JOB AID- Confirming POs & Payment Requests (Post Oracle)

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Confirming POs and Payment Requests are created in Birchstreet. They are different from standard POs because they do NOT go to a supplier. They are for internal use and after-the-fact purchases ONLY. Confirming PO: Used for after-the-fact purchases or call-in orders Approval routing remains intact

PO must be received in Birchstreet Hotel scans the invoice directly to Shared Services for processing

Payment Request: Used for ‘hotel-generated’ expenses and check requests Approval routing remains intact PO is auto-received in Birchstreet

Back-up documents (if any) must be scanned with invoice to Shared Services for processing

Shared Services manually creates the invoice in Oracle if no invoice exists

Examples

Confirming PO Payment Request

Call-in/Emergency Orders Floral Arrangements Guest Transportation Non-catalog Punch-out POs Outside Labor Invoices

Group Commission Payments Hotel Musician/ Entertainer Membership Dues Duebacks Petty Cash

How to Create a Confirming PO or Payment Request:

Confirming POs and Payment Requests begin like standard POs. Choose the ‘Confirming PO’ checkbox or the ‘Payment Request’ checkbox in the PO Header screen.

JOB AID- Confirming POs & Payment Requests (Post Oracle)

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For a Confirming PO: 1. Select the ‘Confirming PO’ checkbox in the PO Header screen. A pop-up warning will

appear when the ‘Confirming PO’ checkbox is selected. Click ‘OK’ to continue creating the confirming PO. Complete the PO Header information.

2. Once you have completed the PO header, a confirming PO will be generated. The

confirming PO will be red on the ‘PO’ tab. The word Yes will appear in the ‘Confirm’ column. This indicates that the PO created is confirming, and it will NOT go to the supplier.

3. Click the ‘Submit’ button. Once the confirming PO is approved, it must be received.

Click the ‘Receive Confirm’ button as a shortcut to receive the entire PO at once.

Reference the invoice number in the subject field of the confirming PO if the invoice number is known.

JOB AID- Confirming POs & Payment Requests (Post Oracle)

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For a Payment Request: 1. Select the ‘Payment Request’ checkbox in the PO Header screen. Select the ‘Urgent’

checkbox if the payment request is urgent.

2. Once you have completed the PO header, a Payment Request will be generated. The

Payment Request will be red on the ‘PO’ tab. The word No will appear in the ‘Confirm’ column. The red indicates that the PO will not go to the supplier, and the No indicates this PO is a payment request rather than a confirming PO.

3. Click the ‘Submit’ button. Once the Payment Request is approved, it will be received automatically.

The PO Status will become ‘Receiving Complete’ as soon as the Payment Request is submitted and approved.

JOB AID- Confirming POs & Payment Requests (Post Oracle)

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4. After PO is auto-received, go to the Reconciliation screen under the Main Menu (Main Menu>Procurement>Reconciliation).

5. Enter the invoice number, invoice amount and invoice received date. Select the ‘Closed’

option in the ‘Update PO status to’ drop-down list. 6. Click the ‘Update POStatus’ button when finished.

7. Write the PO number on the first page of the invoice, and affix a PO barcode to the first

page of the invoice. 8. Scan and email the invoice with back-up documentation (if any) to pay.myinvoice@hyatt.com

for processing.

Complete fields: -Invoice received date -Invoice number -Invoice amount

Complete the following fields: -Invoice received date -Invoice number -Invoice amount

Update PO status here