Initiating a Payment Request Document

1.     Select Payment Request from the Purchasing/Accounts Payable submenu group in the Transactions submenu on the Main Menu tab.

2.     Log into the KFS as necessary.

The system displays a blank Payment Request Initiation tab with a new document ID.

3.     Enter the purchase order number, invoice number, invoice date, and vendor invoice amount on the Payment Request Initiation tab.

4.     Click .

5.     Complete the Vendor tab.

a ) Verify that the address on invoice is the same as the one on the Vendor file.

b) Enter the customer number as needed.

c) Modify payment terms as needed.

d) Add check stub notes or special handling instructions if requested.

6.     Complete the Invoice Info tab.

a) Select Immediate Pay if applicable.

b) Select Payment Attachment Indicator, if applicable.

c) Clear the pay date if the payment terms have been modified and the system-calculated pay date is desired.

7.     Complete the Process Items tab:

a) In the Edit Items section, for quantity-specified line items enter the quantity invoiced from the vendor invoice. For non-quantity line items, enter the extended cost amount using the vendor invoice amount.

b) In the Additional Charges section, enter an extended cost amount if needed. Miscellaneous charges require a description.

8.     Complete the common tabs as necessary: Document Overview, Notes and Attachments, Ad Hoc Recipients, and Route Log.

Note: For more information about the standard tabs, see Standard Tabs.

9.     Click Description: buttonsmall_calculate.

10.  Click Description: buttonsmall_submit.

11.  Appropriate Sub-Account, fiscal officers, and organization reviewers approve the document.

Note: For more information about how to approve a document, see Workflow Action Buttons.

More:

Putting a Payment Request on Hold