You can create a payment request with a negative amount if you need to credit a supplier or reverse a charge.
In this article, you will learn how to create a payment request with a negative amount in the UGA Financial Management System in order to credit a supplier or reverse a charge.
First, log into the UGA Financial Management System.
On the UGA Financials homepage, click the Payment Request Center tile.
The Payment Request Center page is displayed.
This page is used to create payment requests, view request summaries, and edit payment requests.
Click the [+] button to create a new payment request.
Click the Attachments button and follow the prompts to add an invoice or credit memo.
The Invoice Number field should be used for documenting the suppliers invoice number or credit memo number.
Note: The Invoice Number is required for payment requests. If you don't have an Invoice Number, you can enter the date.
Enter the appropriate information into the Invoice Number field.
Example shown here: "289432".
The Invoice Date field is used to enter the date of the invoice.
To enter a new date, click the calendar icon to the right of the Invoice Date field and choose the correct date, or manually enter the date in the MM/DD/YYYY format.
Enter the Sub-Total information from the invoice or cost memo into the *Cost Sub-Total field.
Note: Credits are indicated by a negative amount.
Example shown here: "-200" to credit $200.
Enter information into the Description field explaining what the negative amount is correcting.
Example shown here: "Inaccurate overage billing".
The Notes/Comments field is used to add additional information.
To proceed, click the Next button
The Supplier page is displayed. This page allows you to search and assign the supplier that should receive payment.
You can search for a supplier by entering either the supplier name, the Supplier ID, or searching under Does Business As (D/B/A).
Enter appropriate information into one the search fields.
Example shown here: "Ricoh" in the Supplier Name field.
Click the Search button.
Select the appropriate Supplier ID link from the search results.
Example shown here: VN0000033 link.
Click the Next button.
The Invoice Details page is displayed.
Click the Add Lines button.
The Invoice Lines page is displayed.
Enter the appropriate information on Line 1 of the Description field.
Enter the appropriate information into the Quantity field.
Example shown here: "1".
Enter appropriate information into the Unit field.
Example shown here: "EA".
Enter appropriate information into the Unit Price field.
Example shown here: "-200".
An Accounting Tag is a 10 digit shortcut, provided by your department, that automatically completes associated chartstring information.
If available, enter the accounting tag in the Accounting Tag field.
Click the Accounting Details button.
The Accounting Details page is displayed.
The Account Code is a numerical value assigned for classifying an expense.
Enter appropriate information into the Account field.
Example shown here: "714105".
Select the appropriate link from the Account drop-down list.
Example shown here: S&M Copier Overages link.
To edit associated chartstring information, click the Chartfields tab.
The Chartfields tab is displayed.
Chartstring information is populated by the Accounting Tag if used. If an Accounting Tag is not utilized, users will need to input the appropriate distribution for the transaction. All users will still need to enter the Account Code and Budget Reference.
Scroll as needed to locate the Budget Reference field, and enter the corresponding Fiscal Year.
Example shown here: "2020".
Click the Done button.
The Invoice Details page is displayed with the invoice lines.
Click the Next button to proceed.
The Review and Submit page is displayed.
Review the information on this page before submitting your request. If you need to make edits, navigate back to the appropriate page.
Click the Submit button when finished reviewing.
The Payment Request Center displays with confirmation of the Payment Request submission.