electronic invoice approval document · pdf fileelectronic invoice approval document retrieval...

22
Invoice Approval process as of 3/13/2015 Page 1 GVSU Business & Finance Accounts Payable 2015 James H Zumberge Hall x12233 Julie DeVecht x12202 Kathleen Loreth x18010 Cathie Richter x13021 Brian Van Doeselaar x12287 ELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL SYSTEM http://www.onbase.gvsu.edu/AppNet/Login.aspx OnBase® is a document management system that makes it possible to scan, store and retrieve documents. It also has features that facilitate automating business processes. By using a combination of email, Web and OnBase® technology, we are able to eliminate the distribution of paper invoice copies and implement an electronic approval process. Note: All current purchasing and approval policies remain in effect; only the approval process is changing. Accounts Payable will notify departments via email as invoices are received and awaiting approval. 1. Each department has a appointed designated representative to act as the primary contact for invoice approvals. 2. Unit heads may request changes at any time by sending an email to Brian Van Doeselaar, Associate Controller. This option is available, for example, if designated representative will be absent due to vacation, etc. If you would like to see who has been given access to your department(s) please click on this link to see the list http://www.gvsu.edu/cms3/assets/B4B7B0E9-D28E-B5F0- E1B08291994E76F1/onbase/onbase_department_list_crosswalk.pdf 3. Accounts Payable will send an email (1 email per invoice) to the designated representative each time an invoice is received. 4. The email will contain a link to the scanned image of the invoice stored in OnBase®. There are 2 ways that you can access your invoices for approval. 1. Click on the link received in your email message. This link will follow your default browser settings. If your default browser is not Internet Explorer then Onbase will not work properly. It is possible to copy the link and open Internet Explorer and paste the link into the url box of IE to follow the link manually. 2. Open Onbase by using the following link http://www.onbase.gvsu.edu/AppNet/Login.aspx

Upload: phamkhanh

Post on 18-Mar-2018

228 views

Category:

Documents


3 download

TRANSCRIPT

Page 1: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 1

GVSU Business & Finance Accounts Payable 2015 James H Zumberge Hall x12233 Julie DeVecht x12202 Kathleen Loreth x18010 Cathie Richter x13021 Brian Van Doeselaar x12287

ELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL SYSTEM

http://www.onbase.gvsu.edu/AppNet/Login.aspx

OnBase® is a document management system that makes it possible to scan, store and retrieve documents. It also has features that facilitate automating business processes. By using a combination of email, Web and OnBase® technology, we are able to eliminate the distribution of paper invoice copies and implement an electronic approval process. Note: All current purchasing and approval policies remain in effect; only the approval process is changing. Accounts Payable will notify departments via email as invoices are received and awaiting approval. 1. Each department has a appointed designated representative to act as the primary

contact for invoice approvals.

2. Unit heads may request changes at any time by sending an email to Brian Van Doeselaar, Associate Controller. This option is available, for example, if designated representative will be absent due to vacation, etc. If you would like to see who has been given access to your department(s) please click on this link to see the list http://www.gvsu.edu/cms3/assets/B4B7B0E9-D28E-B5F0-E1B08291994E76F1/onbase/onbase_department_list_crosswalk.pdf

3. Accounts Payable will send an email (1 email per invoice) to the designated representative each time an invoice is received.

4. The email will contain a link to the scanned image of the invoice stored in OnBase®. There are 2 ways that you can access your invoices for approval.

1. Click on the link received in your email message. This link will follow your

default browser settings. If your default browser is not Internet Explorer then Onbase will not work properly. It is possible to copy the link and open Internet Explorer and paste the link into the url box of IE to follow the link manually.

2. Open Onbase by using the following link http://www.onbase.gvsu.edu/AppNet/Login.aspx

Page 2: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 2

1) Instructions for following the email link to Onbase a) Click on the link indicated in the email

b) Enter your network user name and Onbase password. Click on Login or press the enter key.

Enter your network user name.

Enter your password

(initially = 12345678).

Page 3: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 3

c) Single click anywhere on the screen to have a menu be displayed. Click on the Workflow option and then single click on the Open Workflow option

d) Next double click on the link in the Work Folder to display the invoice.

Upon viewing the invoice, choose one of the processing options outlined below. It may be necessary for several options to be exercised within a department before an invoice is returned to Accounts Payable.

Page 4: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 4

1. Assign FOAP, approve invoice and return it to Accounts Payable.

a. Click on the “Add FOAP” task button . The screen will change and in the upper right corner of your screen you should see Add FOAP Data. b. Enter your Fund, Organization, Account and Program codes in the appropriate places and click the save button. If additional FOAPS are needed add the additional FOAP(s) and the dollar amounts to the FOAP note on the invoice. See example

Printer, Add Note View Note, Zoom In, Zoom Out

Enter FOAP

here

Save Button

Task buttons

Image Control buttons

Page 5: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 5

c. Click the “Approve” task button .This automatically returns the invoice to Accounts Payable.

2. Assign FOAP and Push the invoice to someone else for approval.

a. Click on the “Add FOAP” task button . The screen will change and in the upper right corner of your screen you should see Add FOAP Data.

