Submitting a 3rd Party Payables Request into Self-Service

In order for Accounts Payable at Adler University Chicago and/or the Online campuses to process payment for any invoice submitted to Adler University for goods or services delivered to the University, the requester must first submit a 'Procurement' request through Colleague's Self-Service tool to ensure the appropriate budget owner has a chance to review & mark the request w/ their approval before the request is ready for payment processing by the AP Team. This how-to guide will step you through how-to submit a request of this nature for review by your budget owner into the Colleague Self-Service tool.

1. Log into Colleague's Self-Service using the link here.
2. Upon successful login, you should see a Financial Management tile on your home page, if you are set-up as an approved requester by the Colleague Self-Service administrator.  

   Should you not be seeing the 'Financial Management' tile upon successful login to Colleague's Self-Service, please do not hesitate to email Eric Korslin ([email protected]) to request set-up. Be sure to copy the appropriate budget owner to ensure awareness across the appropriate branches of the budget responsibility tree. 

   
   
   
3. Next, you should see a Procurement tile that can be used to create/initiate a new payables request, or to review prior submittals.Again, should you not be seeing the 'Procurement' tile upon click into the 'Financial Management' tile, please do not hesitate to email Eric Korslin ([email protected]) to request set-up. Be sure to copy the appropriate budget owner to ensure awareness across the appropriate branches of the budget responsibility tree.
   
    
4. Upon click into the 'Procurement' tile, you should see options to View all prior submittal requests or Create a new submission for review/approval request.  Click the Create option.Upon click of the 'Create' option, you may see a warning that today's date falls outside of the current fiscal year. This message can be disregarded & you should still be able to submit your request without issue. 
5. Next, inside the procurement request form, you will see a number of fields, some required & some optional.  Please follow the below steps to complete the form for your invoice in question:

1. Document Type (req'd)...defaults to the only option 'Payment Request'.  This is a required field but should be left to the default & lone option.
2. Request Date (req'd)...defaults to today's date but should be backdated to final day of prior month should prior month still remain open in the accounting system.  Contact [email protected], if any questions on what date to use.
3. Needed by Date...this is the 'Due Date' as specified on the third-party vendor invoice from your vendor.  This is the signal to cue the AP Team on what to process payment, if approved, for a procurement request.
4. Vendor ID (req'd)...input Vendor name & Self-Service will suggest like vendor pre-approved & already loaded in the accounting database.  If the vendor does not yet exist in the system, you are advised to contact [email protected] to request they first set-up of the vendor in the database.
5. Invoice No. & Date (req'd)...these are the values from the actual invoice issued by the third-party vendor.
6. AP Type:  AP Type should always be 'VEND - Vendor Payables', despite other options being available for selection in the drop-down menu.

6. Finally, as we know, invoices often include an itemized break-down of included expenses, the Self-Service procurement request form allows for input of a breakdown of your payables request by line item, if preferred.  If you prefer to submit altogether, however, or if your invoice truly only has only one line item, you will still be required to enter at least one item in the Self-Service form & assign the appropriate GL Account No.  To start, select the Add Item in the 'Items' section of the Self-Service request form, as shown in the below screenshot.

   7.  In the 'New Item' section that should now be visible to you in the Items section, 

1. Description (req'd)...first line-item description from the invoice

2. Quantity (req'd)...first line-item description from the invoice

3. Price (req'd)...first line-item description from the invoice.

4. GL Account (req'd)...first line-item GL Account to which the expense should be allocated.

a.  should your preferred GL Account No. not yet be visible/available for selection to you in this field, please email [email protected] along w/ [email protected] to get your permissions expanded to include the         required Department general ledgers account numbers.

5. Add Item (req'd)...press the 'Add Item' button to "lock in" the initially inputted line-item details.  You should then be able to again click 'Add Item' if there are additional line items you'd like to input.  If not, you can proceed      to the Save and Attach button, if all details are entered to your satisfaction. 

8.  After clicking the Save and Attach button, you will be met w/ a pop-up box in Self-Service that allows you to choose a locally saved PDF file that can be uploaded to accompany this payables request.  Typically, this would be the third-party vendor invoice.  Once selected, choose the Upload button, and Close.