Oracle Government Financials Viewing Attachments & Invoice Approvals

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1 Oracle Government Financials Viewing Attachments & Invoice Approvals 1

2 What is MarkView A suite of products that work in conjunction with existing processes and products to streamline and support various business functions Documents are stored as electronic images rather than paper documents Users interact with images and Oracle records simultaneously, rather than moving between paper documents and Oracle records How are Records Processed? Paper documents are scanned, ed and/or faxed into MarkView as electronic images Documents are then processed and attached in Oracle Financials Approvals of transactions are completed online and via What are the Benefits? Added Time Savings Minimized time spent managing paper with delivery, filing and processing Enhanced Loss Prevention Images are stored electronically and attached to records, and are therefore much easier to track and locate than paper. Significantly reduces misfiling of documents. Shared Access Multiple users across the organization are able to review and process the same electronic document Security Provides a means of restricting what documents and notes (Markups) users have the ability to view and edit. Minimized Physical Storage Space MarkView provides electronic storage for all images, significantly reducing the storage space previously needed to physically house paper documents. What Software/Hardware do I Need to run MarkView? RU-VPN - Users on an academic subnet at Ryerson will require an RU-VPN user name and password as well as the software to be installed. CCS should be contacted for more detailed information regarding RU-VPN 2

3 RAM (Computer Memory) It is recommended that users have a minimum of 250MB of RAM. STEP 1: Verify browser version What Browser do I Use? The recommended browser for MarkView Imaging is Mozilla Firefox. Check your version of Firefox by opening the browser and selecting HELP > ABOUT FIREFOX. The pop-up will notify you if your version is up to date. Lower versions of Firefox should be upgraded. Firefox is available for download from the Mozilla web site ( Choose the FREE DOWNLOAD button from the bottom of the page The File Download window appears - select SAVE From the SAVE IN drop down menu choose DESKTOP Click on SAVE When the download completes close all applications From the desktop DOUBLE CLICK on the FIREFOX.EXE file Follow the prompts to install Firefox STEP 2: Pop-Up Blocker for Mozilla Firefox From within Firefox select the menu option TOOLS > OPTIONS. Select the CONTENT tab from the options window Make sure BLOCK POP-UP WINDOWS is not checked off STEP 3: Security Settings for Mozilla Firefox Choose the SECURITY tab Single click on the top EXCEPTIONS button In the Address of website field enter the following: Click the ALLOW button Click the CLOSE button Within the Options window click the OK button STEP 4: Verify Adobe Flash Player version Adobe Flash Player Plugin and Adobe Flash Player Active X are both required to run Markview. Check your versions of the Adobe players by selecting START MENU > CONTROL PANEL > PROGRAMS AND FEATURES. The programs are listed in alphabetical order A-Z. If either of the components are missing MarkView will not display any images. Both versions are available for free download at: The recommended versions are Adobe Flash Player 14 Plugin & Adobe Flash Player 14 Active X. 3

4 MarkView Terminology A Document is any invoice or other item that is attached as an Oracle record. When Documents are scanned, ed or faxed into the system, they are converted into MarkView Documents which contain a series of images. An image represents an individual page of an Electronic Document. A document image which can be associated with an Oracle record is considered a Work Item. A work item is the individual unit of work that is processed through a workflow. A Workflow is the series of steps that must be taken in order for a document to be processed. A Queue is a bucket in which work items await retrieval and processing. Work items move from one queue to another as they are processed through workflows. 4

5 MARKVIEW HOME WEB INBOX Users will receive notifications for invoices that require a receipt confirmation or an approval prior to being paid. In order to respond to these s users will need to log onto MarkView Home: or and click on the Markview link. 1) From the MarkView Home page select the Web Inbox drop down menu, and click on AP Invoices. This inbox contains all the documents which require a response from you. The MarkView Web Inbox can also be accessed by the AP Invoices shortcut link on the Markview home page. 5

