Entering a Payment Request for Grant Expenses

In this topic, you will learn how to create a non-purchase order payment request using the Employee Self Service method.

Steps:

1. Begin by navigating to the Payment Request Center page.

    

   Click the Main Menu button.

   Step 1

2. Click the Employee Self- Service menu.

   Step 2

3. Click the Payment Request Center menu.

   Step 3

4. Click the Create button.

   Step 4

5. Click in the Invoice Number field.

   Step 5

6. Enter the desired information into the Invoice Number field.

    

   Enter "GH8767".

   Step 6

7. Enter the invoice date from the actual invoice, not the date you are entering the invoice.

   Step 7

8. Click the Choose a date (Alt+5) button.

   Step 8

9. Click the desired date.

   Step 9

10. Enter a short description of why you are requesting a payment. If you need additional space, use the Notes/Comments box.

    Step 10

11. Click in the Description field.

    Step 11

12. Enter the desired information into the Description field.

     

    Enter "Supplies for Project".

    Step 12

13. Click in the Cost Sub- Total field.

    Step 13

14. Enter the desired information into the Cost Sub- Total field.

     

    Enter "250.00".

    Step 14

15. Attach the invoice using the Attachments link.

     

    Click the Attachments (0) link.

    Step 15

16. Click the Add Attachment button.

    Step 16

17. Click the Browse button to select the file you wish to attach. 

     

    After selecting your file(s), click the Upload button. For this example, we will elect not to include any attachments.

    Step 17

18. Click the Cancel button.

    Step 18

19. Click the Cancel button.

    Step 19

20. Click the Next button.

    Step 20

21. If the supplier exists in the system, you can use Supplier Search directly from the Supplier Information page.

     

    If the Supplier does not exist, a Request Supplier button will appear and you will have to request for the supplier to be established in the system.

     

    In this example, the supplier that will receive this payment request has already been added in the system.

    Step 21

22. Click in the Supplier Name field.

    Step 22

23. Enter the desired information into the Supplier Name field.

     

    Enter "Hub City".

    Step 23

24. Click the Search button.

    Step 24

25. Click the Select button.

    Step 25

26. Click the Next button.

    Step 26

27. Next you will add your ChartField information. 

     

    Click the Add Lines button.

    Step 27

28. Click in the Description field.

    Step 28

29. Enter the desired information into the Description field.

     

    Enter "Supplies for project".

    Step 29

30. Click in the Quantity field.

    Step 30

31. Enter the desired information into the Quantity field.

     

    Enter "1".

    Step 31

32. Click in the Unit field.

    Step 32

33. Enter the desired information into the Unit field.

     

    Enter "EA".

    Step 33

34. Click in the Unit Price field.

    Step 34

35. Enter the desired information into the Unit Price field.

     

    Enter "250.00".

    Step 35

36. Notice that the Line Amount field was automatically populated.

     

    Click in the 1 field.

    Step 36

37. Enter the desired information into the 1 field.

     

    Enter "1".

    Step 37

38. Enter the desired information into the 1 field.

     

    Enter "250.00".

    Step 38

39. Click in the Account field.

    Step 39

40. Enter the desired information into the 1 field.

     

    Enter "53002".

    Step 40

41. Click in the Operating Unit field.

    Step 41

42. Enter the desired information into the 1 field.

     

    Enter "CL034".

    Step 42

43. Click in the Fund Code field.

    Step 43

44. Enter the desired information into the 1 field.

     

    Enter "F1000".

    Step 44

45. Click in the Department field.

    Step 45

46. Enter the desired information into the 1 field.

     

    Enter "115300".

    Step 46

47. Click in the Class field.

    Step 47

48. Enter the desired information into the 1 field.

     

    Enter "200".

    Step 48

49. Click the Look up PC Business Unit (Alt+5) button.

    Step 49

50. Click the USCSP link.

    Step 50

51. Click the Look up Project (Alt+5) button.

    Step 51

52. Click the 20000029 link.

    Step 52

53. Click the Look up Activity (Alt+5) button.

    Step 53

54. Click the 1 link.

    Step 54

55. Click the OK button.

    Step 55

56. Before selecting Next, you have the opportunity to edit or discard the payment information.

    Step 56

57. Click the Next button.

    Step 57

58. Use the Review button to view the complete details of your request before submitting it for approval.

     

    Click the Review button.

    Step 58

59. Use the scrollbar to view additional information on the page.

    Step 59

60. Click the Return button.

    Step 60

61. Click the Submit button.

    Step 61

62. Click the OK button.

    Step 62

63. Click the View Approval Flow button to view approval and workflow information.

    Step 63

64. Click the Multiple Approvers link for further approval details.

    Step 64

65. Click the Close button.

    Step 65

66. Click the Close button.

    Step 66

67. Click the Review button.

    Step 67

68. You can also review the approval list from the review link.

     

    Click the Approval History link.

    Step 68

69. Click the Close button.

    Step 69

70. Click the Return button.

    Step 70

Congratulations, you have successfully learned how to enter a payment request for grant expenses.

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