CREATING A PAYMENT REQUEST FOR VENDOR IN SYSTEM

CREATING A PAYMENT REQUEST FOR VENDOR IN

SYSTEM

HOW TO PAY AN INVOICE

1Creating a Payment Request for Vendor in System

CREATING A PAYMENT REQUEST

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

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


CREATING A PAYMENT REQUEST

• This is the Invoice home page where you can create payment requests

• The Vendor List that you see on the Invoice home page is a list of your most recently used vendors; it is not a list of all vendors in Concur


List of Most Recently Used Vendors, NOT all

vendors in system

CREATING A VENDOR REQUEST FOR A VENDOR ON FILE

• Click on the vendor name in your list that you want to create a payment request for

• If the vendor is not in your Most Recently Used Vendor List, then do a search in the search box to bring up the vendor for the payment request


CREATING A PAYMENT REQUEST FOR A VENDOR ON FILE

• After clicking on the vendor you want to pay, the vendor details will show up in the Vendor Information box

• Enter all required fields (edged in red) under the Invoice Details pane

• NOTE: If you want the check returned to the department, enter your department name and your extension in the Remittance Description field

• Click the Save button


ASSIGNING AN EXPENSE TYPE TO AN INVOICE

• After clicking Save in the Invoice Details pane, the system will automatically take you to the New Item pane at the bottom to choose a natural account

• Choose the appropriate natural account, enter a brief description, and enter the amount

• Click Save


Choose Natural Account

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DISTRIBUTING AN EXPENSE TYPE ON AN INVOICE

• The natural account (expense type) , line description, and amount have now moved into the Distribution pane

• The expense is now ready to be distributed(charged to an account(s)


DISTRIBUTING AN EXPENSE TYPE ON AN INVOICE

• You are now ready to charge the invoice amount to an account(s) via the distribution box

• Click in the box next to the expense type • Click the Distribute button• Choose Distribute Selected Items• The distribution box appears to allow you to charge

your account


DISTRIBUTING EXPENSES ON A PAYMENT REQUEST

• 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

DISTRIBUTING EXPENSES ON A PAYMENT REQUEST

• The pie-graph 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 to submit your 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


SUBMITTING PAYMENT REQUEST

• Once you have completed all the above steps, your payment request is ready to submit for approval

• Click Submit Request


VIEWING STATUS OF SUBMITTED REPORT

• 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 VENDOR IN SYSTEM