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Step A:
Select “Order” to create a payment
request/purchase order.
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Step B:
Click the Magnifying glass Icon to find the
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.
STEP D:
You must click on the ‘Add’ button to add
more information about this request. See next
step.
STEP C:
Your Ref – should be an invoice number (if you have an
invoice from the payee) or anything to help you keep track
of the expenditures in your account. Use something that
you will understand, or you can use for example “PR
17.06.2016”.
Alternative Ref- Put your three digit SAG department code,
for example, “100”. This reference will help you to view all
payment requests for your department.
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STEP E:
Click here to add a description of the
reimbursement – for example, “train tickets to
Portsmouth.”
Step H
On completing all this information you
must click ‘Save’ on the right hand side
of that window
STEP G:
GL Code – this is the 5-digit code
corresponding to your accounts: for example.
 Private: 65030
 Grant: 65010
 Charity donation: 65055
 Restricted: 65050
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 “Quantity as 1”.
Cost Centre – Input AAA
Department – this is the unique 3 digit code
associated to your group, for example,
Lacrosse is 632. This is normally defaulted.
VAT Code – please follow the guidance below
to select the correct VAT code.
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Step I:
After you have selected ‘Save’, the transaction
will be the first item on the list of New Purchase
Orders. Right click and “Cancel Hold.” 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” in the top left hand corner.
Payment request form and proof of purchase are
compulsory. This can be in the following file
formats: .xls, .doc, .docx, PDF, or JPEG. Failing to
attach documents in one of these formats will
result in delays as we cannot open other formats.
In order to save the attachment, please also input
a Description.
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