Oracle WebCenter Imaging for AP

Transcription

1 Oracle WebCenter Imaging for AP

2 Agenda Refresher on AP Controls 101 Oracle WebCenter Imaging for AP project FAQs & How to Use Oracle WCI Help Resources & Other Info Q&A 2

3 Presenters Chris Bronsdon University Controller Cathleen Austin Manager, Accounts Payable Cyndie Winrow Director, Business Information Systems 3

4 Accounts Payable Controls Way Match (no work for campus dept after PO) 1. Purchase Order 2. Supplier Invoice 3. Receiving Documentation Note: all goods should be received by Shipping & Receiving in Business Services. Evaluating why that is not occurring in some cases. 2-Way Match (need a service receipt acknowledgement from campus dept to pay) 1. Purchase Order 2. Supplier Invoice 4

5 How Does SDSU Procure & Pay for Goods and Services? The answer is that there are many ways. 1. Through Purchase Orders (PO) Goods and services are requisitioned by our campus departments and PO s are issued by the Contract and Procurement Management Dept. 2. Purchased without a PO Utilities, Cintas, FedEx, etc. 3. Travel T2 s are the authorization to travel. Travel Expense Claim is the authorization to be reimbursed. These are two separate sets of approvers. iexpense should be available to us now. 4. Check Requests Self-Service Invoices coming soon. 5. PCC Special Handling. 5

6 Oracle WebCenter Imaging (WCI) for AP WCI for AP replaces legacy MarkView WCI assists in processing all incoming invoices electronically (not from paper) WCI utilizes Oracle Forms Recognition (similar to Optical Character Recognition) Invoices can be ingested into the system via (instead of fax) or scanned 6

7 How Do Invoices Get In? Vendors should invoices to NOTE: only 1 invoice per attachment! Vendors can also PDRs to sdsuapveninfo@mail.sdsu.edu PO template includes address Campus can also use sdsuapinv@mail 7

8 What Happens Next? After invoices are received either via or scan ingestion, the invoices are OFR d (verified for accuracy of data); then the invoices are imported into Oracle NOTE: do not write on invoices! Invoices with no invoice number will be auto-assigned Financials and further processing will occur either in Oracle ebs or WCI 8

9 If Invoice is Matched to a PO: Standard processing in financials takes place to process PO invoice for payment: If 3-way, receiving will be required; If 2-way, new AME hold will require release from PO Deliver To person Once holds are addressed, invoice will process for payment 9

10 Sample 2-Way Hold Notification 10

11 If Invoice is a Non-PO Invoice: Invoice coding instructions will be required Campus Business Coders will code the invoice for payment (charge account) Invoice will be routed for invoice approval based on FAH Org/Fund and Dollar Amount All employees on the FAH have Business Coder and Request Info access And all Oracle users have Invoice Search 11

12 Will I See What AP Sees? All WCI users will have the same client viewer for viewing images There are two modes: Basic Viewer and Advanced Viewer Viewer requires Java 6 or 7 on the desktop You ll need to add a couple trusted sites Turn off Compatibility Mode in IE browser! Annotations can only be placed using the Advanced Viewer 12

13 More on the Viewer WCI is comprised of two elements: 1) the image; 2) the work item The work item is what you ll be asked to act upon (like doing invoice coding or supplying requested info to AP) Comments placed on the actual work item are transitory and not permanent; once the work item is completed, the comments are gone! 13

14 So Here s What it Looks Like! 14

15 So What s My Role? If you are on a FAH, you might be asked to provide coding info on an invoice or you could receive a work item requesting information (Request for Info) If either of these notifications are sent to you, there is a work item task for you to complete in Oracle WCI! 15

16 Notifications 16

17 Logging into Oracle WCI Log into Oracle ebs Financials and use the appropriate link on your Home Page. Then log into Oracle WCI! Remember - WebCenter Imaging uses your AztecLink credentials (RedID + Password) to log you in 17

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19 Once you ve successfully logged into Oracle WebCenter Imaging, you ll see a screen similar to this: Now click on View Task : 19

20 So How Do I Code an Invoice? 20

21 How Do I Respond to a Request for Information? Use the Oracle WCI Request Info link on your Oracle Home page to log into WCI and open the image to review the invoice along with any communication from Accounts Payable Use an annotation to respond (sticky note or text). Remember to be in Advanced Viewer, and don t forget to save! Click on Complete for the task so it will return to Accounts Payable! 21

22 Can I Search for Invoices? Absolutely! You can search using the Payables Inquiry responsibility and see the image attachment the same way you did with MarkView as an attachment; Or you can search in Oracle WCI using the Oracle WCI Image Search link on your Oracle Home page: 22

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24 Help Resources & Other Info This is posted on the LEAP website under What s New Friday Open Labs are a great place to get additional one-on-one assistance! Reserve your spot by calling or ing the BIS HelpDesk (40899 or bis@mail.sdsu.edu) This is Phase I we re already thinking about Phase II Recommended Desktop Settings on LEAP has been updated! Last, this software is new to everyone; please be patient as you work with your AP resource and/or the BIS HelpDesk staff to resolve any invoicing issues. Thanks for coming!! Accounts Payable Department Business Information Systems ph ph