SurePoint Finance Pro -Check Requests video

Check requests in Finance Pro allow front-end staff to request payment for firm expenses or reimbursement for expenses that have already been paid. This workflow lets users submit requests without requiring access to the Accounts Payable module, while authorized accounting staff remain responsible for creating vendor invoices and processing payments.

To access check requests, select Checks from the left-side menu, and then select the Requests tab. The Requests screen displays submitted check requests, including the description, amount, vendor, status, reviewers, and creator.

From the Requests screen, users can manage individual requests by adding attachments, opening a request for review, or using additional options to edit or delete a request when permitted.

Use the search field to find check requests by number, description, or amount. For more detailed filtering, select All Filters to filter the list by vendor, location, creator, status, or amount. Check requests can also be imported from a CSV file, and the request list can be exported when needed.

1. Select Add Check Request.

2. Enter the request amount and description.

3. Select the appropriate check request template.

4. Select the vendor to be paid.

5. Optionally enter the invoice date, due date, and vendor invoice number.

6. Add supporting documentation in the Attachments section.

7. Select Save to submit the request.

For example, if an attorney attends a continuing legal education seminar and receives a vendor invoice for the registration fee, the user can submit a check request for payment to the vendor.

Check requests can also be used to request reimbursement for expenses that have already been paid. In this scenario, select the reimbursement check request template and choose the employee from the vendor list.

Note: For staff reimbursements, the employee must be set up as a vendor in Finance Pro.

After the request is saved, it appears in the Requests grid with a status of Awaiting Review.

Check request templates define the bank account, check location, and required reviewers associated with requests created from that template. Templates are configured by the firm and are not provided as system defaults.

1. Select the Templates tab.

2. To edit an existing template, select the edit icon. To remove a template, delete it when appropriate.

3. To create a new template, select Add Check Request Template.

4. Enter a template name.

5. Select the account and location associated with the template.

6. Select the member or members responsible for reviewing and approving requests created from the template.

7. Save the template.

Multiple reviewers can be assigned to a template. When multiple reviewers are assigned, each reviewer must approve the request before it can move forward in the workflow.

Note: A user cannot submit a check request using a template for which they are a designated reviewer.

When a check request is submitted, it is routed to the designated reviewer or reviewers. Reviewers receive both an in-app notification and an email notification when a request is ready for review.

1. Go to the Requests tab.

2. Select the eye icon to open the check request.

3. Select Review.

4. Choose whether to approve or reject the request.

5. Optionally add notes. Notes can be useful when rejecting a request to explain the reason.

6. Select Save.

After a check request is approved, a plus sign appears next to the request when the associated vendor invoice still needs to be created. Select the plus sign to create the vendor invoice.

Information from the original check request carries forward to the vendor invoice, including the vendor invoice number, vendor, invoice date, term days, due date, and description.

1. Designate the GL account to be debited.

2. If required by the firm, select the location and/or division.

3. Complete the description for the associated journal entry.

4. Add any additional vendor invoice line items, if needed.

5. Add attachments in the Attachments section, if applicable.

6. Select Save to create the vendor invoice.

Once the vendor invoice has been created, the plus sign is no longer displayed next to the check request. The final step is to process the payment through Accounts Payable.

Navigate to Accounts Payable, where the newly created vendor invoice appears as a line item. From there, authorized accounting staff can edit or delete the vendor invoice, add attachments, or use the ellipsis icon to create the vendor payment. The remaining payment process follows the standard Accounts Payable workflow.