Pay to Supplier

Go to "Payables" - "Bills and Adjustments"

and click "+" to add new record

Search your "Vendor" from selector

If you are transacting with new supplier, please check here to create new vendor in system.

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.

Expense without Purchase Order

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" 😉😉

Expense with Purchase Order

Click "ADD PO" or "ADD PO LINE" to select PO# to be pass to AP for payment.
Select PO# to add to payment request
Click "ADD PO" to add current selection, or you may click "ADD & CLOSE" to close this selection window.

Update Line Details

Branch Code: Entity that this expense belongs to. (pass from PO, you may update it if necessary.)
Inventory ID: Pass from PO# - no need to update anymore
OR Vendor: encode Receipt Vendor on the Receipt
OR Status: Receipt Status, please refer to OR Status Note below.
OR Number: encode Receipt number on the Receipt
OR Date: encode Receipt Date on the Receipt
OR TaxZone: VAT or NVAT for this Receipt
Transaction Description: Pass from PO# - no need to update anymore (you may update if necessary)
Ext Cost: Update the real amount from the receipt
Because you select from "Add PO", system will show the linkage to PO# This field is NOT editable, you can only link line by using "ADD PO"

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.

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

Click PRINT to print the payment request form - as the cover of receipt hard copy

Then submit to Accounting Team 🤗🤗🤗

Submitting Payment Request regularly and timely to avoid rush or any impact on operations. 🫶

Page updated

Google Sites

Report abuse