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Chrome River – Submitting Invoices in Chrome River

Chrome River – Submitting Invoices in Chrome River

University employees can use Chrome River to process invoices for payment allowed under 8.6.1 Request Direct Payment for Approved Goods and Services.  Please follow the steps below.

Additional information:

  • The report number can be referenced in FOATEXT within Banner.
  •  Vendor Payment Reports with multiple invoices attached will be rejected back to the creator for correction
  1. From the Chrome River Home screen, click on the +Create button in the Invoices ribbon.
    NOTE: If you do not have the Invoices ribbon, contact your USC to request this additional module.
  2. Optional: Add the invoice document from the vendor to your report.
    1. Drag and drop the invoice file onto this report OR scroll down and use the Browse File button under Attachment.
    2. On the Extract Data screen, click the Extract Data button.
    3. Review imported data and update fields as necessary.
      NOTE: Extracting the data will allow Chrome River to use OCR to import details from your invoice file to populate your report.
      NOTE: Extracting data will override existing data in your report. Completing this step early in the process may be beneficial.
  3. Complete the header information.
    NOTE: For Vendor Name, only active vendors in Banner will appear.  If your vendor does not appear, click the +Create Temporary Vendor link to enter a new vendor. See the job aid Chrome River -Submitting Temporary Vendor Payments
    NOTE: For Vendor Address, only the active address in Banner for vendors will appear.  If your vendor’s address does not appear, click the +Create Temporary Address link to enter a new address.
  4. Complete the Invoice Detail section.
    NOTE:  Requester is defaulted to the Creator of this report. You can edit Requester and select another individual. The first approver of this report will be the Requester if different from the Creator. This report will then route through the approval queue of the Requester.
    NOTE: Business Purpose requirements are similar to Expense Reports.  Review the Providing a Detailed Business Purpose job aid for more information.
  5. NOTE: NCAA Compliance Review Required? is defaulted to No.  Selecting Yes will add an additional routing approval to the NCAA Compliance Office at your University.
    NOTE: Are you paying a foreign person? is defaulted to No.  Selecting Yes will add an additional routing approval to University Payroll and Benefits.
  6. Complete the Special Handling section if applicable.
    1. Optional: Check Request.
      NOTE:
      Check Request is defaulted to No.  Select Pickup Check and the associated University.  Then enter the designated person.  Upon submission of the report the phone number of the designated person will be requested.
      NOTE: Handling Options allows you to add any special destinations.
    2. Optional: Handling Options.
      1. Expedited Payment Request (EPR) means that you need this payment as soon as possible.  Check this box and add your specific reason for processing your invoice via EPR in the Special Handling Instructions box.
      2. State-Funded Check Pickup means that you need to pick up this check, but the bank code cannot be altered due to the funding source.  Check this box and add your specific reason for the pickup request.
      3. Pay Via Wire is reserved for wire payments for international payments.
      4. Enclosure Needed means that additional documentation and/or instructions need to be included with the payment.  Please attach the additional documents and/or instructions to this report.  You may also include comments in the Special Handling Instructions box.
  7. Optional: Complete the Comments section.
    NOTE: All users may add comments to the report by placing them in this field.
  8. Complete the Attachments section.
    NOTE: For all Vendor Payments, only one invoice may be attached per Expense Report
    1. Drag and drop the invoice file onto this report OR use the Browse File button under Attachment.
      1. For the Browse File button, locate your attachment on your computer.
      2. Select the file.
      3. Click the Open button.
      4. On the Extract Data screen, click the Skip button.
        NOTE: Clicking the Extract Data button will use OCR to import data from your attachment and override the information in your document.
  9. Click the +Add Expense button to add allocations to account codes.
    1. Select the Account Code.
      NOTE: You can start typing the Account Code or a description of the Account Code to help find the appropriate code.
      NOTE: Clicking on an Account Code adjusts the location of the Service Start Date field on the screen.
      NOTE: Some account codes extend the period of coverage and require you to complete Service Start Date and Service End Date.
    2. Select the Allocation.
      NOTE: You can start typing the Allocation or a description of the Allocation to help find the appropriate code.
    3. Optional: Enter in Activity and Location codes.
  10. Click Submit & Approve.
  11. Optional: On the Approval Confirmation screen, add an additional approval.  Click the box and add a comment.




Keywords:Invoice Payables UPAY   Doc ID:121579
Owner:Erik O.Group:University of Illinois Training and Development Resources
Created:2022-09-28 12:24 CSTUpdated:2022-10-03 06:20 CST
Sites:University of Illinois Training and Development Resources
CleanURL:https://answers.uillinois.edu/training/chrome-river-submitting-invoices-in-chrome-river
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