6 2) View an image by clicking on the invoice number. 3) The invoice will appear in the viewer ready for action. 6

7 MARKVIEW INVOICE LAYOUT The layout of a MarkView document is separated into various sections within the viewer. Each section contains information pertaining to the invoice. The very top panel of the window displays the general document information. This information includes: Invoice Number (1) User Name (2) Invoice Type (3) 7

8 Supplier Name (4) Needs/Response Type (5) The top left panel of the window displays the document header information. These headers include: Document Type (6) Organization (7) Supplier Site (8) Invoice Number (9) Date (10) Amount $ (11) The top right panel of the window displays the document comment information. These comments include: User Name of requestor (12) Comment/Explanation of request (13) Available Action(s) (14) The View panel of the window contains various types of buttons that allow the user the ability to manipulate the invoice image as well as display and hide information. These buttons include: Action History (15) Thumbnails (16) Zoom Out/Zoom In (17) Rotate Left/Rotate Right (18) Page Overview (19) Options (20) The button displays the markups that have been placed on the work item in historical sequence: 8

9 The button displays a preview of each individual page of the document: The buttons allow you to navigate forward or backward between multiple paged documents. Typing a number in the available field will allow you to jump to that specific page. The buttons allow you to increase or decrease the document size by zooming in towards, or out away from the image. Typing a number in the available field or clicking on the adjust the size of the document. button will also allow you to 9

10 The buttons allow the user to maneuver the orientation of the document to the left, right, or upside down. The button opens a small full page view of the document that allows the user to scroll up and down the image. The button allows the user to change various view settings. They can be used to hide or reveal certain buttons or text depending on user preference: The Output panel contains buttons that allow the user to reproduce a copy of the image. These buttons include: 10

11 The button (21) is used to a soft copy of the document to a selected address(es): Enter the Addresses you would like to send the document to in the To field. The Subject & Message fields are mandatory and must contain text in order for the to be sent. Chose the Delivery Option, Page Range, and Image Options then click the button to send the . The sender will show as the address of the MarkView User. The button (22) is used to print a hard copy of the document (Please remember to Think before you Ink ): 11

12 Select the Page Range that should be printed, whether you want the Annotations (Markups) to be displayed, and whether you want the Details Section to be printed. Click on the OK button. A PDF page will open in a new window. Click on the button to print the document. ANNOTATION TYPES An Annotation is a comment, explanation, or presentable markup attached to the invoice. They refer to a specific part of the original data, and are used to feature certain information. 12

13 Annotation Name Annotation Purpose Annotation Display Allows the user the ability to Highlight information on an image. Allows the user to place a text Note on an image. Allows the user to draw an Arrow to point to information on an image. Allows the user to type Text directly onto an image. MARKUP TYPES Markups are electronic annotations applied to document images to provide information on the image, and/or cause an item to move through the workflow. End User Markup Types Mark Up Button Mark Up Purpose Place Mark Up Result Approves the invoice and sends for payment. Returns the invoice to Accounts Payables. (Usually when invoices are mistakenly sent to a user) Sends the invoice to another user for comment. The invoice will be returned upon comment completion. Forwards approval of the invoice to another user. The invoice will not be returned. Adds a distribution line to an invoice that needs approval and coding. N/A 13

14 AP Rep Markup Types Mark Up Button Mark Up Purpose Place Mark Up Result Completes invoice entry and sends for approval/payment. Removes an invoice from the workflow and sends it to the canceled invoice queue Increases the priority of an invoice. The Invoice will be retrieved sooner than other similar work items. Forwards approval of the invoice to another user. The invoice will not be returned. Sends the invoice to the Rescan queue for rescanning. (Usually for an invoice with multiple invoices included, unclear images or invoices missing pages) Sends the invoice to the Return to Supplier queue for invoice return. (Usually invoices with missing or incorrect information) Re-creates the document and converts it to another workflow item type. (Eg. Non-PO Invoice to a PO Invoice) Sends the invoice to another user for comment. The invoice will be returned upon comment completion. Sends the invoice to Supplier Maintenance queue for vendor updating. Resolves holds so that an item may continue through the workflow. 14

