How to submit a Request Payment booking

The Request Payment option facilitates bookings with one-time vendors who are not onboarded on the platform. So, if you need to book training, certification, a conference or a license renewal you can request, book and manage payment for your booking using the Request Payment process.

There are 5 key steps to the Request Payment process:

Get a quote from the vendor you want to book with
Submit your request
Confirm your booking (Sign the AOD)
Upload the required payment document
Upload your completion certificate (if required)

Each of these are discussed in detail below. Let’s get started!😀

1. Get a Quote

You will need to upload a quote when you submit your request on Learn so make sure you have this ready. L&D will compare the details of your request to the quote so make sure it is accurate and if there are any discounts, extra fees or vat charges, these must be reflected on the quote.

2. Submit Your Request

Next, click on the applicable block to select the type of booking you are requesting:

Enter the name of the vendor or organisation you are booking with. The menu will filter as you type, so you can find and select the name from the menu if it already exists. If not, type the full name of the company as reflected on their quote.

Complete all the required fields, making sure they match the details on your quote. Pay attention when entering the cost, make sure to select the correct currency and input the total amount of the booking including any fees or taxes that are applied or added at checkout.

Upload your supporting quote, provide your motivation and indicate whether this request is on your approved training plan. Then click the Payment Method button:

You will now need to select the payment method for this booking, make sure you select the correct method because this cannot be updated once your request is submitted.

If it is an online payment where you need to checkout and pay online with a card then you must select the Virtual Credit Card option and then click the Submit Request button:

If you need to send a PO to the company so that they can issue an invoice for payment, select Purchase Order and then click the Submit Request button:

Your request is now submitted for approval, first by your Manager and then by the L&D team. If you submitted a Virtual Credit Card request then there is an additional approval step by the Learn finance team.

You can track the progress of the approvals directly on the booking window. Just go to the My Bookings list on your Home page and click on your booking to open up the booking details:

As soon as the booking has completed these approvals you will be notified by email to confirm your booking.

3. Confirm Your Booking

After L&D has approved your Purchase Order request, and after Learn has approved your Virtual Credit Card request, the next step is for you to sign the Acknowledgement of Debt to approve the booking. The booking is only confirmed on the system once you have signed the AOD.

You will be notified by email when it is time to confirm your booking. Click the View in Dashboard link in the email to open your booking and complete the acknowledgement of debt:

Or you can go directly to your dashboard, here you can check your 2 Actions menus at the top of your screen which will alert you when your approval is required:

Click on the Sign AOD button and complete the digital signing:

Congrats! Your booking is now confirmed.

4. Submit the invoice or proof of payment

Paying via Virtual Credit Card:

Once you have signed the AOD you will be issued with a virtual card to make the payment to your vendor.

Click the View Card button to continue:

You can now see your virtual card details. Use these to make the online payment of your booking.

Once you have paid for your booking and received the proof of payment, go back to your booking window and click in the upload field to select the document and upload it:

NOTE: The Virtual Cards cannot be refunded. Once the card is issued, you will be liable for the full AOD if you cancel the booking. If you cannot complete your booking on the intended date, reach out to the vendor to see if you can reschedule.

Paying with a Purchase Order:

Once you have signed the AOD you need to download the purchase order to send to the vendor so that they can issue you with an invoice for payment. It is important to send the purchase order to the vendor when requesting the invoice so that they have all the correct billing information. Click on the Download Purchase Order button and the PO will be downloaded to your device:

It is very important that the invoice reflects the correct information. If any required information is missing, the invoice cannot be scheduled for payment and it will be rejected.

Once you have the invoice, addressed to Learn App, submit it for approval by clicking in the upload field to select and upload the document

As soon as the invoice has been approved it will be allocated for payment in the next payment run.

IMPORTANT:

There are 2 cut-offs each month for capturing invoices for payment. Please take note of these important dates below:

Invoices submitted on Learn and approved by the 15th will be paid on the 1st of the next month.
Invoices submitted on Learn and approved after the 15th and before the last day of the month will be paid on the 16th of the next month.

Make sure to upload your invoice as soon as possible to ensure swift payment to your vendor. If there are any issues with the invoice it will be rejected and you will be notified what the issues are by email.

5. Upload your completion Certificate

Lastly, you need to submit your completion certificate (if required).

As soon as your exam, ad hoc course or bursary has ended and you have received proof of completion, login to your dashboard and upload the document.

Click on the booking in the My Bookings list and then upload the document in the Upload Completion Certificate field:

Your AOD will begin depleting once all the required documents have been uploaded and approved.

All the best with your application!😊