If you have an invoice with multiple lines that need to be differentiated on the payment request, you will create a payment request with multiple lines. This happens when each line has different quantities, units of measure, price, etc. Each line may or may not have the same accounting distribution.
In this article, you will learn to create a payment request with multiple expense lines in the UGA Financial Management System in order to pay a supplier.
First log onto https://financials.onesource.uga.edu/
On the UGA Financials homepage, click the Payment Request Center 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 [+] button to start a new payment request.
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.
The Business Unit field will default to 18000.
Invoice Number is required for payment requests.
Enter the Invoice Number.
Example shown here: enter "289234".
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.
Example shown here: the date does not need to be changed.
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.
In the Cost Sub-Total field, enter "365".
Enter a description of the item(s) purchased into the Description field.
Note: The Description field must be 50 or less characters.
The Notes/Comments field can be left blank or used for additional information.
Click the Next button in the top right corner of the screen to continue.
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, the Supplier ID, or searching under Does Business As (D/B/A).
Enter appropriate information into the search fields.
Example shown here: enter "Ricoh" into the Supplier Name field.
Click the Search button.
The Search Results are displayed.
Click the appropriate row to select the supplier.
Example shown here: click Supplier ID VN0000869.
A Select Supplier Location window is displayed if the supplier has multiple addresses.
Click the appropriate supplier location link.
Example shown here: click the PO 740540 option.
The Supplier Address is displayed. Review the information to make sure you have chosen the correct address.
Click the Next button to continue.
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.
Note: You will add a new line for each invoice line. Categorizing expenses by Invoice Line allows for better detail in queries and reports – for example, how much money your department spends on color copy overages. Invoice lines can also be used to group charges through using the same account code.
To add the Invoice Details, click the Add Lines button.
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 "Extra color copies".
In the Quantity field, enter the quantity for the line item.
Example shown here: enter "5700".
In the Unit field, enter the unit of measure.
Example shown here: enter "EA".
In the Unit Price field, enter the price per unit.
Example shown here: enter "0.05".
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 details if you have set up an Accounting Tag for a specific chartstring.
Example shown here: enter "GEO".
Click to select the appropriate Accounting Tag from the drop-down list.
Click the GEOGRAPHY option.
Click the Accounting Details button.
The Accounting Details page is displayed.
The ChartFields will be populated if an Accounting Tag was entered on the previous page. If an Accounting Tag is not utilized, users will need to input the appropriate accounting chartstring for the transaction.
Regardless of whether or not an Accounting Tag is used, the Accounting Details section will always require entry of an Account Code and Budget Reference for each line.
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.
In the Account field, enter "714105".
A list of options are displayed when you begin typing. Click to select the appropriate option.
Click the 714105 - S&M Copier Overages option.
To enter the Chartfield information, click the Chartfields tab.
The Chartfields tab is displayed. Scroll as needed to see additional fields.
In the Budget Reference field, enter the current four digit (YYYY) fiscal year.
Note: The UGA fiscal year is from July 1 - June 30 of the subsequent year.
Example shown here: enter "2020" into the Budget Reference field.
Scroll to the right to continue entering ChartFields as needed.
When you have entered the necessary information, click Done.
Click the [+] button to add an additional invoice line.
Line 2 is displayed.
Example shown here: enter " B&W extra copies ".
Example shown here: enter " 2000 ".
Example shown here: enter "0.04".
Enter an Accounting Tag, as needed.
Example shown here: click the 714105 - S&M Copier Overages option.
To enter the Chartfield information for this line, click the Chartfields tab.
The Chartfield tab is displayed. Scroll as needed to see additional fields.
When you have entered the necessary information, click Done .
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.
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.
A pop-up window will display asking if it is okay to submit your payment request.
Click the OK button.
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.