Embedded Files
Go to "Payables" - "Bills and Adjustments"
and click "+" to add new record
Search your "Employee ID" from selector
Vendor Reference - vendor's billing reference number, if there is no reference number from vendor, you can just encode "date" instead
Description - subject of this payment request. it is suggested to state cover period for easier future reference.
7. Go to "MORE INFO"
8. Select "Request Category" that best fit your case
9. Select "Payment Request"
10. "Email Also" you can specify recipients who you want to get payment notification also.
11. SAVE to obtain your payment reference number
This is very important key to follow up or fast track with accounting team
Proceed to enter "DETAILS" with instruction below -
Important Reminder:
Field arrangement on your screen may not be the same as it shown in below screenshot, please drag and drop to rearrange the fields.
Add Line Details
Click "+" to add new line - If possible, please add ONE TYPE OF EXPENSE per line item
Branch Code: Entity that this expense belongs to. (if you only have access to one branch, this field will not be displayed, you can skip)
Inventory ID: you can reference to here for the item that best fit your expense
OR Vendor: Receipt Vendor on the Receipt
OR Status: Receipt Status, please refer to OR Status Note below.
OR Number: Receipt number on the Receipt
OR Date: Receipt Date on the Receipt
OR TaxZone: VAT or NVAT for this Receipt
Transaction Description: Purpose of this expense
Ext Cost: Total amount of this expense
Given the internet and power stability here in El Nido. It is suggested to always "SAVE" 😉😉
OR Status Note
Pending Invoice: Invoice not yet provided by the supplier, will provide later.
No Valid Invoice - Mgmt Decision: No valid invoice, it is a management decision.
No Valid Invoice - Incompliance Supplier: No valid invoice, due to incompliance supplier.
Pending Review: Valid Invoice provided in attachment for accounting review.
After encoding, you need to prepare ALL PHYSICAL RECEIPT in paper, and scan them into one PDF file
Please ensure legibility and flat placement.
Example - HTT PCF 01.09 to 01.12
If an expense looks uncommon (urgent purchase, late receipt, etc.),
a short-handwritten note or message would help avoid follow-ups and fast track payment process.
After you prepared your PDF Scan file
Please upload your Scan file to the payment request.
Once you finish uploading the soft copy.
Click "Remove Hold" + "Save"
to submit for approval
You can find the current approver in the "APPROVAL" tab
Once the payment request is approved, the status will become "Balanced"
This is when you need to print the payment request with "AP Edit Detailed"
AP Status Note
On Hold: Encoded, not yet submit for approval.
Pending Approval: Pending approval from supervisor.
Balanced: Approved, ready for print and submit to accounting
Open: Accounting reviewed, payment in preparation (cheque or ATM)
Closed: Payment fulfilled.
🖨 Step 1: Print the Form
🖨 Step 1: Print the Form
Click PRINT to print the Payment Request Form.
This printed form will be used as the cover page for the receipt hard copy.
✍️ Step 2: Write Your Bank Details (VERY IMPORTANT!)
✍️ Step 2: Write Your Bank Details (VERY IMPORTANT!)
Please write clearly, neatly, and legibly the following information:
✅ Beneficiary Bank
✅ Account Name
✅ Account Number
📌 Friendly reminder: Unclear handwriting = transfer risk ; Clear handwriting = smooth payment 💖
Help us avoid transferring funds to the wrong account by making your details easy to read.
Everyone will thank you 🤗
📤 Step 3: Submit to Accounting
📤 Step 3: Submit to Accounting
Once completed, please submit the Payment Request Form together with the receipt hard copy to the Accounting Team.
🤗🤗🤗 Thank you for your cooperation!
Payment Notification
Payment Notification
Automation Email will be sent to AP Creator, or email stated in "Emails Also"
Please serve this as proof of payment, shall any concern, please raise it to accounting.
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