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CREATING A PAYMENT REQUEST FOR VENDOR IN SYSTEM HOW TO PAY AN INVOICE 1 Creating a Payment Request for Vendor in System.

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Presentation on theme: "CREATING A PAYMENT REQUEST FOR VENDOR IN SYSTEM HOW TO PAY AN INVOICE 1 Creating a Payment Request for Vendor in System."— Presentation transcript:

1 CREATING A PAYMENT REQUEST FOR VENDOR IN SYSTEM HOW TO PAY AN INVOICE 1 Creating a Payment Request for Vendor in System

2 CREATING A PAYMENT REQUEST Click on the Invoice tab at the top of your My Concur homepage This will bring 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 Creating a Payment Request for Vendor in System

3 CREATING A PAYMENT REQUEST This is the Invoice home page where you can create payment requests The Vendor List that you see on the Invoice home page is a list of your most recently used vendors; it is not a list of all vendors in Concur 3 Creating a Payment Request for Vendor in System List of Most Recently Used Vendors, NOT all vendors in system

4 CREATING A VENDOR REQUEST FOR A VENDOR ON FILE Click on the vendor name in your list that you want to create a payment request for If the vendor is not in your Most Recently Used Vendor List, then do a search in the search box to bring up the vendor for the payment request 4 Creating a Payment Request for Vendor in System

5 CREATING A PAYMENT REQUEST FOR A VENDOR ON FILE After clicking on the vendor you want to pay, the vendor details will show up in the Vendor Information box Enter all required fields (edged in red) under the Invoice Details pane NOTE: If you want the check returned to the department, enter your department name and your extension in the Remittance Description field Click the Save button 5 Creating a Payment Request for Vendor in System

6 ASSIGNING AN EXPENSE TYPE TO AN INVOICE After clicking Save in the Invoice Details pane, the system will automatically take you to the New Item pane at the bottom to choose a natural account Choose the appropriate natural account, enter a brief description, and enter the amount Click Save 6 Creating a Payment Request for Vendor in System Choose Natural Account Enter brief description of invoice Enter Amount of Invoice

7 DISTRIBUTING AN EXPENSE TYPE ON AN INVOICE The natural account (expense type), line description, and amount have now moved into the Distribution pane The expense is now ready to be distributed(charged to an account(s) 7 Creating a Payment Request for Vendor in System

8 DISTRIBUTING AN EXPENSE TYPE ON AN INVOICE You are now ready to charge the invoice amount to an account(s) via the distribution box Click in the box next to the expense type Click the Distribute button Choose Distribute Selected Items The distribution box appears to allow you to charge your account 8 Creating a Payment Request for Vendor in System

9 DISTRIBUTING EXPENSES ON A PAYMENT REQUEST 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 9 Creating a Payment Request for Vendor in System 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

10 DISTRIBUTING EXPENSES ON A PAYMENT REQUEST The pie-graph 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 to submit your report 10 Creating a Payment Request for Vendor in System

11 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 11 Creating a Payment Request for Vendor in System

12 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 12 Creating a Payment Request for Vendor in System

13 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 13 Creating a Payment Request for Vendor in System

14 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 14 Creating a Payment Request for Vendor in System

15 UPLOADING YOUR INVOICE The Status will show as ‘Received’ after the image has been uploaded Click Done 15 Creating a Payment Request for Vendor in System

16 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 16 Creating a Payment Request for Vendor in System

17 PRINTING A PAYMENT REQUEST IN INVOICE FORMAT 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 17 Creating a Payment Request for Vendor in System

18 SUBMITTING PAYMENT REQUEST Once you have completed all the above steps, your payment request is ready to submit for approval Click Submit Request 18 Creating a Payment Request for Vendor in System

19 VIEWING STATUS OF SUBMITTED REPORT 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 19 Creating a Payment Request for Vendor in System


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