How do I create a payment request slip (PRS) for our department?
The Payment Requisition Form is an online form provided by the Finance Department. There are several steps to go through in creating a PRS for your department.
Go to https://erp.benilde.edu.ph and log in using your Infonet username and password. Once logged in go to Financials > Payment Requisition. This will bring you to the Payment Requisition List. Click on the CREATE NEW PRS button at the bottom of the window.
There are several fields (marked with a red asterisk) that you cannot skip. Here’s how you can fill them out.
REQUESTING DEPARTMENT will default to your department (cost center), which is predetermined by your Infonet login. If you are involved in more than one department, select the one applicable to your transaction.
Click on the field beside the VENDOR’S NAME. This will display the VENDOR LIST. Use the search box and type in the vendor’s name. Once it appears, double-click on it to auto-fill the VENDOR’S CODE and VENDOR’S NAME in the appropriate fields.
If the vendor’s name does not appear in the list because it is a new vendor, then click on REQUEST TO CREATE A NEW VENDOR.
The BUDGET SOURCE defaults to the current budget school year.
There is no predetermined PURPOSE so you can free type your answer here. Type in the purpose of the transaction. You can also just copy and paste the purpose from the table below.
|Transaction Type||Purpose||Application Payment Type|
|Book Transfer Charges||Inter-departmental payment/s for transfer of budget / income within Benilde||Book Transfer|
|Cash Advance||A request of advances for anticipated expenses in an event/activity||Check|
|Concessionaire – Canteen / Photocopier||Payment to the concessionaire for food, catering, or photocopy services||Check|
|Contracted Services – Janitorial / Maintenance / Office / Security||Payment for contracted services rendered such as janitorial, maintenance, office, and security||Check|
|Honorarium / Professional Fees / Facilitator / Interpreter’s Fees||Payment for services rendered by third party consultant/s as a one-time payment or for a certain contract/duration||Check, wire transfer, payroll (if Associate)|
|Insurance||Payment to supplier/s for availing insurance policies||Check|
|Payment to Affiliates||Payment to La Salle affiliates such as tuition fee of scholars, registration, accommodation, etc.||Check|
|Payment to Associate||Payment to associates for SSS sickness and maternity benefits, CEAP, etc.||Check|
|Payment to Student||Payment to students for different purposes such as tokens for services rendered etc.||Check|
|Payment to Supplier / Contractor / Vendor / Service Provider||Payment for goods or services rendered by outside parties such as suppliers/contractors/vendor/service provider||Check, wire transfer, Manager’s Check|
|Payroll Remittances & Payroll Related Contributions||All remittances/contributions prepared by the Payroll Department such as SSS, HDMF, CEAP Plans, DLS Credit Cooperative, etc.||Check, Manager’s check|
|Reimbursement – Accountable / CAPEX Items||Payment to compensate an associate who bought accountable / CAPEX items using their personal money||Check|
|Reimbursement – OPEX||Payment to compensate an associate who shouldered an expense in an event/activity using their personal money||Check|
|Replenishment of Petty Cash & Revolving Fund||Replenishment requests of the custodian when petty cash/revolving fund is used||Check|
|Utilities – Water / Electricity / Telephone / Mobile / Internet||Payment for recurring utilities of the College or department||Check|
Due date: Click on the field or the calendar icon on the right to display a calendar and select the due date.
Transaction type: Click on the field to display the different transaction types and select the one that applies to your transaction. See the table above as a reference.
Payment type: Click on the field and select the appropriate payment type. Refer to the same table above.
Fill in the details needed for your PRS.
Select the appropriate ITEM CODE based on the table below. Each item code has a corresponding ITEM NAME/DESCRIPTION.
|Transaction Type||Item Code||Item Name/Description|
|Book Transfer Charges||OP00000173||Airfare, International|
|PY00000112||Marketing & Advertising (GC Request)|
|Cash Advance||OP00001131||Hotel Accommodation, Quad Sharing|
|PY00000164||Transportation & Travel Expense|
|Concessionaire – Canteen||PY00000064||Adult Formation|
|Honorarium / Professional Fees / Facilitators / Interpreter’s Fees||PY00000133||Professional Fees|
|PY00000135||Other Professional Fees|
|Payment To Associate||PY00000191||A/R-EES-Personal-Other Clearing Account|
|Payment To Supplier / Contractor / Vendor Service Provider||OP00000172||Airfare, Domestic|
|PY000000014||Invty – Schol Food Clearing Act|
|PY00000182||Moderator/Panelist (Token GC-Payable to Sodexo)|
|PY00000075||General Maintenance Services|
|Reimbursement – OPEX||PY00000126||Meals Expense|
|PY00000152||Other School Activities|
|PY00000164||Transportation & Travel Expense|
|Utilities – Water / Electricity / Telephone / Mobile / Internet||CP00000169||PABX System, Telephone|
|CP00001665||PABX, Additional Local Lines|
|OP00001015||Internet Service Provider|
|PY00000256||ISP, Internet Subscription|
The content of the PURPOSE box should match the purpose you indicated in the section above.
Select one of three types of FUND SOURCES:
- UNRESTRICTED funds are drawn from funds that are available for the general operation of the College
- TEMPORARY funds are drawn from funds that are subject to certain restrictions and for a specific purpose
- DEPOSITORY funds (or funds held in trust) are drawn from funds collected from different organizations wherein the College merely acts as a custodian who does not exercise control over said funds
In ACTIVITY/EXPENSE, choose the appropriate expense for the particular activity. You may refer to the table above.
For ACCOUNT DETAILS choose NONE. Enter the total AMOUNT of the billing invoice/sales invoice.
Go to the ATTACHMENT tab and click on the UPLOAD button. You can download the LIST OF REQUIRED ATTACHMENTS TO PRS here. Upload scanned copies of the documents the approving officers need. Once you have submitted all the documents, click on the SUBMIT button at the lower right of the screen.
The PRS will now be routed to the designated signatories for online approval. Once approved, print the PRS to be attached with the supporting attachments (if necessary). A hard copy of the PRS and its attachments will only be submitted to the Finance Department (FD) Payables Section after complete approval in the web portal.
How long would it take to process the PRS?
Once Account Payables has received your PRS (with necessary attachments) it will take 3 to 5 working days to process.
How can I know the status of my PRS?
Once your PRS is prepared and submitted, you will receive an email notification on every approval stage of the PRS. There are 3 stages: Department Head Approval (depending on the amount), Account Payable (A/P) Receiving and Processing, and check release notification.