myuf payment solutions in partnership with uf disbursement services
TRANSCRIPT
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myUF Payment Solutions
In partnership with UF Disbursement Services
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Presentation
• Today we will introduce:
– An overview of the new system and how it connects to myUFL
– How to view electronic invoices
– How to complete an invoice
– How to process a check request for unencumbered payments
– Approval workflow and export to myUFL for voucher build and payment
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Security Roles
• Two security roles for myUF Payment Solutions:
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Security Roles
• Two security roles for myUFL:
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OVERVIEW
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Paper Invoices Now Electronic
Before:•Piles of invoices•Filing•Manual delivery•Possible lost paper
After:•Find instantly•Route electronically•View with voucher
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1. Invoices to myUF Payments
Invoice
Vendors
Step 1– Vendors upload invoices to myUF Payments
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2. Straight Through Processing
Step 2 – myUF PaymentSolutions matches invoices to myUFL purchase orders– Perfect matches = Straight-Through-Processing for payment
InvoicePurchase
Order
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3. Invoices Route to Departments
Dept Approver
Step 3– Partially matched invoices route to department approvers for adjustments and approval– Approvers view invoices in myUF PaymentSolutions
Invoice Purchase Order
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4. Approvers May Route to Reviewers
Approver Reviewers
Step 4– Approvers may route invoices to any reviewer to confirm goods/services/assets received– Reviewers route back to approvers for approval
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5. Approvers Process Invoices
Approver
Step 5– Approvers process and approve invoices – Secondary Approver Workflow (more later)
WorkflowSecondaryApproverWorkflow
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6. Invoices Export to myUFL
Step 6– Workflow-approved invoices export to myUFL for voucher-build and payment, per vendor payment terms
ApprovedInvoices Vouchers
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UF Disbursements
• UF Disbursements configures the system
• Contact us if
– An employee leaves your department or if you need to add an employee to use myUF Payments
• 352 392-1241
• http://www.fa.ufl.edu/departments/university-disbursement-services/
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LET’S TAKE A LOOK!
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Main Page
Main Menu Bar
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Main Menu
New Invoices FolderCreate
Unencumbered Payments and
Foundation Transfers
Search for Invoices
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Inbox
ChangeFilters to View All
Folders
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Search Page
Use Search Filters
Save Search Reports
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Check Request Page
VendorSearch
New or One-Time
Vendor
ChartFieldAllocations
Action Buttons
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USING THE INBOX
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Inbox
ChangeFilters to View All
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Using Filters
To view ALL invoices in each folder, increase
number of rows.Click Apply Filters or Save as Default for next time.
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Inbox
Folders
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Inbox Folders
New Invoices contains new
invoices awaiting your
review.Pended contains
invoices you have chosen to work on later.CC’d contains
invoices copied to you
for your reference
only.Unassigned
folder contains invoices routed
to a group.
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PROCESSING AN INVOICE
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Selecting an Invoice
Click the Work button in the Inbox folder to open an
invoice .
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Examining an Invoice
Invoice Header
Imaged Invoice
ChartFieldAllocations
Action Buttons
PO matching information
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Annotating an Invoice
Click bars to display tools.
Click to add a sticky note.
Click to add a stamp.
View in New Window
Click to Save
annotations.
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Routing an Invoice
Click Route button.
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Routing an Invoice
Use dropdowns to select person to receive this invoice. It will arrive in
their Inbox.
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Checking the Header
Check that the Invoice
Header information matches the
invoice.
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Checking the Header
COR360 Voucher Number becomes
Voucher ID in myUFL with a leading “P.”
Check Asset Purchase box to
display Asset Receiving fields.
When invoice is complete, Remaining amount should be
0.00.
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Receiving an Asset
Enter all asset information here.
Assets will no longer be received
in myUFL.
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Line Items Tab to View PO
Click the Line Items tab to
view PO information.
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Line Items Tab to View PO
Scroll down to view
Unmatched Lines.
View the PO lines matched to this invoice.
These are the unmatched remaining
lines on the PO.
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Allocations for ChartFields
Click the Allocations tab to check the
ChartField.
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Allocations for ChartFields
ChartFields are populated per the
matching PO lines. Scroll to the right to view all.
GL Allocation Speadsheets
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Allocations for ChartFields
When finished, click the Save icon to
combo edit check.
Incomplete ChartField
information will turn incorrect
field red.
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Submitting Invoice
Click the green Approve button to
submit to workflow.
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APPROVAL WORKFLOW
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Foundation Fund Administrator
• When an invoice with an “F” Source of Funds is submitted,
– It enters approval workflow
– The department approver routes it to the Department Fund Administrator for final approval
– Eliminates the need for the UFF-PA form
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Secondary Approval
Containing Fund or ChartField Routed To:
143 DCE
PC Bus Unit = CONST Construction
192 Concessions
Source of Funds = “Fxxxxx” Foundation
Account Code = “78xxxx” except for 787000
Asset Management
• When are invoices routed to Secondary Approval?
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Workflow States
Approval Secondary Approver AP Complete
DOCE Construction, Foundation Concession
Assets
Department Fund
Administrator
Exported to myUFL for payment
You may check workflow state on Search page.
Where is my invoice?
ApproverInbox
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Workflow State
AP Exception
UF Disbursements is working on it.
AP Exception examples
•Invoices where the Vendor did not match the purchase order
•Invoices where the deptID for routing purposes could not be found
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Checking Invoice Detail
Workflow and detailed information can be accessed for
every invoice.
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CHECK REQUESTS
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Check Request Page
New or One-Time
Vendor
Special Payment Handling
VendorSearch
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Searching for Vendor
Vendor Search
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New or One-Time Vendor
Complete all fields for a new or one-time vendor.
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ChartField AllocationsClick green Plus button to begin.
Use dropdowns to enter ChartFields. Use typeahead to
search.
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Transfer funds from UFF to UF
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Action Buttons
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Workflow Status and History
The Search feature provides Workflow Status and History.
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Online Training
• Online training is available:– For UF_AP_Reviewer, take PST967 myUF
Payments for Reviewers
– For UF_AP_Approver, take PST970 myUF Payments for ApproversNOTE: This security role also grants access needed to create expense general ledger journal entries. Therefore completion of PST956 Online Journal Entry is also required for this role.