Creating a Payment Request in Classic

On the Employee Self Service page, click the Classic Home tile.

To create a payment request, use the following navigation:

Main Menu > Employee Self-Service > Payment Request Center

Click the Payment Request Center link.

The Payment Request Center page is displayed.

Click the Create button.

An invoice Number is required for payment requests. If you don't have an invoice number (for example, for non-employee payment requests), you can enter the date.

Enter the appropriate information into the Invoice Number field.  

Example shown here: Enter "INV123".

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.

For this example: Enter "01/04/2019"

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

Note: The Description field must be 50 or less characters.

Example shown here: Enter: "Copy overages".

Enter the sub-total from the invoice or receipt in the Cost Sub-Total field.  

Example shown here: Enter "15".

All related invoices and receipts must be attached to the Payment Request.

Click the Attachments link to add the invoice and other documentation.

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

Example shown here: Enter "copy overages for December ".

Click the Next button to continue to the next step.

If you know the Supplier ID, enter it into the Supplier ID field. You can also search for the supplier ID you need.

To search, click the lookup magnifying glass next to the Supplier ID field.

The Look Up Supplier ID window is displayed. You can search by Supplier ID or Short Supplier Name.

Click the drop-down list to display different search options.  

Example shown here: Click the Short Supplier Name drop-down list.

A list of items to help you narrow your search for a Supplier is displayed. 

Example shown here: Click the contains list item.

Enter the appropriate information into the search field.  

Enter "Ricoh" into the Short Supplier Name field.

Click the Look Up button.

The Search Results are displayed. Click the appropriate Supplier ID link.

Example shown here: Click the VN0000033 Supplier ID.

The Select Supplier Location window is displayed. Select the appropriate Supplier Location.

Example shown here: Select PO 534777 Supplier Location.

The Supplier Address is displayed. Review the Supplier Address to make sure you have selected the correct Supplier Location.

You have now completed Step 2 of the 4-step process.

Click the Next button to continue.

The Invoice Details page is displayed. This page allows you to add invoice lines and view the invoice amounts.

This is Step 3 of the 4-step Payment Request Process.  

Click the Add Lines button to add invoice lines.

Line 1 is displayed.

Enter the appropriate description of the goods or services being paid for into the Description field.  

Example shown here: Enter "overages".

Enter the quantity for the line item into the Quantity field.

Example shown here: Enter "30".

Enter the unit of measure into the Unit field.  

Example shown here: Enter "ea".

Enter the price per unit into the Unit Price field.  

Example shown here: Enter ".50".

If you have an Accounting Tag, you can enter it into the Accounting Tag field. 

Note: An Accounting Tag is a ten character "short cut" for populating a full chartfield distribution. The Accounting Tag will populate the Accounting Details  for a specific account.  

Example shown here: Enter "geo" to locate an Accounting Tag.

Select the appropriate Accounting Tag from the drop-down list.

Example shown here: Select GEOGRAPHY .

Enter the appropriate Account Code into the Account field. You can also search for the Account Code using the lookup magnifying glass next to the Account field.

Note:  An Account Code is a numerical value assigned for classifying an expense. It assists UGA in reporting. Ensure that all chartstring information is correct as any needed changes (this includes changes in the Account Code) will return the payment request to the initiator for action.

Example shown here: Enter "714105".

The Budget Reference is the current fiscal year. The UGA fiscal year is from July 1 - June 30 of the subsequent year.

Enter the appropriate information into the Budget Reference field.

Example shown here: Enter "2019".

By Scrolling to the right, you can view the chartfield distribution that is being utilized for the charge.

Click the OK button to continue.

Once all needed information is entered and verified, click the Next button.

Click the Review button to review the information that you have entered.

The Review Page is displayed. Once you have reviewed the information, click the Return button.

You are returned to the Review and Submit page.

Click the Submit button.

A confirmation message window is displayed. Clicking OK to submit your Payment Request is your confirmation that the attached information is correct and true to the best of your knowledge.

Click the OK button to proceed.