15 Sends the invoice to the PO invoice Review- Purchasing queue. Sends an item to the Request Recycle queue for recycle determination. Returns an item to the previous user in the workflow. Allows a user to retrieve a Request Comment item and send to another user. ADDING ANNOTATIONS The button allows the user to place a note anywhere on the document. 1) Click on the document where the Blue Sticky Note should be placed. A comment box will appear in the left hand column. 2) Type your comment in the available box. Clicking on OK places the Sticky Note on the document. 15

16 3) To view the Blue Sticky Note comment hover the mouse pointer over the icon and the details will appear. The button allows the user to place text comments on the document. 1) Click on the document where the text should be placed. A comment box will appear in the left hand column. 2) Type your comment in the available box. Clicking on OK places the green text on the document. 16

17 3) The text within the comment box will now appear on the document The button allows the user to place a red pointer arrow on the document. 1) Click on the document where the arrow should start and drag the mouse to the point where the arrow should end. Upon releasing the mouse button the arrow will remain. 17

18 The button allows the user to highlight an area of the document in yellow. 1) Click on the document where the highlight should start and drag the mouse to the point where the highlight should end. Upon releasing the mouse the yellow highlighted area will remain. 18

19 ALTERNATE USER ASSIGN The Alternate User Assign feature is used to forward a user s MarkView inbox to another user. The default length of assignment is 5 days. If requested the Systems and Training department can reassign a user s inbox for a maximum of 14 days. With consent, a user can manually assign their inbox to another user from a minimum of 1 day to a predetermined future date (Eg. 1 Year for Maternity Leave, 4 weeks for Vacation, 2 years for Secondment). 1) From the MarkView home page select the drop down menu Administration, click on User Admin, then click on Alternate User Assign. The MarkView Alternate User Assignment can also be accessed by the Alternate User Assign shortcut link on the Markview home page. 2) The user s name should be defaulted under User ID. Enter the name of the User who the inbox is being forwarded to in the field beside Alternate User ID. 3) If you do not know the ID of the user click on the button to bring up the Alternate User Assignment search function. 19

20 4) Enter in the user s First Name or Last Name in the corresponding field and click on the button. The list of possible matches will populate and be available for selection. 5) Click on the appropriate User ID, First Name or Last Name to select that user. Their User ID will now appear in the Alternate User ID field. 6) The default Start Date will always be the current date. Click on the button to select a different Start Date. Use the buttons to select the correct month then click on the appropriate date number. 20

21 7) The default End Date will always be 5 days after the current date. Click on the button to select a different End Date. Use the buttons to select the correct month then click on the appropriate date number. 8) Click on the button to finalize your selections. A confirmation message will appear as well as a new Alternate User Assignment line with the User ID, Alternate User ID, Start Date and End Date. REMOVING AN ALTERNATE USER ASSIGN An Alternate User Assignment will automatically expire at the set End Date. If necessary the assignment can be terminated manually prior to the End Date. 1) From the MarkView home page select the drop down menu Administration, click on User Admin, then click on Alternate User Assign. 21

22 2) Click on the checkbox along the appropriate line and then click the button to accept. A confirmation message stating the Alternate User Assignment was removed message will appear. PO INVOICE APPROVAL PROCESS Invoices that are received by Ryerson, are over $ and have an authorized purchase order must be routed to the requestor of the items for receipt confirmation. In these instances the user would receive an alert message notifying them to log into MarkView home and respond to their notifications. Option 1 Approve The APPROVE markup should be placed on a document when the goods or services on the invoices have been confirmed to be received. The invoice will then be sent for payment after approval. 1. From MarkView home select the drop down menu Web Inbox then click on AP Invoices. 2. From within the AP Invoices inbox, click on the Invoice Number that you would like to review. The document will be displayed and available for completion. 22

