Creating a Payment Request with Multiple Accounting Distributions on the Same Line

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.

An Invoice Number is required for payment requests.  

Example shown here: Enter "1234".

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: In the Cost Sub-Total field, enter "1214".

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

Example shown here: Enter "Lab Analysis".

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, Supplier ID, or Does Business As (D/B/A).   

Example shown here: Enter "Eurofins" as the Supplier Name.

Click the Search button.

The Search Results are displayed. 

Click the appropriate row to select the supplier.

Example shown here: Click VN0000546 .

The Supplier Address is displayed. Review the information to make sure you have chosen the supplier.

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.

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 "Analysis of Genome maps".

In the Quantity field, enter the quantity for the line item.

Example shown here: Enter "20".

In the Unit field, enter the unit of measure for the quantity purchased.

Example shown here: Enter "EA".

In the Unit Price field, enter the price per unit.

Example shown here: Enter "60.70".

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 ChartFields if you have set up an Accounting Tag for a specific account.

Example shown here: Enter "DEANSOFF".

Click to select the appropriate Accounting Tag from the drop-down list.

Example shown here: Click the DEANSOFF option.

Click the Accounting Details button.

The Accounting Details page is displayed.

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: In the Account field, enter "72711".

A list of options is displayed when you begin typing. Click to select the appropriate option.

Example shown here: Click "727115".

In order to split the charge between two funding sources, an additional chartstring is required.

Click the [+] button to add a new chartstring.

When a new line is added, you will need to split the Quantity of the items according to how you want to split the charge.

Note: You will not be able to use an Accounting Tag for the second chartstring line.

Change the Quantity for Line item 1. 

Example shown here: Enter "10".

Enter the appropriate amount into the Amount field.

Note: The information in the Amount field is part of the total amount not the per-unit amount.  

Example shown here: Enter "607".

In the Quantity field, enter the remaining Quantity for line item 2.

Example shown here: Enter "10".

Enter the appropriate amount into the Amount field.

Example shown here: Enter "607".

Enter the appropriate information into the Account field.  

Example shown here: Enter "727115".

To enter the Chartfield information, click the Chartfields tab.

Scroll as needed to view and enter additional Chartfields. 

Once all Chartfields are entered, click the Done button.

Click the Next button to continue.

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.