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
Ent
er b
rief
desc
riptio
n of
in
voic
e
Ent
er A
mou
nt o
f In
voic
e
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:
– 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