Exchequer LIVE User Guide: Student Activity Groups and Sports Clubs
Introduction
This guide covers all you need to know using Exchequer LIVE to administer your sports club, activity group or society finances.
This guide is for all your members. Exchequer LIVE has completely changed the way that you process payment requests. You
can now use it as your first point of reference when faced any finance-related query.
Exchequer LIVE
Exchequer Live is the new system we now use to process all payment requests. Its internet based so you can access it from
anywhere, at any time. Each President and Treasurer will be set up with their own unique login details in order to process
payment requests. These details must not be shared and only these people must use Exchequer Live
STEP 1: Payment Request submission to Treasurer/President
Payee (The person who is claiming reimbursement) fills out Payment Request Form and sends it to Treasurer/President via
email or passes it on in person with receipts attached. Treasurer/President can also do this on behalf of the payee- with the
necessary documentations provided.
Step 2: Payee account set up and verification in the System
Treasurer/President logs in to Exchequer LIVE to request the payment on behalf of the payee.
Firstly, please check if the Payee account has been set up in our Supplier Database before you start the process of raising the
payment request.
A list of payees can be found in our Supplier Database so you to check if the payee has an account in the system. If the payee is
not on the list, please send an email to [email protected] with the relevant information including payee name, emails and
bank account details. We’ll then be able to create an account.
When the account has been set up, a confirmation email will be sent to you from the Finance Team. You’ll now be able to raise
the payment request through Exchequer LIVE.
Step 3: Raise payment request in Exchequer LIVE
To access Exchequer LIVE go to: https://prf.kclsu.org/exchequerlive/#Login
Enter your unique log in information: User name (your 3 digit department code and PRES (if you’re a President) or TREA (if
you’re a Treasurer).
Example Username: 111PRES.
Your 4 digit password would have been emailed to you from the Finance Team.
Once logged in, click ‘Menu’ in the top left hand corner and then select ‘E-Procurement’. You will arrive at a page that looks like
the following picture.
Step A:
Select ‘Order’ to create a payment
request.
This will bring up a new window that will require you to fill out the relevant information for the person who requires the
reimbursement.
STEP C:
Your Ref can be anything to help you keep traces of the
Step B:
expenditures in your account, use something that you will
Click the Magnifying glass icon to find the
understand, or you can use for example ‘PR 17.06.2013’.
Payee account. Type the payee name and
a drop down list will help you find the
right person. Double click the name on
the list to bring up the payee account.
Alternative Ref put your SAG department code, for
example, ‘100’. This reference will help you to view all
payment requests for your department.
STEP D:
You must click on the ‘Add’ button to add
more information about this request. See next
step.
Clicking the ‘Add’ button will open another new window for you to enter specific details about the payment.
STEP E:
Click here to add a description of the
reimbursement – for example, ‘train tickets to
Portsmouth’ - It is important to have this
information, otherwise, it will be difficult to
identify the nature of the expenditure.
Step H:
On completing all this information you
must click ‘Save’ on the right hand side
of that window.
STEP F:
In this section you need to fill out the details of
the goods/service you are being reimbursed
for, the relevant part is Unit Cost Price. Please
keep the quantity as 1.
STEP G:
GL Code This is the 5-digit code corresponding to your accounts
for example.
 Private: 65030
 Grant: 65010
 Restricted Expenditure: 65050
 Donation: 65055
Cost Centre Input AAA
Department This is the unique 3 digit code associated to your
group, for example, Lacrosse is 632
VAT Code Please follow the guidance below to select the correct
VAT code.
Step I:
After you have selected ‘Save’, the
transaction will be the first item on
the list of New Purchase Orders.
Double click on the transaction to
attach the supporting documents for
the payment request.
STEP J:
Please attach the payment request form by
selecting the ‘Add’ icon in the top left hand
corner. Payment request form and proof of
purchase are compulsory. This can be in the
form of Excel, PDF or Image template. In
order to save the attachment, please also
input ‘Description’.
Note: Please be aware, we will not be able to authorise the payment request that does not have correct supporting
documentation. Example: Proof of purchase and filled in payment request form.
Step 4: Authorization in Exchequer LIVE
Before you request authorisation, the status of the request is ‘Pending’, this means the payment request is not
completed and KCLSU finance team would not be able to authorise and process the request.
To request authorisation, you need to cancel ‘Hold’ by right clicking on the payment request raised and select ‘Cancel Hold’.
Now click on ‘Approval’ – the system will send an email to the finance team to review and authorise the request.
The status of the payment request will now show as ‘Awaiting Authorisation’.
Note: Once the payment request has been authorised, you will receive an email shortly from the system telling you that the
request has been approved.
If it has been rejected you must amend the information. Possible reasons for rejection could be there are not sufficient funds
available in the account, bank account details incorrect or lack of supporting or a President/Treasurer request a payment
for them self. If you are required to amend the purchase order, please go back into Exchequer Live and find the
relevant transaction to amend. If a president/Treasurer requires a reimbursement, please ask Treasurer/president to
request through Exchequer Live rather than do it by them self.
Get in touch
If you have any questions about Exchequer LIVE get in touch with our Finance Team by emailing [email protected].