In the UGA Financial Management System, a payment to a supplier is called a "payment request." In this article, you will create a payment request in the UGA Financial Management System in order to pay a supplier.
Tutorial Resources: Supplier Does Business As (DBA) Name List
First, log into the UGA Financial Management System.
On the Employee Self Service page, click the drop-down menu to navigate to the UGA Financials page.
Click to select the UGA Financials option.
The UGA Financials homepage is displayed.
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 to add the invoice from the supplier.
The Attachment pop-up window is displayed.
Click the Add Attachment button.
Click the My Device button to select the document you need from your computer.
Select the appropriate invoice from your computer files.
Example shown here: Screenshot (1) list item.
Click the Open button.
Click the Upload button to attach the document to your payment request.
Click the Done button.
You are returned to the Attachments window.
You can add another attachment, edit the attachments, or add a description, as needed.
Continue to complete the fields as needed.
The Business Unit field will default to 18000.
Invoice Number is required for payment requests. If you don't have an invoice number (for example, non-employee payment requests), you can enter the date.
Enter the appropriate information into the Invoice Number field.
Example shown here: "1234UGA".
The Invoice Date field is populated with today's date and will need to be changed to match the invoice.
Enter the invoice date (MM/DD/YYYY) or click the calendar icon to select.
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: "1116".
Enter a description of the item(s) purchased into the Description field.
Note: The Description field must be 300 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 the Supplier Name, the Supplier ID, or searching under Does Business As (D/B/A).
NOTE: When searching for an International supplier, the Country field must be updated with the correct information.
The D/B/A name search field will only yield results for suppliers that have a D/B/A name listed on their supplier profile. The search field only returns suppliers that match exactly what you enter in the field. For example, searching for "Chickfila" will not yield any suppliers, but searching by either by "Chick" or "Chick-Fil-A" will yield results.
Note: If there is no D/B/A name set up on the profile of a supplier, then the search will not return that supplier as a result.
Enter appropriate information into the D/B/A Name field.
Example shown here: "Bel".
Click the Search button.
The D/B/A search returns all results containing the criteria entered in the D/B/A Name field .
Click the appropriate Name link.
Example shown here: BEL-JEAN COPY/PRINT CENTER link.
The selected address is displayed as both Supplier and Payment Address .
To choose a different Payment Address, click the Edit icon.
The Select Payment Address pop-up window is displayed.
Click to select the appropriate address.
Example shown here: 163 E BROAD ST link.
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.
Click the Add Lines button to add invoice lines.
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: "Geography event flyers".
In the Quantity field, enter the quantity for the line item.
Example shown here: "900".
In the Unit field, enter the unit of measure or use the lookup magnifying glass to search for the appropriate unit.
Example shown here: "EA".
In the Unit Price field, enter the price per unit.
Example shown here: "1.24".
In the Accounting Tag field, enter an Accounting Tag if needed for this transaction.
Note: An Accounting Tag is a ten-character "short cut" that will populate the accounting details if you have one set up for a specific source of funds.
Example shown here: "GEO" .
Click to select the appropriate Accounting Tag from the drop-down list.
Example shown here: GEOGRADST option.
Click the Accounting Details button.
The Accounting Details page is displayed.
Note: All chartstring information is located under the Chartfields tab. 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 additional input from the payment request initiator. The appropriate Account Code must be entered under the Basic Information tab and Budget Reference must be entered under the Chartfields tab for each transaction.
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: "714".
A list of options are displayed when you begin typing.
Click to select the appropriate option.
Example shown here: 714105 - S&M Copier Overages option.
To enter the ChartField information, click the Chartfields tab.
The Chartfields tab is displayed. All chartstring information must be entered on this screen if you have not used an accounting tag. The Budget Reference must be entered manually for every transaction.
Scroll as needed to locate the Budget Reference field, and enter the current Fiscal Year.
Note: The UGA fiscal year is from July 1 - June 30 of the subsequent year.
Example shown here: "2024".
Once you have entered all the necessary information, click the Done button.
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 total.
The Review and Submit page is displayed. This is Step 4 of 4 in the payment request process.
Review the information on this page before submitting your request. If you need to make edits, navigate back to the appropriate page.
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 OK to proceed.
You are returned to the Payment Request Center page, and a message is displayed indicating that the payment request was submitted successfully.