Purpose
This reference guide is intended to guide Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group on how to complete and submit a Payment Request, including checking to determine if the supplier exists in the system and if not, the additional process to be followed to request that the supplier be added.
Deliver-to Location and Charge Account information must be set up as preferences, prior to initiating a Payment Request.
Terminology
· Payment Request: A request for a one-time issuance for payments such as an honorarium or a visitor travel reimbursement. Review the list of Procurement Categories for Payment Requests. No invoices should be sent to invoices@uchicago.edu for Payment Request requisitions.
· Purchase Requisition: A request to order goods or services from a supplier.
Create a Payment Request
1. Open Oracle and select Company Single-On.
2. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).
4. Under Featured categories, select 2. Payment Request.
5. Enter Item Description, Category Name, Amount, and Currency.
a. Select the dropdown icon to search for a Category Name.
Note: Do not change the currency from USD unless the supplier is set up to receive payments via Wire. In the Orbit Supplier Profile Report, the Site Default Payment Method must be listed at AUTOFX. If you do change the currency from USD, leave the Conversion Rate Type as Corporate and the Conversion Date as the requisition date.
6. Select Supplier and Supplier Site from the dropdown.
a. The Supplier must exist in Oracle prior to completing a requisition. If the supplier does not appear, check the Orbit Supplier Profile report which is located in the Oracle Reporting Hub. If supplier exists in the Orbit report, try searching for the supplier again in Oracle. If you still cannot locate the supplier in Oracle, contact the Support Center.
b. If the supplier does not exist, complete the Supplier Set-up or Modify form to request the supplier to be added. Once the supplier is added, return to Oracle to submit the Payment Request.
c. If nothing populates in the Supplier Site box, select the dropdown to choose the appropriate site.
7. Add an Invoice Number if applicable. Note: Unless the attachment contains an actual invoice number, it is recommended to leave the Invoice Number field blank. If you need to use this field, please make sure this value is unique. Do not only insert the date, an account number, or n/a if you do not have an actual invoice number.
a. If you submit an invoice in Oracle with a number that has already been used, it cannot be processed or updated. Oracle's fraud prevention technology locks the transaction, preventing further alterations or movement.
b. If you create an invoice with a duplicate number, the only way to have it paid is to recreate and resubmit it with a new invoice number.
8. Select the Certifying Checkbox from the dropdown and select Yes, I have attached all supporting documentation.
9. Open the Attachment Category dropdown.
10. Change the category to be To Approver.
11. Select Drag and Drop and choose the supporting documentation to add to the requisition.
12. Review all the information. Select Add to Cart.
13. If you need to create another Payment Request for the same supplier, select Create another request and follow steps 5-12. If you do not need to create another Payment request, select View Cart.
Note: Do not combine multiple suppliers in one Payment Request
14. Select the Pencil Icon to update the Requisition Summary.
15. Enter a Description.
16. Update the Requester and Requested Delivery Date if necessary.
17. For Project related purchases, enter the Project Number.
18. For Chart of Accounts related purchases, verify the COA string in the Charge To box. If that is not the appropriate COA, either choose Select favorite charge account and pick one from the dropdown list or choose Enter charge account number and type in the appropriate COA string.
Note: For information on how to create a split distribution, review this guide.
19. Select Update.
20. Select Submit.
You have now completed the process of creating a Payment Request.
Reminder, no invoices should be sent to invoices@uchicago.edu for Payment Request requisitions.