Adding or Updating a Check Request or Reimbursement

Entering Purchase Order Header Information

1. For new requests, click the Add Check Request link on the top right of the Main Menu page.
   

2. For entered requests, click the Update link to the right of the Check Request summary information.
   

3. Enter a Request Summary.
   
   Note: The request summary is used to produce summary reports.
   
   Attention: This field is required.
   

4. Enter Special Needs. For example, if the check needs to be held for a period of time.
   

5. Indicate whether the request is for reimbursement.
   
   Note: Preparer is automatically filled in.
   
   Attention: Reimbursements require approval.
   

6. Edit the Request Creation date.
   
   Note: Format: MM/DD/YYYY
   

7. Click the icon to view a menu of your budget organizations and their relevant account numbers. Click the Account Number you would like to use. Click the Select & Close link to enter the account number into the Request Header.
   
   Note: Click the icon to erase the Account Number entry.
   Note: Click the icon to view a snapshot of the account including the Current Balance of funds available.
   

8. Indicate whether the check is to be picked up at the Cash Receipts Window or mailed to the address to be entered below. If the check is to be picked-up, please enter the name of the person who will be coming for the check.
   

9. Click the icon to view a menu of current Vendors. Click the Letter link corresponding to the first letter of the vendor name. Click the Vendor you would like to use. Click the Select & Close link to enter the Vendor information into the Request Header.
   
   Note: Selecting from the list of Vendors.
   

10. (Optional) If the Suggested Vendor is not available, you may enter the Vendor Information in the appropriate fields.
    
    Note: Entering your own Vendor. Either the Vendor Number or the Vendor Information is required.
    

11. Click the Add Record or Save Changes button to continue.
    
    Note: If you are adding a Request, then you will see the Add Record button. If you are updating a Request, then you will see the Save Changes button.

Entering Check Request or Reimbursement Line Item Information

1. Enter the Invoice #.
   
   Note: If you do not have an Invoice #, please enter the date. (ex: 20030722)
   
   Attention: This field is required.
   

2. Enter the Invoice Date.
   
   Note: Format: MM/DD/YYYY
   
   Attention: This field is required.
   

3. Enter the Description.
   
   Attention: This field is required.
   

4. For single account requests, the account number will be filled in automatically.
   

5. For multiple accounts, click the icon to view a menu of your budget organizations and their relevant account numbers. Click the Account Number you would like to use. Click the Select & Close link to enter the account number into the line.
   
   Note: Multiple Account Numbers for a Single Invoice Enter the invoice number and date, the account number, and the first amount. Enter the invoice number and date again, the next account number, and the next amount. Continue until you have allocated the invoice amount.
   
   Attention: This field is required.
   

6. Enter the Amount.
   
   Attention: This field is required.
   

7. Enter additional comments.
   

8. Click the "Save and Add Another Line" button to continue entering line items.
   

9. When you have completed entering line items, click the Review Printable Request button to view the Requisition.
   

10. If the request is for reimbursement, select the VP that is needs to approve the request. Otherwise, submit the request when you are finished editing.
    

11. Click the "Submit this Request for Approval" button.

Related Items

Business e-Services Overview

Navigating Business e-Services