CREATING A PAYMENT REQUEST FOR A NEW VENDOR

CREATING A PAYMENT REQUEST FOR A NEW VENDOR

HOW TO PAY AN INVOICE FOR A NEW VENDOR

1Creating a Payment Request for a New Vendor

CREATING A PAYMENT REQUEST

• Click on the Invoice tab at the top of your 'My Concur' homepage

• This brings you to the invoice module where you can view any requests, create a new payment request, and approve requests if you are an approver


SEARCHING FOR A VENDOR

• To search for a vendor, enter in the last field (see above) part or all of the vendor’s name, then click on the search icon

– If the vendor doesn’t come up, try just entering the first few letters of the name to bring up a larger list as the vendor name in TAMS could be a little different than what the end-user might think the name is

– You can also search by different criteria by clicking the drop-down arrow on the Search field

• Defaults to Vendor Name


SEARCHING FOR A VENDOR

• If the vendor field comes up as ‘No Vendor Found,’ then enter the first few letters of the vendor name; if it still comes up without a vendor, you will then need to request a new vendor

• There are three reasons to ‘request a new vendor’– You have already paid a certain vendor but they are not in the list; this

is because not all vendors were uploaded, therefore you will need to ‘request a new vendor’

– It is a vendor you have not paid before, therefore the vendor is not in the system

– The vendor has an incorrect address in the system; be sure to enter comments to that effect when you are requesting a new vendor so AP can delete the old address


This is where you will request a new vendor if needed

REQUESTING A NEW VENDOR

• The ‘Request New Vendor’ dialogue box appears once you click on the icon to request a new vendor

• Fill in the red lined fields (required): vendor name, payment method, and answer ‘Yes’ or ‘No’ to the field named ‘Consultant/Independent Contractor/or Honorarium?’

• Click OK



• Once you click OK, a vendor address ID will automatically appear

• Click the Apply button in order to open the Actions box to upload your W-9 and/or Independent Contractor form

– Remember you must scan the W-9 into PDF format to upload

• If you know a vendor’s W-9 is already on file with AP, simply create a PDF stating that the vendor and W-9 are on file

– You must attach a pdf with this statement because the system will not allow the payment request to move forward without an upload in this dialogue box


UPLOADING W-9 AND OR INDEPENDENT CONTRACTOR FORMS FOR NEW VENDOR

• Once you click Apply, click on the Actions box• You will have the option to upload the image(s) or print

a fax cover sheet and upload/fax the W-9 and/or independent contractor form(s)

• It is in this dialogue box only that you can upload your W-9 and/or Independent Contractor forms. You cannot upload them in the Actions box in the Enter Invoice Details pane


• When you click ‘Upload Image,’ the dialogue box pictured above appears

– Click on browse and select the pdf, jpg, or tiff document you want to upload

– Click on the document and click Open

– The document appears in the ‘Files Selected for Uploading’ box

– Click Attach



• Locate the W-9 and/or Independent Contractor Forms and click on it

• Click Open• Note: All documents uploaded into Concur must be in

one of the following formats:– PDF– JPG– TIFF



• After choosing the attachment to be uploaded, it appears in the Filename box

– If you accidently chose the wrong attachment, you can remove it by clicking Cancel and repeating the above steps

• Click Attach



• Once the image is uploaded, the status shows as ‘Received’

• Click Done



• The Request a New Vendor box appears again

• Click OK



• The name of the vendor moves into the Vendor Information field and is designated as ‘Unapproved’

– Even though it shows as ‘Unapproved’ you still must enter all the information required to finish the Payment Request

– It will go directly to AP for approval and then it will move through the regular approval process


The Vendor Name now appears in the Vendor

Information field

ENTERING INVOICE DETAILS

• In the Invoice Details pane enter all the required information (fields edged in red) and click Save

– You must click Save in order to move on to the next step which is to assign an expense type (natural account)


Click SaveEnter information in all required fields and any information you want to

enter in the optional fields

ASSIGNING AN EXPENSE TYPE

• Once you click Save, the list of expense types (or natural accounts) will appear in the New Item pane

• Choose the appropriate expense type• Enter a brief description in the Line Description field• Enter the amount in the Amount field• Click Save

– If the Save button is grayed out, you need to click Save in the Invoice Details pane located above this pane

– The expense type will then move into the distribution pane in the middle of the page


List of Expense types

Des

crip

tion

Fie

ld

Am

ount

Fie

ld

DISTRIBUTING EXPENSES ON A PAYMENT REQUEST

• The Expense Type has now moved into the Distribution pane

• Click in the box next to the Expense Type and the Distribution button will be highlighted which indicates it is enabled

• Click on the Distribute button and then choose Distribute Selected Items (This is exactly the same process as ‘Allocating’ in the Expense Module)

• This process takes you to the dialogue box where you can assign the expense to an account



• The Allocations dialogue box appears • You can charge the account defaulted from the Invoice Details

pane by clicking in the box next to the pre-populated allocated amount

• Click Save• By clicking the Add New Allocation button, you can add new

allocations to charge other accounts in your Org – You can also charge to other orgs and accounts that are in your division– If you choose another Org # and account, be sure to change the Org # in

both the Org/Account field and the Org/Dept Use field or you will get an error message

• Click Save


Click here to allocate 100% to the default account from

account in invoice details

Click here if you want to charge another account or

another Org and its account


• The pie-chart icon indicates that the expense has been allocated 100%

– If the box appears white and blue, the expense is not 100% allocated. • Go back and finish distributing the expense to 100%

• The last step is to upload your invoice image and submit the report


UPLOADING YOUR INVOICE

• Click on the Actions button above the Invoice Details pane

• Choose Upload Image

• You can also print a fax cover sheet by clicking Print and then clicking Print Fax Cover Sheet



• This dialogue box appears after clicking Upload Image

• Click the Browse button– This will take you to your computer to search for the attachment

you want to upload

– It is very similar to attaching a document to an email



• Locate the invoice and click on it

• Click Open

• Note: All documents uploaded into Concur must be in one of the following formats:

– PDF

– JPG

– TIFF



• After clicking Open in the previous step, the document appears in the dialogue box under the Filename

• Verify this is the correct image you want to upload– If this is the wrong image, click Cancel and repeat the steps

• Click the Attach button



• The Status will show as ‘Received’ after the image has been uploaded

• Click Done


PRINTING A PAYMENT REQUEST IN INVOICE FORMAT

• After uploading your image, you can either choose to Submit Request or you can choose print a payment request in invoice format

– To print a payment request in invoice format, click Actions

– Choose Print and select Payment Request in Invoice Format


PRINTING A PAYMENT REQUEST IN INVOICE FORMAT

• The dialogue box appears with the invoice information– The first screen shot shows it without the account distribution– To see the distribution(s), click Show– The second screen shows the distribution(s) after clicking Show– If you don’t care to see the distributions, click Hide

• Close the dialogue box


Click Show to see the account

distribution

The account distribution now

appears. If you do not care to see the

distribution, click Hide

SUBMITTING PAYMENT REQUEST

• The Payment Request is now ready to be submitted for approval

• Click the Submit Request button• To check the status of the report, go into the Invoice

module and click on View My Requests• Click on the View button in the Payment Request List pane

and choose Reports Submitted this Month


Documents

CREATING A PAYMENT REQUEST FOR A NEW VENDOR