How to Submit and Process Payment Request for Specific PO

Step 1 — Open Configure

1. From the top menu, click the Configure (gear) icon, then go to Advanced.

2. Under the Finance column, click Procurement.

   

3. Alternative: Click the Search icon, type Procurement, and select Procurement (Configure → Advanced → Finance) from the results.

   

Step 2 — Enable 'Require Payment Request Before Payment'

1. On the Procurement configuration page, scroll down to the Payments section.

2. Tick the checkbox for "Require payment request before payment."

   

3. Once this is ticked, the system will require a payment request (instead of a direct payment) before any PO can be paid.

Step 1 — Navigate to Purchase Orders

1. Open the Main Menu from the sidebar.

   

2. Scroll down to Purchase, then select Purchase Order to open the Purchase Orders page.

3. Alternatively, click the Search icon in the top-left corner, type Purchase Order into the search box, and select Purchase Order from the results.

Step 2 — Locate the PO with 'Not Paid' Status

1. In the Purchase Orders list, examine the Payment Status column.

   

2. Look for the PO with Payment Status = "Not Paid or Not Billed"

3. Example: PO Number AA-AA-02-13 for KAIRUKI PHARMACEUTICALS INDUSTRY LIMITED with amount 836,000.00 TZS and Payment Status = "Not Paid".

Step 3 — Open the Purchase Order

1. Open the PO you want to request payment for.

2. If the PO has no bill recorded yet, clicking the Payment Requests

   

   And then clicking New payment request will show "There is no bill for this purchase order. Please create and submit a bill first."

   

3. Solution: You cannot request payment for a PO with no bill. Study how to record a bill for a PO to record and submit a bill for that PO first. Once the bill is recorded successfully, the PO will show a Bill Amount and Due Amount, and you can proceed.

   

Step 4 — Click Process Payment

1. Once a bill exists for the PO, click Process Payment. Remember this icon only appears after the "Require payment request before payment" setting has been enabled (Part A).

   

2. Clicking Process Payment will open the Payment Requests panel for this PO.

Step 5 — Click New Payment Request

1. The Payment Requests panel opens, listing any existing requests for this PO (empty if none exist yet).

   

2. Click the + New Payment Request button at the bottom to create a new payment request for this PO.

Step 6 — Fill in Payment Request Details

1. The Payment Request form opens, showing the bill(s) tied to the PO with the Bill Date, Bill Number, PO Number, Amount Due, and Amount to Pay.

   

2. Fill in the following fields:

   • Due Date: The date by which the payment should be made

   • Invoice Number: The vendor's invoice reference

   • Description: Optional notes about the payment (not mandatory)

   • Attachments: Optional supporting documents for reference (not mandatory)

3. Click Submit Payment Request at the bottom of the form.

Step 7 — Confirm the Request Was Submitted

1. Once a Payment Request Approval Strategy is properly configured, click Submit Payment Request. Submitting the form again will succeed and take you back to the Payment Requests panel for the PO.

   

2. The new request now appears in the list with a STATUS of "Pending." This means it must be approved before it can be paid.

   Study approval management to learn more about setting up approvals.

   

Step 8 — Review and Approve the Request

1. The person responsible for approvals opens the Approval Requests document, which displays the vendor, request number, bill details, and amount, stamped "WAITING."

   

2. The approver can choose Approve, Decline, Cancel, view History, Print, or Delegate the request to someone else.

   Study approval management to learn more about setting up approvals.

3. After the request is approved, its status changes from "Pending" to "Approved."

   

Step 9 — Navigate to All Payment Requests

• The person responsible for processing payments navigates to Reports → Finance → Purchase Documents → All Payment Requests.

  

Step 10 — Locate the Approved Request

1. The All Payment Requests report lists every payment request in the system, with filters for All, Pending, Approved, Rejected, and Paid.

   

2. Search by vendor name to find the request you need to pay, or click the Approved filter to narrow the list.

3. Only requests with STATUS = "Approved" show the money/payment icon. Requests that are Pending, Rejected, or not yet approved will not show this icon, and cannot be paid.

Step 11 — Pay the Request

1. Click the PO you need to process payment to open the payment screen.

2. Confirm the Date, Amount, selected payment method, and Cash balance shown, and check that the cash box has enough balance to cover the Payable amount.

   

3. Click Pay Request to process the payment.

Step 12 — Confirm Payment and View Voucher

1. The system displays a confirmation message: "Payment Voucher Processed Successfully."

   

2. Choose Print to print the payment voucher, or Don't Print to skip printing.

3. The request's status in the All Payment Requests list changes from "Approved" to "Paid."

4. You can view and print the completed voucher at any time, showing the APPROVED stamp and full approval history.

   

Payment Request Processing at a Glance

1. Enable "Require payment request before payment" (Configure → Advanced → Finance → Procurement).

2. Open the PO; if no bill exists, record one first.

3. Click Process Payment.

4. Click + New Payment Request.

5. Fill in Due Date, Invoice Number, and optional Description/Attachments.

6. Click Submit Payment Request.

7. Confirm status is "Pending."

8. Ask the approver to review and click Approve.

9. Confirm status is "Approved."

10. Go to Reports → Finance → Purchase Documents → All Payment Requests.

11. Find the approved request and click the Make Payment icon.

12. Confirm balance, then click Pay Request.

13. Confirm "Payment Voucher Processed Successfully," choose Print or Don't Print.

14. Verify status changed to "Paid" and view the approved voucher.