Invoice Payment Process Job Aid

Submit Invoice for Payment Without Purchase Requisition

1. In the search bar at the top of the screen type in Create Supplier Invoice Request.

2. Fill out the form with all required information marked with an asterisk*.

3. Add invoice lines by indicating whether it is a Goods or Service, Item Description, Spend Category, Quantity, etc. The total for each Spend Category/Cost Center combination will appear on the left side of the screen.

4. Add the Invoice by clicking on Attachments in the designated area by dragging and dropping or selecting the Select files button.

5. Submit.

6. Invoice will be routed to Accounts Payable for review and to add additional required information if necessary.

7. Once approved by Accounts Payable, the routing for approval from the Cost Manager etc. will be initiated.

8. Cost Manager will then be given the options of:

a. Approve

b. Send Back (send back to employee with comment of change needed)

c. Deny (cancels expense report and employee will need to start over if selected in error)

d. Cancel

9. Additional approvals may be required based on the type of expense it is and to verify the accounting string. Once all necessary approvals are completed the invoice will route back to Account Payable for payment.

Note: If vendor is not already created in the system you will need to contact Accounts Payable to create the vendor prior to this process being completed.

Note: If a purchase is over $10,000 you are required, by fiscal rules, to obtain a purchase requisition prior to making the purchase. Based on this, you will not be permitted to submit an invoice through Create Supplier Invoice Request. See instruction below for the instructions to submit an invoice for payment with a purchase requisition.

Submit Invoice for Payment with Purchase Requisition

For purchases requiring a purchase requisition and purchase order, you will need to create a receipt to verify that the good or service has been received.

1. In the search bar at the top of the screen type in Create Receipt.

2. You will then be given three options in which to find the purchase order. Option 1 - select Purchase Order and use the dropdown options to search by good or service or supplier or

   Option 2 - you can just type in the vendor/supplier and all open POs for that vendor will pop up for your selection.

3. OK

4. Select which PO line items you’ve received or quantity, only.

5. Fill out the Line Information.

6. Attach the invoice. There will be times that the invoice will come directly to the accounts payable office so you may not have the invoice to attach. It is also possible that you will receive the good or service before you receive the invoice which will need to be attached once received.

7. Submit

8. This will trigger a notification to the Accounts Payable office that the goods or services are ready to be paid once the invoice is provided.

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Functional Office Contact for this Page

Kristin Young-Jaramillo

719-587-7526

kristinyoung@adams.edu