Contents

Create a Pay Request

Caroline Buckland Updated by Caroline Buckland

BPM Start Process Overview

Login to MyWorkplace and navigate to your desk. 

Locate the Finance requests applet, this will give you a summary on any previous requests, click arrow and select My Process to view more details.  

A summary of your processes is listed with the process name, description, Status and date. The filter can also be used to search against any of the fields. Use the X to close the window.

Create a Pay Request

Locate the Finance Request applet and click on the New button. 

The following screen will be displayed – select Create a Pay Request.

The following screen is displayed, this will open in a separate web browser. Read the info tab before moving to the next step.

Enter all fields marked with a red Asterix, all other fields are optional. 

The payee’s name represents the payment name, and the email address is where the remittance will be sent, address details must also be added including postcodes. 

Select the appropriate supplier code from the drop-down menu. 

Pay Date and Pay Due Date will default to today’s date but can be changed. 

Payment Reference will be the Invoice number, enter a suitable description for the request. 

Bank Account details are mandatory – sort code can be selected from a pre-defined list. 

The requester name and email address default from your user id. 

Click Next to add the Line details. 

Click on the Add button to add the line details. 

Enter a Line description, select the correct Vat code, VAT rate, and enter the net value in the Amount field. 

Click on OK once complete. 

Once the line details are complete, the cost line (GL Details Costing) needs to be entered select the arrow followed by the Add icon. 

Enter all parts of the account key, type the code or description to filter the list. Click OK once complete. 

Click on OK once complete.

To amend or cancel a line use the Actions buttons. 

A file can be attached to support your request, click the Choose a file.. button.  Locate your file and click on open to attach the document. 

 

Complete the two fields below to confirm you have valid bank details and GL coding, then click on the Finish button.  

A message will be displayed.

The window can now be closed. 

The approver will receive an email. 

 Save as Draft

The form can be saved as Draft at any point during the creation, the form will not be submitted for approval.

Enter a name and click on the Save button.

A message is received to indicate the draft is saved. 

To access the drafts, select the Create a Pay Request option from the applet and select Load from draft. 

You then select the Load from draft button.

Select from the dropdown menu the correct draft to load.

Then select the Load button.

Complete all fields as explained above and click on the Finish button.

A message will be displayed to indicate the request has gone for approval.

Approval

Approval of the request can be via the email by clicking the link.

Email link – click on the link to view the approval task.

Click on Claim to allow the approval. Tasks can always be unclaimed if claimed incorrectly.

A message is displayed to say the task has been claimed.

Check all tabs and the information is correct. 

Once complete the request can be approved. Enter a comment in the Happy to Approve box and then click on the APPROVE button.

A message will display to say the approval was successful.

An email is sent to the requester to confirm the approval.    

Reject a Request

To reject a Pay Request, enter the rejection comments then click on Reject, and enter No in the Happy to Approve box.

A message is displayed to say the task is complete.

An email will be sent to the requester.

Either click the email link or locate the task in task manager.

Make any requested changes and you can then Re-submit, or select Cancel to cancel the request.

The pay request will go back through the approval route.

Clicking on the Cancel button will end the process and the form will no longer be in use, the following message will be displayed.

Was this article useful?

Request a management code

Request a Supplier

Contact