If you have multiple invoices for the same supplier, you can copy a previous payment request and modify the amounts to efficiently process payment requests.
In this article, you will learn the steps to copy a payment request in the UGA Financial Managment System.
First, log into the UGA Financial Management System.
On the UGA Financials homepage, click the Payment Request tile.
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 payment request that you would like to copy.
Note: If the payment request does not appear, use the Filter button at the top to choose the date range corresponding to the payment request.
Example shown here: Request ID 0000001380 .
The Payment Request page is displayed.
If necessary, scroll to the bottom of the page and click the Copy button.
The Summary page is displayed. This is Step 1 of 4 in the payment request process.
Notice that each of the fields have been populated with information from the previous payment request. This is a convenient way to pay more than one invoice to the same supplier, but the information must match the current invoice.
In the Invoice Number field, enter the invoice number you are paying.
Example shown here: "Test 2"
In the Invoice Date field, change the Invoice Date to match your current invoice.
Example shown here: leave as displayed.
Enter the total amount of the invoice in the Cost Sub-Total field.
Example shown here: " 2.00 ".
Enter the appropriate information into the Description field.
Example shown here: "Testing copy".
Use the Attachments button to add the new invoice being paid.
Click the Next button to continue to the next step.
The Supplier page is displayed. Your supplier has been copied from the previous payment request.
Click the Next button.
The Invoice Details page is displayed.
The Line item from your previous payment request has been copied to the current invoice lines. You can change the line item details if necessary.
Example shown here: " Invoice 2 " into the Description field.
If necessary, change the unit price of the invoice to match your current invoice.
Example shown here: " 2.00 " in the Unit Price field.
Use the Accounting Details button to view the chartstring and make any changes if necessary.
The Review and Submit page is displayed with your payment request. This is Step 4 of 4 in the payment request process.
Review the information on this page before submitting your request.
Once you have reviewed the information, click the Submit button.
A pop-up window will display asking if it is okay to submit your payment request.
Click the OK button to proceed.