Viewing Imaged Travel Expense Reports in the Travel Reimbursement System

Transcription

1 Viewing Imaged Travel Expense Reports in the Travel Reimbursement System Effective September 15, 2008, the Travel & Entertainment Office converted the handling of Travel Expense Reports from paper to electronic images. The ability to view these images is now available to all campus Travel Reimbursement System users. This can be done from: Track Reports/View Reports page This guide provides instructions on how to use this new feature. Navigation to the imaging system is from the Travel Reimbursement System. When a campus user clicks on the View Image button, a new window will open launching access to the Imaging system. Messages may be displayed concerning Java control or that the page contains both secure and non-secure items. These messages are normal and are discussed later in this document. The imaging system will respond with either an image or a No Records Found message box. To exit the imaging system, close the window by clicking on the X in the red box in the right-hand corner of the pop-up window. The guide is divided into two sections: SECTION ONE: Detailed instructions for viewing imaged Travel Reports including screen shots. ACCESSING THE IMAGING SYSTEM VIEWING AN IMAGE USING THE TOOLBAR EXITING THE SYSTEM NO RECORDS FOUND SECTION ONE: Quick guide for viewing imaged Travel Expense Reports with textonly step-by-step instructions.

2 SECTION ONE - Detailed Instructions with Screen Shots ACCESSING THE IMAGING SYSTEM: TRACK REPORTS/VIEW REPORTS Log into the Travel Reimbursement System at reimburse.berkeley.edu. Click on Travel Home to go to the Travel Home Page. From the Travel Home page, click on Track Reports/View Reports under General Functions click here The Track Reports search criteria page will be displayed. Enter your search criteria. In this example, we are searching by the name COOK, SUSAN V : Click on Search after entering the name. May

3 The Track Reports page will be displayed. Click on the View Image icon. click here VIEWING AN IMAGE After clicking on the View Image button, a new window will appear. A security warning may also be displayed. May

4 Click Yes on the security warning. The document image will appear in the new window. click here to expand view Depending on your browser settings, the window may look different from the above display. Click on the maximize button at the upper right of the window to expand the view to full screen. May

5 USING THE TOOLBAR: Note the toolbar above the image of the page. The following actions can be taken using the icons in the toolbar: Save as: Allows user to save to file or folder. Note: If the document is one page, you will be able to name it upon saving. However, if the document is more than one page, each page will be saved automatically with its unique image ID number. Print: Allows user to print a copy of the document. May

6 Zoom In: Enlarges image on the screen. Zoom Out: Makes image on the screen smaller Rotate Left: Rotates image counterclockwise 90 degrees. Rotate Right: Rotates image clockwise 90 degrees Fit Window: Resizes image to fit in the window Fit Width: Resizes image to fit the entire width of the window Fit Height: Resizes image to fit the entire height of the window The remaining icons in the toolbar will be greyed out; these functions are not available. Clicking on them will not produce any result. The page number that you are viewing and the number of pages in the document are displayed below the image. For multi-page documents, use the arrow next to the page number field to scroll to the next page. The arrow to the left of the page number field can be used to go back to the previous page. Click on arrow to Number scroll to next page of pages EXITING THE IMAGING t t SYSTEM May

7 When you are done viewing the document, click on the red X in the upper right hand corner of the imaging window. This will return you to the Travel Reimbursement System page. click here NO RECORDS FOUND May

8 Reports received by the Travel & Entertainment Office prior to Sept 15, 2008 will not have an associated image. Clicking on the view image button for these reports will result in the following: After clicking on the View Image button, a security warning will display: The Java logo will display in a new window, along with a No records found message box. Click OK in the message box. May

9 The WebNow web site will display in the new window. You will not be able to search for other documents. Simply close the window by clicking on the red x in the pop-up window. click here If you click on the Disconnect button by mistake, you will see the log-in screen for the imaging system. Close the window. You will be returned to the Travel Reimbursement System Track Reports page. May

10 SECTION TWO - Quick guide with text-only step-by-step instructions. TRACK REPORTS/VIEW REPORTS Click on Track Reports/View Reports under General Functions on the Travel Reimbursement System home page. Enter the search criteria (report ID, last name or key phrase from the business purpose). Click search Click on the Report ID number for the report you wish to view. Click on view image icon Use icons on toolbar to take appropriate action if needed (print, save, zoom, etc). Click on x in upper right corner of pop up window to close image and return to Travel Reimbursement System. TRACK REPORTS/VIEW REPORTS NO RECORDS FOUND Click on Track Reports/View Reports under General Functions on the Travel Reimbursement System home page. Enter the search criteria (report ID, last name or key phrase from the business purpose). Click search Click on the Report ID number for the report you wish to view. Click on view image icon Click yes on the security warning Click OK on the No Records Found message Click on X in upper right corner of WebNow pop up window to return to the Travel Reimbursement System May