From the UGAF@Work home page:
1. In the global search bar, type “cre sup inv req” and select the Create Supplier Invoice Request task.
2. The Create Supplier Invoice Request window displays, as shown in the image below. Fill out all required fields denoted by an asterisk, as well as any additional fields to provide supplemental information.
(1) Invoice Date (This field will automatically populate to today’s date.)
(2) Company (This field will automatically populate to The University of Georgia Foundation.)
(3) Supplier
(4) Remit-To Connection (This is where you will select the vendor payment remit to address.)
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Note: Should a ‘Remit To’ not exist, you can access the supplier request instructions from the UGAF Knowledgebase.
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(5) Currency (Once you select a Supplier, the Currency and Payment Terms fields will automatically populate – no action is needed.)
(6) Supplier’s Invoice Number (This will ensure the check is processed to the correct invoice. If you do not have the Supplier’s Invoice Number, you can just enter the date in the following format: MMDDYYYY)
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Note: Please ensure the Supplier Invoice Number entered is accurate and unique. UGAF@Work performs duplicate validation based on this field, and if the same number has already been used for another invoice, the request will not move forward. If the supplier did not provide an invoice number, please create a unique placeholder (e.g., No Inv - [date or description]”) and note that in the comments.
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(7) Handling Code (In this field, your selection will tell the foundation whether it should rush the request or hold for the check.)
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Note: Sometimes it may be necessary to both rush the request AND hold for the check, however UGAF@Work does not allow multiple selections in this field. If you need to note that the foundation should both rush the request and hold for the check, you can write that in the Internal Memo field within the Lines tab.
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(8) Memo (This field is the top-level reporting field for the transaction, and will be included in the remittance information sent to the supplier. You can use this field to note the general payment purpose and perhaps to add reference numbers/contact information in addition to the invoice number.)
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Note: The “Memo” field is capped at 32 characters and is not a required field.
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3. Scroll down to the Lines tab. Fill out all required fields denoted by an asterisk.
(1) Extended Amount (The line amounts must equal the total amount for the request, otherwise you will be unable to submit. You will need to add additional lines until they do.
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Note: Adding additional lines can either be used to add multiple invoices from the same supplier into the same request, or to split an invoice into multiple payment gifts. With this, there is also a Goods/Services option on each line if that needs to be split out.
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(2) Gift (You can search for and select the appropriate Gift using either gift number or gift name. When you make your selection, the Cost Center, Functional Expense, and Fund fields should automatically populate.)
(3) Unrestricted Budget (You can search for and select the appropriate Unrestricted Budget. When you make your selection, the Cost Center, Functional Expense, and Fund fields should automatically populate.)
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Hint: You are required to make a selection in either the Gift field or the Unrestricted Budget field, but you will never make a selection in both fields.
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(4) Program (This will most often be Institutional Support, but there are a few other options you can choose from.)
(5) Memo (The line memo is primarily used for internal facing reporting. You should utilize this field to document the business purpose of the line to help tie the spend to the Gift/Unrestricted Budget as well as UGAF policies. It is a required field.)
(6) Internal Memo (In this field you can enter any handling instructions, such as the check being both a rush and hold process as noted previously.)
(7) Add Line (You can use this function when paying multiple line items for different portions of the invoice. For example, if you’re invoiced for catering and room rental – two separate services – you should add two lines.)
(8) Split Line (You can use this function when a single charge needs to be shared across Gift/Unrestricted Budgets. For example, if you’re invoiced for a $1,000 speaker fee that needs to be split 50/50 between two departments, you should split the line.)
(9) Goods Line (Used for invoices related to tangible items.)
(10)Service Line (Used for intangible work or labor.)
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Note: You may have an invoice for both a good and a service, in which case you would add a line for each (i.e. a Good line for food, and a Service line for catering/bartending services.)
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4. Switch to the Attachments tab. Here you can include any relevant supplier invoice attachments.
5. Click Submit. The supplier invoice request will route to the Accounts Payable Data Entry Specialist and any necessary additional approvers.
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Reminder: Once your supplier invoice request has been approved, you will receive a notification informing you of its completion.
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View Your Supplier Invoice Requests
In UGAF@Work, you have the ability to view your supplier invoice requests and their respective statuses.
1. In the global search bar, type “my sup inv req” and select the My Supplier Invoice Requests report.
2. The My Supplier Invoice Requests popup window displays.
3. (Optional) You can enter information to filter your results.
4. Click OK.
5. The My Supplier Invoice Requests report displays.
If you anticipate that you’ll have a recurring need to submit a certain supplier invoice request, you can favorite it for simplified submission.
From the “My Supplier Invoice Requests” report:
1. Click the Related Actions icon in the Supplier Invoice Request column for the supplier invoice request you want to favorite.
2. Select Favorite > Add.
3. Click OK.
4. You can access the favorited supplier invoice request by clicking your Profile icon > Favorites.
5. Select the Related Actions icon next to the supplier invoice request, then Supplier Invoice Request > Copy.
6. The Copy Supplier Invoice Request task window will open with the information pre-populated.
