SurePoint Finance Pro - Check Requests videos | SurePoint Practice Pro Help Center

SurePoint Finance Pro -Check Requests videos

Accessing and Navigating Check Requests

To begin working with check requests, users navigate to the Time & Expense section from the left-side menu and select the Requests tab. This area serves as the central hub for creating and managing all check requests.

Check Requests can also be created from anywhere in the system by clicking the Quick Add (+) icon next to your name in the navigation bar and then selecting Check Request.

Key Features of the Requests Tab:

View Submitted Requests: A list displays all check requests with columns such as Description, Amount, Vendor, Status, Reviewers, and Creator.
Manage Requests: Users can add attachments, review details, edit, or delete requests using icons adjacent to each entry.

Icon	Function	Description
📁	Add Attachment	Attach supporting documents like invoices.
👁️	View Request	Open the request for detailed review.
⋯	Edit/Delete Options	Modify or remove the request as needed.

This interface provides a comprehensive overview and control over all check requests, ensuring users can efficiently track and manage their submissions.

Creating a New Check Request

Creating a check request involves entering detailed information to ensure accurate processing and approval.

Steps to Create a Check Request:

Initiate Request: Click Add Check Request in the Requests tab of the Time & Expenses section or click the Quick Add (+) icon next to your name in the navigation bar and then select Check Request.
Enter Basic Details:
Amount: Specify the total payment or reimbursement amount.
Description: Provide a clear explanation of the expense or purpose.
Select a Template: Choose from firm created templates such as Vendor Check Request or Reimbursement Check Request.
Vendor Information:
Select the vendor from the list or add a new vendor if necessary.
For reimbursements, the employee must be set up as a vendor.
Invoice Details:
Enter the Invoice Date and Due Date.
Optionally, enter the Vendor Invoice Number.
Attach Supporting Documents: Upload invoices or receipts to support the request.
Save and Submit: Once all fields are completed, save the request. The status will update to Awaiting Review.

Note: Users cannot submit a check request using a template for which they are designated as a reviewer, ensuring separation of duties.

Managing Check Request Templates

Check Request Templates are important tools that standardize and streamline the submission and approval process for check requests.

Key Components of a Check Request Template:

Component	Description
Template Name	A clear, descriptive name to identify the template (e.g., Vendor Check Request, Reimbursement).
Account	Specifies which bank account will be used for payments associated with this template.
Location	Defines the check location or office associated with the request.
Reviewers	One or more designated users responsible for reviewing and approving requests.

Creating and Managing Templates:

Access the Templates tab within the Checks section.
To create a new template, select Add Check Request Template.
Enter the template name, select the associated bank account and location.
Assign one or multiple reviewers who must approve requests before processing.
Edit or delete existing templates as needed to reflect organizational changes.

Best Practice: Assign multiple reviewers to critical templates to ensure thorough oversight. Each reviewer must approve the request before it advances, enhancing internal controls.

Important Considerations: Users cannot submit a check request using a template for which they are assigned as a reviewer, maintaining segregation of duties.

Reviewing and Approving Requests

The review and approval process is a crucial control point in the Check Request workflow, ensuring all requests are valid, accurate, and comply with organizational policies before payment.

Review Process Overview:

Notification: Reviewers receive both in-app and email notifications when a request is ready for their review.
Accessing Requests: Navigate to the Requests tab and select the eye icon to open the check request details.
Review Options:
Approve: Confirm the request is valid and ready to proceed.
Reject: Deny the request if it does not meet criteria or requires correction.
Adding Notes: Reviewers can add notes to provide context or explain reasons for rejection, facilitating clear communication.

Approval Workflow:

If multiple reviewers are assigned, all must approve the request before it moves forward.
The system tracks the status of each reviewer’s decision, ensuring transparency.
Once approved, the request status updates and becomes eligible for vendor invoice creation.

Practical Tip:

When rejecting a request, always provide detailed notes to help the submitter understand the reason and make necessary corrections promptly.

Processing Approved Requests

After approval, the next step is to convert the check request into a vendor invoice (payable) to initiate payment processing. This ensures all approved expenses are properly recorded and tracked within the accounting system.

Steps to Process an Approved Check Request:

Locate the Approved Request: In the Requests tab, find the approved check request. A plus sign (+) appears next to approved requests not yet converted into vendor invoices.
Create Vendor Invoice: Click the plus sign to open the vendor invoice creation form. Key information from the check request—such as Vendor, Invoice Date, Vendor Invoice Number, Term Days, Due Date, and Description—auto-populates the invoice fields.
Assign Expense Accounts:
Select the appropriate Debit Account to categorize the cost correctly.
If applicable, specify Location and Division to align with organizational accounting structures.
Add Additional Line Items: Include extra line items when necessary to split the expense among multiple GL Accounts.
Attach Supporting Documents: Upload relevant attachments, such as vendor invoices or receipts, to maintain a complete audit trail.
Save the Invoice: Finalize the vendor invoice by saving it. The plus sign will disappear, indicating the invoice has been created.

Note: This process ensures financial data flows seamlessly from the check request to the accounting system, maintaining accuracy and compliance.

Finalizing Payment in Accounts Payable

The final stage in the check request workflow is payment processing through the Accounts Payable (AP) module. This involves managing vendor invoices and issuing payments according to organizational policies.

Key Activities in Accounts Payable:

Access Vendor Invoices: Navigate to the AP module to view all vendor invoices, including those created from check requests.
Review and Edit: Vendor invoices can be reviewed, edited, or deleted if necessary. Attachments can also be added or updated.
Create Vendor Payment:
Select the ellipsis icon next to the invoice and choose Create Vendor Payment.
Enter payment details such as payment date and bank account.
Confirm payment amount and any partial payments if applicable.
Follow Standard AP Workflow: Payments are processed following established procedures, which may include bulk payments, check printing, and posting payments to the general ledger.