Enter FOAP

here

Save

Button

Page 6: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 6

b. Click on the “Push” task button to display an email form. Enter the recipient’s internet email address in the TO: box. Enter your internet email address in the From: box. Select your department name by clicking on the drop down arrow to display the list of departments. If any of these three boxes are not completed correctly nobody will be able to view the invoice you asked them to view and or approve. Invoices may be “pushed” forward as many times as necessary before the final “Approve” icon is selected.

c. Optional - Enter a subject that will be informative to the person you are sending the email to.

d. Click the Send button. This will “push” an email to the person in the TO box. The invoice will move from the Invoice Approval queue to the Second Approval queue.

3. Push the invoice to someone else for FOAP assignment, invoice approval and

return to Accounts Payable.

a. Click on the “Push” task button to display an email form. Enter the recipient’s internet email address in the TO: box. Enter your internet email

Page 7: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 7

address in the From: box. Select the department name by clicking on the drop down arrow to display the list of departments and choose the department name of the recipient. If any of these three boxes are not completed correctly nobody will be able to view the invoice you asked them to view and or approve. Invoices may be “pushed” forward as many times as necessary before the final “Approve” icon is selected.

b. Optional - Enter a subject that will be informative to the person you are sending the email to.

c. Click the Send button. This will “push” an email to the person in the TO box. The invoice will move from the Invoice Approval queue to the Second Approval queue.

4. Invoice does not belong to my department.

a. Click Add note icon. b. Choose the comment note. Enter information why it does not belong to your

department. The note is saved automatically. c. Single click on the Not Ours” task button .

Page 8: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 8

5. Deny payment of the invoice and return it to Accounts Payable.

a. Click Add note icon. b. Choose the comment note. Enter information why the invoice is being

denied payment. The note is saved automatically.

c. Click the “Deny” task button . The invoice will automatically be returned to Accounts Payable with your notes.

6. Change a FOAP previously assigned if invoice has not been approved.

Type over any of the incorrect

values to fix the FOAP

Page 9: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 9

2. Instructions for signing directly into Onbase to review invoices for approval

http://www.onbase.gvsu.edu/AppNet/Login.aspx

a. Enter your user name – it should be the same as your network id without the department container ex. Vandoesb

b. Enter your password – this is a separate password from your network password. You may reset it to match. If you forgot your password please call the help desk at 12101 to get it reset.

Enter your network user name.

Enter your password

(initially = 12345678).

Page 10: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 10

c. Click on drop down arrow in order to see the workflow option.

Choose this option d. Click on the plus sign in front of AP Invoice Approval (A) – this will display the

Invoice Approval queue. Now click on Invoice Approval (B)

e. If you received an email from your departmental contact the invoice that needs

your attention will be found in the Second Approval Queue. Click on the line that says Second Approval and the AP-Email Eform list will be shown. Click on one of the Email Eforms and you will be able to view the invoice that needs your attention.

(A)

(B)

Page 11: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 11

2) Press spacebar to activate the controls on this screen. 3) Double click on an item listed in the Documents: Invoice Approval window. The display

will appear like the following picture.

Page 12: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 12

4) Double Click the link that is displayed on the Life Cycle View window. The display will look like the following picture

Upon viewing the invoice, choose one of the processing options outlined below. It may be necessary for several options to be exercised within a department before an invoice is returned to Accounts Payable.

Page 13: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 13

1. Assign FOAP, approve invoice and return it to Accounts Payable.

a. Click on the “Add FOAP” task button . The screen will change and in the upper right corner of your screen you should see Add FOAP Data. b. Enter your Fund, Organization, Account and Program codes in the appropriate places and click the save button. If additional FOAPS are needed add the additional FOAP(s) and the dollar amounts to the FOAP note on the invoice. See example

c. Click the “Approve” task button .This automatically returns the invoice to Accounts Payable.

Enter FOAP

here

Save

Button

Page 14: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 14

2. Assign FOAP and Push the invoice to someone else for approval.

a. Click on the “Add FOAP” task button . The screen will change and in the upper right corner of your screen you should see Add FOAP Data.

b. Click on the “Push” task button to display an email form. Enter the recipient’s internet email address in the TO: box. Enter your internet email address in the From: box. Select your department name by clicking on the drop down arrow to display the list of departments. If any of these three boxes are not completed correctly nobody will be able to view the invoice you asked them to view and or approve. Invoices may be “pushed” forward as many times as necessary before the final “Approve” icon is selected.

c. Optional - Enter a subject that will be informative to the person you are sending the email to.

Enter FOAP

here

Save

Button

Page 15: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 15

d. Click the Send button. This will “push” an email to the person in the TO box. The invoice will move from the Invoice Approval queue to the Second Approval queue.

