Creating a Payment Request with Multiple Accounting Distributions on the Same Line

   Overview   

It is imperative that the correct Account Code is assigned during the creation of the Payment Request.  Chartstring changes cannot be made by approvers at a later time. 

Any needed changes (this includes changes in the Account Code) will result in the payment request being returned to the initiator for action.

 

In this article, you will learn how to create a payment request in the UGA Financial Management System that divides a charge between multiple sources of funding.

In this example, you are splitting an invoice between two funding sources for the cost of lab work completed by a vendor.

1. Step 1

The UGA Financials homepage is displayed with the Payment Request Center tile highlighted

On the UGA Financials homepage, click the Payment Request Center tile.

2. Step 2

The Payment Request Center page is displayed with the [+] button highlighted

The Payment Request Center is displayed.

This page is used to view a summary of your requests and to add/edit/cancel payment requests.

Click the [+] button to start a new payment request.

3. Step 3

The Summary page is displayed with the Attachments button highlighted

The Summary page is displayed. This is Step 1 of 4 in the payment request process.

Click the Attachments button and follow the prompts to add the invoice from the supplier.

4. Step 4

The Invoice Number is highlighted

An Invoice Number is required for payment requests.  

Example shown here: Enter "1234".

5. Step 5

The Invoice Date field is highlighted

The date in the Invoice Date field is populated with today's date. The date will need to be changed to match the date on the invoice.

To change the Invoice Date, enter the date (MM/DD/YYYY) or click the calendar icon to select the date.

6. Step 6

The Cost Sub-Total field is highlighted

Enter the subtotal from the invoice into the Cost Sub-Total field. You will enter the individual lines and tax information later in the request.

Example shown here: In the Cost Sub-Total field, enter "1214".

7. Step 7

The Description field is highlighted

Enter a description of the item(s) purchased into the Description field.

Example shown here: Enter "Lab Analysis".

8. Step 8

The Notes/Comments field is highlighted

The Notes/Comments field can be left blank or used for additional information.

9. Step 9

The Next button is highlighted

Click the Next button in the top right corner of the screen to continue.

10. Step 10

The Supplier page is displayed with the Supplier Name field highlighted

The Supplier page is displayed. This page allows you to search and assign the supplier that should receive payment. This is Step 2 of 4 in the payment request process.

You can search for a supplier by entering either the supplier name, Supplier ID, or Does Business As (D/B/A).   

Example shown here: Enter "Eurofins" as the Supplier Name.

11. Step 11

The Search button is highlighted

Click the Search button.

12. Step 12

The Search Results are displayed

The Search Results are displayed. 

Click the appropriate row to select the supplier.

Example shown here: Click VN0000546 .

13. Step 13

The Supplier Address is displayed with the Next button highlighted

The Supplier Address is displayed. Review the information to make sure you have chosen the supplier.

Click the Next button to continue.

14. Step 14

The Add Lines button is highlighted

The Invoice Details page is displayed. This page allows you to add each of the invoice lines. This is Step 3 of 4 of the payment request process.

Click the Add Lines button.

15. Step 15

The Description field is highlighted

Line 1 is displayed. Use this line to detail the first line in the invoice. 

In the Description field, enter a description of the goods or services being paid for.

Example shown here: Enter "Analysis of Genome maps".

16. Step 16

The Quantity field is highlighted

In the Quantity field, enter the quantity for the line item.

Example shown here: Enter "20".

17. Step 17

The Unit field is highlighted

In the Unit field, enter the unit of measure for the quantity purchased.

Example shown here: Enter "EA".

18. Step 18

The Unit Price field is highlighted

In the Unit Price field, enter the price per unit.

Example shown here: Enter "60.70".

19. Step 19

The Accounting Tag field is highlighted

In the Accounting Tag field, enter an accounting tag if desired.

Note: An Accounting Tag is a ten character "short cut" for populating a full chartstring. The Accounting Tag will populate the accounting ChartFields if you have set up an Accounting Tag for a specific account.

Example shown here: Enter "DEANSOFF".

20. Step 20

The Accounting Tag search list is displayed

Click to select the appropriate Accounting Tag from the drop-down list.

Example shown here: Click the DEANSOFF option.

21. Step 21

The Accounting Details button is highlighted

Click the Accounting Details button.

22. Step 22

The Accounting Details page is displayed with the Amount field highlighted

The Accounting Details page is displayed.

Enter an Account Code into the appropriate field.

Note: An Account Code is a numerical value assigned for classifying an expense. It assists UGA in reporting. It is imperative that the correct Account Code is assigned during creation of the payment request, because the ChartFields cannot be changed by approvers at a later time.  Any needed changes, including to Account Codes, will result in the payment request being returned to the initiator.

Example shown here: In the Account field, enter "72711".

23. Step 23

A list of options is displayed

A list of options is displayed when you begin typing. Click to select the appropriate option.

Example shown here: Click "727115".

24. Step 24

The [+] button is highlighted

In order to split the charge between two funding sources, an additional chartstring is required.

Click the [+] button to add a new chartstring.

25. Step 25

The Quantity field is highlighted

When a new line is added, you will need to split the Quantity of the items according to how you want to split the charge.

Note: You will not be able to use an Accounting Tag for the second chartstring line.

Change the Quantity for Line item 1. 

Example shown here: Enter "10".

26. Step 26

The Amount field is highlighted

Enter the appropriate amount into the Amount field.

Note: The information in the Amount field is part of the total amount not the per-unit amount.  

Example shown here: Enter "607".

27. Step 27

The Quantity field is highlighted

In the Quantity field, enter the remaining Quantity for line item 2.

Example shown here: Enter "10".

28. Step 28

The Amount field is highlighted

Enter the appropriate amount into the Amount field.

Example shown here: Enter "607".

29. Step 29

The Account field is highlighted

Enter the appropriate information into the Account field.  

Example shown here: Enter "727115".

30. Step 30

The Chartfields tab is highlighted

To enter the Chartfield information, click the Chartfields tab.

31. Step 31

The columns for the Line section are highlighted

Enter the appropriate information for both accounting lines, as needed.

Even if an Accounting Tag was used for Line 1, you must still enter the Budget Reference for that line.

32. Step 32

The Done button is highlighted

Scroll as needed to view and enter additional Chartfields. 

Once all Chartfields are entered, click the Done button.

33. Step 33

The Cost Sub-Total is highlighted

Continue adding invoice lines as needed to reflect the information on your invoice, including lines for fees, taxes, or freight charges.

When you are done, check that the Cost Sub-Total matches the original invoice or receipt.

34. Step 34

The Next button is highlighted

Click the Next button to continue.

35. Step 35

The Review and Submit page is displayed with the Submit button highlighted

The Review and Submit page is displayed. This is Step 4 of 4 in the payment request process. 

Review the information on the page, then click the Submit button.

36. Step 36

A pop-up window is displayed with the OK button highlighted

A pop-up window will display asking if it is okay to submit your payment request.

Click the OK button.

37. Step 37

The Payment Request confirmation header is highlighted

The Payment Request Center is displayed with your new payment request and corresponding Request ID. A message at the top of the screen indicates that the payment request was sucessfully submitted.

You can click the request line to view details about the transaction.
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