENT CONTRACTOR FORMS FOR NEW VENDOR Once you click Apply, click on the Actions box You will have the option to upload the image(s) or print a fax cover sheet and upload/fax the W-9 and/or independent contractor form(s) It is in this dialogue box only that you can upload your W-9 and/or Independent Contractor forms. You cannot upload them in the Actions box in the Enter Invoice Details pane 7
When you click Upload Image, the dialogue box pictured above appears Click on browse and select the pdf, jpg, or tiff document you want to upload Click on the document and click Open The document appears in the Files Selected for Uploading box Click Attach 8
UPLOADING W-9 AND OR INDEPENDENT CONTRACTOR FORMS FOR NEW VENDOR Locate the W-9 and/or Independent Contractor Forms and click on it Click Open Note: All documents uploaded into Concur must be in one of the following formats: PDF JPG TIFF 9
UPLOADING W-9 AND OR INDEPENDENT CONTRACTOR FORMS FOR NEW VENDOR After choosing the attachment to be uploaded, it appears in the Filename box If you accidently chose the wrong attachment, you can remove it by clicking Cancel and repeating the above steps Click Attach 10
UPLOADING W-9 AND OR INDEPENDENT CONTRACTOR FORMS FOR NEW VENDOR Once the image is uploaded, the status shows as Received Click Done 11
REQUESTING A NEW VENDOR The Request box appears again Click OK 12
REQUESTING A NEW VENDOR The Vendor Name now appears in the Vendor Information field The name of the vendor moves into the Vendor Information field and is designated as Unapproved Even though it shows as Unapproved you still must enter all the information required to finish the Payment Request It will go directly to AP for approval and then it will move through the regular approval process 13
ENTERING INVOICE DETAILS Enter information in all required fields and any information you want to enter in the optional fields Click Save In the Invoice Details pane enter all the required information (fields edged in red) and click Save You must click Save in order to move on to the next step which is to assign an expense type (natural account) 14
ASSIGNING AN EXPENSE TYPE List of Expense types Description Field Amount Field Once you click Save, the list of expense types (or natural accounts) will appear in the New Item pane Choose the appropriate expense type Enter a brief description in the Line Description field Enter the amount in the Amount field Click Save If the Save button is grayed out, you need to click Save in the Invoice Details pane located above this pane The expense type will then move into the distribution pane in the middle of the page 15
DISTRIBUTING EXPENSES ON A PAYMENT REQUEST The Expense Type has now moved into the Distribution pane Click in the box next to the Expense Type and the Distribution button will be highlighted which indicates it is enabled Click on the Distribute button and then choose Distribute Selected Items (This is exactly the same process as Allocating in the Expense Module) This process takes you to the dialogue box where you can assign the expense to an account 16
DISTRIBUTING EXPENSES ON A PAYMENT REQUEST Click here to allocate 100% to the default account from account in invoice details Click here if you want to charge another account or another Org and its account The Allocations dialogue box appears You can charge the account defaulted from the Invoice Details pane by clicking in the box next to the pre-populated allocated amount Click Save By clicking the Add New Allocation button, you can add new allocations to charge other accounts in your Org You can also charge to other orgs and accounts that are in your division If you choose another Org # and account, be sure to change the Org # in both the Org/Account field and the Org/Dept Use field or you will get an error message Click Save 17
DISTRIBUTING EXPENSES ON A PAYMENT REQUEST The pie-chart icon indicates that the expense has been allocated 100% If the box appears white and blue, the expense is not 100% allocated. Go back and finish distributing the expense to 100% The last step is to upload your invoice image and submit the report 18
UPLOADING YOUR INVOICE Click on the Actions button above the Invoice Details pane Choose Upload Image You can also print a fax cover sheet by clicking Print and then clicking Print Fax Cover Sheet 19
UPLOADING YOUR INVOICE This dialogue box appears after clicking Upload Image Click the Browse button This will take you to your computer to search for the attachment you want to upload It is very similar to attaching a document to an email 20
UPLOADING YOUR INVOICE Locate the invoice and click on it Click Open Note: All documents uploaded into Concur must be in one of the following formats: PDF JPG TIFF 21
UPLOADING YOUR INVOICE After clicking Open in the previous step, the document appears in the dialogue box under the Filename Verify this is the correct image you want to upload If this is the wrong image, click Cancel and repeat the steps Click the Attach button 22
UPLOADING YOUR INVOICE The Status will show as Received after the image has been uploaded Click Done 23
PRINTING A PAYMENT REQUEST IN INVOICE FORMAT After uploading your image, you can either choose to Submit Request or you can choose print a payment request in invoice format To print a payment request in invoice format, click Actions Choose Print and select Payment Request in Invoice Format 24
PRINTING A PAYMENT REQUEST IN INVOICE FORMAT Click Show to see the account distribution The account distribution now appears. If you do not care to see the distribution, click Hide The dialogue box appears with the invoice information The first screen shot shows it without the account distribution To see the distribution(s), click Show The second screen shows the distribution(s) after clicking Show If you don t care to see the distributions, click Hide Close the dialogue box 25
SUBMITTING PAYMENT REQUEST The Payment Request is now ready to be submitted for approval Click the Submit Request button To check the status of the report, go into the Invoice module and click on View My Requests Click on the View button in the Payment Request List pane and choose Reports Submitted this Month 26