23 3. Users can open the Markups already placed on the image in order to assist in determining the action to be taken by clicking on the button. 4. Click on the button to bring up the comment and approval box. 5. Type in any necessary comments and click on the OK button. The invoice will now be approved and a confirmation notification will appear. 23

24 Option 2 Route to Accounts Payables The ROUTE TO ACCOUNTS PAYABLE markup should be placed on the document when the goods or services have not been received. The invoice will then be returned to the Accounts Payables department for action. 1. From MarkView home select the drop down menu Web Inbox then click on AP Invoices. 2. From within the AP Invoices inbox, click on the Invoice Number that you would like to review. The document will be displayed and available for completion. 3. Users can open the Markups already placed on the image in order to assist in determining the action to be taken by clicking on the button. 4. Click on the button to bring up the comment and approval box. 5. Type in any necessary comments and click on the OK button. The invoice will now be marked as ROUTE TO ACCOUNTS PAYABLE and a confirmation notification will appear. 24

25 Option 3 Request Comment The REQUEST COMMENT markup should be placed on the document when the user requires further information from another user regarding the invoice. Upon comment, the document will be sent back to the user for completion. 1. From MarkView home select the drop down menu Web Inbox then click on AP Invoices. 2. From within the AP Invoices inbox, click on the Invoice Number that you would like to review. The document will be displayed and available for completion. 3. Users can open the Markups already placed on the image in order to assist in determining the action to be taken by clicking on the button. 4. Click on the button to bring up the comment and approval box. 25

26 5. Under the Contact field, enter the user you would like to request a comment from.(users can be searched by Last Name, First Name, User Name, or Address). Click on the select. button to display all the matches, then click on the desired user to 6. Type in any necessary comments and click on the OK button. The invoice will now be marked as REQUEST COMMENT and a confirmation notification will appear. 26

27 Option 4 Return To The Return to markup is used when a user would like to send back an invoice to the previous owner of the work item. 1. From MarkView home select the drop down menu Web Inbox then click on AP Invoices. 2. From within the AP Invoices inbox, click on the Invoice Number that you would like to review. The document will be displayed and available for completion. 3. Users can open the Markups already placed on the image in order to assist in determining the action to be taken by clicking on the button. 4. Click on the button to bring up the comment and approval box. 5. Type in any necessary comments and click on the OK button. The invoice will now be returned to the original user with comment included. A confirmation notification will appear. 27

28 NON-PO INVOICE APPROVAL PROCESS Non-PO invoice are invoices that are received by Ryerson University which do not have an authorized purchase order. In order to process these invoices users must authorize the invoices for payment by specifying the charge accounts information. These invoices will continue up the purchasing hierarchy until they have been approved by an individual who has the proper approval limits. In these instances the user would receive an alert message notifying them to log onto MarkView home and respond to their notifications. 1) From MarkView home select the drop down menu Web Inbox then click on AP Invoices. 2) From within the AP Invoices inbox, click on the Invoice Number that you would like to review. The document will be displayed and available for completion. 3) Users can open the Markups already placed on the image in order to assist in determining the action to be taken by clicking on the button. 28

29 4) Click on the button to reply to the Request Comment notification from the AP representative. In the Comments box enter the allocations and amounts to which the invoice should be charged to. Click on the OK button to accept and reply. A confirmation message will appear stating that the invoice has been successfully returned to the AP representative. The invoice will no longer be in the user s AP Inbox. 5) The AP representative will then code and distribute the invoice accordingly into Oracle. Once completed, an notification will be sent to the user requiring final approval of the invoice. Repeat steps 1 3 of the process 6) Click on the button to bring up the comment and approval box. 29

30 7) Type in any necessary comments and click on the OK button. The invoice will now be approved and a confirmation notification will appear. 30

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