Create a Payment Request

In this topic you will learn how to Create a Payment Request.

Summary

The Payment Request allows users in self-service to submit a non-purchase order invoice very easily. Utilization of the Payment Request feature allows users outside of the Direct Pay department to initiate and submit non-purchase order invoices and reimbursement.

The Payment Request is composed of four steps:

• Step #1 – Summary Information Page

• Step #2 – Supplier Information Page

• Step #3 – Invoice Details Page

• Step #4 – Review and Submit Page

The Summary page allows the user to detail the Payment Requested. The user will attach supporting documents (required), indicate the amount, vendor to be paid and any other pertinent information. The second step is called Supplier Information and will default in with 9999999999 vendor number assignment. Per LSUHSC procedure, the requestor may skip this step. The Invoice Detail step will allow the user to enter the PeopleSoft chartstring and account code. Finally, the Review and Submit step allows the requestor to review everything before sending to Direct Pay.

You must be logged into PeopleSoft Financials Production in order to use Payment Request.

Step 1 of 4 - Summary Information

The Invoice Number is the Direct Pay (DP) number that will be recorded in PeopleSoft. The Invoice Number will be formatted as follows:

DP/Department Number/4-Digit Sequential of your Choice

Example: DP1651000A001 (Direct Pay Request A001 from Accounting Services)

Provide a brief description or purpose of what you are processing in the Description field.

Enter the total amount to pay in the Cost Sub-Total field.

Step 2 of 4 - Supplier Information

The default Supplier number is 9999999999. This default is setup specifically for the Payment Request functionality. Upon review by the Direct Pay office, the named supplier on the Notes/Comments field in Step #1 will be populated in this data field. This will eliminate the need for end users to search for the correct supplier name and address.

Step 3 of 4 - Invoice Details

List any details into the Description field.

Step 4 of 4 - Review and Submit

Click the Review button before you submit the Payment Request.

Verify all information is accurate. Be sure to check the following:

• Attachment is provided

• Correct supplier and address indicated on notes/comments section

• Invoice (DP) number and date are correct

• Amount is correct

• Funding source and account code are correct

Click the Submit button to process your Payment Request.

The Line Amount is the amount of payment to be made. This should be equal to the amount you entered on Step #1.

If you did not previously enter s SpeedChart, you must enter the appropriate funding source information. If you have different funding sources or different account codes you are using, click the "OK" button to "Add Lines".

Types of Users Involved

Three types of users can access the Payment Request Center:

• Requestors – create Payment Requests

• Reviewers – review/edit submitted requests (Direct Pay)

• Approvers – approve submitted requests

The Direct Pay office is involved at the level of reviewing, correcting and auditing transactions prior to payment. Access to the Requestor and Approver role are determined at the department level.

The system will default the Invoice Date to the current date. You will use the date you are entering the Payment Request as the Invoice Date, so it will remain as defaulted.

Attach any invoices or documents using the Attachments link. THIS IS REQUIRED.

NOTE: The link will change from (0) to (1) after you have attached the documentation.

Add the payee name and address, employee id (if you are reimbursing an employees), and any other comments you would like to appear on the check (i.e. invoice number, name reference, etc.)

Workflow

The Payment Request will then be routed to Accounts Payable for review. Once reviewed by Accounts Payable, the Payment Request will enter into workflow for approval. After all approvals are met within the department, the status will change to "Approved". Next, the Payment Request will be updated to "Vouchered" after it runs through the voucher build process in PeopleSoft. After the pay cycle successfully runs, the Scheduled to Pay column will change to "Paid".

Status (and their meaning)

• New – payment request that has not been submitted by the department (save for later).

• Submitted – once the department requestor enters the Payment Request, it will appear as submitted.

• Pending – once reviewed by Account Payable, the payment will enter into approval workflow and will appear as pending.

• Approved – department approval(s) are complete.

• Vouchered – once Account Payable creates the voucher in PeopleSoft, the voucher id will appear. Schedule to Pay column will change to “Paid” once the pay cycle runs.

• Denied – payment request denied by department approver. If at any point in time the Payment Request is denied, the submitter gets an email stating why it was denied.

Approvers can access the Payment Request in four ways:

• Via email

Approvers can:

• Approve a request

• Deny a request (with comments)

• Place a request on hold

NOTE: Approvers are not able to modify a request. If changes are needed, the approver must deny the request and enter a comment. Changes such as amount, chartstring information and payee information will be modified by the Direct Pay office. Once changed, the Payment Request will be re-entered into workflow for approval. If the payment is not approved, the request should be denied and a request to cancel should be detailed in the comments.

• Via PS worklist

• Via PS navigation

Main Menu > Accounts Payable > Payment > Payment Request > Payment Request Approval

• Via push notification

Create a Payment Request

This completes Create a Payment Request.

Step 1 of 4 - Summary Information

The Invoice Number is the Direct Pay (DP) number that will be recorded in PeopleSoft. The Invoice Number will be formatted as follows:

DP/Department Number/4-Digit Sequential of your Choice

Example: DP1651000A001 (Direct Pay Request A001 from Accounting Services)

Provide a brief description or purpose of what you are processing in the Description field.

Enter the total amount to pay in the Cost Sub-Total field.

List any details into the Description field.

The Line Amount is the amount of payment to be made. This should be equal to the amount you entered on Step #1.

Add the payee name and address, employee id (if you are reimbursing an employees), and any other comments you would like to appear on the check (i.e. invoice number, name reference, etc.)

Click the NavBar button.

Click the Navigator button.

Click the Employee Self-Service menu.

Click the Payment Request Center menu.

Click the Create button.

Enter the desired information into the Invoice Number field. Enter

a valid value

e.g.

"DP1651000A001"

Enter the desired information into the Description field. Enter

a valid value

e.g.

"Due for John Doe"

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

a valid value

e.g.

"100.00"

Click the Next button.

Click the Add Lines button.

Enter the desired information into the Description field. Enter

a valid value

e.g.

"Reimburse office supplies"

Click the OK button.

Click the Next button.

Click the Review button.

Click the Down button of the scrollbar.

Click the Return button.

Click the Submit button.

Click the OK button.

Enter the desired information into the Line Amount field. Enter

a valid value

e.g.

"100.00"

Enter the desired information into the SpeedChart Key field. Enter

a valid value

e.g.

"5663000001"

Enter the desired information into the Account field. Enter

a valid value

e.g.

"546700"