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This resource outlines the steps to submit payments for goods or services to departments within the university.The department providing the goods or services is responsible for maintaining all documentation for charges. |
Step 1: Access Internal Payment Template
Access the Internal Payment Template from the Internal Payment Request SmartSheet.
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You must use a new template for each request. Do not save and reuse templates. |
Step 2: Enter Template Information
On the Data tab, fill in the header with the following:
Supplier Number: Enter the internal supplier number associated with the charges. Run the Supplier Search to find the supplier number. Note: Internal suppliers will display “Internal” in the supplier type column of the Supplier Search output. If you need a new internal supplier setup, email P2P_Suppliers@boisestate.edu.
Invoice Header: Enter Invoice Header description. This information is determined by the supplier and limited to 240 characters
Invoice Number: Enter the Invoice Number using the naming convention designed by your Department. This can be alphanumeric and has a 50 character limit.
Expenditure Item Date: Enter the date that the expense/transaction occurred
Debits/Credits: Enter the dollar amounts in one of the following ways:
One credit with multiple debits (see Example 1 below). This creates one invoice. If any line fails to import due to Cross-Validation Rules errors, the entire invoice will be deleted and returned unprocessed.
One credit per debit(s) to create many invoices (see Example 2 below). In this format, only failed lines are returned unprocessed.
Line Description: Describe the reason for the transaction. This information appears in the Account Analysis Report under SUBLEDGER_JE_LINE_DESC (Column AD) and is limited to 240 characters.
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Example 2: One credit per debit
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Step 3: Enter Funding Segment String
Enter the Funding Source Segments for each Credit and Debit Line.
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Step 4: Confirm Total Debit and Credit Amounts, Save and Submit
Review template information to ensure each required field has been completed and it is balanced.
Save your file using the following Naming Convention: IP_Supplier Name_MM.DD.YY_Category of Upload (i.e. Monthly Charges)
Submit the completed template using the Internal Payment Request SmartSheet.
What’s next:
You will receive a confirmation email with a tracking number once the form has been submitted and a follow-up email once posted. If there are Project funding errors with the Internal Payment request, the submitter will be contacted about the issues.
Transaction information will be visible on the Payables - Campus Transactions Dashboard 24 hours after processing.
End of Process