3. Push the invoice to someone else for FOAP assignment, invoice approval and

return to Accounts Payable.

a. Click on the “Push” task button to display an email form. Enter the recipient’s internet email address in the TO: box. Enter your internet email address in the From: box. Select the department name by clicking on the drop down arrow to display the list of departments and choose the department name of the recipient. If any of these three boxes are not completed correctly nobody will be able to view the invoice you asked them to view and or approve. Invoices may be “pushed” forward as many times as necessary before the final “Approve” icon is selected.

b. Optional - Enter a subject that will be informative to the person you are sending the email to.

c. Click the Send button. This will “push” an email to the person in the TO box. The invoice will move from the Invoice Approval queue to the Second Approval queue.

Page 16: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 16

4. Invoice does not belong to my department.

a. Click Add note icon. b. Choose the comment note. Enter information why it does not belong to your

department. The note is saved automatically. c. Single click on the Not Ours” task button .

5. Deny payment of the invoice and return it to Accounts Payable.

a. Click Add note icon. b. Choose the comment note. Enter information why the invoice is being

denied payment. The note is saved automatically.

Page 17: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 17

c. Click the “Deny” task button . The invoice will automatically be returned to Accounts Payable with your notes.

6. Change a FOAP previously assigned if invoice has not been approved.

Type over any of the incorrect

values to fix the FOAP

Page 18: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 18

Document Retrieval GENERAL NOTES

1. The most common document type to retrieve is AP-Invoice

Select Business & Finance from drop down

Click on the Document Type AP-Invoice

Vendor Number is the same as the GNumber

When searching with a name remember that it requires an exact

match. To help with the search use the wildcard *. Example

*Grand Rap*

You can use any of the keywords to search for a document. The

more keywords you enter the smaller the results will be

To execute the search either click on the binoculars icon

or hit the enter key.

Page 19: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 19

2. Remember that if you right click on an image you will be able to display a menu of options to work with the image. It also includes the option to view the history of the document. This displays the user names of everybody who has viewed the image or made any changes to the document. If you select the workflow tab in the history view it will show you where the document is in the process of payment. If the list of queues includes in entry of waiting for check the invoice has been entered into banner and you should be able to see the transaction in your budget print outs.

3. If you double click on an image the program will display a list of documents that are related to the invoice you are viewing. If the invoice has been paid you will be able to see a copy of the check or direct deposit stub that was sent to the name on the check. If the invoice was paid against a purchase order, you will be able view the purchase order and all of the attachments that were part of the purchase order.

4. In order to use the FOAP’s in the keyword field for document retrieval you need to scroll down the list of keywords until you see the word Fund and click the arrow in front of the word. This will expand the list to show the fund, organization, account and program fields. Enter as much as you wish to search by your FOAPS and then pick from the list of documents found processed under that FOAP or part of the FOAP.

Page 20: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 20

APPENDIX Using Image View Control Base

1. Disk icon: save image to a file – allows you to attach the saved file to an email 2. Printer icon: print image at destination selected from drop down menu 3. Yellow folder with star icon: allows user to add note to image 4. Yellow folder with corner turned down icon: view notes on image 5. Double arrow-left: go to first page of multi-page document 6. Single arrow-left: go to previous page 7. Single arrow-right: go to next page 8. Double arrow-right: go to last page of multi-page document 9. Plus sign: increase image size (zoom in) 10. Minus sign: decrease image size (zoom out) 11. Drop down menu: options for how document appears in window 12. Equal sign: document appears as actual size 13. Arrows pointing left and right: document width fits in window 14. Four arrows: entire document appears in window 15. Arrow left: rotate document to the left 16. Arrow right: rotate document to the right 17. Star: options (do not use)

5. Documents that match keyword criteria will be listed in window at top of page.

6. Double-click on document you’d like

to review and it will appear in window.

Page 21: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 21

WILDCARD = *. Can be used anywhere within a field. Do not use INVOICE TYPE or FISCAL YEAR fields. INVOICE NUMBER is the vendor’s invoice number, not GVSU invoice number. VENDOR NAME may start with “the” or contain other articles. Easiest way to search is to use wildcard. (For example, to search for Brian Van Doeselaar, use *Brian V*.) To search for all Travel & Expense documents related to a certain vendor/person, enter TR* in INVOICE NUMBER field. CHECK NUMBER will start with A for payment by check and with an explanation point (!) for direct deposit.

KEYWORDS FORMAT - EXAMPLES KEYWORDS FORMAT - NOTES

0708

DO NOT USE

G00021086

INTERUR*

067159

05/31/2007

173593.00

P0012242

I0094578

Banner Doc Reference

Page 22: ELECTRONIC INVOICE APPROVAL DOCUMENT · PDF fileELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL ... The invoice will move from the Invoice Approval queue to ... c. Click on drop down

Invoice Approval process as of 3/13/2015 Page 22

Password Reset Instructions

View A View B View C In order to change your password, please complete the following steps.

1. Click on the drop down arrow before the question mark. Choose the User option See view A

2. Choose the Password option from the User menu. See View B 3. Choose the Password option and enter your old password and enter a new

password. Please reenter the new password and click the save button. See View C

If you need help with resetting your password please call the GVSU computer help desk at 331-

2101 or you can call or email Kathleen Loreth at 331-8010 or [email protected] or Brian Van

Doeselaar at 331-2287 or [email protected]. The help desk will be your quickest way to get a

password reset.