CREATING A PAYMENT REQUEST FOR VENDOR IN SYSTEM

1. CREATING A PAYMENT REQUEST FOR VENDOR IN SYSTEM HOW TO PAY AN INVOICE Creating a Payment Request for Vendor in System

2. 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 for Vendor in System

3. 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 Payment Request for Vendor in System

4. 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 Vendor in System

5. 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 Creating a Payment Request for Vendor in System

6. 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 Enter brief description of invoice Enter Amount of Invoice Creating a Payment Request for Vendor in System

7. 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) Creating a Payment Request for Vendor in System

8. 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 Creating a Payment Request for Vendor in System

9. 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 Creating a Payment Request for Vendor in System

10. 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 Creating a Payment Request for Vendor in System

11. 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 Creating a Payment Request for Vendor in System

12. UPLOADING YOUR INVOICE • 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 Creating a Payment Request for Vendor in System

13. UPLOADING YOUR INVOICE • 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 Creating a Payment Request for Vendor in System

14. UPLOADING YOUR INVOICE • 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 Creating a Payment Request for Vendor in System

15. UPLOADING YOUR INVOICE • The Status will show as ‘Received’ after the image has been uploaded • Click Done Creating a Payment Request for Vendor in System

16. 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 Creating a Payment Request for Vendor in System

17. 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 Creating a Payment Request for Vendor in System

18. SUBMITTING PAYMENT REQUEST • Once you have completed all the above steps, your payment request is ready to submit for approval • Click Submit Request Creating a Payment Request for Vendor in System

19. 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 Creating a Payment Request for Vendor in System