Initiating a Payment Request Document
1. Select Payment Request.
2. Log into Financials as necessary.
The system displays a blank Payment Request Initiation tab with a new document ID.
6. Enter the purchase order number, invoice number, invoice date, and vendor invoice amount on the Payment Request Initiation tab.
7. Click Continue button.
8. Complete the Vendor tab.
a) Verify that the address on invoice is the same as the one on the Vendor file.
b) Enter the customer number as needed.
c) Modify payment terms as needed.
d) Add check stub notes or special handling instructions if requested.
9. Complete the Invoice Info tab.
a) Select Immediate Pay if applicable.
b) Select Payment Attachment Indicator, if applicable.
c) Clear the pay date if the payment terms have been modified and the system-calculated pay date is desired.
10. Complete the Process Items tab:
a) In the Edit Items section, for quantity-specified line items enter the quantity invoiced from the vendor invoice. For non-quantity line items, enter the extended cost amount using the vendor invoice amount.
b) In the Additional Charges section, enter an extended cost amount if needed. Miscellaneous charges require a description.
When SHOW_CLEAR_AND_LOAD_QUANTITY_BUTTONS_IND is set
to Y, then Load Qty
Invoiced and
Clear Qty
Invoiced will display on the
Payment Request.
Load Qty Invoiced button functions as follows: For line items that are
quantity driven, the open quantity will populate the Qty Invoiced field for each
line item in the amount equal to the open quantity. For line items that are
non-quantity, the remaining encumbrance will populate the
Extended Cost field for that line.
Clear Qty
Invoiced button will clear out
the editable fields in the Items tab.
11. Click Calculate button.
12. Click Submit button.
13. Appropriate Sub-Account, fiscal officers, and organization reviewers approve the document.
For more information
about how to approve a document, see
Workflow Action Buttons.
Displaying Detailed Payment
Information