Instruction Manual s2

System Name / Payment Request / Author / Kelly Kao / Date / 2014-10-08

Payment request

Instruction manual

Ver : 2.1

Date : 2014/10/08

By :

Directory

Chapter 1.Basic Instruction 2

1-1 Login 2

1-2 Change Personal Information 3

Chapter 2.Payment application instruction 4

2-1 Path: Operating System/Payment application 4

2-2 Payment Request List 5

2-3 New Payment Request 7

2-4 Edit Payment Request 10

2-5 Import ‘Payment Detail’ Description 11

2-6 Cancel Payment Request 12

2-7 View Payment Request 13

2-8 View Process 14

2-9 Export Payment Request 15

Chapter 3. Common Window Function 16

3-1 The Search Window Function 16

3-2 How to upload file 17

Chapter 1.Basic Instruction

1-1 Login

Website URL: http://mbuws.gigabyte.com

Domain: Please choice the office of login user.

Password: Your password.

Authentication: Please enter the authentication code.

1-2 Change Personal Information

Functions:

To change personal Information, include password.

Step 1: Select “Personal info modification” and popup another window.

Step 2: You can change Password、Email and Name here.

Chapter 2.Payment application instruction

2-1 Path: Operating System/Payment application

Note: A payment completed step is below:

(1) Applicant new a payment request.

(2) Applicant sent the payment to approve.

(3) Signoff staff accept the payment In approval flow.

2-2 Payment Request List

Functions:

These selections provide for a wide variety of purposes:

1. If you do not select any conditions you will see all the historical payment requests.

2. You also could select the conditions to search the payment request.

3. The applicant is only allowed to browse their own applications.

4. The approver is only allowed to see the applications which need to be approved by him.

5. If the "Request reason” is Pre-Paid you could use the Mapping function. By clicking the mapping function, the table of prepaid & Write-off mapping will show up (please see the right hand side image below). This table allows you to see the information for prepaid amount, write-off amount and the balance amount.

2-3 New Payment Request

Functions:

1. Create a new application request.

a. * is required field.

b. If you can’t choose Currency, please inform Exchange rate management staff or MIS.

c. Press the “Next Step” to maintain expense item. <See diagram as below>

d. Press “New Item” to add expense item. ( If you want to new multi-item, please press “Import”, and use excel to import items. Please see 【2-5 Import ‘Payment Detail’ Description】)
* is required field.

2. For every expense item, you can use【Upload File】function to upload files. Each item only can upload 3 files and total size is 5M. (More detail please see 【3-2 How to upload file】)

3. When you finish, you can click【Save】button to save this application.

4. After you save this application, go back to the list and find your application, and click 【Send】button to open, then click【Send】button to send this application.

2-4 Edit Payment Request

Functions:

1. To modify information before confirming to send out an application.

Press “Edit” icon to modify application.

2-5 Import ‘Payment Detail’ Description

The function is like ‘New Item’ , but use excel to input data.

Import data steps are below:

Step (1) Download template file, the system provides 2 ways to download.

Way 1:

Way 2:(Press Import and open the view.)

Step (2) Edit the download file like you new item on website.

Step (3) Browse the import file.

Step (4) Import File to verify data in Excel (Common rule please see [The Excel format] as below).

Step (5) Check all items are success. If Fail Items count is not 0, please see Verify Reason and fix it in excel. And please go to step (3).

Step (6) Click “Save” to import success items into system.

[The Excel format] is below:

1. Must be input fields: Expense Account, From/Issue Date, and Request Amount(or Local Amount)

2. Date fields: From/Issue Date and To(Date). Date format is "YYYY/MM/DD". Ex. 2014/04/25.

3. Numberic fields: Request Amount, Local Amount.

4. Penalty: The field is for Brazil. The Value is "Y" or "N".

5. By office:

GBT-Netherlands: Must be choose SubExpenseAccount, and input Invoice No.

2-6 Cancel Payment Request

Functions:

1. To cancel application before sending it out..Press “Cancel” icon to cancel application.

2-7 View Payment Request

Functions:

1. To view completed application information.

2. Can not modify any information about application.

2-8 View Process

Functions:

1. To view the status of process.

2-9 Export Payment Request

Functions:

Export payment request.

Step 1: If you do not select any conditions you will see all the historical payment requests.

You also could select the conditions to search the payment request.

The applicant is only allowed to browse their own applications.

The approver is only allowed to see the applications which need to be approved by him.

Step 2: Choose applications which you want to export.

Step 3: Click “Export” to export and save “Excel” file.

Chapter 3. Common Function

3-1 The Search Window Function

Functions:

1. To search the reference data. (EX: Employee information)

2. To make data correct and bring convenient data search.

Function 1: Normal search.

When you press the “search button” to pop the Search Window. You can search data by conditions and click the item that you selected to fill out the field.

Function 2:Quick search.

You can enter an incomplete word, system will help you match the similar words.

3-2 How to upload file

If you see【Upload File】button, then you can step by step to upload file up to system.

STEP 1 : You need to click 【Browse..】button to choose file which you want to upload. Only one file is allowed at a time.

STEP 2 : You will see a file list after Step 1. Use 【Delete】 button to delete file which you don’t want. File doesn't upload to server at this moment.

STEP 3 : Click【Upload】button to upload files to server after you finish previous steps.

STEP 4 : And you will see files on【File List】when done.