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

2Creating a Payment Request for Vendor in System

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

3Creating a Payment Request for Vendor in System

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

4Creating a Payment Request for Vendor in System

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

5Creating a Payment Request for Vendor in System

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

6Creating a Payment Request for Vendor in System

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)

7Creating a Payment Request for Vendor in System

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

8Creating a Payment Request for Vendor in System

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

9Creating a Payment Request for Vendor in System

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

10Creating a Payment Request for Vendor in System

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

11Creating a Payment Request for Vendor in System

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

12Creating a Payment Request for Vendor in System

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

13Creating a Payment Request for Vendor in System

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

14Creating a Payment Request for Vendor in System

UPLOADING YOUR INVOICE

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

• Click Done

15Creating a Payment Request for Vendor in System

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

16Creating a Payment Request for Vendor in System

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

17Creating a Payment Request for Vendor in System

SUBMITTING PAYMENT REQUEST

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

• Click Submit Request

18Creating a Payment Request for Vendor in System

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

19Creating a Payment Request for Vendor in System